An official website of the State of Maryland.

Maryland.gov Translate

Official websites use .gov
A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS
A lock ( ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

Maryland Digital Playbook

Electronic Document Guidelines

For information on electronic document remediation for accessibility, please visit the new
Electronic Document Guidelines homepage.

Plain language standards

On this page

The Maryland plain language standards are a guide for all written state communication. The Standards include two parts: writing and design. When you use the Standards, you help people understand what they read the first time they read it.

"Plain language" means writing that is clear, concise, and well-organized. It follows other best practices appropriate to the subject matter and the people who need it.

When an agency uses plain language, more people can understand the message. Written communication in plain language reduces misunderstandings. As a result, agencies save time and respond to fewer questions.

Note: This document is the minimum standard for plain language communications. The standards are based on federal, state, and industry best practices. Updates are made each year as needed.

Part One: Write for your audience

(source: https://digital.gov/guides/plain-language)

Agencies must first understand the audience they serve. This means finding out who they are and what they need to know. Take into account the level of expertise for your audience and write for them.

Be concise

Agencies must first understand the audience they serve. This means finding out who they are and what they need to know. Take into account the level of expertise for your audience and write for them.

  1. Use everyday words. Common, familiar words are better than jargon or technical terms.

    1. Before 

      This form will be used by Federal agencies to obtain applicant certification that States which have established a review and comment procedure in response to Executive Order 12372 and have selected the program to be included in their process, have been given an opportunity to review the applicant’s submission.

    2. After

      If your State requires an opportunity to review your application, use this form to certify that you have done so. Include the form in your application.

  2. Use active voice. Active voice makes it clear who is supposed to do what.

    1. Before 

      The report was completed by the committee.

    2. After

      The committee completed the report.

  3. Before Use present tense. Present tense creates a sense of immediacy.

    1. Before

      Use present tense. Present tense creates a sense of immediacy.

    2. After

      Complete this form to apply for assistance.

  4. Use short sentences. Break apart complex ideas so there is only one idea in each sentence to enhance understanding. Look for “and” in a sentence to see if there is an opportunity to make two sentences. Delete unnecessary text. Add details but only what the reader needs or wants to know. Limit sentences to 15-20 words.

    1. Before

      When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area.

    2. After

      If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away.

Part Two: Design for reading

(source:  https://www.plainlanguage.gov/guidelines/design/)

Organize information

  1. Use headings and subheadings to guide readers through the document.
  2. Use bullet points or numbered lists for easy scanning of key information.
  3. Get right to the point. Start with the most important idea. Order information so your reader gets the information they need.

    1. Before

      Mitigation is the cornerstone of emergency management. It’s the ongoing effort to lessen the impact disasters have on people’s lives and property through damage prevention and flood insurance. Through measures such as, building safely within the floodplain or removing homes altogether; engineering buildings and infrastructures to withstand earthquakes: and creating and enforcing effective building codes to protect property from floods, hurricanes and other natural hazards, the impact on lives and communities is lessened.

    2. After
      1. Protect your community from natural disasters!
      2. Build safely in the flood zone, or remove buildings altogether
      3. Engineer buildings and infrastructure to withstand earthquakes
      4. Create and enforce effective building codes

Use blank space and visual elements

  1. Avoid clutter and enhance readability by using wide margins to create blank space.
  2. Convey information by using images, charts, and infographics. Each image needs an alt text description. Alt text (short for alternative text) is a short description of an image. It helps people who can’t see it understand what the image shows.B

    1. Before

      This is a multipurpose passenger vehicle which will handle and maneuver differently from an ordinary passenger car, in driving conditions which may occur on streets and highways and off road. As with other vehicles of this type, if you make sharp turns or abrupt maneuvers, the vehicle may roll over or may go out of control and crash. You should read driving guidelines and instructions in the Owner’s Manual, and WEAR YOUR SEAT BELTS AT ALL TIMES.

    2. After

      Image shows a warning message “high roll over risk” with a vehicle on two wheels next to a person wearing a seat belt.

Use accessible fonts and colors

  1. Choose easy-to-read fonts size 12 pt or larger from the Maryland Web Design System.
  2. Use high-contrast text and background colors that avoid color blindness combinations.

    1. Before

      Mitigation is the cornerstone of emergency management. It’s the ongoing effort to lessen the impact disasters have on people’s lives and property through damage prevention and flood insurance. Through measures such as, building safely within the floodplain or removing homes altogether; engineering buildings and infrastructures to withstand earthquakes: and creating and enforcing effective building codes to protect property from floods, hurricanes and other natural hazards, the impact on lives and communities is lessened

    2. After
      1. Protect your community from natural disasters!
      2. Build safely in the flood zone, or remove buildings altogether
      3. Engineer buildings and infrastructure to withstand earthquakes
      4. Create and enforce effective building codes

Implementation

Use the Plain Language Implementation Plan at your agency today! The plan has four parts.

  1. Tools to help assess current content.
  2. Training for state staff.
  3. Resources to write future content in plain language
  4. Pilot projects with state agencies

References

  1. Plainlanguage.gov
  2. md-council.org
  3. Maryland Consumer Health Information Hub
  4. Maryland Web Design system