When is it ok to break plain language rules?

Examples of content that may not meet plain language benchmarks include:

• quotes that are interesting and have emotional value but don't follow 'the rules'

• historical content where past tense is used because it's talking about the past

• names (proper nouns) and official language used have multiple syllables and can't be changed (for example: 'multicultural')

• where the common use is a more complex word as shown through Google or other research. For example, 'ancestral remains' instead of 'old bones'.

Don't use your subject matter as an excuse though. Most government content is published because we want everyone to understand it. Keep that as your guiding principle and provide evidence that you've made your best attempt to achieve it.

Are there any content types that are exempt?

You should still attempt to write these content types in plain language:

• open letters

• information sheets, toolkits and guidance related to Acts

• Whole of Victorian Government standards

We will work with you so that the intent of your content is not changed – it is simply made easier to read and understand.

Exceptions are:

• legislation, including standing and ministerial directions

• historical information that needs to be provided but is no longer used for anything other than a record e.g. royal commissions, annual reports.

Have concerns you can't meet the standards?

You should raise concerns early if you feel your content cannot meet these standards.

The following are not reasons for an exemption:

• lack of organisation

• tight timelines

• not thinking about user and digital needs

• the content is already approved.

If your concerns cannot be resolved through discussions at the project level, the executive director of your department's digital team and the relevant director will discuss. There is a final escalation point at deputy secretary level if necessary.