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Plain language: design

Last updated on July 29, 2025

The way your text looks on the page can make it easier to read and understand. Research shows that the following techniques help readers find what they're looking for quickly and easily.

This is the third step in writing plain language.

  1. Audience and purpose – Know who you're writing for and why
  2. Structure – Organize your ideas in a clear, logical way
  3. Design – Make your text easy to read and navigate
  4. Expression – Use everyday words and a natural tone
  5. Evaluation – Test and improve your writing

Use headings

Headings help readers scan through your text to find what they're looking for.

Benefits of headings:

  • Make important sections stand out
  • Help to structure and organize your text
  • Simplify navigation for screen reader users

Use bullets and lists

Bulleted and numbered lists should be used whenever appropriate. Use them to:

  • Break up long sentences
  • List step-by-step instructions
  • Highlight action items 

Break up large paragraphs - use white space

Keep paragraphs short and focused on a single idea. The first sentence should summarize what the paragraph is about. 

When editing, look for long paragraphs and split them into smaller chunks.

 

Practice your skills

Next component

Once you've completed the exercise, go to the next component to learn about Plain language: Expression.

Continue to next component

  • Use headings to help readers scan your text
  • Use bullets and lists whenever appropriate
  • Break up large paragraphs

CMS Lite uses stylesheets that define consistent spacing before and after headings, paragraphs, lists, and other content types.

Do not add empty paragraph blocks or blank lines to your text, as this can make it harder for readers with visual or physical impairments to navigate. 

Instead, add white space by following the other tips in this section.

Writing in plain language is a process. It can be broken down into five components:

  • Audience and purpose – Know who you're writing for and why
  • Structure – Organize your ideas in a clear, logical way
  • Design – Make your text easy to read and navigate
  • Expression – Use everyday words and a natural tone
  • Evaluation – Test and improve your writing