If your policies read like a university textbook, it might be time for a rewrite. In aged care, policies should guide, not confuse. When policies are packed with complex words and long-winded sentences, people stop reading them. That is where plain English steps in.

Plain English is not about dumbing things down. It is about making your aged care policy templates clear, easy to follow, and helpful to everyone who needs to use them—be it a nurse on night shift, a support worker, or a family member seeking answers.

Whether you manage an aged care facility, lead a compliance team, or are responsible for writing policies, using clear language makes a difference. It builds trust, reduces mistakes, and helps your organisation stay on the right side of the Aged Care Quality Standards.

Why Plain English Matters in Aged Care

Let us face it—aged care is full of rules, requirements, and responsibilities. From medication protocols to infection control and resident rights, your team needs to know exactly what to do, and when to do it.

But if your documents are full of jargon or buried under legal language, people either misunderstand the policy—or worse, ignore it altogether.

Using plain English helps you:

• Make policies easier to read and use
  
• Reduce errors and confusion
  
• Support better training and handovers
  
• Comply with legal and regulatory requirements
  
• Improve communication with non-native English speakers
  

The Australian Government encourages the use of plain language in aged care settings for these very reasons.

What Plain English Looks Like

Think of plain English like good conversation—short, clear sentences using everyday words. You do not need big words to sound smart. You need clear words to sound helpful.

Let us compare:

Before:
“It is imperative that staff adhere to infection prevention protocols to mitigate the risk of communicable disease transmission.”

After:
“Staff must follow infection control steps to stop the spread of illness.”

See the difference? Same meaning. Less fluff.

Benefits for Staff and Residents

Your frontline workers are busy. Really busy. They do not have time to decode complex documents when they are managing medication rounds or responding to a resident’s needs.

Plain English makes policies usable. If your policy says what it means, people will follow it. When people follow it, things run more smoothly.

Residents and their families also benefit. If your policies are available to them, using clear language helps build trust. They can see your standards, your procedures, and your values—without needing a dictionary.

Start With These Common Policy Areas

If you are thinking of updating your aged care policy templates, begin with the policies that affect daily routines. Here are some high-impact areas where clear language can make a real difference:

• Medication Management Policies
  Say what should be done, who is responsible, and what to check—without vague instructions.
  
• Infection Control Policies
  Use direct language for cleaning steps, personal protective equipment, and outbreak procedures.
  
• Resident Rights Policies
  Speak plainly about dignity, privacy, and choice. These policies are not just for staff—they are for residents too.
  
• Incident Reporting Procedures
  Keep your instructions simple. Who needs to report what, when, and how?
  

You can find helpful templates in plain English over at Governa AI’s policy templates page.

Tips for Writing in Plain English

Writing in plain English is a skill, but it is one you can learn. Here are a few pointers to keep in your back pocket.

1. Say what you mean

Write like you are talking to a colleague. If you would not say it out loud, do not write it down.

Instead of: Commence administration of the required medication without delay.
Say: Start giving the medication right away.

2. Use short sentences

Stick to one idea per sentence. If a sentence has more than 20 words, chances are it needs trimming.

3. Swap jargon for everyday words

Jargon may feel official, but it slows people down. Look for simple alternatives.

• Commence → Start
  
• Prior to → Before
  
• Subsequent to → After
  
• Terminate → Stop
  

4. Use active voice

Policies should be clear about who is doing what. Use active voice to avoid confusion.

Instead of: The form should be signed by the supervisor.
Say: The supervisor signs the form.

5. Use bullet points for steps

No one likes reading walls of text. Use bullet points or numbered lists for clarity.

Before:
Staff must assess the situation, decide on the next step, and document the action taken.

After:
Staff must:

• Check what has happened
  
• Choose the next step
  
• Write down what they did
  

6. Break up long documents

Use headings, subheadings, and sections to help people scan the document. Most people do not read every word—they look for what they need.

Do Not Forget Formatting

Good writing and good layout go hand in hand. If your words are clear but your document is cluttered, people will still struggle.

To support readability:

• Use 12–14 point font
  
• Leave plenty of white space
  
• Use bold headings
  
• Keep lines of text short (avoid long paragraphs)
  

If you need help setting up your documents for better readability, check out the formatting tips available on Governa AI’s aged care policy templates.

Plain English Helps with Compliance

Compliance is not just about ticking boxes. It is about making sure your team knows what to do—and does it the right way.

The Aged Care Quality Standards expect providers to have clear policies and procedures that guide practice. Inspectors and auditors look for documents that staff can understand and apply.

Plain English helps you meet these expectations. It makes training easier, reduces the risk of incidents, and shows that you are serious about clarity and safety.

When Should You Update Your Templates?

If your policies have not been reviewed in over a year, or if they are hard to understand, it is time for a refresh. You do not have to start from scratch—Governa AI offers clear, ready-to-use templates that you can adjust for your facility.

Look for:

• Outdated terms or legislation
  
• Confusing sentences
  
• Long blocks of text
  
• Inconsistent formatting
  
• Instructions that are too vague or too wordy
  

Updating your aged care policy templates with plain English is not just a writing task—it is a safety measure.

Let Your Staff Be Your Testers

Before finalising a policy, ask a few staff members to read it. If they pause, squint, or shrug, something probably needs changing. Listen to their feedback. After all, they are the ones using these documents daily.

You can even ask:

• Did you understand this the first time you read it?
  
• Is there anything unclear or confusing?
  
• What would make this easier to follow?
  

Plain English is about connection, not correction.

Make the Change with Governa AI

At Governa AI, we believe that policies should not feel like puzzles. Our templates are built for Australian aged care providers who need reliable, readable, and ready-to-use documents.

If you are tired of confusing language, legal-speak, and policy overload, we are here to help you get back to basics—with plain English that speaks to the people who matter most.

Browse our aged care policy templates today at www.governa.ai/policy-templates and give your team the tools they need to succeed.

Ready to simplify your policies?
Use plain English to make your documents clearer, safer, and easier to use. Visit Governa AI’s policy templates page to get started with smart, readable documents built for Australian aged care. Your staff—and your residents—will thank you.