Plain English at Work: How to Write Messages People Actually Read
Published 2026-10-20
Most people read work messages in a hurry, between other tasks, often on a phone. Writing that makes them work to find the point gets skimmed or ignored. Plain English is not about simple ideas; it is about making complicated ones easy to follow. These techniques apply to emails, chat messages and short reports.
Start with what you need
Many messages open with context and bury the request at the end. Flip it. Put the ask or the decision first, then the reasons.
Before: I wanted to follow up on the conversation we had last week about the vendor contract and the various concerns raised by the legal team, and I was wondering if you might have a chance to look at it. After: Could you review the vendor contract by Thursday? Legal raised two concerns, listed below.
The second version tells the reader what to do and by when in the first sentence.
Prefer short sentences
Long sentences are not wrong, but they raise the effort needed to read them. As a rough guide, aim for an average of fifteen to twenty words. If a sentence has more than one main idea, split it.
Before: Due to the fact that the report has not been finalised, we will not be in a position to share it until next week. After: The report is not final yet. We will share it next week.
Use active verbs and name the doer
Active sentences say who does what. Passive sentences can hide the person responsible, which is sometimes useful but often leaves readers guessing.
Before: A decision will be made regarding the budget. After: Priya will decide the budget on Friday.
Passive voice is not an error. It suits cases where the doer is unknown or unimportant, such as 'The server was restarted overnight'.
Swap vague words for specific ones
Words like 'soon', 'some', 'issues' and 'various' make the reader ask follow-up questions. Replace them with the number, name or date.
Before: We are experiencing some issues with the system and will resolve them soon. After: Login is failing for about 200 users. The team expects a fix by 3 p.m.
Cut the filler
Phrases such as 'in order to', 'at this point in time', 'it is important to note that' and 'please do not hesitate to' add length without adding meaning. Use 'to', 'now' and 'please contact me' instead, or drop them entirely.
Make the next step obvious
End with what happens next: who does what, and by when. If several actions are needed, list them.
Next steps: - Sam: send the revised quote by Tuesday. - Lee: confirm the venue by Wednesday. - Everyone: add dates you cannot attend to the shared calendar.
Keep a respectful tone without being wordy
Being clear is not the same as being curt. A short 'please' and 'thank you', and a sentence acknowledging the reader's time, keep a message polite without burying the point. Reserve long apologies and heavy hedging for situations that really call for them.
FAQ
- Q. Is plain English the same as dumbing down?
- No. It means choosing the clearest way to express a point for the reader you have. Technical terms are fine when your audience knows them.
- Q. How long should a work email be?
- As short as it can be while still containing the request, the necessary context and the next step. If it needs more than a few short paragraphs, consider a summary at the top or a separate document.
- Q. Should I avoid the passive voice completely?
- No. Use it when the doer is unknown or unimportant, or when you want to put the focus on the result. Avoid it when it hides who is responsible for an action.