Every organization has its own language — an elevated vernacular that polishes the mission and reinforces a team’s identity. Inside the office, this lingo makes perfect sense. Outside it? Not so much.
Words like “utilize” when “use” will do, or “commence” instead of “start.” Even calling something a “deliverable” when you really mean a goal or product.
To insiders, it sounds professional. To everyone else, it can feel like being left out of the conversation — or worse, like failing a quiz they never signed up for.
We live in an age of constant distraction. If we want our messages to land, they must be clear, relevant, and easy to grasp. Anything less asks readers to work to understand us — and most won’t. They stop reading, stop responding, and stop trusting that the message is meant for them.
Plain language isn’t just a stylistic choice or an act of courtesy. It’s a money-saving measure. Every unclear sentence translates into wasted time, missed opportunities, and unnecessary frustration.
💸The Hidden Cost of Confusion
Picture this: a borough releases a grant application so dense with legal phrasing that half the potential applicants give up halfway through. A county’s “How to Do Business with Us” page reads like it was written by a procurement robot. Or zoning notices so vague they spark Facebook firestorms of confusion.
When that happens, staff end up fielding calls that one clear sentence could’ve prevented. Applicants miss deadlines. Vendors skip bids. Residents tune out.
What started as an effort to communicate turns into a cycle of rework, frustration, and wasted hours — sometimes thousands of dollars’ worth.
Miscommunication has a price tag: overtime, frustration, and lost opportunities that never make it onto the spreadsheet.
💬Simply Put
We all want to sound professional — but the real measure of good communication is being understood. No one has ever complained that a message was too easy to follow. Even the most educated readers prefer information they can absorb quickly and move on with confidence.
Simply put, plain language helps everyone: experts skimming for key points, residents whose first language isn’t English, and readers juggling five other tabs.
It’s also efficient. Clear writing delivers your message faster, with less room for misunderstanding. And it’s search-friendly — the same words that make sense to real people are the ones they’ll actually type into Google.
Best of all, plain language reflects well on you. Studies show that writers who communicate clearly are seen as smarter and more trustworthy. When readers understand what you’re saying, they assume you know what you’re talking about.
🧠 How to Write So People Actually Understand You
The stakes are high. A single confusing word in an RFP can lead to an incorrect bid. A vague line in a policy can trigger a lawsuit. And a jargon-filled brochure can end up in the recycling bin.
That’s your $20,000 word in action: alienating readers while quietly draining your budget.
The good news is, there’s no trick to straight-forward, community-centered communication. It’s basically an attitude-adjustment that you can practice with these proven methods:
- Know who you’re talking to.
Picture the person on the other end. What do they already know? What do they need from you? Tailor tone and detail to their world, not yours. Writing for “everyone” often means reaching no one. - Choose words people actually use.
“Try” beats “endeavor.” “Before” beats “prior to.” Familiar words are faster to understand, easier to remember, and friendlier to readers who speak English as a second language. If you must include technical terms, define them once, clearly, and move on. - Keep it short.
Short sentences don’t mean simple thinking — they mean efficient communication. One idea per sentence, one topic per paragraph. Fewer words make stronger points. - Check your reading level.
Most public-facing content lands best around a sixth- to eighth-grade reading level. That doesn’t dumb anything down; it removes friction so readers can absorb information instead of decoding it. When in doubt, check your readability score. - Format for real readers.
Good structure guides attention. Use clear headings, bullets, and white space to help people scan. Highlight key terms and start with the most important point — the digital world rewards clarity, not suspense.
The clearer the message, the faster it moves — and the more good it can do.
✅ The Bottom Line
Plain language is welcoming language. It bridges digital divides, turns official information into useful information, and saves time while building trust.
The next time you review a public notice, brochure, or webpage, ask yourself: Would someone outside our office understand this? If the answer isn’t an easy yes, it may be time to trade those $20,000 words for ones that pay you back in clarity, connection, and confidence.
East Falls Media helps local governments, nonprofits, and community organizations turn complex ideas into communications that work. If your outreach materials could use a plain-language refresh, let’s talk.
👉 Reach out for a free communications snapshot.
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This blog is powered by East Falls Media, where we help small businesses, nonprofits, and local governments communicate with clarity and purpose.
