Plain Language and Inclusive Content Design in 2026
10 min read
Inclusive writing is not about making every sentence sound soft, vague, or overly careful.
It is about helping more people understand what you mean, what you offer, what you need from them, and what happens next.
Plain language is one of the most practical forms of accessibility. It helps people who are busy, stressed, disabled, neurodivergent, older, young, using translation tools, reading on a phone, reading in a second language, comparing several businesses, or trying to complete a task quickly.
The goal is not to “dumb down” important topics. The goal is to remove unnecessary fog.
Quick answer
Plain language means writing so your audience can find what they need, understand it the first time they read it, and use it to take action. For inclusive websites, that means clear headings, short paragraphs, specific labels, honest definitions, scannable tables, direct calls to action, and explanations that do not require insider knowledge.
Why plain language belongs in accessibility
Many people think accessibility is mostly about code, color contrast, alt text, captions, and screen readers. Those are important. But content itself can also be a barrier.
A website can pass many technical checks and still be hard to use if the words are confusing.
Plain language helps with:
- Cognitive accessibility.
- Neurodivergent users.
- People with anxiety or time pressure.
- People using mobile devices.
- People reading in a second language.
- Older adults.
- Customers comparing options quickly.
- Business owners trying to understand certification or funding rules.
- Job seekers evaluating employer claims.
If people cannot understand the page, they cannot use the page.
Plain language does not mean shallow language
Plain language can still be smart, specific, nuanced, and respectful.
It does not mean:
- Removing complexity where complexity is real.
- Talking down to readers.
- Avoiding serious subjects.
- Using babyish language.
- Making every paragraph one sentence.
- Pretending legal or certification details are simpler than they are.
It does mean:
- Defining terms before using them heavily.
- Putting the most important information early.
- Explaining who something applies to.
- Giving examples.
- Using headings that tell the reader what the section is about.
- Replacing jargon when a simpler word works.
- Separating “required,” “recommended,” and “optional.”
Before-and-after examples
| Harder to understand | Clearer version |
|---|---|
| Utilize the submission interface to commence the verification process. | Use the form to start verification. |
| Certification may be applicable to entities meeting ownership control requirements. | Your business may qualify if it meets the ownership and control rules. |
| Stakeholders should leverage inclusive procurement frameworks. | Buyers should include diverse-owned suppliers in the purchasing process. |
| Applicants are advised to furnish supporting documentation. | Upload documents that show your business is eligible. |
| Accessibility accommodations are available upon request. | Tell us what would make the meeting easier for you. |
| The entity self-identifies as a diverse supplier. | The business says it is diverse-owned, but we have not verified it yet. |
The clearer versions are not less professional. They are more useful.
A plain-language checklist for inclusive websites
| Check | Ask this |
|---|---|
| Audience | Who is this page for? |
| Purpose | What should the reader be able to do after reading? |
| First screen | Is the main point visible near the top? |
| Headings | Can someone understand the page by scanning headings? |
| Definitions | Are important terms explained? |
| Paragraphs | Are paragraphs short enough to scan on mobile? |
| Examples | Are abstract ideas made concrete? |
| Tables | Would a comparison table make this easier? |
| CTA | Is the next step clear? |
| Privacy | Does the page explain what information is public or private? |
| Reading load | Are long sentences and stacked clauses reduced? |
| Tone | Does the page sound helpful, not scolding? |
Plain language for directory profiles
Business profiles should help visitors make a decision quickly.
A good profile answers:
- What does this business do?
- Where does it serve customers?
- What makes it relevant to this directory?
- Is ownership verified, self-identified, or publicly sourced?
- What accessibility details are known?
- How can someone contact or support the business?
- What should customers know before visiting?
Better business profile structure
## About [Business Name]
## Why it may be a fit
- [Specific service]
- [Community or ownership detail, if public and appropriate]
- [Accessibility or language-access detail]
## Before you visit or contact
[Practical details: appointment needed, entrance notes, parking, online ordering, service area, etc.]
That is much more useful than a vague paragraph like:
We are passionate about excellence, community, innovation, and inclusive experiences for all.
Those words sound nice, but they do not help the visitor choose.
Plain language for verification labels
Do not use labels that sound more certain than the evidence supports.
| Label | Plain-language explanation |
|---|---|
| Certified | The business has a recognized certification, such as LGBTBE, MBE, WBE, DOBE, VOSB, or SDVOSB. |
| Self-identified | The business has described itself this way, but Inclusivity.org has not independently verified certification. |
| Public source confirmed | A public source, such as the business website or chamber listing, supports this tag. |
| Accessibility-forward | The business provides accessibility information or inclusive access features, but this does not mean the entire experience is barrier-free. |
| Needs update | Some information may be outdated or incomplete. |
| Unverified | We do not yet have enough information to confirm this claim. |
Clear labels build trust. Vague badges can damage it.
Plain language for accessibility notes
Accessibility notes should be specific and practical.
| Vague accessibility language | Better accessibility note |
|---|---|
| Fully accessible | Entrance has a ramp; restroom accessibility has not been confirmed. |
| ADA compliant | Website says the venue has wheelchair-accessible seating. Call ahead to confirm restroom access. |
| Inclusive space | Staff list gender-neutral pricing and private appointment options. |
| Accommodations available | Captions are available on webinars. For other access needs, contact the organizer before the event. |
| Everyone welcome | The business publicly states that LGBTQ+ customers are welcome and uses gender-neutral service language. |
Avoid saying “fully accessible” unless you have a detailed audit and know exactly what that means. Most visitors need practical details, not blanket claims.
Plain language for forms
Forms are content too.
A confusing form label is a writing problem and an accessibility problem.
| Confusing form text | Clearer form text |
|---|---|
| Entity legal name | Legal business name |
| DBA | Public business name, if different |
| Documentation | Upload proof of certification or public source link |
| Identity classification | Optional ownership or community tags |
| Service geography | Cities or areas you serve |
| Additional comments | Anything else we should know? |
Plain-language forms reduce support requests and failed submissions.
Plain language for policy-heavy topics
These topics need accuracy, but they also need clarity.
Use this structure:
- What happened?
- Who is affected?
- What changed?
- What did not change?
- What should readers do next?
- Where can readers verify the details?
This keeps political or legal content from becoming a wall of commentary.
How to explain political climate without sounding like a rant
The strongest approach is fact-first and reader-useful:
| Instead of | Try |
|---|---|
| “Everything is under attack.” | “Here are the areas where policy changes may affect workers, customers, and businesses.” |
| “Companies are abandoning inclusion.” | “Some companies have changed public language, while others have reduced programs. Look for evidence before drawing conclusions.” |
| “This brand is bad.” | “This company has not provided current public evidence for this claim.” |
| “This state is unsafe.” | “Check current state policies, local protections, and business-specific practices before making plans.” |
This tone is calmer, more credible, and harder to dismiss.
Inclusive language should be specific, not performative
A common problem in inclusion content is that everything starts to sound the same:
We celebrate diversity, equity, inclusion, belonging, authenticity, and community.
That may be true, but it is not enough.
Specificity is stronger:
This salon offers gender-neutral pricing, private appointments on request, and experience with curly, coily, and textured hair.
This wedding planner has experience with bilingual ceremonies, interfaith weddings, and LGBTQ+ couples.
This employer publishes domestic partner benefits, transition-related healthcare coverage, and an active LGBTQ+ employee resource group.
Specific details do more work than broad values language.
A reusable plain-language editing pass
Step 1: Cut filler
Remove phrases like:
- In today’s ever-changing world.
- Now more than ever.
- It is important to note that.
- A tapestry of diversity.
- Fostering a culture of inclusivity.
- Leverage synergies.
- Robust ecosystem.
Step 2: Add specifics
Replace vague claims with details:
- Which certification?
- Which policy?
- Which type of business?
- Which user action?
- Which source?
- Which limitation?
Step 3: Make it scannable
Add:
- Descriptive headings.
- Short paragraphs.
- Tables where comparison helps.
- Bullet lists only where they genuinely improve scanning.
- FAQs that answer real questions.
Step 4: Check the next step
Every guide should tell the reader what to do next:
- Search a directory.
- Submit a business.
- Ask a vendor a question.
- Review a profile.
- Check a certification source.
- Update an accessibility note.
- Save a checklist.
Common plain-language mistakes
| Mistake | Why it hurts |
|---|---|
| Long intros | Readers may leave before finding the answer. |
| Jargon-heavy labels | People may not understand what applies to them. |
| Overly broad inclusion claims | Sounds nice but does not help decision-making. |
| Hidden definitions | Readers may misunderstand certification or verification. |
| No examples | Abstract advice is harder to apply. |
| Passive voice everywhere | Makes responsibility unclear. |
| Legal-sounding tone | Can scare users away from simple tasks. |
| Vague CTAs | People do not know what to do next. |
FAQ
Is plain language less professional?
No. Plain language is often more professional because it respects the reader’s time and makes action easier.
Does plain language mean every article should be short?
No. Some guides need depth. Plain language means the structure and sentences are clear, not that the topic is simplified beyond usefulness.
Is plain language part of accessibility?
Yes. Clear content improves access for many people, including people with cognitive disabilities, neurodivergent users, people reading in a second language, and anyone using a phone or assistive technology.
How can a business write about identity without tokenizing itself?
Lead with what the business does, then include identity or certification where it helps customers, buyers, or partners understand the business. Avoid making identity the only value proposition.
Sources
- Digital.gov, Plain Language Guide Series: https://digital.gov/guides/plain-language
- NIH, Plain Language at NIH: https://www.nih.gov/institutes-nih/nih-office-director/office-communications-public-liaison/clear-communication/plain-language-nih
- W3C Web Accessibility Initiative: https://www.w3.org/WAI/
- ADA.gov, 2024 web and mobile accessibility rule fact sheet: https://www.ada.gov/resources/2024-03-08-web-rule/
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