Remove jargon by replacing unnecessary specialized wording, explaining necessary terms, and checking that the meaning survives. Plain language is not the same as removing every technical word. Some terms are needed for accuracy; they become useful when the reader understands them.
Decide whether the term earns its place
Ask whether the term names something precise the reader must distinguish. If it merely makes an ordinary action sound impressive, use the ordinary action. If it is essential to the work, keep it and explain it.
For an invented example, "The approval is pending" may be clearer than "The deliverable remains in an unresolved authorization state." But replacing the name of a specific technical error with "something went wrong" would remove information a maintainer needs.
Explain the unfamiliar term where it appears
Give a short explanation in the sentence or immediately after it. The CDC Clear Communication Index's language guidance supports this approach for unfamiliar terms. The workplace examples here apply that principle to a different context.
Do not assume every acronym is familiar because your team uses it often. Spell it out when a reader needs the full meaning, and avoid making them repeatedly search a glossary just to understand the requested action.
Rewrite the sentence, not only the word
A simple substitute can leave an overloaded sentence intact. Identify the action, the person responsible, and the important condition. Break separate ideas apart when that makes the relationship clearer.
- Who is doing what?
- What does the reader need to know or decide?
- Which qualification must remain for accuracy?
- Which background detail can move elsewhere?
Keep uncertainty and conditions visible. Removing a qualification to make a sentence shorter can make it wrong. A careful explanation can be both accessible and honest about its limits.
Check with someone who needs the information
Ask the person to describe the requested action or the distinction the message explains. That can reveal a misunderstanding without turning the exchange into a vocabulary test. Use feedback to improve the explanation rather than blaming the reader.
For highly specialized material, have an appropriate subject-matter reviewer check the revised wording. This article provides an editing approach, not certification that a technical, medical, or legal explanation is accurate.
The Communication collection includes broader practice in making messages clear and purposeful.
For a structured next step, explore Master Communication. Browse Communication resources in Confidence & Communication.
Keep the precision, lose the barrier
Replace needless complexity and explain the terms that matter. A successful rewrite leaves the reader better able to understand and act while preserving the meaning you are responsible for communicating.
