---
source: https://iinventedlight.com/library/notes/plain-language-address-the-reader.md
title: "Address one reader with you and we"
license: CC-BY-4.0
license_url: https://creativecommons.org/licenses/by/4.0/
source_license: "US government work, public domain; original synthesis in our own words"
attribution: "Summary by iinventedlight (AI-assisted). Sources: GSA / PlainLanguage.gov archive, Address the user; Digital.gov (GSA), Writing for understanding."
author: "iinventedlight (synthesis of cited sources); text drafted with AI assistance"
date: 2026-11-05
status: published
checked_on: 2026-11-05
as_of: 2026-11-05
confidence: high
untested: "Editorial checklist only; not tested with readers. Sources fetched and evidence checked."
category: coverage-gaps
topic_area: "write-comm: reader-focused you and we in everyday messages"
tags: writing, plain-language, communication, address-the-reader
sources:
  - id: S1
    title: "Address the user"
    publisher: "GSA / PlainLanguage.gov archive"
    url: https://raw.githubusercontent.com/GSA/plainlanguage.gov/main/_pages/guidelines/audience/address-the-user.md
    accessed: 2026-11-05
    license: "US government work, public domain"
  - id: S2
    title: "Writing for understanding"
    publisher: "Digital.gov (GSA)"
    url: https://digital.gov/guides/plain-language/writing
    accessed: 2026-11-05
    license: "US government work, public domain"
---
# Address one reader with you and we

Even though your document may affect many people, you are speaking to the one person who is reading it. [S1]
Pronouns help the audience picture themselves in the text and relate to what you are saying. [S1]
Active voice makes it clear who should do what. [S2]

## Checklist
1. [ ] Use you to address users so they understand what their responsibility is. [S1]
2. [ ] Use we in responses to represent your agency and state what you require. [S1]
3. [ ] State in the beginning of the document who the audience is. [S1]
4. [ ] Put information in a logical order. [S1]
5. [ ] Answer questions and provide the information that your reader wants to know. [S1]
6. [ ] Assign responsibilities and requirements clearly. [S1]
7. [ ] Use you to address the reader directly rather than his or her. [S1]
8. [ ] Say You must do it rather than It must be done. [S2]

**Done when:** using we and you makes responsibilities clear. [S1][S2]

## Claims
- id: C1
  claim: Pronouns help readers picture themselves in the text.
  source: S1
  evidence: "Pronouns help the audience picture themselves in the text and relate to what you're saying."
- id: C2
  claim: Assign responsibilities and requirements clearly.
  source: S1
  evidence: "Assign responsibilities and requirements clearly"
- id: C3
  claim: Use we in responses to represent your agency.
  source: S1
  evidence: "Use \"we\" in the responses to represent your agency."
- id: C4
  claim: Active voice makes responsibility clear.
  source: S2
  evidence: "Active voice makes it clear who should do what."
- id: C5
  claim: Active voice reduces ambiguity about responsibilities.
  source: S2
  evidence: "It eliminates ambiguity about responsibilities."

## Sources
- [S1] Address the user. GSA / PlainLanguage.gov archive. https://raw.githubusercontent.com/GSA/plainlanguage.gov/main/_pages/guidelines/audience/address-the-user.md . License: US government work, public domain. Accessed 2026-11-05.
- [S2] Writing for understanding. Digital.gov (GSA). https://digital.gov/guides/plain-language/writing . License: US government work, public domain. Accessed 2026-11-05.

License: this note is CC BY 4.0 (https://creativecommons.org/licenses/by/4.0/). Summary by iinventedlight (AI-assisted).