SA organisations struggle to adopt plain language, according to plain-language certification program

Documents that show the Simplified plain-language stamp meet a set of plain-language criteria, which were established according to international best practice and the framework for plain language set out in South African law.

The stamp - in the form of document certification - is awarded only if documents meet several criteria, including user testing in the field, and the use of sophisticated document assessment methodologies and tools.

Documents awarded the stamp belong to Contractors Plant Hire Association (CPHA) and to the internal documents of a financial services company based in Johannesburg (details still confidential). The CPHA documents went through a process of rewriting, legal checks and user testing, which established that the target audience can understand and use the contracts.

Simplified established the stamp in 2010, in response to companies asking for document certification. Frances Gordon of Simplified notes that although document certification is desperately wanted by South African organisations, Simplified has so far only been able to award the stamp to fewer than five documents.

The reason, according to plain-language attorney, Candice Burt, is that many large South African companies are adopting a 'quick-and-dirty' approach to plain language - and this approach might not be enough to ensure compliance with plain-language laws, such as the Companies Act, the National Credit Act and the Consumer Protection Act.

"Our view at Simplified is that organisations need to test their documents with consumers if they are to comply with the definition of plain language in these Acts. It's just not enough to shorten sentences, move a few paragraphs around and change a few complex words. The definition of plain language in the Acts reflects a very broad approach, including completeness of information, relevance to the reader, navigability, structure and design.

"It is obvious that readability assessments will not be able to prove or disprove compliance, especially in the very complicated and under-researched linguistic context of South Africa."

For consumers, the Simplified certification on a consumer document indicates that the organisation has complied with the spirit of new plain-language laws. A plain-language document has:

• Benefited from real feedback from users of the document (through a user-testing program)
  
• Passed various assessments that include all aspects of plain language set out in the definition, from content, to relevance, from design issues to style. This assessment goes much further than readability tests using computer-based tools.

"Plain language involves a culture change. It is not about outsourcing hundreds of documents. It is not just about having policies and plans on paper. It is about making sure that the whole organisation embraces plain language, which is all about giving consumers the right to understand a company's business, products and services," concludes Gordon.

The founders of Simplified are the most experienced plain-language practitioners in South Africa, with over 15 years of international and local experience each in plain language. Gordon has recently served as a judge of the Champions category of the New Zealand Plain English Awards (WriteMark), while Burt serves as President of Clarity, a worldwide organisation promoting plain language in legal documents.

To find out more about plain-language certification, contact Simplified at .