Plain Language Writing Guidelines
Writing in plain language is the heart of what we do. It’s how we turn confusing legal documents into something everyone can understand. This guide will help you write content that meets our standards.
The Golden Rule: 8th-Grade Reading Level
All Plain License content should be readable at an 8th-grade reading level. That’s the level most people are comfortable reading at. It doesn’t mean we’re “dumbing down” — it means we’re writing clearly.
How to check: Use the Hemingway Editor ➚ (free online). Paste your text in and aim for a Grade 8 or lower reading level. If it’s higher, look for long sentences, passive voice, and complex words to simplify.
Core Guidelines
Use Common Words
Prefer simple, everyday language over complex legal terms. We keep a list of “shame words” — complex terms we replace with plain alternatives. Here are some examples:
| Shame word | Plain alternative |
|---|---|
| herein, hereby, thereof | (just remove them) |
| notwithstanding | even if, despite |
| pursuant to | under, following |
| shall | must, will |
| aforementioned | (name the thing directly) |
| sublicense | let others use |
| indemnify | protect, cover the cost of |
| perpetual | forever, for as long as you want |
If you see a word that makes you pause, your readers will pause too. Find a simpler way to say it.
Write Short Sentences
Aim for one idea per sentence. Long sentences with multiple clauses are hard to follow, even for experienced readers.
Before: “Subject to the terms and conditions of this License, each Contributor hereby grants to You a perpetual, worldwide, non-exclusive, no-charge, royalty-free, irrevocable copyright license to reproduce, prepare Derivative Works of, publicly display, publicly perform, sublicense, and distribute the Work and such Derivative Works in Source or Object form.”
After: “You are free to use, copy, change, and share the work — and let others do the same. This applies everywhere, forever, and at no cost.”
Use Active Voice
Make it clear who is doing what. Active voice is shorter, clearer, and more direct.
| Passive (avoid) | Active (prefer) |
|---|---|
| “The software is provided by the author" | "The authors provide the work" |
| "Permission is granted to…" | "You can…" |
| "Contributions may be submitted by…" | "You can contribute by…” |
Address People Directly
Use “you” to talk to the reader. Use “we” to talk about Plain License. Use “we, the authors” when talking about licensors in license text. This makes writing feel personal and clear.
Think Beyond Software
Our licenses apply to all creative works — not just software. Use “the work” instead of “the software.” Use “source materials” instead of “source code.” Use “share” instead of “distribute.” This makes our licenses useful for artists, musicians, writers, and anyone who creates things.
Structure Matters
Good structure is just as important as good words. Here’s how to organize your writing:
- Use headings to break content into sections
- Use bullet points for lists of items or steps
- Use tables to compare or summarize information
- Use bold for key terms and important points
- Add white space — dense walls of text are hard to read
- Group related ideas together under clear headings
Before You Submit
Run through this checklist before you submit any content:
- Is it at an 8th-grade reading level? (Check with Hemingway Editor ➚)
- Did you use “you” and “we” instead of “licensee” and “licensor”?
- Did you replace any shame words with plain alternatives?
- Are your sentences short and focused on one idea each?
- Did you use active voice?
- Does the language work for all creative works, not just software?
- Is the content well-structured with headings, lists, and white space?
Resources
- Hemingway Editor ➚ — free readability checker
- PlainLanguage.gov ➚ — the US government’s plain language resource
- The Center for Plain Language ➚ — courses, guides, and the five-step guide to plain writing
- ISO 24495-1 ➚ — the international standard for plain language
- Our Voice Guidelines — how to write in the Plain License voice
By following these guidelines, you help us make licensing understandable for everyone.