Plain English Movement - Term Paper Example

? Plain English Movement Dear Ms. Allen, I thank you for writing to me and enquiring about plain English. I can understand your curiosity to know about the new movement that is going on for quite some time on the issue of using plain English in our formal and informal communication needs. Plain English is a way to express our thoughts in clear, concise and easy language in minimum words. It is a common myth that long fluffy sentences can better and accurately express our thoughts. Perhaps, habitually, we all think and feel like that; however, it is mostly not true. Some of the features that differentiate plain language document from traditional ones are: properly organized format, effective wordings, and simple sentences. Plain English (PE) offers several advantages to us over traditional form of English. PE gives information to the readers in the form that is easy for them to understand. It uses straight small sentences and commonly understood words. The core objective is to communicate with clarity and precision. The communication has been a necessity ever since people came on this planet. Hundreds of languages evolved over time for the needs of communication across different parts of the world. Many languages died down for the varied reasons. One of the prime reasons for the death of some of the established languages has been its complexities that are difficult to grasp by the masses. Sanskrit, the ancient language of India and the mother of more than 20 current Indian languages, is a glaring example that proves my point. The language died on its own and gave birth to several modern Indian languages. The question may come to our minds that why so it happened? The reasons are not far and wide. People naturally tend to choose a language for communication that is easy, simple, straight and concise. Precisely for these reasons, language naturally evolves over time to meet above criteria. Compare the Shakespearean English with the English that evolved during last century. Nobody prefers to speak and write in the classic style of English now, which was in vogue during a few centuries back. The phenomena still continues and the English is still evolving for people neither have time nor an inclination to read long complex sentences. It is a common experience that given the long sentences quite often we need to read them twice or more to extract the gist. If the same sentences are broken into smaller versions then those can be understood in less time and efforts. The term plain language was first used in the US in the early 1950s. In 1998, Bill Clinton issued a memorandum to the heads of executive departments and agencies asking them to use plain language in government Writing. The objective was to make government more responsive and understandable in its communication to the public. He clearly stated that plain language saves time, effort and money. He informed that plain language informs public with clarity that what the government is doing. Plain language texts have simple everyday words except necessary technical words, the active voice and short sentences. Kimble, Joseph (2005) has been highly critical of federal statutes drafting which just does not serve the purpose for which they have been made. Currently, PE is used by many Federal departments and agencies use plain language in their communication with public. Some of them are Federal Aviation Administration (FAA), Federal Register, Health and Human Services (HHS), Veteran’s Benefits Administration (VBA), National Institutes of Health (NIH). Not only government but private sector also is taking deep interest in spreading plain language. The countries such as UK, Canada, and Australia are also taking keen interest in plain language implementation programs. The stark differences between PE document and traditional business documents are clarity, understandability, conciseness in conveying the information without beating around the bush. Common people are able to grasp the information at their level without taking help from others. Plain Language Association InterNational (PLAIN), a nonprofit organization, was formed in 1993 that is patronized by professionals, plain-language advocates, and the people committed to plain language. PLAIN is working for the causes of plain language such as helping people to understand plain-language principles, to increase public awareness of using plain language for the purpose of making communication from government, industry, business and several other organizations. PLAIN also promote research and development in plain language. It also sponsors international e-mail forum so that members can exchange ideas about plain language. It also provides services to the members that include conferencing, marketing and networking. Switching to PE does not cost any extra expense. It is simply forming a habit and inclination to convey the information in straight and simple language. We, Plain English Team, in the company are there to help implement any plain language initiative for the overall benefit of the company. Switching to PE can offer several benefits over traditional formats of writing. Investors like company information such as balance sheet, notes to accounts, auditor’s remarks and other documents in plain language because they are able to grasp the content and take action in their benefits. Over time people patronize such companies who communicate to them in plain language at all levels. Allen, plain language does not mean reducing the content and eliminating the essentials. Contrary to the common belief, it requires more efforts and skill to write that covers all essentials without circumventing the main points. This is a language that a reader reads with interest and charm. This is a language that reader finds fresh and lucid. It is always worth switching to plain language for the benefits are immense in view of the increased rapport with readers, investors, clients and business groups. Allen, I am sure, you will find above information quite useful. Kindly find one-page document in the ensuing appendix that displays before and after versions of the content. That will show you what difference the plain language can make! I would always be eager to extend any help that you may require to implement plain language communication within and outside the company. If you have any questions, kindly feel free to contact me. With Warm Regards, ABC Appendix Previous Version KPMG's professionals combine technical, market, and business skills that allow them to deliver objective advice and guidance that help the firm's clients grow their businesses, improve their performance, and manage risk more effectively. Through a forward thinking multidisciplinary approach, technical experience, and deep industry knowledge, KPMG’s Tax professionals can add value and help organizations manage the tax complexities of an ever-changing business environment. Audit teams equipped with a high level of technical skills and empowered with professional skepticism provide the heart and soul of a good audit. Source: http://www.kpmg.com/us/en/whatwedo/Pages/default.aspx Plain Language Version KPMG is known for its technical, market and business skills. Their professionals are proficient in delivering the rightful advice and guidance to their clients so that they can grow their businesses, improve their performance and manage their risk effectively. KPMG’S professionals use technical expertise, forward thinking and multidisciplinary approach to add value and help the clients. These also help manage the tax complexities of the clients that are found in ever-changing business environment. Our auditors are equipped with a high level of technical and professional competence. They can complete the audit job effectively through their heart and soul. References 1. Locke, Joanne (2004), A history of Plain Language in the United States Government. Online from http://www.plainlanguage.gov/whatisPL/history/locke.cfm [Accessed on 7/29/2011] 2. Kimble Joseph (2005), Joe Kimble on plain language, Online from http://www.plainlanguagenetwork.org/kimble/ [Accessed on 7/29/2011] 3. What we do, Online from http://www.kpmg.com/us/en/whatwedo/Pages/default.aspx [Accessed on 7/29/2011] Read More