• 5-minute read
• 9th June 2026

How To Write in Plain English (With Examples)

When people refer to expressing something in plain English, they often call it “layman’s terms.” But what exactly is a layman? And how can you simplify your writing to make it accessible to a broader audience? 

Whether you’re drafting client-facing reports or internal communications, the ability to write clearly is a competitive advantage. In this post, we offer practical tips on how to express yourself in plain English so that your message reaches every reader.

What Is a Layman? And What Are Layman’s Terms?

The words “layman,” “laywoman,” and “layperson” were originally related to religion. They referred to someone who belongs to a religious organization but has no special training. For example:

Both clergy and laypeople have an important role in the Catholic Church.

More generally, these terms now apply to any nonspecialist in a particular field. So we could also say:

As a layman, Tim struggled to follow the dense legal language.

The phrase “layman’s terms,” then, refers to using language that a layperson could understand. In practice, this means plain English that is free from jargon.

For businesses, this matters more than ever. Your audience often includes individuals, such as stakeholders or clients, who do not share your technical vocabulary. Writing in layman’s terms ensures your message is understood the first time, which reduces miscommunication and builds trust.

Five Tips To Help You Write in Plain English

How do you actually write in layperson’s terms? The following guidelines will help you communicate with clarity, whether you are writing proposals, emails, or website content.

1. Avoid Jargon and Define Technical Terms

Jargon is language used by experts or insiders in a specific field or industry, so you should try to avoid it when writing for a lay audience. Common forms of jargon include:

• Technical language: for example, saying “cardialgia” instead of “heartburn”
• Profession-specific slang: for example, the medical slang “bagging” that is often used to refer to the process of ventilating a patient by hand using a bag-valve mask
• Undefined acronyms: abbreviations that only specialists would recognize

All of these forms of jargon rely on insider knowledge. Anyone not already familiar with the terminology may find your writing difficult to follow.

Instead, use everyday language wherever possible. If you do need to use a technical term, define it clearly when you first introduce it. This is especially important in client-facing deliverables, where unclear language can erode confidence in your expertise. Reviewing your word choice is a core part of strong editing practice.

2. Use Short Sentences and Paragraphs

Short sentences are easier to follow than long ones. While varying sentence length is good practice, favoring shorter constructions will improve readability. Here are a few ways to keep your sentences concise:

• Use the active voice: this keeps your writing clear and direct
• Eliminate unnecessary modifiers: cut repetition and wordiness wherever you find them
• Break longer sentences apart: split complex statements into two or more shorter sentences

The same principle applies to paragraph length. Each paragraph should be roughly 100 to 200 words and focus on one key point. Keeping paragraphs concise helps you avoid intimidating blocks of uninterrupted text. This makes your document far easier to scan.

3. Get to the Main Point Quickly

People are busy, and they often skim. Unless you grab their attention early, they may stop reading altogether.

State your main point as clearly as possible in the first paragraph of any piece of writing. In this blog post, for example, we could have begun by discussing religious laity. But since that is not our primary focus, we make it clear from the start that the post is about plain English.

This approach is critical in professional communications. Decision-makers rarely have time to search for the key takeaway buried in the third paragraph of an email or the fifth page of a report. Lead with the most important information.

4. Respect Your Reader’s Intelligence

Simplifying your language does not mean dumbing down your ideas. If your reader feels you are talking down to them, they may lose interest entirely.

The key is to find a level that suits your audience. If you are explaining a scientific theory to children, you may need to simplify certain concepts. But if you’re addressing colleagues or clients, you can assume they’re capable of grasping complex ideas, even if they don’t know the technical vocabulary involved.

Before you begin writing for a lay audience, ask yourself:

• Does my target audience already know anything about this topic?
• What background will readers need to understand my point?
• How comfortable is my audience with complex ideas presented in accessible language?

You can then tailor the complexity of your writing to suit your target readers. Understanding your audience is also essential when developing your organization’s tone of voice.

5. Have Your Content Professionally Reviewed

A great first step is to ask a nonspecialist colleague to read a draft of your writing. They can offer a different perspective and point out areas that may be hard to understand for a lay audience.

For an expert opinion, you can have your work reviewed by a professional editor. Our editors at Proofed provide feedback on clarity and plain-English readability. They also ensure your content is free from errors that could undermine your credibility. This is especially valuable for high-stakes deliverables such as client proposals and published content.

Make Every Word Count for Your Audience

Writing in layman’s terms is not about oversimplifying. It’s about respecting your reader’s time and ensuring your message lands. When your communications are clear, your organization appears more credible and professional, as well as easier to work with.

If you want expert eyes on your next piece of content, submit a free trial document to Proofed today. Our professional editors will help you ensure your writing is accurate, accessible, and ready for publication.