Summary: Easy-to-understand language is not about dumbing down content. It’s about ensuring information reaches everyone, including the 30-40% of the population who struggle with reading comprehension. This guide explains what it is, how to apply it, and why your organization should integrate it into your communication strategy.
Table of contents
- Why easy language is a business issue
- What is easy-to-understand language
- The fundamental distinction: easy vs. accessible
- Three concepts you need to distinguish
- The 6 principles of easy language
- Case study: how RTV Slovenija integrated it into their newsroom
- The ENACT project and the future of media accessibility
- Checklist: 31 criteria to evaluate your content
- Resources to get started
- FAQ
Why easy language is a business issue
Nearly 1 in 2 people may need easy language at some point.
This is not an exaggeration. According to Eurostat 2024 data and various national statistics:
- Elderly population: 20%+ in most European countries
- Immigrants with language barriers: significant percentages across the EU
- People with learning difficulties
- Adults with ADHD: between 2% and 5%
- People with low functional literacy
And there’s a group that doesn’t appear in any statistics: anyone who’s tired, stressed, or reading in a distracting context. That’s almost all of us at some point during the day.
These groups overlap. They’re not isolated niches.
If your organization communicates in a way that excludes these people, it’s not just an ethical problem. It’s a reach problem, a conversion problem, a customer service problem. It’s money and reputation lost because your message isn’t landing.
What is easy-to-understand language
Easy-to-understand language is a communication approach that combines three elements:
- Clear writing: short sentences, simple vocabulary, logical structure
- Accessible format: readable typography, white space, visual support
- Real validation: review by people with comprehension difficulties
The third point is the most important and the most ignored.
It’s not enough for you to believe your text is easy. You need someone with comprehension difficulties to confirm it.
This approach originates from the work of organizations like Inclusion Europe, which has promoted easy-to-read standards across Europe for decades. But it has evolved. We’re no longer talking only about adapted documents for people with intellectual disabilities. We’re talking about a universal communication principle.
The fundamental distinction: easy vs. accessible
Here’s the most common mistake organizations make:
Making content “easy” means the writer decides what’s simple based on their own perception. There’s no external validation. The result may seem simple but not actually be comprehensible to the target audience.
Making content accessible means the content is created and validated with people who have comprehension difficulties. They’re part of the elaboration, validation, and feedback process. This ensures the content is truly understandable.
The difference isn’t semantic. It’s methodological.
The optimal model includes expert validators with comprehension difficulties in the creation process. Not at the end, to “approve” the text. From the beginning, to co-create it.
Organizations like Fàcilment (Grup Cooperatiu TEB) in Spain offer professional validation services. They work with teams of people with intellectual disabilities who review and improve texts for all types of organizations.
Three concepts you need to distinguish
In the cognitive accessibility world, there’s terminological confusion. Here are the three main concepts and their differences:
Easy-to-read
Adaptation of texts with very specific guidelines. Includes visual elements and large typography. Has a formal standard and a quality seal. Requires mandatory validation by people with comprehension difficulties to obtain the official seal.
It’s the most rigorous format and the most appropriate for official documents, contracts, medical or legal information.
Plain language
Clear communication for the general public. Avoids jargon and bureaucratic language. Not adapted to specific groups. Does not require validation.
It’s useful for improving general corporate communication but doesn’t guarantee that people with comprehension difficulties can understand the text.
Easy-to-understand language
Combines both: short sentences, simple vocabulary, clear structure, and validation with real users.
It’s the umbrella term that encompasses the complete approach. It’s what we recommend as the standard for organizations that want to communicate in a truly inclusive way.
The 6 principles of easy language
These principles come from Inclusion Europe guidelines and have been refined by projects like ENACT. They’re the practical foundation for any communication team.
1. Short sentences
One idea per sentence. Maximum 15-20 words.
Long sentences with multiple subordinate clauses force the reader to keep too much information in working memory. For people with comprehension difficulties, this makes the text inaccessible.
Bad example: “The company, which was founded in 2015 by a team of entrepreneurs with experience in the technology sector, announced today that it will expand its operations to three new European markets during the next quarter.”
Good example: “The company was founded in 2015. A team of technology entrepreneurs created it. Today it announced it will expand to three European countries. This will happen in the next three months.”
2. Simple vocabulary
Use everyday words. If you need a technical term, explain it.
This isn’t about impoverishing language. It’s about not assuming your audience shares your specialized vocabulary.
Example: Instead of “implement an omnichannel strategy,” write “use several communication channels at once (website, social media, physical stores).”
3. Clear structure
The most important information goes first. Logical and predictable order.
The inverted pyramid structure from journalism is a good model: conclusion first, details after.
4. Visual support
Images, icons, white space. Large typography (minimum 14pt).
Left-aligned text (never justified) is easier to read. Short paragraphs of 3-4 lines maximum facilitate scanning.
5. Validation
ALWAYS review with people who have comprehension difficulties.
This is the principle that transforms “plain language” into “easy-to-understand language.” Without validation, you’re just guessing.
6. Repeat and explain
Don’t assume anything. Repeat key concepts.
In long texts, re-explain important terms. Don’t assume the reader remembers the definition you gave three paragraphs earlier.
Case study: how RTV Slovenija integrated it into their newsroom
Slovenian public television has had a news portal in easy language called Enostavno since 2019. It’s one of the most complete models in Europe.
What makes the Slovenian model different:
Daily news. A team of 2 specialized journalists adapts 4-6 news stories every day. It’s not a pilot project. It’s continuous production.
Integrated audio. Each news story has an audio version with two speeds: normal and slow. This extends accessibility to people with reading difficulties.
Real validation. They collaborate with associations of people with comprehension difficulties. Feedback is constant.
Integrated into the newsroom. It’s not a parallel project. It’s part of the Accessibility Department, with ordinary budget allocation.
Complete accessibility. The website has contrast options, font size adjustments, and simplified navigation.
The Enostavno portal demonstrates this is viable at scale. It’s not a theoretical ideal. It’s an operational reality that any media outlet or brand can study and adapt.
The ENACT project and the future of media accessibility
ENACT (Easy-to-understand News for Collaborative Transformation) is a European project co-funded by Creative Europe that started in December 2024.
Its goal is to develop tools, guides, and training to make news more accessible on web, radio, and television.
Partners include:
- RTV Slovenija (project leader)
- ORF Austria
- 3Cat (Catalonia)
- UAB (Autonomous University of Barcelona)
- Uniamoci APS (Italy)
- Latvijas Radio (Latvia)
What ENACT will produce:
- International easy language guides for media
- Training for newsroom professionals
- Best practices and resources hub
- Exchanges between European newsrooms
This project represents the institutionalization of easy language in European public media. What were once isolated initiatives now have coordination, funding, and shared standards.
For private brands and institutions, ENACT will be a source of resources and benchmarks. The materials it produces will be publicly accessible.
Checklist: 31 criteria to evaluate your content
This checklist is based on Inclusion Europe standards and best practices from the ENACT project. Use it to audit your current content.
Process and validation
- Do people with comprehension difficulties participate in the creation process?
- Do you validate content with real users before publishing?
- Do you integrate validator feedback into revisions?
- Do you have established contact with professional validation services?
- Are you familiar with ENACT project resources?
- Do you periodically train your team in easy language?
Writing and style
- Do sentences have a maximum of 15-20 words?
- Does each sentence contain a single idea?
- Are technical terms avoided or explained?
- Do you use active voice (not passive)?
- Do you avoid double negatives?
- Are acronyms explained the first time?
- Is vocabulary everyday and familiar?
- Do you avoid metaphors and idiomatic expressions?
- Are dates and figures in clear format?
Structure and content
- Does the most important information come first?
- Is the order logical and predictable?
- Do you repeat key concepts when necessary?
- Do you provide sufficient context without assuming prior knowledge?
- Do you avoid confusing time jumps?
- Are paragraphs short (3-4 lines maximum)?
- Are titles and subtitles descriptive?
- Do you avoid ambiguous references (this, that, he)?
Format and audiovisual
- Is typography clear and large (minimum 14pt)?
- Is there sufficient space between lines and paragraphs?
- Is text left-aligned (never justified)?
- Is contrast between text and background sufficient?
- Do you include supporting images or icons when appropriate?
- Is an audio version available?
- Is speech clear, paced, and well-articulated?
- Are subtitles easy to read and synchronized?
If you meet fewer than 20 criteria, your content is probably not accessible to a significant portion of your audience.
Resources to get started
Professional validation
Fàcilment Project (Grup TEB) — Content validation service with people who have comprehension difficulties. They operate in Catalonia and work with all types of organizations. teb.org
Research and training
TransMedia Catalonia (UAB) — Research group specialized in media accessibility. Leads the Catalan part of the ENACT project. Offers training and resources. webs.uab.cat/transmedia
Reference guides
Inclusion Europe Standards — European guide with official guidelines for creating easy-to-read content. Free downloadable PDF. inclusion-europe.eu/easy-to-read
International examples
Enostavno Portal (RTV Slovenija) — Daily news in easy language. The best operational example in Europe. rtvslo.si/enostavno
AI as support
Tools like ChatGPT or Claude can help create an initial simplified draft. Useful prompt: “Simplify this text for people with comprehension difficulties.”
But there’s a fundamental rule: AI never replaces human validation.
A language model can apply writing principles, but it cannot know if the result is truly understandable for a person with intellectual disability. Only that person can confirm it.
Use AI to speed up the process. Use human validation to guarantee the result.
FAQ
Does easy language make content seem childish?
Not if done well. Easy language is clear and direct, not condescending. Think about how The Economist writes: complex topics, accessible language, zero infantilism.
The tone should be respectful and professional. Simplicity is in the structure and vocabulary, not in treating the reader as if they couldn’t understand complex ideas.
How much does it cost to implement easy language in an organization?
It depends on scale. To start, the main costs are team training and content validation.
Training can range from a half-day workshop to ongoing programs. Validation services charge per project or content volume.
The return comes as greater reach, better message comprehension, and compliance with accessibility standards that are increasingly required.
Is it legally required?
It depends on the sector and jurisdiction. In the EU, the Web Accessibility Directive affects public bodies and increasingly private services. Cognitive accessibility is gaining weight in regulations.
Beyond legal obligation, it’s a matter of social responsibility and business sense.
Can I use easy language only for some content?
Yes, this is a common approach. Many organizations start with:
- Critical information (contracts, medical instructions, safety)
- High-visibility content (website homepage, FAQ)
- Communication with specific segments
Over time, the standard can extend to more content based on resources and priorities.
How do I measure if my easy language content works?
Useful metrics:
- Comprehension rate: through tests with real users
- Reading time: accessible content tends to be read faster
- Inquiry reduction: fewer customer service calls asking “what does this mean?”
- Qualitative feedback: from validators and end users
Validation with people who have comprehension difficulties is the most reliable metric.
Conclusion
Easy-to-understand language is not a concession. It’s an evolution of professional communication.
Organizations that adopt it aren’t “lowering the bar.” They’re expanding their reach, improving their clarity, and demonstrating they understand their real audience, not an idealized one.
The resources exist. The standards are defined. Success cases prove it’s viable.
The question isn’t whether your organization should consider easy language.
The question is how many people you’re excluding while you decide whether to consider it.
Published by Carlos Ortet | ZOOPA