EXAMPLE: Plain Language Requirements

Core requirements

• Use common words instead of legal, technical, or internal terms whenever possible.
• Keep most sentences under 20 words.
• State the main point in the first paragraph.
• Break complex instructions into numbered steps.
• Ensure the document is readable at a 6-8th grade reading level. 

Accessibility and readability

• Define any acronym on first use.
• Use descriptive headings that help readers scan quickly.
• Present dates, deadlines, and eligibility rules in a consistent format.
• Avoid large blocks of text when bullets or short sections would be clearer.

Quality check before release

• Can a first-time reader tell what changed?

• Can the reader tell what action, if any, they need to take?

• Is any sentence likely to confuse or alarm the reader unnecessarily?

• Does the draft match approved agency terminology?

When drafting public-facing documents, the AI should…

• organize content with proper headings and lists
• include alt text placeholders for informative visuals
• avoid using color as the only signal for importance or status
• prioritize readability through clear language, contrast, and legible formatting
• produce documents that can be made accessible in tagged PDF or accessible DOCX format