NZ Government Plain Language Standards
New Zealand government agencies must communicate in plain language. Learn the standards, requirements, and how to review content for accessibility and clarity.
New Zealand has been a leader in plain language for government communications. The Write Mark Plain Language Standard provides a formal certification framework, while the New Zealand Government Web Standards and the broader public service commitment to accessible communication create practical obligations for every government agency. The Public Service Commission sets expectations for how public servants communicate with citizens, and the Official Information Act 1982 reinforces the public's right to access government information in an understandable form.
Plain language in government is not a stylistic preference. It is a matter of access, equity, and effective governance. When government communications are unclear, citizens cannot exercise their rights, access services, or comply with obligations. The costs of unclear government writing include increased call centre volumes, failed service interactions, non-compliance with regulations, and exclusion of people with lower literacy or limited English proficiency.
The Plain Language Framework
What Plain Language Means
Plain language does not mean simplified or dumbed-down content. It means content that the intended audience can find, understand, and use. The Write Mark standard defines plain language across four dimensions:
| Dimension | What It Covers |
|---|---|
| Reader focus | Content is organised around what the reader needs to know and do, not around the agency's internal structure |
| Structure | Logical organisation with clear headings, signposting, and progressive disclosure |
| Language | Short sentences, common words, active voice, concrete rather than abstract language |
| Design and layout | Visual presentation that supports comprehension including white space, font choices, and information hierarchy |
Government Plain Language Standards
New Zealand government agencies are expected to meet these standards in their communications:
Sentence structure:
- Average sentence length of 15-20 words
- No sentences exceeding 25-30 words where possible
- One idea per sentence
- Active voice as the default ("We will review your application" not "Your application will be reviewed")
Word choice:
- Common, everyday words preferred over formal or technical vocabulary
- Technical terms explained on first use or avoided entirely in public-facing content
- No unnecessary jargon, acronyms, or abbreviations
- Maori terms used where appropriate, with English explanation if the audience may not be familiar
Content structure:
- Most important information first (inverted pyramid)
- Descriptive headings and subheadings that help readers scan
- Short paragraphs (typically 2-4 sentences)
- Bullet points and numbered lists for series of items or steps
- Tables for comparing information
Readability targets:
- General public communications: Year 8-9 reading level (approximately age 12-14)
- Complex policy documents: As low as practicable while maintaining accuracy
- Forms and transactional content: Year 8 or below
Digital Content Standards
The NZ Government Web Standards apply to all government websites and digital services. Content-specific requirements include:
Web Content Accessibility Guidelines (WCAG)
Government websites must meet WCAG 2.1 Level AA as a minimum. Content-related WCAG requirements include:
- 1.1 Text Alternatives: All non-text content has a text alternative
- 1.3 Adaptable: Content can be presented in different ways without losing information
- 2.4 Navigable: Content has clear navigation and heading structure
- 3.1 Readable: Text content is readable and understandable
- 3.3 Input Assistance: Forms help users avoid and correct mistakes
Content Design Principles
New Zealand government digital content follows content design principles that emphasise:
- Task-based content: Organised around what users need to do, not agency structure
- Evidence-based: Content decisions informed by user research, analytics, and testing
- Consistent: Consistent tone, voice, and terminology across government
- Bilingual capability: Content systems must support te reo Maori including macrons
Common Plain Language Failures
Bureaucratic Default
Government writers frequently default to formal, abstract language that obscures meaning:
| Instead of | Use |
|---|---|
| "Facilitate the implementation of" | "Help set up" or "Start" |
| "Pursuant to the provisions of" | "Under" |
| "In the event that" | "If" |
| "Notwithstanding the foregoing" | "Despite this" |
| "It is incumbent upon the applicant to" | "You must" |
| "Give due consideration to" | "Consider" |
| "At this point in time" | "Now" |
| "In respect of" | "About" or "For" |
Passive Voice Overuse
Government content frequently uses passive voice, which obscures responsibility and makes sentences longer:
- "It has been determined that your application cannot be processed" (passive, impersonal)
- "We cannot process your application because..." (active, direct, clear about who and why)
Information Overload
Including every possible scenario, exception, and qualification in a single communication. Government content frequently tries to be comprehensive at the expense of being useful. Better practice is to address the common case clearly and provide links to detailed information for unusual situations.
Missing User Testing
Content published without user testing. Plain language is not just about following rules; it requires testing with the actual audience to verify that they can find, understand, and use the information.
Building a Plain Language Review Process
Pre-Publication Review
- Purpose of the content is clear within the first paragraph
- Content is organised around what the reader needs to know and do
- Average sentence length is 15-20 words
- Active voice is used throughout
- Technical terms are explained or replaced with common words
- Content uses descriptive headings that help readers scan
- Lists and tables are used for complex information
- Readability meets the target level for the audience
- Content has been tested with representative users (for high-impact content)
- Te reo Maori terms are used appropriately with macrons
Content Quality Indicators
Track these metrics to monitor plain language quality across the organisation:
| Indicator | Target | How to Measure |
|---|---|---|
| Readability score | Flesch-Kincaid Grade 8 or below | Readability analysis tools |
| Average sentence length | 15-20 words | Automated analysis |
| Passive voice percentage | Below 10% | Automated analysis |
| User task completion | 80%+ on first attempt | Usability testing |
| Call centre deflection | Decreasing enquiry volumes on topics with updated content | Analytics and call centre data |
How Content Review Tools Support Plain Language
Government agencies produce enormous volumes of public-facing content across websites, letters, forms, reports, consultation documents, and policy materials. Ensuring all of this content meets plain language standards is a significant operational challenge, particularly for large agencies with hundreds of content contributors.
Content review platforms can assess readability scores against target levels, flag passive voice and nominalised constructions, identify bureaucratic language and suggest plain alternatives, check sentence length and paragraph length against targets, verify heading structure and content organisation, and assess whether content meets WCAG requirements. By configuring reviewers with plain language standards and government style guide requirements, agencies can review content consistently at scale.
This does not replace skilled content designers and editors, who bring judgement about tone, audience, and context that automated tools cannot replicate. But content review tools provide a consistent baseline check that catches common plain language issues across the volume of content that government agencies produce. For agencies with limited specialist content resource, AI-assisted review provides a practical way to maintain and improve content quality.
This article provides general information about NZ Government plain language standards and is not official guidance. Always consult the Public Service Commission and Digital.govt.nz for current requirements and standards.