Using ‘plain language’ to write Proposals

Research shows that plain language offers considerable benefits, in particular when writing documents for the general public.One obvious area is when writing Request for Proposals.

RFPs are often densely written, suffer from 'jargonese', and difficult to decipher. But it doesn’t have to be like this.

Indeed, plain language documents can benefit both government agencies and the public in these areas:

1. Higher Quality Submissions

If you write the eligibility criteria in plain English, you will receive more accurate responses, and avoid having to disqualify ineligible entries.

2. Encourage applications from smaller organizations

Using plain language will help non-profits apply. Remember, most small non-profit organizations do not have professional proposal writers, and struggle to respond to complicated proposals. 

By writing in a plain language style, you're sending out a message that you want them to apply.

3. Higher Quality Grant applications

Most applicants – especially local agencies and non-profit’s – find "plain language" guides (and plain language RFPs) easier to understand.

As they understand your requirements better, they can submit proposals that will more accurately address your needs.

4. Reduces the burden on staff

RFPs written in plain language tend to generate less pre-submission questions and requests-for-clarifications - all of which saves YOU time.

In addition, proposals responding to plain language RFPs tend to be clearer and easier to review.

And...

As the applicant understands what you want, there is a greater chance that they will meet your requirements.

5. Faster Reviewing

As these proposals tend to be clearer and better organized, reviewers can evaluate them faster.

6. Applicants consider the application process to be fairer

Smaller organizations, and especially those without professional proposal-writers, tend to feel disadvantaged when applying for grants.

Using plain language offers a "more level playing field." Applicants feel more confident that they have a better chance to compete.

7. Benefits to the Public

Plain language removes barriers. It encourages applications from a wide pool of applicants and help them prepare sound proposals.

Plain language RFPs facilitate fair and effective external reviews. The result is that the most appropriate and qualified applicants are funded – which increases public benefits from Government programs.

8. Improved communications

Plain language saves time when preparing RFPs.

Your initial investment in making the change to plain language pays off very quickly and can be extended to all areas related to producing documents.