ISO 24495-1:2023 – Plain language standard

Picture this: you’re reading a document—perhaps a contract, a policy, or one of those “click-to-agree” pop-ups—and it actually makes sense. There’s no legalese, no technical jargon, and no sentences that seem to have been stitched together from a 19th-century textbook. Instead, every word feels like it’s speaking directly to you. This is the promise of ISO 24495-1:2023, the new international standard that aims to improve how we communicate through plain language.

Let’s break it down. The standard isn’t just about writing nicely; it’s about crafting communication that’s effective. It stands on four pillars—relevance, findability, understanding, and usability. These principles sound simple, but they’re designed to change the way we write everything from legal documents to corporate reports.

Principle 1: Relevance – give the people what they want

The first principle is all about ensuring readers get what they actually need.

Think about how often we’ve waded through pages of text only to find that the one crucial piece of information is either missing or buried somewhere obscure. ISO 24495-1 insists that we start by understanding our readers—who they are, why they’re reading the document, and what they genuinely need to know. It’s like tailoring a suit: you don’t just throw some fabric together and hope it fits; you measure, adjust, and refine until it works for the person who’ll wear it.

For businesses, this means investing time upfront to know your audience:

• Are they experts in the field or laypersons?
• Are they reading your document while commuting or sitting at their desks?

The context changes everything. If the document’s audience is busy professionals on the move, it should be concise and mobile-friendly. If it’s for a technical team, precision and clarity take centre stage.

Principle 2: Findability – map it out

You wouldn’t build a house without a floor plan, so why create documents without a clear structure? ISO 24495-1’s second principle focuses on making information easy to locate.

Documents should be as navigable as a well-organised website, with headers, bullet points, and a logical flow that guides the reader effortlessly from start to finish. The days of dumping a wall of text on someone and hoping for the best are over.

But this isn’t just about throwing in a table of contents. It’s about grouping related information, using consistent headings that clearly signal what’s to come, and employing visual techniques—think typography and spacing—to highlight the most important elements. [FYI, “typography” is the art and technique of arranging text so it’s easy to read and visually appealing. It involves choosing the right fonts, sizes, spacing, and layout to make written content clear and engaging for the reader.]

The goal is to make it possible for readers to skim and still find what they need, a godsend in today’s attention economy where time is the ultimate currency.

Principle 3: Understanding – speak their language

Now, we get to the heart of the matter: ensuring readers can understand what they find. This might sound obvious, but it’s often where most documents fall apart.

ISO 24495-1 pushes us to use familiar words, short sentences, and clear grammar. [NB: we don’t necessarily agree that sentences need to be short to communicate meaning clearly. It’s less about simplicity and more about clarity.

In fact, it’s not just about keeping things simple; it’s about being intentional with language. If you’re explaining a complex concept, the standard suggests using concrete examples and avoiding abstract terms that might leave readers scratching their heads.

Let’s say you’re writing a policy guide on data protection. Instead of launching into technical terms like “encryption protocols” and “compliance frameworks” right away, start with a relatable scenario: “Imagine you’re locking a door to protect your valuables. Data encryption works much the same way, ensuring that only those with the right key can access the information”.

The standard also encourages consistency. If you refer to “clients” in one part of your document, don’t switch to “customers” later on. It’s these small details that can mean the difference between a document that feels cohesive and one that feels like a patchwork quilt.

Principle 4: Usability – test, test, test

Finally, even if a document ticks all the boxes for relevance, findability, and understanding, it still needs to be usable.

ISO 24495-1 reminds us that the ultimate test is whether readers can apply the information. This isn’t something you can simply assume; it has to be evaluated. The standard advocates for testing documents with real readers, gathering feedback, and iterating. It’s an ongoing process—just like software updates, documents should evolve to remain effective as their use changes.

And here’s where the business value kicks in: documents that follow these principles aren’t just more user-friendly; they’re more cost-effective. Fewer misunderstandings mean fewer disputes, fewer customer service calls, and ultimately, fewer headaches for your organisation. In fact, adopting plain language can be a significant part of your risk management strategy.

Why we care about ISO 24495-1

At ITLawCo, we believe that clarity and simplicity shouldn’t be luxuries—they should be standards. ISO 24495-1 aligns perfectly with our mission to demystify legal and IT documents. We know that in the world of tech law, clarity is not just nice-to-have; it’s essential. A well-structured contract or compliance document isn’t just about ticking regulatory boxes; it’s about building trust with clients, partners, and stakeholders.

How ITLawCo can help

ISO 24495-1:2023 isn’t just a standard for us; it’s a blueprint for better communication. At ITLawCo, we offer bespoke services to help businesses and organisations implement these principles effectively. Whether you need to overhaul your policy documents, draft clearer contracts, or ensure your compliance materials are accessible and user-friendly, our team of experts combines legal know-how with a plain language approach to create documents that work for you and your audience.

We provide:

• Document audits: We review your existing documents, identifying areas for improvement based on ISO 24495-1’s principles.
• Custom drafting services: From policies to contracts, we draft documents that are not only compliant but also clear, concise, and engaging.
• Workshops and training: We train your team to create plain language documents, equipping them with the tools and techniques to communicate effectively.
• Ongoing support: Need a quick review or a fresh pair of eyes on your latest draft? Our support services are tailored to keep your documents up to date and aligned with best practices.

By partnering with ITLawCo, you ensure that your organisation communicates clearly, builds trust, and ultimately saves time and resources. Let’s make your documents not just readable but actionable. Get in touch today to see how we can transform your business communications.