Complex writing quietly excludes the readers it most needs to reach.
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Simplifies technical and complex text
Reduces jargon and improves accessibility
Maintains accuracy while improving clarity
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Plain language is not a writing style preference or a personal aesthetic choice but an accessibility standard with measurable comprehension outcomes that have been studied for decades. The United States Plain Writing Act of 2010 requires federal agencies to use plain language in all public-facing communication, reflecting research showing that complex government documents produced significant comprehension failures across the general public and disproportionately affected populations with lower literacy, limited English proficiency, or specific learning differences. Studies of health literacy consistently show that patient comprehension of medical instructions drops sharply when documents exceed a Grade 8 reading level, and the consequences include missed medications, misunderstood diagnoses, and worse health outcomes. In legal contexts, research on jury instructions has found that jurors make significantly different and more accurate decisions when instructions are simplified from typical legal register to plain language. The evidence base for plain language is not stylistic but practical and consequential.
Simplification operates on three interconnected levels: vocabulary, sentence structure, and document organization. Vocabulary simplification replaces low-frequency multisyllabic words derived from Latin and Greek roots with high-frequency words derived from Anglo-Saxon roots, which are typically shorter and more familiar to general readers. The word "utilize" becomes "use," the word "terminate" becomes "end," the word "commence" becomes "start," the word "endeavour" becomes "try." Sentence structure simplification shortens average sentence length to around fifteen to twenty words, converts passive constructions to active voice that names the agent of action, and removes embedded subordinate clauses that require readers to hold multiple conditions in mind simultaneously while parsing the sentence. Organization simplification breaks dense paragraphs into shorter units with clearer topic sentences, uses bullet points for parallel information, and adds informative subheadings that help readers navigate the document.
The FixTools simplification rewriter addresses vocabulary and sentence structure automatically through the simplified tone setting, producing output that is significantly more accessible than typical professional or academic writing. Paragraph organization and document structure remain manual tasks that benefit from a human eye, since structural improvements depend on the document's purpose and the reader's journey through it. After running the simplification rewrite, review the output structurally: are paragraphs short enough that readers can absorb them in a single visual unit, are key actions visible without searching, are conditions and exceptions presented clearly rather than buried within dense text. These structural choices compound with the sentence-level simplifications to produce documents that genuinely serve their readers.
When simplifying professional or technical content, involve a subject matter expert in the review process, particularly for medical, legal, financial, and technical contexts where specific terms have exact meanings that the simplification process can inadvertently alter. Simplification occasionally sacrifices precision for clarity in ways that are unacceptable when accuracy matters legally or clinically. The reliable process for high-stakes simplification is a three-step workflow: rewrite for clarity using the tool, then have a subject matter expert verify that the simplified version preserves all material facts and qualifications, then test the verified version with a reader from the target audience to confirm it actually achieves the comprehension goal. Skipping the expert review introduces accuracy risk, and skipping the user testing leaves you uncertain whether the simplification actually worked for the intended readers.
Paste complex or technical text to receive a plain language version that communicates the same information more clearly and accessibly.
Step-by-step guide to rewrite text in simple language:
Identify complex passages
Read through your document with a critical eye and highlight the sections with the most jargon, the longest sentences, the most complex sentence structures, or the heaviest use of passive voice. These are the passages that will benefit most from simplification. Working from a marked-up document rather than simplifying everything indiscriminately produces better results in less time, since you focus effort where it matters most.
Paste into the rewriter
Copy the complex text and paste it into FixTools Text Rewriter with the simplified tone selected. For long documents, work section by section rather than processing the entire document at once, since section-level rewriting produces higher quality output and gives you more control over the result. Process each marked complex passage separately so you can review each one carefully before moving on.
Review for accuracy
Read the simplified version side by side with the original to confirm that the factual content has been accurately preserved through the simplification. Pay particular attention to numbers, dates, conditions, exceptions, and qualifications, which are the elements most likely to be altered or dropped during simplification. For high-stakes content, have a subject matter expert review the simplified version before publication.
Test with a non-expert reader
Ask someone unfamiliar with the subject to read the simplified version and identify any passages they found unclear or confusing. Their fresh perspective catches problems that are invisible to you because you already know the underlying content. If they cannot identify any unclear passages, the simplification is working well. If they find multiple unclear passages, revise those specific sections with additional manual rewriting.
Common situations where this approach makes a real difference:
Patient-facing health content
A healthcare provider simplifies clinical documentation into plain language patient information leaflets that are accessible to readers at all literacy levels. After the tool produces a simplified draft, a clinical reviewer verifies that all medical facts, dosages, contraindications, and warnings have been accurately preserved, then a patient advisory group reads the result to confirm it actually communicates the necessary information to non-medical readers before final approval and distribution.
Government public communication
A government communications team simplifies policy documents and legal notices into plain language for public-facing announcements that comply with the Plain Writing Act. The team uses the tool to produce a first-draft simplification, then legal counsel reviews the result to confirm regulatory accuracy is preserved, and finally communications staff test the document with representative citizens to verify comprehension before publication on the agency website.
Technical documentation for non-technical users
A software team simplifies user-facing technical documentation to make it accessible to non-technical customers who need to use the product without understanding its underlying engineering. Engineering reviews ensure the simplified language still describes accurate behavior, and a sample of non-technical beta users walks through the simplified documentation to confirm they can successfully complete the tasks the documentation describes.
Financial product disclosure
A financial services company simplifies dense regulatory disclosure documents into plain language summaries that accompany the formal legal versions required by regulators. The simplified versions help customers actually understand what they are agreeing to when they sign up for products, which improves customer satisfaction and reduces complaints driven by misunderstandings about terms and conditions that were technically disclosed but practically incomprehensible.
Use this when you need to make complex, technical, legal, or academic content accessible to a general audience for public-facing documentation, customer communications, or educational content.
Get better results with these expert suggestions:
Check Flesch score before and after simplifying
Paste your text into Readable.com before simplifying to get a baseline Flesch Reading Ease score, which measures how accessible the text is to readers at different education levels. Run the same check on the simplified version produced by the tool. Aim for a score of 60 or above for general audience content, which corresponds to roughly Grade 8 reading level and matches the literacy level of typical adult readers. Document the before and after scores to track progress across your simplification project systematically.
Replace nominalizations with verbs
Nominalizations, which means converting verbs into nouns like "make a decision" instead of "decide," are a primary driver of complexity in technical and administrative writing. They add syllables and indirection without adding meaning. After the tool simplifies, scan the output for remaining phrases like "make an assessment," "conduct an investigation," "provide assistance," or "perform a review" and replace them with simple verbs like "assess," "investigate," "help," or "review." This single transformation often produces dramatic readability improvement.
Simplify one document type at a time
When simplifying a class of documents such as patient consent forms, customer terms and conditions, or HR policies, develop a simplified template from one well-chosen example, then apply that template structure to all remaining documents in the class. This produces consistent reading level improvements much faster than simplifying each document individually from scratch. The template approach also produces consistency across the document set, which helps readers who encounter multiple documents from the same source.
Use the simplified version alongside the original for regulated content
For legal and medical documents where the original formal version must be preserved for compliance or legal weight, publish both versions: the formal original for legal purposes and a plain language summary for reader comprehension. This dual-publication approach is standard practice in informed consent documentation, financial product disclosures, and government regulation communications. The formal version protects against legal risk while the plain language version actually achieves the communication goal of informing the reader.
Target a specific reading level
Think about your least experienced reader when simplifying. If you are writing for general audiences, aim for a reading level appropriate for a motivated non-expert, clear sentences, common vocabulary, minimal jargon.
Define technical terms you cannot remove
If you must use technical terms, add a brief plain-language definition in parentheses after the first use. After simplifying, check that all jargon is either removed or defined.
Test with a non-expert reader after simplifying
After simplifying, ask someone unfamiliar with the subject to read the output and identify any remaining unclear passages. Their feedback pinpoints what still needs work.
More use-case guides for the same tool:
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