Plain language Legal communication principles

Peter Haenni

• 1 min read
Plain language Legal communication principles
Screen print of the ProcessHorizon web app

Here’s a summary of the new ISO 24495‑2:2025 Plain language Legal communication guideline mapped into a SIPOC process model (Suppliers > Inputs > Process > Outputs > Customers) to help with implementation.

P1. Planning & Audience Analysis

  1. Identify communication objectives and legal intent
  2. Profile all possible readers (primary, secondary, tertiary audiences)
  3. Define desired reader actions (e.g. consent, compliance, understanding)
  4. Plan collaborative drafting team composition
  5. Document relevance scope: what must be said, what can be omitted

P2. Structuring & Layering Information

  1. Develop document hierarchy (sections, sub-sections)
  2. Define logical flow (rights > obligations > procedures > exceptions)
  3. Apply layered structure (summary > detailed > reference annex)
  4. Create descriptive, meaningful headings & cross-references
  5. Include process aids: tables, flowcharts or timelines for complex information

P3. Writing for Clarity

  1. Write using clear, concise, legally precise language
  2. Use active voice, limit sentences to single ideas
  3. Define technical/legal terms on first use
  4. Eliminate redundancy, jargon & ambiguity
  5. Verify consistency of terms, numbering & definitions

P4. Design & Usability Enhancement

  1. Apply readable typography, spacing & layout
  2. Use headings, bullet lists & tables for visual clarity
  3. Add visuals (icons, flowcharts) for complex procedures
  4. Conduct usability testing with representative readers
  5. Adjust layout & text for accessibility & comprehension findings

P5. Revision, Review & Maintenance

  1. Review the document against ISO principles (relevance, findability, understandability, usability)
  2. Analyze change triggers (regulatory, usability issues, user feedback)
  3. Revise structure & text accordingly
  4. Conduct re-testing & approval
  5. Archive obsolete versions & update distribution channels

Using the following link you can access this sandbox SIPOC model in the ProcessHorizon web app and adapt it to your needs (easy customizing) and export or print the automagically created visual AllinOne SIPOC map as a PDF document or share it with your peers: https://app.processhorizon.com/enterprises/5kNJibqbRiyJzDzX7cjbuRLG/frontend