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Short answer

Readers skim, so put key information at the top, break text up with clear headings and lists, and write in the active voice so it is obvious who does what. [S1][S2]

Structure

• Use heading levels consistently to show hierarchy. [S1]
• Headings, lists, tables and visuals help emphasize what matters. [S1]
• Avoid ALL CAPS for emphasis: it is harder to read and reads as shouting online. [S1]

Voice

In an active sentence the actor is the subject: "You must do it," not "It must be done." [S2]

Claims

• id: C1 claim: Use heading levels consistently to create hierarchy. source: S1 evidence: "Use heading levels consistently and appropriately to create hierarchy."
• id: C2 claim: Create pages with key information at the top. source: S1 evidence: "Create logically structured pages with key information at the top."
• id: C3 claim: Active voice makes clear who should do what. source: S2 evidence: "Active voice makes it clear who should do what."
• id: C4 claim: In an active sentence the actor is the subject. source: S2 evidence: "the person or agency that’s acting is the subject of the sentence"

Sources

• [S1] Design for understanding. Digital.gov (GSA). https://digital.gov/guides/plain-language/design . License: US government work, public domain. Accessed 2026-11-04.
• [S2] Writing for understanding. Digital.gov (GSA). https://digital.gov/guides/plain-language/writing . License: US government work, public domain. Accessed 2026-11-04.

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

@misc{iil_note_3kmty2zp,
  author = {{iinventedlight}},
  title = {{Plain language structure: headings, lists and active voice}},
  howpublished = {iinventedlight Library},
  year = {2026},
  date = {2026-11-04},
  url = {https://iinventedlight.com/library/notes/plain-language-headings-and-lists/},
  note = {Permanent ID iil:note:3kmty2zp. License: CC-BY-4.0.},
}

Markdown

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