This guide provides detailed instructions and examples for writing clear, accessible content throughout ClearCompany products. Following these standards ensures consistent communication and improved user experience for all users.
Plain language is communication that users can understand the first time they read or hear it. It's about:
- Using simple, familiar words
- Writing clear, concise sentences
- Organizing information logically
- Making content accessible to all users
- Improves understanding - Users comprehend information faster
- Reduces support needs - Clear instructions lead to fewer questions
- Increases completion rates - Users successfully complete tasks
- Ensures accessibility - Benefits non-native speakers and users with different literacy levels
- Builds trust - Professional but approachable content reflects our brand
- Address users directly with "you" and "your"
- Use "we" when referring to ClearCompany
- Avoid third-person references like "the user" or "employees should"
| Instead of | Use |
|---|---|
| "Employees must submit timesheets by Friday" | "You must submit your timesheet by Friday" |
| "The system will generate a report" | "We'll generate a report for you" |
- Choose simple words over complex ones
- Avoid HR jargon unless necessary
- When you must use technical terms, explain them
| Instead of | Use |
|---|---|
| "Commence" | "Start" or "Begin" |
| "Utilize" | "Use" |
| "Terminate employment" | "End employment" |
| "Remuneration package" | "Pay and benefits" |
- Aim for sentences under 20 words
- One main idea per sentence
- Remove unnecessary words
- Use bulleted lists for multiple items
| Instead of | Use |
|---|---|
| "In the event that you are unable to complete the required documentation prior to the specified deadline, it will be necessary to submit a deadline extension request." | "If you can't complete the forms by the deadline, request an extension." |
- Make clear who is doing what
- Structure sentences as: who does what to whom
- Avoid passive constructions when possible
| Instead of | Use |
|---|---|
| "Performance reviews must be completed by managers before the end of Q4." | "Managers must complete performance reviews before the end of Q4." |
| "Your request has been approved." | "Your manager approved your request." |
- Put the most important information first
- Group related information together
- Use descriptive headings
- Present instructions in chronological order
Use readability scoring tools to check content:
- Flesch-Kincaid: 70-80 score (ideal)
- SMOG Index: 8th grade or lower
- Use sentence case for headings and labels
- Break up long paragraphs (3-4 sentences maximum)
- Use bulleted lists for 3+ items
- Bold important information sparingly
| Instead of | Use |
|---|---|
| "Onboarding process initiation" | "Start onboarding" |
| "Probationary period" | "Trial period" |
| "Termination of employment" | "Job ending" or "Leaving the company" |
| "Performance deficit" | "Performance gap" |
| Instead of | Use |
|---|---|
| "Compensation package" | "Pay and benefits" |
| "Premium contribution" | "What you pay for insurance" |
| "Vesting schedule" | "When you own your retirement funds" |
| "Fiscal remuneration" | "Payment" |
| Instead of | Use |
|---|---|
| "PTO accrual calculation" | "How you earn time off" |
| "Absence management protocol" | "Time off rules" |
| "Time allocation reporting" | "Time tracking" |
| "Working time directive compliance" | "Work hours rules" |
# Main Navigation
"Home" (not "Dashboard" or "Portal")
"People" (not "Employee Directory" or "Personnel")
"Time off" (not "Leave Management" or "Absence Tracking")
"Performance" (not "Performance Management System")
"Recruiting" (not "Talent Acquisition")
# Section Headers
"Your benefits" (not "Benefits Administration")
"Team calendar" (not "Resource Allocation Visualization")
"Job postings" (not "Requisition Management")
# Text Fields
Label: "Work phone" (not "Business Telephone Number")
Placeholder: "555-555-5555" (not "Enter Telephone Number Here")
Helper: "We'll only call in urgent situations" (not "Utilized for critical communications")
Error: "Please enter a valid phone number" (not "Invalid telephone number format detected")
# Dropdown Menus
Label: "Department" (not "Organizational Unit")
Placeholder: "Select a department" (not "Please Make A Selection")
Helper: "Where will this person work?" (not "Designated functional area assignment")
# Date Pickers
Label: "Start date" (not "Commencement Date")
Placeholder: "Select a date" (not "Date Selection Required")
Helper: "When will they join the team?" (not "Specify initial date of employment")
Error: "Start date can't be in the past" (not "Historical commencement dates are invalid")
# Primary Actions
"Save changes" (not "Update Modifications")
"Add team member" (not "Personnel Addition")
"Submit request" (not "Initiate Request Workflow")
"Approve" (not "Grant Authorization")
# Secondary Actions
"Cancel" (not "Abort" or "Terminate")
"Go back" (not "Return to Previous Screen")
"Delete" (not "Permanently Remove")
"Learn more" (not "Additional Information")
# Confirmation Buttons
"Yes, remove access" (not just "Yes" or "Confirm")
"No, keep editing" (not just "No" or "Cancel")
# Success Messages
"Changes saved" (not "Modifications Successfully Implemented")
"Request submitted" (not "Request Initiated Successfully")
"Email sent to 5 team members" (not "Communication Distributed to 5 Personnel")
# Error Messages
"Something went wrong. Try again." (not "System Error Encountered. Retry Operation.")
"You don't have permission to do this" (not "Authorization Insufficient for Requested Operation")
"This field is required" (not "Mandatory Field Completion Necessary")
# Empty States
"No pending requests" (not "Zero Pending Authorization Requests")
"No team members yet" (not "No Personnel Currently Assigned")
"No results found" (not "Search Query Yielded No Matches")
# Loading States
"Loading your dashboard..." (not "Initializing Dashboard Interface")
"Saving changes..." (not "Updating Database Records")
"Sending invitation..." (not "Initiating Invitation Transmission")
# Onboarding
Welcome: "Welcome to ClearCompany! Let's get you set up." (not "Welcome to the Onboarding Portal. Initialization of Employee Profile Required.")
Progress: "4 of 7 steps complete" (not "57% of Onboarding Process Modules Completed")
Next step: "Next: Set up your benefits" (not "Proceed to Benefits Administration Module")
# Performance Reviews
Instructions: "Describe what went well and what could improve" (not "Provide Assessment of Positive Performance Aspects and Developmental Opportunity Areas")
Feedback prompt: "Give an example of their best work" (not "Illustrate Exemplary Performance Instances")
Rating help: "Meets expectations: Consistently achieves job requirements" (not "Performance Level 3: Satisfactorily Fulfills Position Obligations")
# Time Off
Request: "Request time off" (not "Initiate Absence Event")
Balance: "15 vacation days available" (not "15 Vacation Leave Units Remaining")
Approval: "Your manager approved your request" (not "Request Approval Granted by Management")
Before: "The incumbent will be responsible for the facilitation of cross-departmental communications and the dissemination of critical information to appropriate personnel."
After: "You'll help teams communicate effectively and share important information with the right people."
Before: "Violation of the attendance policy may result in disciplinary action up to and including termination of employment."
After: "If you don't follow the attendance policy, you may receive warnings or eventually lose your job."
Before: "Premium contributions for the high-deductible health plan option are remitted on a pre-tax basis with employer subsidy applied per the established schedule."
After: "You pay for the high-deductible health plan with pre-tax money from your paycheck. We also pay part of the cost."
Before: "Demonstrates insufficient initiative in the proactive identification of process optimization opportunities."
After: "Could improve by finding more ways to make our processes better without being asked."
- Uses "you" and "we" (not "the user" or "the system")
- Avoids unnecessary jargon and technical terms
- Keeps sentences under 20 words
- Uses active voice
- Groups related information together
- Puts important information first
- Uses simple, everyday words
- Achieves 8th-grade reading level or lower
- Uses consistent terminology
- Includes clear next steps
ClearCompany Plain Language & Microcopy Guidelines v1.0 | Last updated: May 2025
I've created a comprehensive markdown document focused specifically on plain language principles and microcopy examples for ClearCompany. This standalone guide will help your team understand and apply these important aspects of your content strategy.
The document includes:
- Plain Language Principles - An introduction to what plain language is and why it matters
- Key Guidelines - Detailed instructions on writing for users, using everyday words, being concise, using active voice, and organizing information
- Readability Standards - Specific targets and formatting recommendations
- HR-Specific Word Choices - Alternative phrasing for common HR terminology
- Default Microcopy Examples - Extensive examples organized by UI element type:
- Navigation & Headers
- Form Elements
- Buttons & Actions
- System Messages
- HR Process-Specific content
- Before & After Examples - Real-world transformations of HR content
- Review Checklist - A practical tool for content evaluation
This document complements your main voice and tone guidelines while providing deeper practical guidance on these specific aspects of your content strategy. Would you like me to expand on any particular section or add any additional examples?