Plain language and Easy-to-read

Last updated: 7/10/2026

Introduction

When creating web content, our goal is to make sure that every user can quickly access the right information, understand it and take the necessary action.

If our text is too complex, we create the invisible barriers for our users.

Plain language and Easy-to-read make written text easy to understand for everyone.

They are created specifically for:

• People with intellectual or learning disabilities
• People with low literacy skills
• People with cognitive disabilities

While plain language is a general writing style focusing on writing clear, concise and well-structured text for general public, Easy-to-read goes a step further as a highly specialized format.

It combines very simple text structures, single-idea sentences, specific typograph, and a visual images to maximize understanding.

The European standard for Easy-to-read

To promote and ensure web content is accessible across borders, we follow the European standards developed by the Inclusion Europe initiative.

In 2010, Inclusion Europe published the foundational guidelines: “Information for all: European standards for making information easy to read and understand”, that sets the practical rules for producing easy-to-read information.

This publication is available in 16 languages and is complemented by 3 supplementary brochures offering additional training resources:

• “Teaching can be easy” - brochure with recommendations for lifelong learning staff on how to make their courses and teaching more accessible.
• "Training lifelong learning staff" - brochure to train teachers and adult education staff to write easy to read texts.
• "Do not write for us without us” - brochure that gives practical guidance on how and when to involve people with intellectual disabilities in creating easy to read texts (choosing topics, drafting, testing, etc.). It is written in easy to read format so that people with intellectual disabilities can use it directly.
   

© European Easy-to-Read Logo: Inclusion Europe. More information at www.inclusion-europe.eu/easy-to-read/

Key recommendations

Words

• Use simple and easy-to-understand words. If you need to use difficult words, make sure you always explain them clearly.
  Example: Instead of writing “Terminate” write “End”.

• Use the same word to describe the same thing throughout the document.
  Example: If you call a control “Search” in one part of the document, do not call it “Find” elsewhere.
  This consistency will help readers understand that the same word refers to the same thing.

• Avoid metaphors, idioms and figurative language when clear and literal wording is possible.
  Figurative language does not mean exactly what the words say.
  Example: Instead of writing “Please keep an eye on your account” write “Please check your account regularly” to make it more understandable.

• Avoid foreign words less they are very well know.
  Example: Instead of writing “This is a faux pas” write “This is a mistake”.
   
• Avoid unfamiliar initials and abbreviations where possible.
  Write the full word or phrase the first time you are using it, and use the shorter form later if its meaning is clear.
  Example: Instead of writing “The WHO published new recommendations” write “The World Health Organization (WHO) published new recommendations.

Sentences

• Write short sentences and break long instructions into step-by-step actions.
• Do not split 1 word into 2 lines using a hyphen (-).
• Start a new sentence on a new line.

• Put only one idea in each sentence if possible

• Address your audience directly with like “you”, “we” or a specific role so readers know who is taking action.
  Example: Instead of writing “Completed form must be returned to the front desk” write “You must fill out the form and return it to the front desk”.

• Use positive sentences rather than negative. Tell the reader what they should do instead of telling them what they cannot do.
  Example: Instead of writing: “Do not forget to check your email” write “Remember to check your email”.

• Use active language rather than passive language.
  Example: Instead of writing “Application must be submitted by Friday” write “You must submit the application by Friday”.

Numbers

• Write numbers as digits, like “3” or “4” rather than using words like “three” or “four”.

• Write full dates if possible.
  Example: Instead of writing “10/4/2005” or “10th April” write “10 April 2005”.

• Do not use fractions like ½.
  Example: Instead of writing “A quarter of the documents are delayed in publication” write “25 out of 100 documents are delayed in publication”.

• Do not use percentages like 80%.
  Example: Instead of writing “80% of our publications is multilingual” write “Out of every 10 publications we present, 8 are multilingual”.

Images

• Choose simple photographs, clear drawings or recognized that directly illustrate the idea of the text.
  Avoid abstract art, cluttered backgrounds or purely decorative images.
• Position images directly next to or immediately above the specific text block they describe, so readers can instantly connect the visual to the word.
• Maintain consistency by using the same image or symbol every time the same subject or action is mentioned throughout the content.
• Provide clear text alternatives (alt text) for all functional images so screen reader users may understand the content and functionalities.

Format

• Left-align text to make a consistent starting point for the eye.
  Do not use justified alignment as it creates uneven gaps between words.
• Use clear, sans-serif fonts that are clear and have easily distinguishable characters.
• Use empty space between paragraphs, sections and images.
  This separation improves readability by clearly distinguishing content blocks and reduces visual clutter.
• Keep lines short and set the line height to at least 1.5 times the font size to improve readability and make text easier to follow.

Design

• Choose colours with high contrast, ensuring text and key interactive elements strictly meet the WCAG contrast ratios against solid backgrounds.
• Place text on solid high-contrast backgrounds and avoid positioning text on top of photograhs, watermarks or busy gradients.
• Use a single-column layout for main content to prevent reader’s eye from jumping across the screen.
  This way you will ensure predictable top-to-bottom reading path.
   

Accessible text service

While human adaptation remains essential, specialized software can speed up the drafting process and simplify your text.

Accessible Text is an AI-powered service intended to assist in rewriting documents in order to make them more readable and more accessible to people with reading difficulties. 

It uses a large language model to rewrite and adapt text.

Try Accessible text service (EU Login required)

You may also find more information here: Digital Europe - AI-based Multilingual Services 
 

More resources

European Commission Plain Language

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