Principles for Better Communication: Making Information Accessible to Everyone

Communication is only effective when people can understand and use the information they receive. Yet, for many multicultural communities, traditional communication approaches can create barriers rather than connections.

Language differences, complex terminology, and unclear messaging can prevent people from accessing essential services, understanding their rights, or participating fully in their communities.

Language access is about more than translating words. It starts with understanding your audience, communicating clearly, and making information accessible to people with different language backgrounds and literacy levels.

Whether you are developing public health materials, community outreach campaigns, or organizational communications, these principles can help you create content that reaches more people and makes a meaningful difference.

1. Start with Plain Language

Plain language is one of the most important foundations of accessible communication. It helps people find, understand, and use information without unnecessary effort.

For individuals with limited English proficiency, clear and straightforward writing is especially important. It also makes content easier to translate accurately and helps preserve the intended meaning across languages.

Plain language does not mean oversimplifying information or sacrificing accuracy. It means communicating complex ideas in a clear, accessible way that respects your audience.

Content is written in plain language when your audience can:

• Find what they need: Important information is easy to locate.

• Understand it the first time: The message is clear without requiring additional explanation.

• Use the information: Readers can take the next step or make informed decisions based on what they have learned.

The goal is simple: Make the information work for the people who need it.

2. Clear Content Benefits Everyone

Plain language is often associated with people who have lower literacy levels or limited English proficiency, but its benefits extend to everyone.

Even highly educated readers may be short on time, navigating unfamiliar topics, or trying to understand complex information quickly.

Clear writing reduces unnecessary effort and makes content easier to process, regardless of someone's education, language background, or reading ability.

When organizations communicate clearly, they create a better experience for their entire audience.

3. Know Your Audience Before You Write

Before creating content, take a moment to consider who will be reading it and what they actually need to know.

It is easy to focus on everything an organization wants to communicate. But effective communication starts with the audience, not the amount of information available.

More information does not always mean better communication. Including unnecessary details can overwhelm readers and make important messages harder to find.

Start by asking yourself:

• Who am I writing for?

• What is the purpose of this content?

• Why does my audience need this information?

• What do they need to know or do?

• What do they already know about this topic?

These questions help you focus your message, choose the right language, and create content that is relevant and useful.

4. Structure Content for Easy Navigation

People do not always read content from beginning to end. Many scan a page looking for a specific answer, especially when they are using a mobile device or trying to find information quickly.

A clear structure helps readers navigate your content and identify what matters most.

Here are a few ways to make your content easier to follow:

Lead with the most important information. Place key messages and essential details near the beginning. Supporting information can follow.

Use descriptive headings. Headings should tell readers exactly what they will find in each section. For example, "Who Can Apply for This Benefit?" is more helpful than "Key Information."

Break up long sections. Use short paragraphs, bullet points, numbered lists, graphics, and tables when appropriate.

Make the next step clear. If readers need to complete a form, contact an organization, or access a service, explain what they need to do and where to go.

A well-organized page makes information easier to scan, understand, and act on.

5. Keep Sentences Short and Direct

Short sentences are easier to read, understand, and translate. They also help readers process information without feeling overwhelmed.

Long, complicated sentences often contain several ideas at once. Breaking them into smaller sentences gives each idea room to be understood.

This can also help prevent cognitive overload, which occurs when the brain is asked to process more information than it can comfortably manage at one time.

When writing, aim to:

• Express one main idea per sentence whenever possible.

• Use familiar words instead of unnecessary jargon.

• Remove words that do not add meaning.

• Aim for an average of around 15 words per sentence.

• Keep sentences under 25 words whenever possible.

The goal is not to make every sentence sound the same. It is to communicate your message clearly while maintaining a natural tone and appropriate level of detail.

Making Communication More Inclusive

Accessible communication does not happen by accident. It requires thoughtful decisions about language, structure, audience needs, and the way information is presented.

By using plain language, organizing content clearly, and focusing on what your audience needs to know, you can remove unnecessary barriers and make information more useful for everyone.

These practices are a strong starting point for improving language access and building more inclusive communication.