Plain and inclusive language

Use plain language

Plain language is direct, clear and easy to understand. It helps people find what they need quickly and understand it the first time.

Write so everyone can understand your content – regardless of ability, age, language background, location or device. Do not assume users know technical terms, acronyms or internal language.

Aim for a reading age of 12 to 14, including when technical information is unavoidable. This aligns with WCAG 2.2 guidance. See literacy and access to learn more about Australian reading levels.

For complex topics, use diagrams or examples to support understanding.

Inclusive language

Inclusive language is respectful and accessible. It acknowledges diversity and avoids excluding people based on background, identity or experience.

If you are unsure about wording, check guidance or ask for advice. Choose words that respect individuals and include everyone.

Tips for writing inclusive and clear content

• Write with purpose – focus on what users need to know or do
• Use gender-neutral terms
• Avoid harmful, outdated or biased language
• Avoid idioms and expressions that may not translate well
• Avoid language that assumes all relationships are heterosexual
• Be concise
• Use short words and short sentences
• Use active voice rather than passive
• Write how you would speak
• Use contractions where appropriate
• Limit uppercase text
• Avoid slang, clichés and metaphors
• Use 'you' for the reader, and 'we' or ‘the department’ for your agency
• Read content out loud – if it sounds complex, simplify it

The Australian Government Style Manual provides detailed guidance on inclusive language.

How to test readability

Include readability testing throughout your content workflow – from drafting to review and publishing.

Microsoft Word’s readability tools can help identify long sentences, complex words and overall reading level. This makes it easier to improve clarity and accessibility.

To check readability in Word (Microsoft 365):

1. Open your document
2. Select Home
3. Choose Editor, then Document stats
4. Select OK when prompted
5. Review the statistics and reading level shown

See get your document's readability and level statistics for more detail.

Web Content Accessibility Guidelines success criteria

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