What is a grade level?
A grade level is a score produced by a readability formula, such as “Grade 6” or “Grade 12.” Formulas assign a grade level based on features of the text, such as sentence length and the average number of syllables. A lower grade level means simpler writing, and a higher grade level means more complex writing.
Lowering grade level can be a good first step to writing in plain language. However, plain language writing goes further than just simplifying. For example, a plain language reviewer might ask, “Is this writing a good fit for this audience?” Grade level scores don’t account for this.
Readability algorithms
Different software uses different readability formulas. This means that grade levels might not match across tools.
- Siteimprove and Microsoft Word use Flesch-Kincaid
- Hemingway Editor uses the Automated Readability Index (ARI)
- Other tools might use Gunning Fog, SMOG, or Coleman-Liau
Different scores don't mean one is more accurate. They're just measuring different things.
Break up long sentences
Shorter sentences almost always reduce grade level scores. If a sentence covers more than one idea or point, try splitting it into multiple.
Before: Applicants who are seeking to renew their professional license must submit the required documentation no later than 30 days prior to the expiration date in order to avoid late fees.
After: To renew your professional license, submit the required documents at least 30 days before it expires. This helps you avoid late fees.
Use bullet points instead of lists
Long sentences can make writing harder to read. Bullet points are easier to scan and break up large blocks of text. It's also much easier to use bullet lists as checklists compared to lists in sentences.
Before: To apply, you must complete the application, provide 2 forms of identification, and pay the required fee.
After: To apply, you must:
- Complete the application
- Provide 2 forms of ID
- Pay the required fee
Explain or replace jargon
Jargon is sometimes unavoidable. However, it doesn't always mean a high grade level. You can:
- Replace jargon with shorter, familiar words
- Provide simple definitions of jargon. (The simple sentence will help with grade level, especially if you write it in short sentences using familiar words.)
Before: You may be eligible if your income meets the 50% of AMI threshold.
After: You may be eligible if your income is less than 50% of your city/town's Area Median Income (AMI). AMI stands for Area Median Income — that means the middle income in your area. Half of people in your area make more, half make less.
Unfamiliar and unnecessarily formal words
Some types of jargon aren't necessary. For example, words like "initiate," "utilize," and "obtain" all have simple alternatives. We don't gain anything by using them instead of "start," "use," and "get."
Before: In order to utilize most of the services, you must first register for an account.
After: Create an account to use these services.
Cut extra words that do not provide information
Cutting extra words makes sentences shorter and clearer. This includes removing filler phrases and using active voice in your communications. Write as if you are speaking to someone.
Before: In order to complete the process, you must verify your email address.
After: To finish the process, verify your email.
Before: In accordance with M.G.L. c. 30A, the Division will hold a remote public hearing relative to the adoption of amendments to the following regulation.
After: As the law requires (M.G.L. c. 30A), the Division will hold a remote public hearing about adopting this regulation.
These revisions make the sentences shorter and more direct while keeping the same meaning.