Plain Language: 10 Principles That Make Letters Worth Reading
- James Pite
- Aug 6
- 3 min read
Why clarity beats complexity, especially in important letters.
Whether you're writing to a friend, a client, or a government office, the way you phrase things can change everything. At LetterLab, we help people express difficult or high-stakes messages clearly. That clarity is what plain language is all about.
Here are 10 essential principles adapted and expanded from the National Archives' Plain Writing principles that you can use in every letter.
Source: www.archives.gov
1. Write for your reader, not yourself
Good writing starts with empathy. Consider who’s reading it and what they care about. If your reader is emotionally invested, under pressure, or not a native speaker, your tone and structure should support that.
Government guidelines on accessibility support this too: www.gov.uk
2. Put the main message first
Front-load your letter with the most important information. Readers skim and if they don’t see the point quickly, they may stop reading altogether.
Plain English Campaign also recommends this order for maximum reader engagement: www.plainenglish.co.uk/
3. Stick to one idea per paragraph
Each paragraph should handle a single topic. If you're asking for a refund and explaining a delay, use two paragraphs. This structure supports readability and improves understanding.
This approach mirrors paragraphing advice from the Plain Language Association International: plainlanguagenetwork.org
4. Use active voice
Passive voice is less direct and often makes letters sound evasive. Use active voice to make your message clear and confident.
NHS Digital backs this recommendation for improving patient communications: digital.nhs.uk
5. Keep sentences short
Keep sentences to an average of 15–20 words. Long, winding thoughts can lose readers, even intelligent ones. Break things up where possible.
The Campaign for Plain English also notes that shorter sentences improve accessibility for readers with dyslexia or processing difficulties: plainenglish.co.uk
6. Use everyday words
Avoid legal jargon, corporate buzzwords, or overly formal language unless absolutely required. Even in professional letters, plain English shows respect for your reader’s time and attention.
Oxford University supports this view in their Effective Writing guidance: www.ox.ac.uk
7. Cut unnecessary words
Redundant phrases water down your message. Phrases like "due to the fact that" or "in the event that" should be replaced with "because" or "if".
University College London recommends this editing step in their writing guides: www.ucl.ac.uk
8. Keep subjects and verbs close together
The brain processes information more smoothly when the subject and verb are near each other. Don’t separate them with long clauses.
This is supported by writing structure research at Carnegie Mellon University: www.cmu.edu
9. Use formatting to support reading
Break up information with:
Headings
Bullet points
Short paragraphs
Clear spacing
This not only improves understanding but is also an accessibility requirement in many sectors, such as finance and government: www.gov.uk
10. Proofread and get someone else to read it too
You can’t always spot your own mistakes. Have someone else read your letter before sending it. At LetterLab, every client letter goes through a second editor for tone, structure and flow, not just spelling.
Need a checklist? The National Adult Literacy Agency offers one here: www.nala.ie
Why does this matter?
Poorly written letters cause delays, confusion, rejections and misinterpretation. Plain language helps your message land, whether you're writing to a bank, employer, landlord, or loved one.
In fact, the UK Government mandates plain English in many public communications: www.legislation.gov.uk
Want your letter reviewed or rewritten professionally?
At LetterLab, we write, edit and refine all kinds of letter, business, personal, legal and more.
Let your message be heard the way you meant it to be.
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