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U.S. Department of Agriculture

2012 Compliance Report

Plain Writing Act
USDA Compliance Report – Plain Writing Act – 2012

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USDA’s Pledge

The U.S. Department of Agriculture (USDA) is committed to improving its service to you by

writing in plain language. We use plain language in any new or substantially revised document 

that:

• provides information about any of our services and benefits;

• is necessary to obtain any of our benefits or services; or,

• explains how to comply with a requirement that we administer or enforce.

We pledge to provide you with information that is clear, understandable, and useful in every 

paper or electronic letter, publication, form, notice, or instruction.

In October 2011, Secretary Vilsack issued a memorandum to all USDA employees, emphasizing 

the importance of using plain language to communicate with all of USDA’s customers. You can 

find this memorandum on the last two pages of this report and at USDA’s Plain Writing Web 

site, at www.usda.gov/plain-writing.

This Report

This report documents USDA’s progress to date in complying with the Plain Writing Act. The 

Act requires that USDA “write all new publications, forms, and publicly distributed documents 

in a ‘clear, concise, well-organized’ manner.” On July 13, 2011, USDA published its first report 

that detailed our goals for plain writing, and this year’s report provides an update on 

achievements we have made towards those goals. You can read USDA’s first Plain Writing Act 

Compliance Report here: <http://www.usda.gov/documents/PL-Report-final.pdf>.

I. USDA Officials for Plain Writing

Senior Officials

We are committed at the highest levels to comply fully with the Act. Secretary Vilsack recognizes 

the importance of using plain language to achieve the goals of President Obama’s Open 

Government initiative, as well as the USDA Cultural Transformation initiative. Our senior

officials for plain writing are:

1. Mr. Jerold Mande

Senior Advisor to the Under Secretary for Food, Nutrition, and Consumer Services

2. Ms. Beth Gaston

Special Assistant to the Deputy Administrator, Policy and Program Development: 

Animal and Plant Health Inspection Service
USDA Compliance Report – Plain Writing Act – 2012

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3. Mr. John Padalino

Acting Principal Deputy General Counsel in the Office of the General Counsel

4. Mr. James Gore

Assistant Chief of the Natural Resources Conservation Service

Agency Coordinators

USDA is comprised of 17 agencies and 120,000 employees who serve the American people at 

more than 2,300 locations across the country and abroad. To lead implementation of the Act and 

ensure our compliance with it, we created a working group of agency officials. These officials 

ensure that their agency or office uses plain language in public documents. For a list of agency

coordinators, please see Section VIII of this report.

II. USDA Communications that Comply with Plain Writing Act Guidelines

The following table summarizes some of the documents that are available in a format that is 

consistent with the Plain Writing Act guidelines. In compiling this table, we collected 

information from across USDA. In the interest of brevity, however, we are including only certain 

highlights. The table samples our accomplishments in focusing the Department’s employees on 

the importance of writing in plain language so that we continually improve our communication 

with the public. Specifically, we are: 

• reducing text and using shorter sentences in our documents;

• using more tables and lists rather than lengthy paragraphs; and

• eliminating unnecessary jargon, acronyms, initialisms, and abbreviations.

This renewed effort has resulted in an overall improvement in communication with the public, as 

well as a greater sense of accomplishment among our employees.

USDA AGENCY COMMUNICATIONS THAT COMPLY WITH PLAIN WRITING ACT GUIDELINES

Type of document or posting and 

how it is made available to the 

public.

The document’s intended 

audience and the approximate 

number of people in that 

audience.

What has changed by using plain 

writing or the expected impact of 

using plain language

Natural Resources Conservation Service (NRCS)

Advertisements 

Distributed through: Magazines

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

NRCS practice is to always 

communicate in a manner that 

adheres to the principles of plain 
USDA Compliance Report – Plain Writing Act – 2012

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Natives

Potential Audience: Unlimited

writing. This increases 

comprehension of how conservation 

is accomplished and the benefits of 

conservation.

Annual Reports 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS writes and reviews annual 

reports with principles of plain 

writing, reducing burden on users, 

reducing errors, and improving 

customer satisfaction. 

Articles 

Distributed through: U. S. Mail, 

Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS writes articles so that more 

people can understand the content. 

Writing is in more simple language, 

active tense and has no hanging 

acronyms. This has increased the 

number of people who understand 

conservation.

Banner Stands 

Distributed through: Outreach 

Meetings

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Clear, concise writing and graphics 

and no jargon results in better 

understanding by more citizens of 

how conservation is achieved and 

the overall benefits of conservation.

Booklets 

Distributed through: Handouts, Field 

Offices, Outreach Meetings

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: 14,142

Focus is renewed on writing 

documents that more people can 

easily understand.

Brochures 

Distributed through: Websites, 

Outreach Meetings, Job Fairs, 

Newspapers, Trade Shows, Field 

Offices

Public, Agricultural Producers, 

Employees, Private Landowners, 

Job Seekers, Conference 

Attendees, Program Applicants, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS practice is to always 

communicate in a manner that 

adheres to the principles of plain 

writing. We have renewed our focus 

on this practice, increasing 

comprehension of how conservation 

is accomplished and the benefits of 

conservation.

Circulars 

Distributed through: e-Directives

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS maintains focus on basic 

points of the circular, communicating 

in a manner that is less 

cumbersome and easier to 

understand what is being requested. 
USDA Compliance Report – Plain Writing Act – 2012

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Conservation Planning Applications

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Applications are written with more 

clarity. The focus is on making them 

as easy to understand and complete 

as possible. Contact information is 

provided if more information is 

required. This improves customer 

satisfaction and helps get more 

conservation on the land.

Contribution Agreements

Distributed through: E-mail, Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS writes contribution 

agreements as directly, concisely 

and clearly as possible making 

understanding of what is being 

agreed to very clear.

Correspondence 

Distributed through: U. S. Mail

Sent in response to inquiries as 

appropriate 

Potential Audience: Dependent

NRCS has renewed focus on 

shorter responses thus increased 

clarity of responses and improved 

customer service.

Direct Mail 

Distributed through: U. S. Mail

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS has made a significant effort 

to ensure engineering terms are 

replaced with plain language 

terminology to the extent possible. 

This renewed focus on clarity has 

improved customer service.

Directives 

Distributed through: Websites

Employees, Partners, 

Potential Audience: Unlimited

NRCS writes and reviews 

documents for ease of 

understanding, resulting in 

documents that are more succinct, 

clearer and easier to understand.

Displays 

Distributed through: Outreach 

Meetings, Job Fairs, Trade Shows

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Displays are simple and direct with 

minimal to no technical jargon. 

Technical terms are only used when 

displays are used at outreach

meetings attended by scientists or 

technical people.

E-mail Blasts 

Distributed through: E-mail

Environmental Groups, Producer 

Groups, Employees, Conservation 

Partners

Potential Audience: Unlimited

NRCS is focusing on clearer, more 

concise and short email messages. 

We use photos and graphs when 

possible help convey intended 

messaging more easily and clearly. 

Fact Sheets 

Distributed through: Outreach 

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

NRCS has renewed its focus on 

clear, concise writing using minimal 

to no technical jargon, increasing 
USDA Compliance Report – Plain Writing Act – 2012

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Meetings, Websites, E-mail, Media, 

Field Offices, Twitter, Blog

Natives

Potential Audience: Unlimited

understanding of complex technical 

information, rules and guidelines. 

This improved customer satisfaction. 

Feature Articles 

Distributed through: Websites, Media, 

Newsletters

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS feature articles are written so 

that a wider swath of the population 

can understand the content. Writing 

is in more simple language, active 

tense and has no hanging 

acronyms. This has increased the 

number of people who understand 

conservation.

Feature Stories 

Distributed through: Websites, Media

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS feature stories are written so 

that a wider swath of the population 

can understand the content. Writing 

is in more simple language, active 

tense and has no hanging 

acronyms. This has increased the 

number of people who understand 

conservation.

Fliers

Distributed through: E-mail, Outreach 

Meetings

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: more than 8,000

NRCS practice is to always 

communicate in a manner that 

adheres to the principles of plain 

writing. We have renewed our focus 

on this practice, increasing 

comprehension of how conservation 

is accomplished and the benefits of 

conservation.

Guidance Book for Program 

Applicants 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Guidance for program applicants is 

written with more clarity. The focus 

is on making programs as easy to 

understand and complete as 

possible. We provide contact 

information if more information is 

required. This improves customer 

satisfaction and helps get more 

conservation on the land.

Handbooks 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write and review conservation 

handbooks with the customer’s 

needs and background in mind. The 

NRCS focus is to make programs 

easy to understand and information 

as complete as possible. We 

provide contact information if more 

information is required. This 

improves customer satisfaction and 

helps get more conservation on the 
USDA Compliance Report – Plain Writing Act – 2012

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land.

Handbook Supplements 

Distributed through: e-Directives

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write and review conservation 

supplements with the customer’s 

needs and background in mind. The 

NRCS focus is to make programs 

easy to understand and information 

as complete as possible. We 

provide contact information if more 

information is required. This 

improves customer satisfaction and 

helps get more conservation on the 

land.

Job Sheets 

Distributed through: Websites, e-mail

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write job sheets with clarity, 

focusingon making them as easy to 

understand and complete as 

possible by everyone -- not just a 

few. We provide contact information 

if more information is required. This 

improves customer satisfaction and 

helps get more conservation on the 

land.

Media Alerts 

Distributed through: E-mail, Media

Media

Potential Audience: Unlimited

Media alerts are always written with 

clarity and direct purpose. This 

helps increase interest and 

comprehension of conservation 

through public announcements. 

NRCS has always been careful to 

communicate clearly, but we are 

now even more aware of writing in 

plain language.

National Bulletins 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Documents are written and reviewed 

for ease of understanding resulting 

in more succinct, clearer and easier 

to understand National Bulletins. 

This helps employees understand 

more directly important employeerelated announcements from 

National Headquarters. 

National Headquarters Amendments 

(General) 

Distributed through: Directives 

System

Employees

Potential Audience: 11,892

We write and review documents for 

ease of understanding, resulting in 

more succinct, clearer and easier-tounderstand amendments to the 

National Directives System. This 

helps employees understand more 

directly important employee-related 

announcements from National 
USDA Compliance Report – Plain Writing Act – 2012

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Headquarters.

National Instructions 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write and review National 

Instructions for ease of 

understanding, resulting in more 

succinct, clearer and easier-tounderstand National Instructions. 

This helps employees understand 

more directly and quickly important 

employee-related announcements 

from National Headquarters.

NRCS Strategic Plan

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS writes and reviews Strategic 

Plans with the reader in mind. The 

NRCS focus is always to make our 

programs and vision easy to 

understand and information as clear 

as possible. We provide contact 

information if more information is 

required. This improves customer 

satisfaction and helps get more 

conservation on the land.

News Releases 

Distributed through: Websites, E-mail, 

Blogs, Twitter

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

Increased comprehension of agency 

public announcements. NRCS has 

always been careful to communicate 

clearly, but we are now even more 

cognizant of writing in plain 

language. 

Newsletters 

Distributed through: Outreach 

Meetings, Newsletters, Newspapers, 

Websites, E-mail

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write newsletters clearly. This 

helps increase interest and 

comprehension of the intended 

audience, whether it's internal or 

external. NRCS has always been 

careful to communicate clearly but 

we are now even more aware of the 

importance of writing in plain 

language.

Power Point Presentations

Distributed through: Outreach 

meetings and Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Users: Unlimited

Power Point Presentations have 

fewer words, common language, 

more graphics, charts and images. 

This makes our intended messages 

more interesting, pleasant and 

understandable, which helps the 

agency achieve our mission of 

natural resources conservation.

Posters Public, Agricultural Producers, 

Employees, Private Landowners, 

We use clear, concise writing and 

graphics and do not use jargon. 
USDA Compliance Report – Plain Writing Act – 2012

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Distributed through: Public Buildings, 

Field Offices, Outreach Meetings, 

Direct Mail

American Indians and Alaska 

Natives

Potential Audience: Limited

This results in better understanding 

by more citizens of how 

conservation is achieved and the 

overall benefits of conservation.

Practice Standards 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS writes and reviews Practice 

Standards for ease of 

understanding, resulting in more 

succinct, clearer and easier to 

understand Conservation Practice 

Standards. This helps employees 

and customers understand practice 

standards more easily and quickly. 

Public Service Announcements

Distributed through: Radio, Television

Public, Agricultural Producers, 

Employees, Private Landowners,

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS practice is to always 

communicate in a manner that 

adheres to the principles of plain 

writing. This increases 

comprehension of how conservation 

is accomplished and the benefits of 

conservation.

Publications 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write, review and edit all 

conservation publications with the

customer’s needs and background 

in mind. The NRCS focus is to make 

programs and program information 

easy to understand. This improves 

customer satisfaction and helps get 

more conservation on the land.

Reports 

Distributed through: Outreach 

Meetings, Website

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Users: Unlimited

NRCS writes and reviews reports for 

ease of understanding, resulting in 

more clear Reports. This helps 

everyone more easily understand 

information about natural resources 

conservation.

Resource Guides 

Distributed through: Outreach 

Meetings

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write, review and edit all

conservation publications with the 

customer’s needs and background 

in mind. The NRCS focus is to make 

programs and program information 

easy to understand. This improves 

customer satisfaction and helps get 

more conservation on the land.

Soil Survey Reports 

Distributed through: Government Emails

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

NRCS writes, reviews and edits all 

conservation publications with the 

customer’s needs and background 

in mind. The NRCS focus is to make 
USDA Compliance Report – Plain Writing Act – 2012

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Potential Audience: Unlimited

programs and program information 

easy to understand. This improves 

customer satisfaction and helps get 

more conservation on the land.

Success Stories 

Distributed through: Internet, 

Websites, Newsletters, Outreach 

Meetings

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS practice is to always 

communicate in a manner that 

adheres to the principles of plain 

writing. Writing conservation 

success stories plainly in common 

language increases comprehension 

of how conservation is 

accomplished and the benefits of 

conservation. It also serves as a 

reward and incentive to people who 

are interested in conservation.

Technical Notes 

Distributed through: e-Directives

Employees, Public

Potential Audience: Unlimited

We write, review and edit all 

conservation publications with the 

customer’s needs and background 

in mind. The NRCS focus is to make 

programs and program information 

easy to understand. This improves 

customer satisfaction and helps get 

more conservation on the land.

Tweets 

Distributed through: Twitter

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS always writes media and 

blogs directly and succinctly. This 

helps increase interest in and 

comprehension of conservation 

NRCS has always been careful to 

communicate clearly, but we are

now even more aware of writing in 

plain language.

User Guides 

Distributed through: e-Directives

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

We write, review and edit all 

conservation publications with the 

customer’s needs and background 

in mind. The NRCS focus is to make 

programs and program information 

as easy to understand as possible. 

This improves customer satisfaction 

and helps get more conservation on 

the land.

Webpage Changes 

Distributed through: Websites

Public, Agricultural Producers, 

Employees, Private Landowners, 

American Indians and Alaska 

Natives

Potential Audience: Unlimited

NRCS always writes web updates 

directly and succinctly and in an 

interesting manner. We use photos 

and graphics as much as possible. 

This helps increase interest in and 

comprehension of conservation. 
USDA Compliance Report – Plain Writing Act – 2012

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NRCS has always been careful to 

communicate clearly, but we are 

now even more aware of writing in 

plain language.

Farm Service Agency (FSA)

FSA wrote and posted an article in 

Fence Post in October 2011. The link 

is <http://fsa.typepad.com/fsa-fencepost/2011/10/gobbledygook-goneplain-writing-in.html>.

FSA employees and external 

customers.

--

FSA’s Farm Loan Programs awaits 

approval on a brochure titled Your 

Guide to FSA Farm Loans.

Customers who want an FSA loan 

or anyone who is interested in 

learning about FSA loans.

Increase awareness of FSA loans 

and comprehension of FSA farm 

loan programs. 

Agricultural Research Service (ARS)

Magazines, news releases, 

newsletters, brochures, non-technical 

fact sheets, and reports

Varies by product and audience 

(developed for specific scientists, 

programs, projects) 

Approximately 85,000 persons.

Economic Research Service (ERS)

Economic research monographs 

released via the agency’s website

Policymakers, academia, informed 

laypeople

--

Market analysis newsletters released 

via the agency’s website

Policymakers and commercial 

agriculture companies

--

Amber Waves magazine Policymakers and informed 

laypeople

--

National Agricultural Statistics Service (NASS)

Marketing materials (cover letters and 

background sheets) to promote 

census and survey participation. 

These accompany individual surveys 

and the census when they are mailed 

to producers. 

Agricultural producers asked to 

participate in NASS surveys. NASS 

conducts about 500 such surveys 

per year—some reach a few 

hundred, others reach tens of 

thousands. 

Increased comprehension and 

customer satisfation. NASS now 

writes these materials in a direct,

clear style with the recipients’ 

concerns in mind: what producers 

want to know; why they might want 

to participate; how the surveys or 

censuses benefit them. 
USDA Compliance Report – Plain Writing Act – 2012

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2012 Census of Agriculture brochure 

and other promotional materials

All U.S. farmers

Approximately 3.3 million persons.

Materials written in plain language

will be rolled out in coming weeks to 

explain the census in clear, concise 

language. We expect this will 

encourage farmer participation in 

the survey. 

2012 Census of Agriculture Website Newly created website for the 

public, including agricultural 

producers 

Increased accessibility. This newly 

created website is transparent and 

easy to navigate, provides useful 

information from past censuses, and 

gives easily understood directions. 

Language telling producers how to 

participate in surveys

All farmers who receive surveys NASS has standardized this 

language to convey instructions in a 

simpler, more direct style.

Instructions for responding online to 

surveys and census 

Agricultural producers and other 

recipients of surveys and the census

The agency is reducing the volume 

of calls from persons needing 

additional instruction. This will be 

tested in coming months as new 

surveys roll out.

Prices Program webpages All users who would like to know

more about the NASS Prices 

Program or who are looking for price 

data

These newly written pages are 

receiving good comments from 

users. NASS plans to use the same 

format for program rewrites.

News releases, blog entries, internal 

newsletter, and one-off publications 

Press and the general public Although these have always been 

written for a broad audience, the 

agency is increasing attention to 

plain, direct writing for all its 

products.

National Institute of Food and Agriculture (NIFA)

News Releases. Posted on agency 

website and released to media.

The general public and media 

representatives.

Potential Audience: Unlimited

Improved comprehension.

Postings on agency website. The general public.

Potential Audience: Unlimited

Improved comprehension.

Animal and Plant Health Inspection Service (APHIS)
USDA Compliance Report – Plain Writing Act – 2012

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Letters of Warning Violators of APHIS regulations Letters more clearly reflect what the 

warning means to the recipient, 

resulting in substantially fewer calls.

Each call costs approximately 30 

minutes of staff time.

Letters of Stipulation Violators of APHIS regulations; 

allow for partial payment of penalties 

in lieu of prosecution

Letters more clearly reflect the 

recipients’ options, resulting in 

informed choices for violators and 

substantially fewer calls. Each call 

costs approximately 30 minutes of 

staff time.

Webpages APHIS stakeholders Webpages continue to be 

accessible to the public.

Publications APHIS stakeholders Increased accessibility and 

comprehension on complex 

scientific subjects to APHIS target 

audiences. 

Responses to customer inquiries 

made via the Web (“Ask the Expert”) 

The general public

Potential Audience: Unlimited

Public now receives succinct, clear 

responses to inquiries.

Forest Service

Forms, distributed by 

mail/websites/offices

Service users, national forest 

visitors; thousands

In August 2011, the Forest Service 

identified the kinds of documents 

that are covered by the Plain Writing 

Act. Covered documents fell into 23 

categories, including: forms, 

correspondence, forest plans, 

environmental analyses, and

research papers and publications. 

Next, the Chief’s Office issued a 

data call, asking staffs across the 

country to estimate the number of 

covered documents in existence and 

the number produced or 

substantially revised each year. 

Approximately 590,000 documents 

existed, including more than 30,000 

research publications available 

online; and the Forest Service 

generated about 64,000 covered 

documents per year.

Grants, distributed by 

mail/websites/offices

Businesses, students, landowners

Agreements, distributed by 

mail/websites/offices

Community organizations, NGOs, 

other agencies, other partners; 

thousands

Contracts, distributed by 

mail/websites/offices

Businesses, contractors; thousands

RFIs, RFPs, etc., distributed by 

mail/websites/offices

Businesses, contractors; thousands

Brochures, distributed by 

mail/websites/offices

Service users, national forest 

visitors; thousands

Interpretive signs, located at facilities 

and on trails, roads

National forest visitors; thousands

Descriptions of services, distributed 

by mail/websites/offices

Service users; thousands
USDA Compliance Report – Plain Writing Act – 2012

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Instructions, distributed by 

mail/websites/offices

Service users, contractors, 

employees; thousands

Rules/regulations, distributed by 

websites

Partners, contractors, stakeholders, 

employees; thousands

Management plans, distributed by 

websites 

Partners, contractors, stakeholders, 

employees; thousands

Project descriptions, distributed by 

websites

Partners, contractors, stakeholders, 

employees; thousands

Environmental analyses, distributed 

by websites

Partners, contractors, stakeholders, 

employees; thousands

Decision documents (e.g., on plans, 

projects), distributed by 

mail/websites/offices

Partners, contractors, stakeholders, 

employees; thousands

Press releases, distributed by 

fax/websites

Journalists, stakeholders, 

employees; thousands

Research publications, distributed by 

mail/websites/offices

Scientists, managers, employees; 

thousands

Letters, distributed by mail/e-mail Service users, national forest 

visitors, partners, stakeholders; 

thousands

Reports, distributed by 

mail/websites/offices

Scientists, managers, employees, 

other agencies, partners, 

stakeholders; thousands

Speeches, delivered in person/ 

distributed by websites

Varies (general public, stakeholders, 

students, etc.); thousands

Papers/articles, distributed in 

journals, made available on websites

Scientists, managers, employees, 

partners, stakeholders; thousands

Briefs, distributed by websites Managers, employees, other 

agencies, partners, stakeholders; 

thousands

Testimony, delivered in 

person/distributed by websites

Congress, partners, stakeholders; 

thousands

Legal documents, available on 

websites

Partners, contractors, stakeholders, 

employees; thousands
USDA Compliance Report – Plain Writing Act – 2012

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Office of the Assistant Secretary for Civil Rights (OASCR)

Accessible Electronic Documents 

Policy

All OASCR employees Increased accessibility of 

documents.

Office of the Chief Information Officer (OCIO)

Communication sent to Technology, 

Privacy, Architecture, and E-Gov

group

OCIO policy writers and individuals 

that manage department-wide 

functions.

Approximately 30 users.

Posted Plain Writing Resources on 

USDA Departmental Directives Page 

– this is a public webpage.

All writers and reviewers of 

Departmental Directives.

Approximately 500 users.

The Plain Language checklist is now 

part of the process to create and 

review Departmental Directives. 

Increased comprehension of 

department policy. 

Office of Advocacy and Outreach (OAO)

Program Summaries, through website Community organizations, grant 

writers, farmworker organizations, 

educational institutions, and state 

and local agencies.

Approximately 500 groups

Improved access to USDA programs 

from historically underserved groups

through more effective 

communication. 

USDA Directories & Liaison 

information 

Community Based Organizations, 

grant writers, farmworker 

organizations, educational 

institutions, and state and local 

agencies.

Approximately 500 groups.

Increased accessibility USDA 

programs from historically 

underserved groups.

Success Stories, through website Community organizations, grant 

writers, farmworker organizations, 

educational institutions, and state 

and local agencies.

Improved access to USDA programs 

from historically underserved groups

through more effective 

communication.

Food Safety Inspection Service (FSIS)

Freedom of Information Act (FOIA)

Acknowledgement correspondence 

via U.S. Mail

FOIA requestors: consumer 

advocates, industry associations, 

news media, regulated industry 

We have revised template letters 

using more plain language. 

Examples include using active voice 
USDA Compliance Report – Plain Writing Act – 2012

16

members. and shorter sentences, explaining 

technical issues, eliminating 

wordiness.

FOIA Fee waiver denied/granted 

correspondence, letter via U.S. Mail

FOIA requestors We have revised template letters 

using more plain language. 

Examples include using active voice 

and shorter sentences, explaining 

technical issues, eliminating 

wordiness.

FOIA Expedited processing 

denied/granted correspondence, 

letter via U.S. Mail

FOIA requestors As letters are written and reviewed, 

specialist and supervisor use plain 

language

FOIA Referral correspondence, letter 

via U.S. Mail

Other agencies As letters are written and reviewed, 

specialist and supervisor use plain 

language

FOIA Absent fee agreement/ over 

$250 correspondence, letter via U.S. 

Mail

FOIA requestors As letters are written and reviewed, 

specialist and supervisor use plain 

language

FOIA Subpoena response 

correspondence, letter via U.S. Mail

Attorneys We have revised template letters 

using more plain language. 

Examples include using active voice 

and shorter sentences, explaining 

technical issues, eliminating 

wordiness.

FOIA Determination correspondence, 

letter via U.S. Mail

FOIA requestors We have revised template letters 

using more plain language. 

Examples include using active voice 

and shorter sentences, explaining 

technical issues, eliminating 

wordiness.

FOIA Submitter's notice 

correspondence, letter via U.S. Mail

FOIA requestors As letters are written and reviewed, 

specialist and supervisor use plain 

language

Privacy Act correspondence, letter via 

U.S. Mail

Privacy Act requestor: external 

individual doing business with FSIS

As letters are written and reviewed, 

specialist and supervisor use plain 

language

Correspondence (General), letter via 

U.S. Mail or e-mail

Members of Congress; consumer 

and industry groups; Federal, state 

and local officials; meat, poultry and 

processed egg products 

establishments; consumers; 

As letters are written and cleared, 

writers and editors use plain 

language. Examples include using 

active voice and shorter sentences, 

explaining technical terms, 
USDA Compliance Report – Plain Writing Act – 2012

17

members of the public eliminating wordiness, and writing to 

the specific audience. Also, we 

have revised standard language to 

incorporate plain language.

Campaign Correspondence, letter via 

U.S. Mail or e-mail

Members of the public; activists When writing responses to 

campaign letters, we give extra 

attention to plain language. These 

responses go to thousands of 

constituents with a wide variety of 

reading levels and knowledge of the 

issue. 

Press Releases, Press Release via 

Electronic

Consumers, Regulated Community, 

Public Officials

We will evaluate press release 

standard language to identify 

potential Plain Language revisions 

by the end of fiscal year 2012.

Constituent Update, Newsletter via 

Electronic

Consumers, Regulated Community, 

Public Officials

Plain language is an ongoing effort 

for the Constituent Update. We 

continue working with subject matter 

experts on technical content without 

compromising the message. We 

rewrite into plain language and they 

review and rewrite to ensure 

message is correct.

Recall Releases, Press Release via 

Electronic

Consumers, Regulated Community, 

Public Officials

We will evaluate press release 

standard language to identify 

potential Plain Language revisions 

by the end of fiscal year 2012.

Online federal job application, form 

via electronic, Web

Job applicants Reduced length of standing 

registers by 90%.

Form letter for soliciting interest in a 

vacancy (OF-5 Inquiry of Availability), 

form via U.S. Mail

Applicants interested in a vacancy 

with FSIS

Used Plain Language guidance to 

reduce length and clarify verbiage. 

Form letter for selected applicants, 

letter via U.S. Mail

Applicants not selected for a 

position with FSIS

Used Plain Language guidance to 

reduce length and clarify verbiage. 

Notification to Non-Selected 

applicants, letter via e-mail 

Applicants not selected for a 

position with FSIS

Used Plain Language guidance to 

reduce length and clarify verbiage. 

Quarterly Enforcement Report via 

electronic; Web

External stakeholders and FSIS 

personnel. External includes 

consumer advocates, industry 

associations; regulated businesses; 

Congressional

We reviewed the Quarterly 

Enforcement Report against plain 

language principles and updated the 

report with the Office of Public 

Affairs and Consumer Education for 
USDA Compliance Report – Plain Writing Act – 2012

18

the web audience.

Approximately 100 fact sheets on 

individual topics, such as: Beef from 

Farm to Table; Refrigeration and 

Food Safety. We revise 

approximately 20 fact sheets each 

year via Web, email, in-person events

Consumers (8,153,292) FSIS will continue to produce 

additional food safety education 

materials in plain language. It will 

also continue to review and revise 

its current stock of materials to 

ensure they contain factual, up-todate scientific information, and 

written in plain language. 

Kitchen Companion: Your Safe Food 

Handbook, booklet via Web, email, inperson events, U.S. Mail

Consumers (720,972) This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency

websites so that the public can 

access information easily. 

Cooking for Groups: A Volunteer's 

Guide to Food Safety, booklet via 

Web, email, in-person events, U.S. 

Mail

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Food Safe Families Activity Book, 

booklet via Web, email, in-person 

events, U.S. Mail

 

Children under the age of 10 

This is part of a Fact Sheet project

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Let Me Tell You How Dad Got Sick!, 

booklet via Web, email, in-person 

events, U.S. Mail

At-risk populations, to include 

caregivers of older adults, for 

example, pregnant women and their 

unborn children

This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 
USDA Compliance Report – Plain Writing Act – 2012

19

At-risk booklet series - Food Safety 

for People with Cancer; Food Safety 

for People with HIV/AIDS; Food 

Safety for People with Diabetes; Food 

Safety for Older Adults; Food Safety 

for Transplant Recipients; and Food 

Safety and Pregnant Women, 

booklets via Web, email, in-person 

events, U.S. Mail

This series has been revised. The 

new booklets will be available April 

2012. 

Is It Done Yet?, brochure via Web, 

email, in-person events, U.S. Mail

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Todo Cuenta, brochure via Web, 

email, in-person events, U.S. Mail

Spanish-speaking consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Ask Karen, magnet via Web, email, 

in-person events, U.S. Mail

Consumers (16,300) This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Meat & Poultry Hotline Website, 

Website via Web

Consumers (1,810,640) The website is updated regularly to 

include information on recalls and 

food safety-related issues/concerns.

Panic Button Fact Sheet, Fact Sheets 

via email, in-person events, U.S. Mail

Consumers (4,785,766) This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 
USDA Compliance Report – Plain Writing Act – 2012

20

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Protect Yourself and Your Baby From 

Listeriosis, Flyer via Web, email, inperson events, U.S. Mail

At-risk populations, to include 

pregnant women and their unborn 

children 

This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Be Food Safe , Poster via email, inperson events, U.S. MailConsumers schools, extension

offices, health departments 

This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Is It Done Yet? temperature chart , 

Poster via email, in-person events, 

U.S. Mail

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Hand Washing Decals, Miscellaneous 

via Web, email, in-person events, 

U.S. Mail

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

He's BAC! children's book, booklet via 

email, in-person events, U.S. Mail

Children under the age of 10 This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 
USDA Compliance Report – Plain Writing Act – 2012

21

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Food Safe Families Public Service 

Announcements (4), Public Service 

Announcement via web, media

Parents with children under the age 

of 13 and older adults

This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Food Safe Families Behavioral videos 

(4), Video via web

Parents with children under the age 

of 13 and older adults 

This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Surviving a Power Outage: Don't be 

in the Dark When it Comes to Food 

Safety, Podcast via web

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

USDA Food Safety Advice for 

Tailgating Parties, Video News 

Releases via Web

Consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Freezing and Food Safety , American 

Sign Language Videos (Sign FSIS) 

via Web

Hearing-impaired consumers This is part of a Fact Sheet project 

in which FSIS will develop standard 

operating procedures to identify Fact 

Sheet topics, develop and clear 

Plain Language Fact Sheets, and 
USDA Compliance Report – Plain Writing Act – 2012

22

publish those Fact Sheets by 

posting to applicable Agency 

websites so that the public can 

access information easily. 

Confidential enforcement and legal 

correspondence, Letter via paper; 

electronic

Individuals and firms engaged in 

operations involving FSIS-regulated 

products

We worked with consultant trainers 

to develop templates and examples 

and have incorporated plain 

language into daily writing. 

Review of State Meat and Poultry 

Inspection (MPI) Programs Summary 

Report; individual state reports, 

Report via paper; electronic

External stakeholders and FSIS 

personnel. External includes 

consumer advocates, industry 

associations; regulated businesses; 

Congressional; state MPI programs

We received fewer follow-up 

questions from all interested parties.

Official Annual State MPI Final 

Determinations, letter via paper; 

electronic

State MPI programs State MPI programs responded less.

Domestic Audit Checklist, FSIS Form 

5000-9, Form via paper; electronic

State MPI programs State MPI programs responded less.

Official clarification memos to State 

MPI programs, Letter via paper; 

electronic

State MPI programs We changed how we explained 

concepts, saving time due fewer 

questions from the programs and 

their quicker responses.

Official responses to appeals, Letter 

via paper; electronic

State MPI programs State MPI programs responded less.

Management control reviews (MCRs) Office of Program Evaluation, 

Enforcement and Review (OPEER)

Organizational branches

We reduced the standard MCR from 

eight pages to a two page summary 

tabular format. This new userfriendly format resulted in fewer 

questions from FSIS divisional 

branches.

Report Of Investigations (ROIs) FSIS personnel, the Office of 

Inspector General (OIG), and other 

external stakeholders

We document ROIs in accordance 

with plain writing principles We have 

posted previous training to enhance 

continual learning. Readers of this 

year’s reports will find them easier to 

follow. 

Evaluation reports of existing and 

proposed programs

FSIS personnel, OIG, Government 

Accountability Office, and other 

external stakeholders

Staff revised its evaluation reports to 

apply plain writing principles. The 

results are easier to understand.

Newly issued FSIS Directives and 

Notices. (These are available on the 

Agency’s website.)

FSIS Personnel Readability of documents is 

improving. FSIS’ Office of Policy 

and Program Development (OPPD)
USDA Compliance Report – Plain Writing Act – 2012

23

evaluates the documents using 

readability tools in Microsoft Word.

During fiscal year 2012, the Office of 

International Affairs will be working 

with a contractor to support the 

initiative to rewrite information in the 

export library in plain language. The 

current export library has 

requirements for over 100 countries. 

The export library is used by 

exporters and FSIS employees to 

ensure that product exported meet 

the requirements of the foreign 

country. 

The public is the intended user. 

Specifically, members of the 

regulated industry, particularly 

exporters, are using this information 

and will be using the improved 

export library.

There are instances when a 

requirement is not easily 

understood. It is vital that everyone 

involved with exports easily 

understand the requirements. The 

Office of International Affairs will 

work with contractors to rewrite

information in the library in plain 

language and provide training to the 

staff. 

Office of Policy and Program 

Development (OPPD) Plain 

Language Fact Sheets effort is a new 

project in OPPD for Under Secretary 

Hagen. The purpose of the Fact 

Sheets is to provide the consuming 

public with easily understandable 

information related to processes, 

technology, or substances approved 

for use in regulated establishments. 

These Fact Sheets are intended for 

the consuming public, not industry.

The first Fact Sheet being 

developed is on the priority topic of 

Ammonium Hydroxide. This Fact 

Sheet project will also result in 

development of an SOP on how to 

identify Fact Sheet topics, prioritize 

those topics, develop and clear 

Plain Language Fact Sheets, and 

publish those Fact Sheets by 

posting to applicable Agency 

websites (e.g., AskKaren, etc.) -

thereby tying the Fact sheets to 

emerging policy issues. 

OPPD will be issuing brief “FSIS 

Compliance Guidance” information in 

a new format. The guidance 

information will be continually 

updated to reflect the most current 

information available to FSIS and 

stakeholders. Pilot guidance 

documents for FY 2012 include Veal 

Slaughter, Allergens, and Lebanon 

bologna.

The new format will enable rapid 

sharing of information with industry 

on lessons learned from Food 

Safety Assessments, recalls, 

outbreak investigations, and other 

events and activities.

Another purpose of the compliance 

guidance is to break up topics into 

manageable pieces for clearance 

and readability. The compliance 

guidance also improves timeliness 

and messaging effectiveness.

FSIS Notice Verification of Veal 

Slaughter and Beef Fabrication 

Operations. Electronic & paper.

Livestock slaughter inspection 

personnel

The language became easy to 

understand.

Food and Nutrition Service (FNS)

Forms (distributed through the web –

PDF format; occasionally by paper)

State and local nutrition assistance 

program operators (Thousands)

FNS has long exercised Plain 

Writing standards in its documents. 
USDA Compliance Report – Plain Writing Act – 2012

24

Public Notice (distributed through the 

web through Federal Register.gov –

HTML, PDF formats)

State and local nutrition assistance 

program operators (Thousands)

This has resulted in more efficient 

clearance (less rewriting), greater 

comprehension by audiences, better 

adherence to rules and guidance 

due to greater clarity, and better 

customer satisfaction with written 

work.

Notice of funds available, requests for 

application, and other funding 

opportunities (distributed through the 

web – PDF format)

Nutrition assistance program 

stakeholders, State and local 

nutrition assistance program 

operators (Thousands)

Web page (HTML) General public, State and local 

nutrition assistance program 

operators (Thousands)

Regulations (distributed through the 

web through Federal Register.gov –

HTML, PDF formats)

State and local nutrition assistance 

program operators (Thousands)

Question and answer, Frequently 

asked questions, How to, or any other 

informal guidance documents 

(distributed through the web -- HTML, 

PDF formats)

State and local nutrition assistance 

program operators (Thousands)

Correspondence (distributed through 

mail and e-mail)

Congress, general public, nutrition 

assistance program stakeholders

Press releases (distributed on paper 

and through the web -- HTML, PDF 

formats)

General public

Publicly available reports (distributed 

in hard copy to Congress and made 

available to the public through the 

web – PDF format)

Congress, general public

Research publications (distributed 

through the web – PDF format)

Nutrition assistance program 

stakeholders, research community

Office of Budget and Program Analysis (OBPA)

Departmental Regulation 1512 –

Regulatory Decision Making 

Requirements (USDA internal 

guidance for the drafting, 

requirements, and clearance of 

departmental rulemakings proposed 

for publication). This document is 

available online 

(http://www.ocio.usda.gov/directives/), 

All USDA agency regulatory writing 

and coordination offices. Ultimately 

this could be useful and beneficial to 

the public (and USDA) by improving 

the clarity of USDA’s published 

rulemakings. 

The 1512 regulation is currently 

being revised. The revision will 

incorporate the Plain Writing Act of 

2010.
USDA Compliance Report – Plain Writing Act – 2012

25

but the revised version that includes 

the Plain Language text remains in 

development.

III. Inform USDA Staff of Plain Writing Act Requirements

Actions to Date

Successful implementation of the Act requires an aware workforce. The following table 

highlights some of the awareness strategies we have employed since the Act took full effect on 

October 13, 2011.

HOW USDA AGENCIES INFORM STAFF OF PLAIN WRITING ACT REQUIREMENTS

Natural Resources Conservation Service (NRCS)

1 NRCS regularly posts -information, resources, and updates on the agency’s internal site.

2 We included Plain Writing Act feature articles in the September 2011 and January 2012 editions of NRCS’ 

Executive Correspondence Management Team Newsletter.

3 We distributed a National Bulletin to all employees on October 15, 2011 announcing the Plain Writing Act 

and assigning the Business Writing: How to Write Clearly and Concisely course to NRCS employees who 

write and edit most NRCS public documents. Three hundred fifty-six employees were assigned and have 

completed the training.

4 We distributed a National Bulletin to all employees on March 9, 2012, assigning the NRCS Plain Writing 

Webinar to all employees of NRCS. As of April 9, the deadline for completing the training more than 11,700 

NRCS employees and others have completed the AgLearn NRCS Plain Writing Webinar or Business 

Writing course.

5 We have placed posters have around NRCS Headquarters showing the progress toward achieving 100 

percent compliance with the Plain Writing Act, using awareness of the Act and resources made available 

through NRCS Plain Writing Webinar.

6 We sent various Plain Writing Act e-mails to public affairs specialists, administrative staff, and agency 

leadership.

Farm Service Agency (FSA)

1 FSA posted information on the Act on the agency intranet. FSA wrote and posted an article in FSA’s 

electronic newsletter, the Fence Post, in October 2011. The link is <http://fsa.typepad.com/fsa-fencepost/2011/10/gobbledygook-gone-plain-writing-in.html>
USDA Compliance Report – Plain Writing Act – 2012

26

2 We published an article on the Act and its requirements in the internal agency news bulletin. FSA wrote and 

posted an article in FSA’s electronic newsletter the Fence Post in October 2011. The link is 

<http://fsa.typepad.com/fsa-fence-post/2011/10/gobbledygook-gone-plain-writing-in.html>.

Rural Development (RD)

1 RD posted information on the Act on the agency intranet.

2 We published an article on the Act and its requirements in the internal agency news bulletin.

Agricultural Research Service (ARS)

ARS published an article about the Act, USDA resources, and future ARS resources in the March 2012 edition of 

the agency’s newsletter. That newsletter reaches about 8,400 employees.

Economic Research Service (ERS)

ERS discussed the Act with the agencies trained and professional editors who review every item before it is 

released.

National Agricultural Statistics Service (NASS)

1 NASS distributed a memo from the Administrator, along with direction to use the NASS Plain Writing 

Checklist (issued October 2011).

2 We created a webpage on the agency intranet that provides information on the Plain Writing Act; directs 

staff to resources available at <www.PlainLanguage.gov> and <www.usda.gov/plain-writing> and contains 

specially created NASS plain writing materials (webpage created October 2011).

3 We published an article in the agency internal newsletter, Round-Up, on the Plain Writing Act and featuring 

key tips (winter issue).

4 We distributed periodic e-mails from the plain language coordinator reminding employees of the mandate to 

write plainly along with tips on how to do so.

5 We created a series of one-page quick tips on key aspects of the Plain Writing Act expanding on elements 

in the Plain Writing Checklist (distributed periodically to all staff and available on the intranet).

6 We include regular communications and plain writing tips in the weekly memo from headquarters to field 

staff, reminding staff of the plain language mandate, highlighting available resources, and providing focused 

tips.

National Institute of Food and Agriculture (NIFA)

1 NIFA briefed our Executive Council about the Act.
USDA Compliance Report – Plain Writing Act – 2012

27

2 We conducted plain language training sessions with agency program staff.

Animal and Plant Health Inspection Service (APHIS)

APHIS provides intranet writing guides for all staff members, including information about the Act, guidelines, 

checklists, online courses, and tools to achieve the Act’s requirements.

Office of the Assistant Secretary for Civil Rights (OASCR)

OASCR distributes information about the Act in staff meetings.

Office of the Chief Information Officer (OCIO)

1 OCIO informed one group via e-mail.

2 We have posted documents on the USDA Departmental Directives page.

Office of Advocacy and Outreach (OAO)

1 OAO provided information on the Plain Writing Act to more than 25 staff members.

2 We provided an information sheet on the Plain Writing Act and its requirements.

3 We have initiated discussion and plans to post information on the agency intranet.

Food Safety and Inspection Service (FSIS)

1 In March 2012, FSIS is currently promoting and pilot testing a plain language writing checklist targeted 

towards FSIS’ Office of Program Evaluation, Enforcement and Review. In April 2012, the office will 

distribute the checklist and use it to write, review, and enhance written communications, office-wide.

2 We posted information on plain language and requirements of the Plain Writing Act on the Office of 

Program and Policy Development SharePoint site.

Food and Nutrition Service (FNS)

1 In October 2011, FNS’s Plain Writing Senior Official sent an e-mail to Agency supervisors providing a plainwriting tip sheet and web-based information links for their use with employees.

2 In December 2011, FNS’s Human Resources Division sent a similar e-mail to all Agency employees.

Office of Budget and Program Analysis (OBPA)
USDA Compliance Report – Plain Writing Act – 2012

28

OBPA provided the Plain Language Checklist for Writers and Reviewers to staff on September 23, 2011. A list of 

Plain Language Training Resources was also provided to the staff at this time, along with a summary of the Act’s 

requirements.

Forest Service

1 The Chief of Staff, acting on behalf of the Forest Service Chief, sent a memo directing the Forest Service’s 

top executives nationwide to designate field coordinators for implementing the Plain Writing Act. The 

executives chose public affairs directors at the regional office and research station level, who in turn 

coordinated with local field offices.

2 The Chief’s Office worked directly with the public affairs directors and with staff directors in the Washington 

Office, sending out information on the Plain Writing Act and issuing data calls.

3 To help spread the word about the Plain Writing Act and to make related resources available, the Chief’s 

Office set up a Plain Writing Act Webpage on the Forest Service’s Intranet Website. On the Webpage, the 

Chief’s Office posted a checklist prepared by USDA, tailored to Forest Service needs, to help writers use 

plain language.

4 The Chief’s Office also announced progress in implementing the Plain Writing Act through “People, Places, 

and Things,” a monthly newsletter for all employees, and through the Forest Service’s online blog for the 

general public.

IV. Training

The Employees We Are Training

Successful implementation of the Act requires a trained workforce. The documents we have

committed to writing in plain language come from across USDA, and many different staff 

members write them. Here is a sample of the people who write plainly:

• loan officers who provide guidance to potential applicants;

• program staff who develop forms and regulations;

• inspectors who send notices to plants that USDA inspects;

• contract officers who prepare notices of contract opportunities;

• foresters who develop land management plans;

• communications specialists who write news releases; and

• IT specialists who develop webpages for our programs.

How We Are Training Our Employees

The following is a list of our training efforts.
USDA Compliance Report – Plain Writing Act – 2012

29

HOW USDA AGENCIES TRAIN EMPLOYEES IN THE REQUIREMENTS OF THE PLAIN WRITING ACT

Type of training Number of employees trained Date

Natural Resources Conservation Service (NRCS)

Business Writing: How to Write 

Clearly and Concisely (AgLearn)

471 employees Completion Date: November 15, 

2011

NRCS Plain Writing Webinar NRCS assigned this webinar to all 

employees. Employees had until 

April 9, 2012 to view the webinar. 

More than 11,300 NRCS employees 

and others have viewed the Webinar 

to date. .

Assigned: March 9, 2012

In-house training 46 employees Scheduled for: April 24 and May 16 -

17, 2012

Plain Writing Resources on 

my.NRCS the agency internal 

webpage.

https://my.nrcs.usda.gov/nrcs.aspx 

All agency employees NRCS will continue to provide

regular updates as more resources 

become available.

Farm Service Agency (FSA)

In-house training 2 July 2011 – Department of Interior 

Plain Language Training by John 

Strylowski

Webinars 2 February 2011 – general training via 

Web Manager Forum

Online training 1 October 2010 – Graduate School 

USA (Using Plain Language when 

Writing for Government)

Rural Development (RD)

Plain Language Training focused on 

regulations and NOFAs

50 December 15, 2011
USDA Compliance Report – Plain Writing Act – 2012

30

Agricultural Research Service (ARS)

In-house training FOIA staff, editorial staff, IS writing 

staff, outreach staff, technical 

support staff (approximately 12

persons)

September 2011

Online training AgLearn module (PowerPoint) for 

use by field locations is in 

development.

Tentative launch date May or June 

2012

National Agricultural Statistics Service (NASS)

In-house training 2 July 2012

Online training Public affairs staff (8 persons) Fall/Winter 2011/2012

Continuing communication and howto tipsAll staff Periodic communication through 

various means 

National Institute of Food and Agriculture (NIFA)

In-house training 2

17

15

30

Total: 64

July 7, 2011

October 4, 2011

November 17, 2011

December 8, 2011

Animal and Plant Health Inspection Service (APHIS)

In-house training One hundred twenty-three 

employees have taken and passed 

intensive course with 9 hours inclass time and 6 hours homework.

Of these approximately half have 

taken two additional courses with 7 

hours of in-class time and 4 hours of 

homework. Each of these classes 

includes intensive exercises and 

feedback on in-class and homework.

126 have taken a half-day course 

highlighting plain language 

principles.

--

PLAIN provided training – live Twenty-two employees have taken 

PLAIN-provided training.

--
USDA Compliance Report – Plain Writing Act – 2012

31

Online training APHIS has recommended sets of 

on-line training (AgLearn) but does 

not track employee participation.

--

Office of the Assistant Secretary for Civil Rights (OASCR)

In-house training 60 Third quarter of fiscal year 2012.

PLAIN provided training – live 2

Online training – AgLearn 46 January 31, 2012

Office of the Chief Information Officer (OCIO)

In-house training 15 January 31, 2012

Office of Advocacy and Outreach (OAO)

PLAIN provided training – live 27 February 29, 2012

Online training

AgLearn Plain Writing course 101 

27 February 29, 2012

Plain Language: Improving 

Communication from the Federal 

Government to the Public 

<http://www.plainlanguage.gov>.

27

Food Safety and Inspection Service (FSIS)

In house (agency Staff or contractor) All Office of Program Evaluation, 

Enforcement, and Review.

Evaluation and Enforcement 

Division, Federal State Audit Branch

Office of Management (All 

Minneapolis offices)

December 2011

Fiscal year 2012, quarter 1

March 2012

PLAIN provided training – live 33 Office of International Affairs staff

35 Office of International Affairs staff

August 9, 2011

August 16, 2011

Webinars

Online training
USDA Compliance Report – Plain Writing Act – 2012

32

Food and Nutrition Service (FNS)

PLAIN training—this resulted in the 

creation of a tipsheet on plain writing 

that was subsequently distributed to 

all FNS employees

2 FNS coordinators and 

correspondence liaison

Fall 2011

PLAIN training workshops and 

posting of plain writing resources 

online

FNS’ Supplemental Nutrition and 

Benefit Redemption Division staff

December 2011

Email to supervisors in FNS from the 

FNS Human Resources Division, 

identifying online training modules 

for their use with employees who 

might need additional plain writing 

help.

Agency supervisors March 2012

Office of Budget and Program Analysis (OBPA)

In house (agency Staff or contractor) 

PLAIN provided training – live

Webinars

Online training 52 staff members September 23, 2011; February 2, 

2012

Forest Service

In September 2011, in response to a 

data call, Forest Service staffs 

across the country identified 

employees involved in writing 

documents covered by the Plain 

Writing Act. The Forest Service 

estimated that about 1,500 

employees, as a major part of their 

jobs, wrote or edited documents 

covered by the act. Of these, about 

1,200 employees were believed to 

need further training.

1,500 employees

The Chief’s Office recommended 

that all Forest Service employees 

consider adding at least one plain 

1,200 employees
USDA Compliance Report – Plain Writing Act – 2012

33

writing course to their individual 

development plans. Employees 

could take advantage of training 

opportunities through USDA’s 

AgLearn program, which includes at 

least two relevant online modules: 

“Introduction to the Plain Writing Act” 

and “Business Writing: How To Write 

Clearly and Concisely.” Forest 

Service staffs committed about 1,200 

employees to take one or both 

modules, covering all those in need 

of training under the Plain Writing 

Act.

In house (agency Staff or contractor) 10 (Policy Analysis staff) 8/10

In house (agency Staff or contractor) 84 (Business Correspondence staff) 6/11

In house (agency Staff or contractor) 90 (Business Correspondence staff) 8/11

Online training 1,168 (various staffs) 10/11–3/12

V. Ensuring Compliance with the Act

USDA’s agencies have established various processes to oversee their compliance with the Act’s 

requirements. The following table summarizes many of those processes.

HOW USDA AGENCIES ENSURE COMPLIANCE WITH THE PLAIN WRITING ACT

Natural Resources Conservation Service (NRCS)

1 Agency designated four national headquarters contacts for plain writing.

2 NRCS Leadership is committed to continual process improvements using two-way sharing of information, 

data, success stories, and maintaining dialogue regarding the importance of the Act with agency employees 

nationwide. 

3 The agency will enforce the Plain Writing Act and will measure compliance through newsletter articles, 

surveys, and one-on-one discussions and support.

4 Periodic reminders and training courses for all national headquarters staff including senior management.

5 Reviewing and approving public communications for accuracy, timeliness, usability, and clarity.
USDA Compliance Report – Plain Writing Act – 2012

34

Farm Service Agency (FSA)

1 Documenting and reporting use of plain writing in agency communications

2 Most documents go through a clearance process before they are released.

Agricultural Research Service (ARS)

The agency will continue to write publications in plain language for a general, non-technical audience. Our editors 

have been trained in and incorporate this element into their work.

Economic Research Service (ERS)

Agency and Department editors will continue to review every manuscript and other document.

National Agricultural Statistics Service (NASS)

1 NASS named an employee for compliance issues.

2 Expanding the number of persons formally trained, continuing informal training, and providing refresher 

materials

3 Incorporating the plain writing check list in review processes for various publications

National Institute of Food and Agriculture (NIFA)

1 NIFA has a senior agency official who is responsible for plain writing and an agency coordinator.

2 The writer and the writer’s supervisor.

Animal and Plant Health Inspection Service (APHIS)

1 APHIS named an employee to act as the senior agency official who is responsible for plain writing.

2 Senior agency officials clear web posts and correspondence that trained staff members write.

Office of the Assistant Secretary for Civil Rights (OASCR)

1 OASCR assigned an employee to serve as the agency contact for compliance issues, including compliance 

with the Plain Writing Act.
USDA Compliance Report – Plain Writing Act – 2012

35

2 All documents are cleared through OASCR.

Office of the Chief Information Officer (OCIO)

As part of a Lean Six Sigma process improvement effort in OCIO, the Departmental Directives process has been 

altered. We are training OCIO on the new Department Directives process and the Plain Language Act as the two 

overlap significantly. Part of the Lean Six Sigma effort includes periodic retraining that includes the Plain Writing 

Act.

Office of Advocacy and Outreach (OAO)

1 Documenting and reporting use of plain writing in agency communications. Continuing discussing in staff 

meetings and in the development of program area fact sheets and correspondence.

2 Clearance process being developed in conjunction with correspondence protocol.

Food Safety and Inspection Service (FSIS)

1 In October, 2011, FSIS’ Office of Program Evaluation, Enforcement, and Review (OPEER) added a plain 

language component to the Personal Contacts – Equal Opportunity/Civil Rights and Equal Opportunity and 

Civil Rights performance elements. The new component allows all of this office’s employees to count plain 

language training as one of the measures to submit to supervisors in consideration for earning a rating of 

“exceeds.” Supervisors have also been encouraged to request that employees attend plain writing training, 

as needed.

2 For more than 26 years, the Food Safety Education Staff (FSES) has provided food safety educational 

products written in language that is clear for consumers to understand. FSES’s end goal, then and now, is 

to produce materials that are free of organizational jargon, government speak, and technical prattle, so the 

consumer is able to obtain the information presented. 

3 FSES creates food safety factsheets, publications, magnets, flyers, posters, videos, and American Sign 

Language video-casts in plain, age-appropriate, and nationality-specific language to meet the needs of its 

many constituents. It also produces products for the hearing- and visually impaired and for those who read 

below the national reading level of 6th grade. 

Food and Nutrition Service (FNS)

1 FNS will continue to use a tipsheet and web-based resources to promote the use of plain writing during the 

drafting and clearance process for covered documents.

2 We have distributed and will continue to encourage supervisors whose staff may have difficulty with writing 

plainly to use the online training modules that are available to USDA employees, perhaps by including them 

in individual development plans as appropriate. 
USDA Compliance Report – Plain Writing Act – 2012

36

Office of Budget and Program Analysis (OBPA)

1 OBPA’s regulatory review staff has added the Plain Writing Act of 2010 as a requirement when reviewing all 

departmental significant regulations for programmatic accuracy and completeness.

In addition to this, OMB issued a final guidance document related to the Plain Writing Act of 2010, on April 

13, 2011. Although the final document is not specific to regulations it does state, on page 5: “While the Act 

exempts regulations from covered documents, rulemaking preambles are not exempted, and long-standing 

policies currently in effect require regulations to be written in a manner that is “simple and easy to 

understand.’ ”

Footnote 5 in the document references Executive Order 12866, sec. 6(a)(3)(F), which states that “All 

information provided to the public by the agency shall be in plain, understandable language.” This 

reference carries over to Executive Order 13563, which states that “(a) Our regulatory system must... 

ensure that regulations are accessible, consistent, written in plain language, and easy to understand. It 

must measure, and seek to improve, the actual results of regulatory requirements.”

Consequently, OBPA’s regulatory review staff is required to employ the lens of plain writing when reviewing 

all departmental significant regulations for programmatic accuracy and completeness. 

2 Consequently, OBPA’s regulatory review staff is required to employ the lens of plain writing when reviewing 

all departmental significant regulations for programmatic accuracy and completeness. 

3 The eRulemaking Program also issued a “Best Practices Document” at the end of last year. This document 

also included general information about plain writing and eRulemaking’s role in informing Federal agencies 

on to how to comply with the OMB guidance.

4 The Federal Register Document Drafting Handbook and PlainLanguage.gov contain general information 

regarding plain language, which OBPA’s regulatory review staff has also added as a requirement when 

reviewing all departmental significant regulations for programmatic accuracy and completeness.

Office of Budget and Program Analysis (OBPA)

1 The Forest Service has review systems in place to ensure that its documents are plainly written. For 

example, all publications by the Forest Service’s Washington Office are reviewed by the Forest Service 

Office of Communication, followed by another review by the USDA Office of Communication. Both offices 

have professional writer/editors who oversee the reviews, ensuring that Forest Service documents are 

understandable and usable by the intended readers.

2 Forest Service regional offices and research stations typically have similar review systems in place, as do 

many individual forests and staffs. For example, a professional writer/editor on the Policy Analysis staff in 

the Washington Office reviews every report before it is released to readers. Among other things, he ensures 

that it is plainly written. Periodically, during staff retreats, he conducts a training session in plain writing (Ten 

Tips for Writing and Editing).
USDA Compliance Report – Plain Writing Act – 2012

37

VI. USDA’s Plain Writing Websites

The Department’s Plain Writing Websites

The USDA Plain Language website is at <www.usda.gov/plain-writing>. The page includes tools and 

resources for writing plainly, information on how citizens can contact USDA if they have any 

comments, concerns, or issues related to our compliance with the Act, and links to the Plain 

Language Action and Information Network’s website.

The text of the Plain Language Act of 2010 is available at:

http://www.gpo.gov/fdsys/pkg/PLAW-111publ274/pdf/PLAW-111publ274.pdf

The final guidance that the Office of Management and Budget provided to agencies about the 

Act is available at:

http://www.whitehouse.gov/sites/default/files/omb/memoranda/2011/m11-15.pdf

For additional information on plain writing you may also visit <www.plainlanguage.gov>.

USDA Agency Websites Related to the Plain Writing Act

The following table provides information on plain writing websites that various USDA agencies 

have launched.

USDA Agency Website Related to the Plain Writing Act

Natural Resources Conservation Service (NRCS)

1 my.NRCS.gov intranet site 

2 my.NRCS.gov Public Affairs Division ECMT Plain Writing Section

3 A Plain Writing Act webpage is under development for the NRCS public website. The site will invite comments 

from the public.

Rural Development (RD)

Links to OMB and PLAIN

Economic Research Service (ERS)

Links to the department’s plain writing website which contains all of the required information.
USDA Compliance Report – Plain Writing Act – 2012

38

National Agricultural Statistics Service (NASS)

NASS has an internal website with plain writing resources, including agency-produced material and links to USDA, 

Plain, and other websites.

National Institute of Food and Agriculture (NIFA)

Links to OMB and PLAIN

Office of the Assistant Secretary for Civil Rights (OASCR)

1 Website address: http://www.ascr.usda.gov/

2 Contact us page: http://www.ocio.usda.gov/directives/

3 Documents covered by the Act – all documents issued by the Assistant Secretary for Civil Rights.

4 Links to OMB and PLAIN – on webpage.

Office of the Chief Information Officer (OCIO)

All of OCIO’s information can be reviewed at <http://www.ocio.usda.gov/directives/>.

Office of Advocacy and Outreach (OAO)

1 Office of Advocacy and Outreach Website address: http://www.outreach.usda.gov/index.htm

2 E-mail: AdvocacyandOutreach@osec.usda.gov

3 Links to OMB and PLAIN

Food Safety and Inspection Service (FSIS)

Since early 2012, there has been a plain language, plain writing folder on the Office of Policy and Program 

Development SharePoint site at: http://dcvm4sps1/sites/OPPEDPC/Plain%20Writing/Forms/AllItems.aspx
USDA Compliance Report – Plain Writing Act – 2012

39

VII. Customer Satisfaction with USDA’s Plain Writing

How USDA’s Agencies Solicit Comments and What People Are Saying

The following table highlights some of the ways USDA agencies are receiving feedback about 

their writing. Some agencies are also receiving comments about how Plain Writing training has 

improved the way USDA communicates with its customers.

Comments on USDA Agency Writing

Natural Resources Conservation Service (NRCS)

1 Use of ForeSee survey to determine customer satisfaction and website usability.

2 Visible Thread, a company that ranks federal websites for clarity and plain writing, ranked NRCS as 12 out of 30 

websites.

3 Word of mouth

4 Surveys 

https://my.nrcs.usda.gov/PortalStatic/publicaffairs/ECM/Plain%20Language%20Survey%20Questions%20for%20

my.NRCS.docx

Farm Service Agency (FSA)

Once Your Guide to FSA Farm Loans has been released, FSA will review reports that monitor the number of 

applications received, as well as application and participation rates based on race, ethnicity and gender; the agency

will use that information to measure effectiveness. FSA state offices, tribal leaders, tribal organizations, and 

community organizations will also provide comments on the effectiveness of the guide.

Rural Development (RD)

On December 15, 2011, Rural Development held a plain language training session at the Department. Approximately 

50 employees participate in the training.

Kathryn Catania, who co-chairs the interagency taskforce on plain language, was the instructor. The program staff 

found the training to be useful, and it helped them determine how to make regulations more customer-friendly.

Rural Development will soon organize a webinar regarding plain language. The webinar will focus on Congressional 

correspondence and news releases.

Economic Research Service (ERS)

The ERS website receives nearly a million visitors every year; two-thirds of those visitors are repeat visitors. ERS 

receives consistently high marks in the ASCI surveys.
USDA Compliance Report – Plain Writing Act – 2012

40

National Agricultural Statistics Service (NASS)

1 In fall 2011, the NASS Prices Program created a new web presence, paying close attention to what data users 

identified as important; the agency wrote the web content in plain, clear style. Since the launch of the new 

webpages in October, the number of visitors to the program site has increased, and users are providing good 

comments on the site’s usability and clarity. NASS plans to adopt the same approach and formatting as other 

programs revise their webpages.

2 As cover letters, instructions, fact sheets and other materials roll out for surveys and the upcoming census, NASS 

expects to find higher compliance and fewer inquiries from producers about how to participate.

Animal and Plant Health Inspection Service (APHIS)

The “Ask the Expert” web-based interface allows users to rate the usefulness of responses they receive from APHIS. 

The agency uses comments received through “Ask the Expert” to improve its answers to questions.

Office of the Chief Information Officer (OCIO)

OCIO will conduct evaluations as more of its staff members are trained. The current training schedule should result in 

training of OCIO policy writers and approvers before the end of May 2012.

Office of Advocacy and Outreach (OAO)

OAO is currently developing a customer survey for each of its programs to assess user experience in comprehension 

of program information and delivery of service.

Food Safety and Inspection Service (FSIS)

1 The USDA Meat and Poultry Hotline (Hotline) converses with personnel from FSIS District Offices and 

consumers on a daily basis about FSES’s educational products. The Hotline has never received negligible 

feedback from any individual or group of people regarding the products FSES produces. 

2 State Meat and Poultry Inspection programs staff changed how they explained concepts, decreasing questions 

from the programs and more quickly receiving their responses. Other areas have also reported a decrease in the 

number of follow-ups and clarifications to items revised to use plain language. This information is anecdotal; no 

specific measures are yet in place.

Food Nutrition Service (FNS)

1 We have not conducted any formal assessments of customer satisfaction to evaluate differences since the 

implementation of the Act. However, FNS has long exercised Plain 

Writing standards in its documents. This has resulted in more efficient clearance (less rewriting), greater 

comprehension by audiences, better adherence to rules and guidance due to greater clarity, and better customer 

satisfaction with written work.
USDA Compliance Report – Plain Writing Act – 2012

41

Communicating with USDA about Plain Writing

We want to hear your comments about the clarity of our writing. Public comments are critical to 

help us succeed in writing documents that are clear to anyone who uses them. Your comments 

also help us identify older documents we should consider revising. Please e-mail us at 

<plain@usda.gov>, or mail a letter to us at:

Marjorie Harter

USDA Plain Language Coordinator

Office of the Executive Secretariat

U.S. Department of Agriculture

1400 Independence Avenue SW Washington, D.C. 20250

VIII. Agency Coordinator Information

As noted in Section I, USDA created a working group of agency officials who lead the 

Department’s implementation of the Plain Writing Act and ensure the Department complies with 

the Act. The following officials, listed in the order shown in the USDA organizational chart, 

ensure that their agency or office produces public documents in plain language.

USDA AGENCY COORDINATORS FOR THE PLAIN WRITING ACT

Agency Senior Agency Official Responsible 

for Plain Writing Plain Writing Coordinator(s)

Natural Resources and Environment (NRCS)

Natural Resources Conservation 

Service

James Gore 

Gayle Norman

Terry Bish

Suzanne Austin-Kashawlic

Farm and Foreign Agricultural Services (FFAS)

Farm Service Agency Todd Atkinson Latawny Dia

Tony Jackson

Foreign Agricultural Service Lisa Twedt Lisa Twedt

Risk Management Agency Patricia Engel Patricia Engel

Food, Nutrition, and Consumer Services (FNCS)

Food and Nutrition Service Richard Lucas David Burr
USDA Compliance Report – Plain Writing Act – 2012

42

Center for Nutrition Policy and 

Programs

Richard Lucas Richard Lucas

Food Safety (OFS)

Food Safety Inspection Service Charles Williams Rene Cardwell

Research, Education, and Economics (REE)

Agricultural Research Service Mary Conley Tara T. Weaver-Massick

Economic Research Service Adrie Custer John Weber

Dale Simms

National Agricultural Library Mary Conley Mary Conley

National Agricultural Statistics Service Suzanna L. DuPont Rosemarie Philips

National Institute of Food and 

Agriculture

Ellen Frank Scott Elliott

Marketing and Regulatory Programs (MRP)

Agricultural Marketing Service Karen Comfort Karen Comfort

Animal and Plant Health Inspection 

Service

Beth Gaston Beth Gaston

Grain Inspection, Packers, and 

Stockyard Administration

Mike Schmidt Mike Schmidt

Other USDA Offices

Office of the Assistant Secretary for 

Civil Rights

Winona Lake Scott Marshella Hines

Office of Budget and Program Analysis Andrew Perry Andrew Perry

Office of the Chief Information Officer Matthew Patrick

Office of the Executive Secretariat Sally Liska Marjorie Harter

Office of the Chief Economist Brenda Chapin Brenda Chapin

Office of Communications Carrie Mitchell Carrie Mitchell
USDA Compliance Report – Plain Writing Act – 2012

43

Office of the General Counsel John Padalino Michael Knipe

Office of the Inspector General Darryl Stephens Darryl Stephens

Office of Advocacy and Outreach Marilou Flores Marilou Flores

Forest Service

Forest Service Tim DeCoster Hutch Brown
Dear USDA Employees, 

USDA 

~ 

United States Department of Agriculture 

Office of the Secretary 

Washington, D.C. 20250 

I am writing to ask each of you for your help with plain writing at USDA. Writing in plain, easy 

to understand language is an imp01iant way for us to help better serve the American people. 

Plain language makes it easier for the public to get the most from our many critical programs and 

will save us money too. 

On President Obama's first day in office he signed a memorandum emphasizing the imp01iance 

of establishing "a system of transparency, public pmiicipation, and collaboration." I am proud of 

the hard work that all of you have been doing to implement that vision and transform USDA into 

a more open and accessible organization. 

In further support of these goals, last fall the President signed the Plain Writing Act of201O. 

The Act requires that, beginning October 13, all Federal Agencies-including USDA-use plain 

language in new or substantially revised documents that are needed to obtain USDA services or 

benefits or provide information about them or that explain how to comply with requirements we 

administer or enforce. 

Using plain writing is indispensable to achieving our goals of providing first-class customer 

selvice and ensuring access to our programs. When we avoid jargon and excessive acronyms, 

customers that are new to USDA are more likely to have a positive experience. And when we 

avoid obscurity and ambiguity, we demonstrate our commitment to serving all Americans, 

including those who have had trouble accessing our programs in the past. 

Plain writing is also an imp01iant tool for improving efficiency and saving time and money at 

USDA. Logically organizing your thoughts, using clear tables and graphics, and approaching a 

document from the perspective of your audience can reduce the number of calls you receive 

asking to explain a document or form and the number of hours spent on enforcement because a 

farmer did not understand a regulation. 

This past summer USDA published our Plain Writing Compliance Repoli to ensure compliance 

once the Act comes into full effect October 13,2011. Through the USDA Plain Language 

working group, each agency has begun identifying covered documents and providing training 

and resources to employees. I encourage each of you to visit our Plain Language web page to 

learn more about the Act. 

An Equal Opportunity Employer 
Included in the newly updated Plain Language web page you will find resources that will help 

you write and review documents for the public covered by the Act, as well as help you inform 

our colleagues in order to comply with the Act. I urge you to explore the USDA website, 

AgLearn courses, and plain language. gov website to learn about and get training regarding 

writing and reviewing documents for plain language so that we can serve our country best. 

As part of our efforts to strengthen our service at USDA, it is impOliant that we communicate 

clearly and simply with the American people. I know I can count on you to do your best to make 

it happen in the months and years ahead. 

Sincerely, 

~J'~ Secretary