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Frequent Questions
- How does EPA use plain language?
- What are "common, everyday words"?
- Will EPA lose the precision it needs to enforce the law?
- How should EPA writers organize documents to serve the needs of readers?
- Will everything now appear in question and answer format?
- How long is a sentence written in plain language?
- Is there a timeframe that limits the initiative?
- Is there one person responsibile for plain language at EPA?
- Where can I learn more about plain language?
- What types of rulemaking documents will EPA write in plain language?
- What if EPA is simply revising a portion of an existing rule?
- How will I know if a rulemaking document is written using plain language?
- What other types of documents will EPA write using plain language?
- How will I know if a document is in plain language?
General Information
How does EPA use plain language?
In general, writers at EPA strive to:
- Organize material to serve the needs of readers;
- Write sentences in the active voice and use "you" and other pronouns;
- Use common, everyday words in short sentences;
- Use easy-to-read design features like lists, tables, graphics, "white space"; and
- Write short sentences and sections.
What are "common, everyday words"?
Common, everyday words are words and phrases an average reader is familiar with and likely to prefer over legalistic or bureaucratic terms. For example:
Compare this: When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area.
To this: If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away.
Will EPA lose the precision it needs to enforce the law?
No. Using plain language will improve the clarity of EPA communications. Clarity and precision usually go hand in hand. If our audience requires specific technical or legal details, EPA will include them.EPA writers also consult closely with the Office of General Counsel in developing regulations and other materials.
How should EPA writers organize documents to serve the needs of readers?
In general, writers at EPA strive to:
- Explain how a document is organized and how to use it;
- Use descriptive headings to help readers find specific information more easily;
- Summarize complicated topics before describing all the details;
- Place items of most interest to readers at the beginning of a document;
- Start by answering general questions and move on to specific questions later.;
- Describe a process in chronological order; and
- Include only information readers actually need.
Will everything now appear in question and answer format?
No, but the question-and-answer format is extremely useful for organizing material around a reader's interests. It is a more direct way to speak to our readers, and it helps EPA anticipate questions the public may have on a given policy or announcement.
How long is a sentence written in plain language?
Plain language sentences should average 15 - 20 words and never run longer than 40 words.
Compare this: The Secretary of the Interior may, in specific cases or in specific geographic areas, adopt or make applicable to off-reservation Indian lands all or any part of such laws, ordinances, codes, resolutions, rules or other regulations of the state and political subdivisions in which the land is located as the Secretary shall determine to be in the best interest of the Indian owner or owners in achieving the highest and best use of such property.
To this: We may apply state or local laws to off-reservation lands. We will do this only if it will help the Indian owners make the best use of their lands.
Is there a timeframe that limits the initiative?
Since the Presidential Memorandum of 1998, plain language initiatives have been gaining strength across the federal government.There is no timeframe on these initiatives, and with support of government managers and staff, plain language concepts will continue to improve the quality of EPA publications in the future.
Is there one person responsibile for plain language at EPA?
Because of the evolving nature of the initiative, there is no one central point of contact for plain language. However, you can contact the current coordinator for plain language activities at the Agency.
Where can I learn more about plain language?
The PLAIN
Web site 
offers more detailed guidance, good examples, related reference
documents, links to other plain language sites, and a list of people willing
to give you advice and assistance.
Rulemaking Documents
What types of rulemaking documents will EPA write in plain language?
EPA will strive to use plain language in notices of data availability, technical amendments, Notices of Proposed Rulemaking, Final Rulemakings, and other notices related to rulemaking. EPA will also attempt to improve the clarity of regulatory support documents like background information documents, economic assessments, risk assessments, and other technical support documents.
What if EPA is simply revising a portion of an existing rule?
We should be able to use most of the elements of plain language when revising only a portion or adding to an existing rule.
How will I know if a rulemaking document is written using plain language?
You may find a statement like the following in the preamble of a proposed rule:
Clarity of this regulation
Executive Order 12866 and the President's memorandum of June 1, 1998, require each agency to write all rules in plain language. We invite your comments on how to make this proposed rule easier to understand. For example:
- Have we organized the material to suit your needs?
- Are the requirements in the rule clearly stated?
- Does the rule contain technical language or jargon that isn't clear?
- Would a different format (grouping and order of sections, use of headings, paragraphing) make the rule easier to understand?
- Would more (but shorter) sections be better?
- Could we improve clarity by adding tables, lists, or diagrams?
- What else could we do to make the rule easier to understand?
Other Documents
What other types of documents should EPA write in plain language?
All forms, letters, instructions, and other documents that tell people how to obtain a benefit or comply with a requirement. Some generic examples are:
- An acceptance or rejection letter.
- A request for information you need to process an application or request.
- A violation or enforcement notice.
- A publication that tells how to meet a requirement or obtain a benefit.
How will I know if a document is written in plain language?
EPA might include a statement at the end of a document like this:
Plain Language Instructions
We try to write clearly. If you can suggest how to improve the clarity of these instructions, call or write (appropriate contact).