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Plain language is a key tool for ensuring digital accessibility and making information accessible to as many people as possible. In particular, it helps people with cognitive impairments, learning difficulties, or limited German language skills to better understand digital content. At the same time, other groups, such as older adults or people with reading difficulties, also benefit from clear and easy-to-understand texts.
The use of plain language follows established rules and a structured framework. For many organizations, it is not only a matter of inclusion but also a legal requirement. On this page, you will learn about the principles and guidelines that apply to plain language, how to avoid common mistakes, and how to successfully implement it in practice while meeting legal requirements.
Plain language is a specially developed linguistic approach designed to make content accessible to people with various comprehension challenges. It follows a clear structure and set of rules that go far beyond simply using simpler language. Unlike standard language, plain language uses short sentences, simple words, and a clear structure. The goal is to present information in a way that is understandable even to people with cognitive impairments, learning difficulties, or limited German language skills.
It is important to distinguish this from plain language: While plain language simply avoids complex terms and convoluted sentences, easy-to-read language follows stricter guidelines and is often certified. It is aimed in particular at people with disabilities, older adults, people with low literacy skills, and anyone who needs texts presented in a particularly clear manner. Easy-to-read language therefore plays a central role in accessible communication, for example on public websites, in government agencies, or in important consumer information.
| Feature | Easy Language |
|---|---|
| Definition | Highly regulated, accessible form of language with fixed rules |
| Differentiation | Stricter requirements than plain language, specifically for people with comprehension barriers |
| Target Groups | People with cognitive impairments, learning difficulties, or limited language skills |
| Areas of Application | Websites, government communication, consumer information, education |
The principles of plain language aim to make texts as easy to understand as possible. The focus is on consistent simplification at both the linguistic and formal levels to achieve maximum accessibility. This includes using short sentences, avoiding foreign words and abstract terms, and structuring content in a clear, logical manner. Organizing content using headings, lists, and paragraphs also contributes to better readability.
Applying this basic approach promotes inclusion by breaking down barriers for people with varying levels of comprehension. Typical principles include using familiar words, avoiding figurative language, and actively engaging the reader. The goal is to ensure that as many people as possible can understand the content without needing additional assistance.
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The rules and guidelines for plain language are clearly defined and are based on recognized standards such as those of the Plain Language Network or the recommendations of the Federal Ministry of Labor and Social Affairs. Particularly important are simple sentence structure, the consistent use of familiar words, and a clear layout with sufficient paragraphs and supporting elements such as images or symbols. Adherence to these rules facilitates understanding and ensures consistent implementation in practice.
Unlike the guidelines for plain language, the requirements for simplified language are significantly stricter. For example, subordinate clauses are avoided, foreign words are explained or replaced, and numbers are written out in full. Official guidelines provide specific instructions on this, which are also illustrated with practical examples. A typical example: “Please come tomorrow at 10 a.m.” becomes “You come tomorrow. It is 10 a.m.” in simplified language.
| Rule/Guideline | Practical Example |
|---|---|
| Formulate briefly and actively | Instead of: “Registration can be completed online.” Easy Language: “You sign up on the internet.” |
| Avoid or explain foreign words | Instead of: “You require identification.” Easy Language: “You must show who you are.” |
| Write out numbers and dates | Instead of: “Appointment on 12.05.” Easy Language: “The appointment is on May 12th.” |
| Use paragraphs and headings | Organize texts into short sections; headings provide orientation |
The comprehensibility of texts written in plain language can be systematically assessed using clear success criteria. Key quality indicators include adherence to specific language rules, a logical structure, the avoidance of technical terms, and the use of supporting elements such as images or symbols. Particularly important is testing by focus groups composed of members of the actual target audience. Only if these groups understand the text without additional explanation is it considered successful.
In contrast to other understandability models that use readability formulas or linguistic indicators, Easy Language relies on comprehensible, practice-oriented evaluation systems. Feedback from testing groups is a central element, as it reflects actual understandability from the users’ perspective rather than just evaluating formal criteria.
| Success Criterion | Difference from other models |
|---|---|
| Text comprehension by testing groups | Direct feedback from the target group, not just statistical readability scores |
| Clear structure and short sentences | Less complex than general understandability models |
| Avoidance of technical terms and foreign words | Stricter requirements than for plain language |
| Visual support (images, symbols) | Often not mandatory in other models |
The practical testing of Easy Language texts follows a structured process and is closely tailored to the needs of the target groups. Initially, an internal review is conducted based on the applicable rules and guidelines. In the next step, test groups are involved, consisting of individuals for whom Easy Language is designed. These groups read the texts and provide direct feedback on whether the content is understandable or still needs simplification in certain areas.
Typical testing steps include analyzing sentence structure, reviewing word choice, and assessing visual design. The results are systematically documented to ensure transparent traceability. This documentation serves as a basis for further optimization and as proof of compliance with Easy Language requirements.
| Testing Step | Specifics for Easy Language |
|---|---|
| Rule-based Pre-check | Comparison with official guidelines and checklists |
| Involvement of Test Groups | Direct feedback from people with comprehension barriers |
| Documentation of Results | Systematic recording for traceability and optimization |
| Final Approval | Only with consistent comprehensibility by the target group |
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The practical implementation of Easy Language begins with selecting relevant content that should be made accessible to as many user groups as possible. First, central information that is frequently requested or particularly important for understanding complex processes is identified. Subsequently, this content is translated into Easy Language, with collaboration with trained experts and the involvement of individuals from the target group playing a crucial role.
For integration into digital offerings, it is important to incorporate the accessible texts in appropriate places, such as separate sections on websites or via clearly visible links. Practical examples show that Easy Language is successfully used not only in the public sector but also in areas such as health, education, and customer service. Continuous feedback from the target group helps to further improve the quality and acceptance of the content.
Easy Language is firmly anchored in various legal provisions for digital accessibility. In particular, the Accessibility Strengthening Act (BFSG) and the Accessible Information Technology Ordinance (BITV 2.0) define requirements that affect public bodies and certain private providers. While mandatory implementation is often required in the public sector, for other areas, there are predominantly recommendations and guidance. The goal is to make digital offerings understandable and accessible for all user groups.
The regulatory classification differs from other legal requirements because Easy Language specifically aims at comprehensibility and does not only cover technical or design aspects of accessibility. The requirements are part of a comprehensive concept for inclusion and complement other requirements such as alternative text offerings or the use of accessible technologies.
| Legal Basis | Relevance for Easy Language |
|---|---|
| BFSG (Accessibility Strengthening Act) | Explicitly includes Easy Language in digital accessibility requirements |
| BITV 2.0 | Obligates public bodies to provide content in Easy Language |
| Recommendations for Private Sector | Mostly not mandatory, but clear recommendations for improving accessibility |
| Distinction from WCAG 2.1 AA | WCAG focuses on comprehensibility but does not explicitly require Easy Language |
Various challenges arise in the practical implementation of Easy Language. Common errors include overly complex sentence structures, the use of technical terms without explanation, or excessive simplification that distorts the meaning of the text. Misunderstandings can particularly occur during the translation and adaptation of existing content, for example, if cultural or contextual specificities are not sufficiently considered. Addressing the target group appropriately is also demanding: not every simplification is equally understandable for all user groups.
The limits of simplification become particularly apparent when complex issues need to be presented without losing important information. Solutions involve working closely with the target group, testing texts multiple times, and consistently incorporating feedback into revisions. Additionally, it is helpful to establish clear processes for quality assurance and regularly offer training for the involved personnel.
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Easy Language and Plain Language both aim to make texts more understandable, but they differ significantly in concept, target groups, and application. Easy Language is subject to stricter rules and has been specifically developed for people with cognitive impairments or learning difficulties. Plain Language is aimed at a broader audience, such as people with limited German language skills or reading difficulties, and is less strictly regulated.
In practice, this means that while Easy Language adheres to fixed guidelines for sentence structure, word choice, and design, Plain Language is more flexible and guided by general principles of comprehensibility. For digital accessibility, the distinction is relevant because legal requirements often explicitly demand the provision of content in Easy Language, while Plain Language is considered a supplementary measure.
| Feature | Easy Language | Plain Language |
|---|---|---|
| Target Group | People with cognitive impairments, learning difficulties | People with limited language skills, reading difficulties, general public |
| Ruleset | Strict, officially defined rules | Guided by comprehensibility principles, less formalized |
| Application | Authorities, public communication, legally required | Broad information dissemination, service, everyday texts |
| Relevance for Accessibility | Part of legal requirements, central role | Supplementary, supports access for other groups |
Texts written in simple language can be identified by clear characteristics: they consist of short, simple sentences, use familiar words, and avoid foreign terms and complicated structures. Typical phrasing is direct and unambiguous, such as: “You will receive a letter.” Another criterion is review by test groups, which ensure that the content is understood by the target audience.
Plain language is a key component of digital accessibility and makes complex information understandable and accessible to as many people as possible. It follows clear rules, is specifically designed for people with particular comprehension challenges, and differs significantly from simple language or accessible standard language. Implementing it requires a structured approach that encompasses both technical and editorial aspects.
In practice, this means that selecting appropriate content, consistently applying the rules, and involving test groups are crucial to the quality of plain language texts. Digital tools and checklists support the process but do not replace the final review by the target audience. In this way, you make an important contribution to inclusion and meet key requirements for accessible communication.
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Easy-to-read language is primarily intended for people with cognitive impairments, learning difficulties, or low reading proficiency. People with limited German language skills, older adults, and people with disabilities also benefit from it in their daily lives and at work. Unlike plain language, easy-to-read language is specifically tailored to these groups and goes beyond general measures to improve comprehensibility.
Easy-to-read language is primarily intended for people with cognitive impairments, learning difficulties, or low reading proficiency. People with limited German language skills, older adults, and people with disabilities also benefit from it in their daily lives and at work. Unlike plain language, easy-to-read language is specifically tailored to these groups and goes beyond general measures to improve comprehensibility.
Plain language follows stricter rules than standard accessible language and is specifically designed for people with greater support needs. While standard accessible language aims for general comprehensibility and accessibility, plain language focuses on maximum simplification, short sentences, and clear structures. In the context of digital accessibility, plain language is particularly relevant for audiences with cognitive impairments.
Plain language can be incorporated into websites through dedicated content sections, specific menu items, or clearly visible links. Digital tools such as validation software and checklists help ensure compliance with guidelines. However, automated tools provide only a preliminary assessment—the final readability check should always be performed by members of the target audience.
There are various tools and approaches available for creating content in plain language. Editorial resources such as checklists, templates, and glossaries help simplify the language. Technical solutions, such as specialized content management systems or plugins, enable the simultaneous display of standard and plain language on websites. To ensure effective user guidance, clear buttons and simple navigation elements should be used.
