Header 1 Header 2

2015 Compliance Report

 

United States Department of Agriculture

Plain Writing Act 

Compliance Report 

2015
Table of Contents

1. INTRODUCTION..............................................................................................1

2. SAMPLE USDA COMMUNICATIONS................................................................3

3. PLAIN WRITING OUTREACH TO USDA EMPLOYEES ......................................44

4. TRAINING.....................................................................................................51

5. ENSURING COMPLIANCE .............................................................................62

6. USDA PLAIN WRITING WEB SITES .................................................................73

7. CUSTOMER SATISFACTION...........................................................................76

8. AGENCY COORDINATORS ...........................................................................82
1. Introduction

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 Thomas J. 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 

http://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, wellorganized’ manner.” On July 13, 2011, USDA published its first report, an implementing plan that 

detailed our goals for plain writing. We published compliance reports in April 2012, 2013, and 2014. 

This year, we report on how we have built on our prior efforts toward meeting the goals in the Plain 

Writing Act. You can read USDA’s Plain Writing Act implementing report here: 

http://www.usda.gov/documents/PL-Report-final.pdf. You can read last year’s compliance report here:

http://www.usda.gov/documents/usda-plain-writing-act-2014-compliance-report.pdf.

USDA OFFICIALS FOR PLAIN WRITING

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

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

Government initiative, as well as the USDA Cultural Transformation initiative, and our commitment to 

customer service.

Senior Officials

Our senior official for plain writing is listed below:

Mr. Jerold Mande

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

Email: Jerold.Mande@osec.usda.gov

Phone: 202.720.7711
Plain Writing Act • 2015 Compliance Report

Agency Coordinators

USDA is comprised of 17 agencies and nearly 100,000 employees who serve the American people at

more than 4,500 locations across the country and abroad. To lead implementation of the Act and to 

ensure USDA’s compliance with it, a working group of agency representatives was created. These

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

coordinators, please see Chapter 8 of this report.

United States Department of Agriculture 2
Plain Writing Act • 2015 Compliance Report

2. Sample USDA Communications

INTRODUCTION

USDA strives to convey information to the public, using plain writing principles, in a variety of print and 

electronic media. USDA’s commitment to plain writing principles in its agency communications has resulted 

in improved performance. Also, adherence to plain writing principles has helped USDA in communicating 

more clearly and effectively with its customers.

SUMMARY OF USDA AGENCY COMMUNICATIONS

The following tables list USDA agency documents that have been produced in a format consistent with 

plain writing principles. The tables also show the many ways that the use of plain language has assisted 

the agencies in conveying information to the public.

AGRICULTURAL MARKETING SERVICE (AMS)

Document Plain Writing Improvements/Expected Impact

Press Releases

Target Audience: Media, General Public

Audience size: unlimited

By using plain language, AMS has ensured that all 

agency documents are written in a clear, concise, and 

well organized manner. Our communication materials 

are easy to understand and written so that all 

interested parties can comprehend their meaning and 

impact.

Blogs

Target Audience: General Public 

Audience size: unlimited

See above.

Tweets

Target Audience: 8,500 people follow 

AMS on Twitter

See above.

NOP Integrity Quarterly Newsletter

Target Audience: Organic industry 

stakeholders – Sent to a list of 13,000; 

with subsequent secondary distribution

Number of operations and individuals subscribing to 

NOP email notification continues to increase; 

customers report re-distributing articles to their 

stakeholders. 

United States Department of Agriculture 3
Plain Writing Act • 2015 Compliance Report

USDA Organic Fact Sheets 

Target Audience: USDA organic 

accredited certifying agents (staff at 85 

organizations) and certified and 

candidate organic operations (25,000 

currently certified)

Fact sheets use plain language to explain 

requirements; verbal feedback is that this leads to 

greater interest from operations determining whether 

to consider the organic option. 

AMS’ Dairy Research and Promotion 

Programs Annual Report to Congress and 

other annual reports

Target Audience: U.S. Congress, Dairy 

Industry, General Public

Size: Unlimited

AMS writes and reviews its annual reports with 

principles of plain writing, reducing the burden on 

users, reducing errors and improving customer 

satisfaction.

AMS’ Transportation and Marketing 

program (TM) Grain Transportation 

Report (GTR) is a weekly online report 

that covers developments affecting the 

transport of grain, both in the domestic 

and international marketplace. This 

weekly publication reports on the latest 

volume and price data for barges, 

railroads, trucks, and ocean vessels 

involved in the transport of grain.

Target Audience: Agricultural shippers, 

grain growers, grain elevator operators, 

and corporations involved in domestic 

and international grain trade –

distribution directly to 1,210 subscribers; 

secondary and online distribution 

estimated at several times the direct 

distribution number. The home page for 

the GTR received 5,778 hits in the last 

year.

The feature articles in the GTR, which present analyses 

of current issues in grain shipping, are routinely 

reposted in whole by trade newsletters and 

independent consultant reports, including 

Bloomberg.com, AgFax.com, and 

dtnProgressiveFarmer.com. A 2012 survey of GTR 

subscribers revealed a high degree of satisfaction with 

the latest format and report language among 

subscribers.

United States Department of Agriculture 4
Plain Writing Act • 2015 Compliance Report

AMS’ Agricultural Refrigerated Truck 

Quarterly (AgRTQ) is an online report 

that provides a view of U.S. regional 

refrigerated truckload movements, in 

terms of volume and rates, to gauge the 

vital component of truck transportation 

applied to fresh fruit and vegetable 

markets. Written portions include Market 

Insights, Regulatory News and Analysis, 

and Feature Articles.

Target Audience: Agricultural shippers, 

fresh produce wholesalers, jobbers, and 

packers, and related industries. 

Approximately 1,360 trucking 

establishments ship refrigerated 

agricultural products locally or nationally. 

Direct mailing service began in late 2012. 

The home page for the AgRTQ is active 

and is visited.

New format for data and reporting has been well 

received by the public. Subscription list is growing 

rapidly as availability is becoming known. Regulatory 

changes and feature articles are important to trucking 

sector to keep abreast of factors that affect profit 

margins. 

AMS reports Moving Food Along the 

Value Chain and Regional Food Hub 

Resource Guide provide detailed case 

studies and analyses of strategic business 

behavior to promote and distribute locally 

and regionally produced foods, as well as 

a resource list for practitioners.

Target Audience: Practitioners, industry 

representatives, local government 

officials, researchers throughout the 

United States. More than 6,000 hits on 

the Web pages since August 2012, along 

with 1,410 hard copies of the documents 

distributed at trade meetings and through 

partners.

These documents have been widely circulated and 

cited by other USDA and Federal agencies as well as 

nonprofit organizations with outreach programs for 

economic development. 

United States Department of Agriculture 5
Plain Writing Act • 2015 Compliance Report

AMS guidelines, pre-application guides, 

evaluation measures, and brochures for 

the Farmers Market Promotion Program 

(FMPP), the Federal-State Market 

Improvement Program (FSMIP), and the 

Specialty Crop Block Grant Program are 

delivered online, and are made available 

at outreach events.

Target Audience: Potential applicants to 

the grant programs, approximately 2,000.

Grants materials have been updated to be more useroriented. The process is continuing in response to 

helpful comments from users and external reviewers of 

the materials.

AMS, Fruit and Vegetable Program News

is a newsletter published periodically, and 

is electronically distributed in the United 

States and internationally. Each issue 

highlights tools and resources available 

to assist our stakeholders promote their 

fruit and vegetable products. We also 

discuss timely issues impacting our 

stakeholders, and explain how we are 

responding to changing industry needs.

Target audience: About 20,000 

recipients--including small to large 

produce growers, packers, distributors, 

processors, retailers, community-based 

organizations, professional associations, 

tribal groups, cooperative extension 

agents, educational groups, and 

governments at all levels.

The newsletter is written with plain writing principles 

to ensure the content is presented in a clear, concise 

and easy to understand manner.

AMS, Fruit and Vegetable Program, 

Market News 

Blogs: Custom Averaging Tool (CAT)

Target Audience: General Public

Audience Size: unlimited

By using plain language, AMS has ensured that this 

public document was written in a clear, concise, and 

well organized manner. The agency’s communication 

materials are easy to understand and written so that 

all interested parties can comprehend their meaning 

and impact. 

United States Department of Agriculture 6
Plain Writing Act • 2015 Compliance Report

AMS Fruit and Vegetable Specialty Crop 

Block Grant request for applications, and 

award terms and conditions are 

published in the Federal Register, and 

made available online and at outreach 

events.

Target audience: 56 State Departments of 

Agriculture

The grant documents are now written in a clear, 

concise and well organized manner that makes them 

easier to understand. The documents help interested 

parties successfully apply for grant funds, and manage 

awarded funds. 

AMS, Fruit and Vegetable Program, 

Perishable Agricultural Commodity Act 

brochures were rewritten and revised.

Target Audience: Produce Industry and 

general public

Audience size: unlimited

The brochures were revised using plain writing 

principles. The revised brochures are now better 

organized and easier to understand.

AMS, Fruit and Vegetable Program, 

notices, proposed and final rules are 

published in the Federal Register. The 

documents relate to marketing orders, 

market news, and research and 

promotion programs.

Target Audience: Produce Industry, 

General Public

Audience size: unlimited

By using plain language, AMS ensures these public 

documents are written in a clear, concise, and well 

organized manner. The Federal Register notices and 

rules are easy to understand and written so that all 

interested parties can comprehend their meaning and 

respond accordingly.

Agricultural Research Service (ARS)/National Agricultural Library (NAL)

Document Plain Writing Improvements/Expected Impact

Magazines, news releases, semi-technical 

and non-technical publications, brochures, 

fact sheets, reports, social media content,

and other Web content.

Target Audience: Audience varies 

depending on product (developed for 

specific programs, projects, and events). 

United States Department of Agriculture 7
Plain Writing Act • 2015 Compliance Report

More than 200,000 people will visit ARS’ Web site and 

will read ARS information online. This will help create 

awareness and increase public understanding about ARS 

research and related findings.

Thousands more will read ARS materials disseminated at 

various events, meetings, and programs.

At the NAL, approximately 8 million unique visitors each 

year will find it easier to locate and use the agricultural 

information the library provides.

Animal and Plant Health Inspection Service (APHIS)

Document Plain Writing Improvements/Expected Impact

Web pages

Target Audience: APHIS stakeholders

In February 2014, APHIS launched a new Web site 

designed to provide information to the public in a clearer, 

more user-friendly way.

Publications

Target Audience: APHIS stakeholders

Increased accessibility and comprehension on complex 

scientific subjects to APHIS target audiences. 

Legislative and Public Affairs continues to improve 

editorial quality and increase plain language use in 

APHIS publications. In particular, APHIS researched 

readability standards and related tools in Word and, 

starting in March 2015, began running readability 

“checks” on draft text during editorial review to work 

toward general goals in key areas: active vs. passive 

voice (less than 10% passive voice, ideally), short 

average sentence and paragraph length, and overall 

reading ease. Other editorial focuses in publications 

include increasing use of the following: personal 

pronouns, strong verbs, and everyday words and phrases 

(based on the word suggestions list at 

plainlanguage.gov).

GovDelivery Stakeholder Registry

Target Audience: APHIS stakeholders

Immediate access to valuable information about APHIS. 

Stakeholders select the type of information they would 

like to receive, how often they receive it, and the medium 

by which they wish to receive it (e.g., email or SMS text 

messages). 

Responses to customer inquiries made via 

the Web (“Ask the Expert”) 

United States Department of Agriculture 8
Plain Writing Act • 2015 Compliance Report

Target Audience: The general public

Potential Audience: Unlimited

The public now receives succinct, clear responses to 

inquiries.

Economic Research Service (ERS)

Document Plain Writing Improvements/Expected Impact

Economic research monographs released 

via the agency’s Web site

Target Audience: Policymakers, academia, 

informed laypeople

Increased comprehension and customer satisfaction

Market analysis newsletters released via 

the agency’s Web site

Target Audience: Policymakers and 

commercial agriculture companies

See above.

Amber Waves magazine, available online 

(www.ers.usda.gov) and for mobile devices 

at iTunes and GooglePlay 

Target Audience: Policymakers and 

informed laypeople

See above.

Food and Nutrition Service (FNS)/Center for Nutrition Policy and Promotion (CNPP)

Document Plain Writing Improvements/Expected Impact

Forms, public notices, funding opportunities, 

regulations, and Web pages (distributed 

electronically through the Web—in HTML or 

PDF format; occasionally by paper)

Target Audience: State and local nutrition 

assistance program operators and 

stakeholders (Thousands)

FNS has long exercised plain writing standards in its 

documents. Adherence to these standards 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.

Correspondence, press releases, reports, 

research publications (distributed in hard 

copy and electronically)

Target Audience: Congress, general public, 

nutrition assistance program stakeholders, 

research community

See above.

United States Department of Agriculture 9
Plain Writing Act • 2015 Compliance Report

Nutrition promotion materials

Target Audience: Nutrition community, 

general public

See above.

Question and answer, Frequently asked 

questions, How to, or any other informal 

guidance documents (distributed through the 

Web—in HTML, PDF formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

State SNAP Notices Initiative

In May 2014, FNS released a memorandum providing 

guidance to States to develop effective notices of denial 

and terminations for the Supplemental Nutrition Assistance 

Program’s (SNAP) purposes. It then evaluated each 

State’s notices of adverse action and online applications 

for SNAP. Notices of Adverse Action are particularly 

important, as they provide the clients with critical 

information about their benefit allotment and appeal 

rights. 

Based on this review, in September, FNS published its 

“Guide to Improving Notices of Adverse Action,” which 

applies principles of plain writing and offers a clear 

presentation to these notices.

In March 2015, FNS published its guide to “Best Practices 

for Online SNAP Applications,” which includes a section on 

plain language, and provides a self-assessment checklist 

to help State agencies provide clear, easy-to-use online 

applications and notices.

Better applications and notices will help ensure accurate 

and timely decisions on households’ SNAP applications 

and on administrative actions requiring notification of 

SNAP households.

Food Safety and Inspection Service (FSIS)

Document Plain Writing Improvements/Expected Impact

Freedom of Information Act (FOIA) 

Acknowledgment correspondence, fee 

waiver denied/granted correspondence, 

determination correspondence, subpoena 

response correspondence via U.S. mail

Target Audiences: FOIA requestors, 

consumer advocates, industry associations, 

news media, regulated industry members, 

and their representatives. 

FSIS has revised template letters using more plain 

language. Examples include using active voice and 

shorter sentences, explaining technical issues, and 

eliminating wordiness.

United States Department of Agriculture 10
Plain Writing Act • 2015 Compliance Report

FOIA Expedited processing denied/granted 

correspondence, submitter's notice 

correspondence, absent fee agreement/ 

over $250 correspondence, referral 

correspondence, Privacy Act 

correspondence via U.S. mail

Target Audience:

• FOIA requestors and other agencies

• Privacy Act requestor: External 

individual doing business with FSIS

As FSIS writes and reviews letters, the specialists and 

supervisors use plain language.

Correspondence (General), letter via 

U.S. Mail or email

Target Audience: Members of Congress; 

consumer and industry groups; Federal, 

State, and local officials; meat, poultry and 

processed egg products establishments; 

consumers; and members of the public.

As FSIS writes and clears letters, writers and editors use 

plain language. Examples include using active voice and 

shorter sentences, explaining technical terms, eliminating 

wordiness, and writing to the specific audience. Also, FSIS 

has revised standard language to incorporate plain 

language.

Campaign Correspondence, letters via 

U.S. mail or email

Target Audience: Members of the public; 

activists.

When writing responses to campaign letters, FSIS gives

extra attention to plain language. These responses are 

relayed to thousands of constituents who have a wide 

variety of reading levels and knowledge of the issues. 

Constituent Update, newsletter via electronic

means

Target Audience: Consumers, regulated 

community, public officials

Plain language is an ongoing effort for the Constituent 

Update. FSIS continues working with subject matter 

experts on technical content without compromising the 

message. FSIS rewrites text into plain language, and 

reviews and rewrites its text in order to ensure that the 

message is correct.

Approximately 100 fact sheets on 

individual topics, such as Beef from Farm to 

Table, and Refrigeration and Food Safety. 

FSIS revises approximately 20 fact sheets 

each year via Web, email, and in-person 

events.

Target Audience: 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 that they contain factual, up-to-date scientific 

information, and are written in plain language. 

Consumer Guides distributed via Web, 

email, in-person events, and U.S. mail, 

including the following:

• Kitchen Companion: Your Safe Food 

Handbook, booklet

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets 

by posting them to the applicable agency Web sites so 

that the public can access information easily. 

United States Department of Agriculture 11
Plain Writing Act • 2015 Compliance Report

• Cooking for Groups: A Volunteer's 

Guide to Food Safety, booklet

• Food Safe Families Activity Book, 

booklet

• Let Me Tell You How Dad Got Sick!, 

booklet

• Is It Done Yet?, brochure; Todo 

Cuenta, brochure

• Ask Karen, magnet

• Panic Button, fact sheet

• Protect Yourself and Your Baby From 

Listeriosis, flyer

• Food Safe Families, poster

• Is It Done Yet? temperature chart, 

poster

• He's BAC! children's book, booklet 

Target Audience: Consumers 

The Meat & Poultry Hotline Web page 

houses valuable information about how to 

reach the Hotline. 

Target Audience: Consumers (1,810,640)

FSIS uses plain language when it updates its Web site 

regularly to include information on recalls and food 

safety-related issues/concerns.

Food Safe Families public service 

announcements (4); Food Safe Families 

Behavioral videos (4); Surviving a Power 

Outage: Don't be in the Dark When it 

Comes to Food Safety podcast; Food 

Safety Advice for Tailgating Parties video 

news releases; Freezing and Food Safety, 

American Sign Language videos via Web, 

media

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets 

by posting them to applicable agency Web sites so that 

the public can access information easily. 

Web content 

Target Audience: All customers (internal 

and external)

FSIS Web Managers often work with content contributors 

on draft documents and share their knowledge of best 

practices. To introduce new content, FSIS writes

descriptive introductory text with a clear call to action. 

The agency emphasizes using fewer words, active voice, 

and few acronyms to achieve plain language.

Web Content: Limited English Proficiency 

(LEP)

FSIS recently added links to the Civil Rights main page to 

these LEP resources: the FSIS LEP plan, a training 

Webinar sponsored by USDA’s Office of General 

United States Department of Agriculture 12
Plain Writing Act • 2015 Compliance Report

Target Audience: Government employees Counsel, and “I Speak” cards used by the U.S. Census 

Bureau.

Intranet Content Contributors Quick Start 

Guide

Target Audience: FSIS Employees

The guide was created as a training aid to help content 

contributors manage content on InsideFSIS, the employee 

Intranet. FSIS reviews that document periodically to 

include any updates in the system and to ensure its ease 

of use for its contributors. 

Green Initiative (GI), Web (FSIS Notice) Documents are in bulleted formats, directly to the point 

(less verbiage), and easy to read. The GI helps in 

reducing waste by making documents within the agency 

reader friendly.

Quarterly Enforcement Report via electronic

means and posted on FSIS’ Web site

Target audience: FSIS personnel and 

external stakeholders, including consumer 

advocates, industry associations, regulated 

businesses, and Congress

FSIS reviewed the Quarterly Enforcement Report against 

plain writing principles and updated the report with the 

Office of Public Affairs and Consumer Education for the 

Web audience.

Confidential enforcement and legal 

correspondence, letters via paper; 

electronic means

Target audience: Individuals and firms 

engaged in operations involving FSISregulated products

FSIS worked with consultant trainers to develop templates 

and examples and has incorporated plain language into 

daily writing.

Review of State Meat and Poultry 

Inspection (MPI) Programs Summary Report; 

individual state reports, Report via paper; 

electronic means

A clearer message has been delivered, and fewer followup questions have been received from all interested 

parties.

Official Annual State MPI Comprehensive 

Review and Determination Reports, letter 

via paper; electronic means

The annual report process is being streamlined. The 

report length has been reduced from 13-15 pages to 

3-4 pages, and plain writing concepts have been 

incorporated. This eliminates wordiness and delivers a 

clearer message. 

Domestic Audit Checklist, FSIS Form 5000-

9, form via paper; electronic means

Language on audit checklists has been simplified to 

capture the most relevant information and ensures more 

accurate records are kept. 

Official clarification memos to State MPI 

programs, letters via paper; electronic

means

FSIS clarified concepts and adjusted wording to save time 

due to fewer questions from the programs, resulting in a 

quicker response from the State programs.

International Audit Report, electronic means Plain language has improved the readability of the audit 

and establishment report. Eliminating the number of 

pages and utilizing plain language has resulted in a 

streamlined report, which delivers a clearer message to 

the general public.

United States Department of Agriculture 13
Plain Writing Act • 2015 Compliance Report

International Audit

Establishment Checklist 

Language on audit checklists has been simplified to 

deliver accurate information and ensure a consistent audit 

process.

Official responses to appeals, letters via 

paper; electronic means

Official responses have been streamlined to deliver a 

clearer message, which results in fewer follow-up 

questions.

Litigation-related documents Plain language legal writing has improved readability 

and comprehension.

Foreign Agricultural Service (FAS)

Document Plain Writing Improvements/Expected Impact

News Releases and other postings on 

agency Web site 

Target Audience: The general public and 

media representatives 

Potential Audience: Unlimited

Improved understanding and clarified terminology.

Responses to customer inquiries made via 

the Web

Target Audience: The general public

Potential Audience: Unlimited

The public continues to receive concise, clear responses to 

inquiries.

Briefing Papers

Target Audience: Senior-level Department 

officials

Potential Audience: 25

Improved clarity and brevity.

Comments to the World Trade Organization

Target Audience: International trade 

officials

Potential Audience: Unlimited

Prepared clear, results-oriented, and diplomatic comments 

to encourage countries to modify their proposed 

regulations in a manner that facilitates trade.

United States Department of Agriculture 14
Plain Writing Act • 2015 Compliance Report

Forest Service

Document Plain Writing Improvements/Expected Impact

Documents/communications of all kinds

Target Audience: service users, national 

forest visitors, businesses, contractors, 

students, landowners, partners, nongovernmental organizations, and so forth; 

millions

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.

In the winter of 2014 and again in the spring of 2015, 

the Forest Service Chief’s Office contacted Plain Writing 

Act coordinators across the country to review and 

reconfirm the kinds of documents covered under the Plain 

Writing Act. The coordinators also reconfirmed the 

estimated numbers of covered documents in existence and 

generated each year. There were no significant 

changes from the last time an assessment was done in 

2011-12.

Some units have reported positive results from the 

emphasis on plain language, including improved 

communications, positive public feedback/response, and 

a reduction in the number of public questions and need 

for follow-up. 

Forms, distributed by mail/Web 

sites/offices

Target Audience: Service users, national 

forest visitors; thousands

There is ongoing use of guidelines under the Plain Writing 

Act. 

• The Eastern Region has provided templates for 

outreach documents to be used in the pre-hiring 

process. The templates are edited for plain 

language.

• In the Pacific Southwest Region, staff on the Inyo 

National Forest in California reviews all forms 

provided to the public for compliance with plain 

writing guidelines. 

o A recent review and redesign of a Forest 

United States Department of Agriculture 15
Plain Writing Act • 2015 Compliance Report

visitor’s guide simplified language and made 

the document less text-heavy.

o All documents, both paper and digital, are 

reviewed on a regular basis to ensure that the 

message is easy to read.

o The Forest Service has observed positive 

results from the emphasis on plain writing, 

including a reduction in the number of 

questions from the public and need for followup. 

• The Human Resources Management Budget and

Finance staff used the principles of plain writing to 

revise several forms used in the hiring process and SF52 processing. 

Grants, distributed by mail/Web 

sites/offices

Target Audience: Businesses, students, 

landowners

There is ongoing use of guidelines under the Plain Writing 

Act.

In the Southern Region, for example, the Forest Service

reduced technical jargon in grant applications, increasing 

the chances of receiving grant funding for needed 

projects.

Agreements, distributed by mail/Web 

sites/offices

Target Audience: Community organizations, 

non-governmental organizations, other 

agencies, other partners; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

In the Southern Region, for example, the Forest Service

simplified the language in Challenge Cost Share and 

other agreements, resulting in better understanding of the 

agreements between parties.

Contracts, distributed by mail/Web 

sites/offices

Target Audience: Businesses, contractors; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

United States Department of Agriculture 16
Plain Writing Act • 2015 Compliance Report

Requests for information (RFIs), requests for 

proposals, etc., distributed by mail/Web 

sites/offices

Target Audience: Businesses, contractors; 

thousands

CORs continue working to simplify language in RFIs and 

RFPs.

For example, in the Pacific Southwest Region:

• An employee from the Regional Office Acquisition 

attended the Regional Office’s 2-day Plain 

Writing Training course hosted by the Regional 

Public Affairs staff.

• On the Plumas National Forest in California, a 

district timber officer works with his sales 

administration staff to ensure that text in contract 

language and daily logs is clear.

Brochures, distributed by mail/Web 

sites/offices

Target Audience: Service users, national 

forest visitors; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

For example:

• The Washington Office reviews all national Web 

site postings for compliance with plain language 

guidelines.

• The Southern Research Station prepared three 

brochures on topics of interest to land managers,

along with 11 brochures and informational cards 

highlighting forest research. The writer/editors 

had training in plain writing. 

• In the Rocky Mountain Region, the Arapaho 

National Forest prepared a brochure on osprey 

viewing and management, in accordance with the 

principles of plain writing and good design and 

layout.

• In the Eastern Region—

o All external content for the regional Web 

site is edited for brevity and compliance 

with Plain Writing Act guidelines. No 

information is posted without review.

o Any print materials intended for public use 

are reviewed at the unit level, followed by 

a regional review prior to submitting for 

printing approval. Reviewers use visual 

standards as well as Plain Writing Act 

guidelines. 

• In the Pacific Southwest Region, brochures and 

Web postings are reviewed for compliance with 

the Plain Writing Act.

• In the Southern Region, new and revised brochures 

are being written in plain language that is easily 

United States Department of Agriculture 17
Plain Writing Act • 2015 Compliance Report

understood by the target audience; some 

brochures are redesigned to provide information 

at a glance, and some include smart infographics. 

A new brochure for Land Between the Lakes 

improves audience understanding of the 

recreation facility.

• The Alaska Region prepared a series of short 

documents for non-technical users based on longer 

documents for technical audiences. The leaflets 

and brochures distill the information into a less 

technical, more readable format based on the 

principles of plain writing.

Interpretive signs, located at facilities and 

on trails, roads

Target Audience: National forest visitors; 

thousands

Ongoing use of guidelines under the Plain Writing Act.

In the Pacific Southwest Region:

• Forest interpretive signs and the 50th Wilderness 

Anniversary exhibit products were designed using 

Plain Writing Act principles.

• Forest interpretive information is enhanced with 

photos or charts.

• The Cleveland National Forest in California 

developed and installed three interpretive signs 

utilizing the principles of plain writing. About 

10,000 visitors will see the signs each year.

In the Southern Region:

• New signs at the Daniel Boone National Forest in 

Kentucky show fewer words with more impact; 

signs are being designed to fit their location; and 

trail information depicts what the audience wants 

and needs to know.

• A new map/sign in Land Between the Lakes will 

be installed in May to improve visitor 

understanding of recreational and learning 

opportunities.

The Alaska Region prepared a large interpretive sign for 

the Anchorage airport. Based on the principles of plain

writing, the designers reduced the number of words on 

the sign from 847 to 468.

Descriptions of services, distributed by 

mail/Web sites/offices

United States Department of Agriculture 18
Plain Writing Act • 2015 Compliance Report

Target Audience: Service users, 

stakeholders, local citizens; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• The Southern Research Station has an online 

educational resource page providing visitors with 

easy-to-read materials highlighting Forest Service 

information and research.

• The Human Resources Management staff delivers 

regular system status updates—e.g., eSafety, 

Electronic Performance Management, and 

USAJobs—to keep employees informed of system 

updates so they are aware and can plan ahead. 

The updates are edited for plain language.

Instructions, distributed by mail/Web 

sites/offices

Target Audience: Service users, contractors, 

employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• The Albuquerque Service Center makes every 

effort to create clear and concise internal 

documentation, ranging from briefing papers and 

standard operating procedures to internal Web 

sites and emails. For example, staff clarified the 

process for receiving disbursements by writing a 

simple procedural document that included links to 

Web sites and YouTube videos, walking the user 

through parts of the disbursement process.

• The Human Resources Management staff maintains 

a Blackboard page informing employees how to 

receive updates on the Albuquerque Service 

Center’s operating status. The instructions are 

edited for plain language. 

• In the Southern Region, hundreds of Web pages 

have been edited to simplify messages and 

improve content for readers. Agency jargon has 

been replaced by plain language.

Rules/regulations, distributed via Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Management plans, distributed by Web 

sites 

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

In the Pacific Southwest Region:

• Land management plan amendments on the 

United States Department of Agriculture 19
Plain Writing Act • 2015 Compliance Report

Los Padres National Forest in California are 

evaluated using Plain Writing Act principles 

before the final documents are posted on the 

Web. 

• The Regional Forest Plan Revision Team has 

identified environmental justice as a concern in 

public outreach and is reviewing public 

information materials in relation to this issue in 

compliance with Plain Writing Act principles.

In the Southern Region, management plans and 

communication plans are outlined and organized in 

sections with appropriate headings, making information 

easier to find.

Project descriptions, distributed by Web 

sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Rocky Mountain Region, the Roosevelt 

National Forest issued a one-page flyer notifying 

stakeholders and local citizens of a planned 

prescribed fire. The flyer was written in plain 

language.

• The Southern Research Station created an 

interactive Climate Change Exhibit Web site to 

enhance the Climate Change Exhibit located at 

the Cradle of Forestry on the Pisgah National 

Forest in North Carolina. Visitors can explore the 

exhibit virtually. The designers of the Web site

received training in plain writing. 

• In the Pacific Southwest Region, the forest 

hydrologist program manager on the Plumas 

National Forest works with staff to ensure that 

Plain Writing Act principles are used to simplify 

the Forest’s science-based reports.

• In the Southern Region, the Daniel Boone National 

Forest is planning National Environmental Policy 

Act (NEPA) training for the fall of 2015 that will 

include information about the Plain Writing Act 

and how to write better project descriptions for 

public review.

Environmental analyses, distributed via Web 

sites

Target Audience: Partners, contractors, 

United States Department of Agriculture 20
Plain Writing Act • 2015 Compliance Report

stakeholders, employees; thousands There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Pacific Southwest Region, NEPA documents 

on the Cleveland National Forest are reviewed 

and edited by a District Ranger who has received 

Plain Writing training.

• In the Alaska Region, the Chugach National Forest 

released a final environmental impact statement 

for public review that was reviewed by a 

professional writer/editor for adherence to plain 

writing principles and formatting for Web 

viewing.

Decision documents (e.g., on plans, projects), 

distributed by mail/offices and posted on 

Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Pacific Southwest Region, decision 

documents on the Cleveland National Forest are 

reviewed and edited by a district ranger who has 

received plain writing training.

• In the Southern Region, the Daniel Boone National 

Forest is planning NEPA training for the fall of 

2015 that will include include information about 

the Plain Writing Act and how to write better 

decision documents for public review.

Press releases, distributed by fax and 

posted on Web sites

Target Audience: Journalists, stakeholders, 

employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• At the Southern Research Station, the media 

relations officer prepared 15 news releases 

based on the principles of plain writing.

• In the Pacific Southwest Region, press releases are 

posted on the regional/forest public-facing Web 

site, with more in-depth information linked to the 

press release. All are reviewed for plain 

language.

• In the Southern Region, all press releases are 

written in active voice and inverted pyramid style. 

Acronyms, technical terms, and agency jargon are 

avoided in order to achieve clarity. 

Research publications, distributed by mail/

offices and posted on Web sites

Target Audience: Scientists, managers, 

United States Department of Agriculture 21
Plain Writing Act • 2015 Compliance Report

employees; thousands There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.

• The Northern Research Station produces the NRS 

Research Review, a quarterly summary on a single 

research topic. The language is tailored for a 

general audience, explaining the science and its 

significance to the public in accessible language. 

The text is reviewed by professional editing staff.

• The Southern Research Station publishes 

CompassLive, an online magazine that condenses 

complex research publications/research journals 

into easy-to-read articles. All complex research 

terms are defined and explained, in part, through 

the use of links.

Letters, distributed by mail/email

Target Audience: Service users, national 

forest visitors, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• The Human Resources Management staff updates 

employees on all aspects of human resources 

management, including benefits, pay, systems, 

hiring, and processing. The updates are edited 

for plain language.

• In the Southern Region, letters and memos in 

response to public inquiries, including 

congressional and Freedom of Information Act 

requests, are written in plain, succinct language. 

The intent of the letter is addressed in the first 

sentence or paragraph so readers immediately 

know the topic of communication.

Reports, distributed by mail/offices and 

posted on

Target Audience: Scientists, managers, 

employees, other agencies, partners, 

stakeholders; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Pacific Southwest Region, regional and 

forest staff review documents provided to the 

public via mail/Web sites/offices to ensure 

compliance with Plain Writing Act principles.

• In the Southern Region, scientific reports that are 

released to the public are edited by a public 

affairs specialist to convert technical language 

into plain language.

Speeches, delivered in person/posted on

Web sites

United States Department of Agriculture 22
Plain Writing Act • 2015 Compliance Report

Target Audience: Varies (general public, 

stakeholders, students, etc.); thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Washington Office, a professional 

writer/editor tailors speeches to the audience, 

using the appropriate language.

• The Human Resources Management staff ensures 

that presentations at all-employee meetings are 

clear, concise, and easy to understand. 

• In the Southern Region, a public affairs specialist 

reviews and edits public speeches and 

presentations to tailor the language to the 

audience, ensuring that key messages are clear 

and prominent.

Papers/articles, distributed in journals, 

made available on Web sites

Target Audience: Scientists, managers, 

employees, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

The Human Resources Management staff provide updates 

in plain language to keep employees well informed.

Briefs, posted on Web sites

Target Audience: Managers, employees, 

other agencies, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

• In the Pacific Southwest Region, regional and 

forest staff review documents provided to the 

public via mail/Web sites/offices to ensure 

compliance with Plain Writing Act principles.

• The Human Resources Management staff created 

a simple briefing paper on new hiring processes 

posted on an internal Web site.

Testimony, delivered in person/posted on

Web sites

Target Audience: Congress, partners, 

stakeholders; thousands

There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.

Legal documents, available on Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.

United States Department of Agriculture 23
Plain Writing Act • 2015 Compliance Report

Farm Service Agency (FSA)

Document Plain Writing Improvements/Expected Impact

“One-stop shopping” Web pages.

Target Audience: Farmers and ranchers 

(both new and existing), the general public, 

environmental groups, commodity 

organizations.

One-stop 2014 Farm Bill Web Page at 

www.fsa.usda.gov/farmbill

FSA Disaster Assistance Programs at 

http://www.fsa.usda.gov/programs-andservices/disaster-assistance-program/index

FSA conservation compliance at 

www.fsa.usda.gov/compliance

FSA farm loan programs at 

http://origin.www.fsa.usda.gov/FSA/weba

pp?area=home&subject=fmlp&topic=landi

ng

FSA conservation programs at

www.fsa.usda.gov/conservation

FSA safety net programs at

www.fsa.usda.gov/dairy and

www.fsa.usda.gov/arc-plc 

Interested parties can quickly locate succinct, easy-toread information about the provisions of the 2014 Farm 

Bill, related changes in FSA programs, and how FSA is 

implementing those provisions.

More Succinct Fact Sheets

With the enactment of the 2014 Farm Bill, 

simpler fact sheets have been developed 

for use by customers, at outreach meetings, 

on the FSA Web site, in emails, at field 

offices, and by other outlets. 

All relevant farm program fact sheets are 

now provided electronically at 

www.fsa.usda.gov/factsheets

United States Department of Agriculture 24
Plain Writing Act • 2015 Compliance Report

Target Audience: Farmers and ranchers, 

the general public, employees, 

environmental groups, commodity 

organizations, beginning farmers, 

potential FSA borrowers, others.

FSA StrikeForce information is at 

www.fsa.usda.gov/strikeforce

Target Audience: Previously underserved 

farming and ranching customers located in 

persistent poverty counties. 

Farm Loans information is available at the 

links below:

Micro Loans

http://www.fsa.usda.gov/programs-andservices/farm-loanprograms/microloans/index

Youth Loans

http://www.fsa.usda.gov/FSA/webapp?are

a=home&subject=paca&topic=you

Target Audience: Small and niche 

operators; beginning farmers and ranchers. 

This is the first time that FSA statistics have been 

unified into one location rather than distributed 

among the individual Web pages authored by FSA 

“divisions.” 

This approach is designed to increase the 

understanding of FSA programs that can provide 

financial assistance to traditionally underserved 

farmers and ranchers in key rural areas designated 

as persistent-poverty regions.

These resources increase awareness of available 

funding to targeted groups. Provides farmers and 

ranchers with an overview of FSA farm loan 

programs.

Clearer forms, program directives, 

handbooks, and related communications 

Target Audience: Farmers and ranchers, the 

general public, employees, environmental 

groups, commodity organizations, beginning 

farmers, potential FSA borrowers, others.

When plain language is used, no special training or 

experience is necessary for new customers to understand 

if they are eligible for FSA programs, thereby helping to 

improve access to these services. For example, the new 

microloan program has celebrated its first anniversary; its 

popular demand illustrated the success of reduced 

application requirements and simplified forms far more 

suited to smaller types of operations.

Easier-to-Read News Releases

Target Audience: General public, media, 

farmers and ranchers, private landowners, 

beginning and socially disadvantaged 

producers, others, trade associations, and 

commodity or environmental groups.

News releases are now written to communicate to readers 

who are not familiar with FSA programs. “Agency-speak” 

terminology that often is used internally to reference 

processes unique to the agency is replaced with plain 

language. This also includes assistance in educating nonagricultural audiences of the importance of USDA 

programs.

Newsletters that are more focused on 

farmer and rancher needs.

In the past, some FSA county newsletters 

United States Department of Agriculture 25
Plain Writing Act • 2015 Compliance Report

tended to rely on local information that did 

not adequately communicate with producers 

about new programs, sign-up deadlines, 

and other important content. HQ public 

relations staff developed a template and 

provided counties with information focused 

on program assistance that could be 

tailored to county-specific disaster, lending, 

and other needs. 

Target Audience: Farmers and ranchers, the 

general public, employees, environmental 

groups, commodity organizations, beginning 

farmers, potential FSA borrowers, others.

Now, a “template-based” approach is used, employing 

universally reviewed content, so that FSA information is 

more unified, clearer, and reflective of the perspective of 

the customer rather than of internal operations. 

Public Service Announcements

FSA has recently provided information on 

program signup, county committee elections, 

and its new microloan program.

Target Audience: Distributed through radio 

and television, these announcements reach 

farmers and ranchers, the general public, 

employees, environmental groups, 

commodity organizations, beginning 

farmers, potential FSA borrowers, others.

These announcements are now written in brief, succinct, 

and generalized language so that no specialized preexisting knowledge of existing programs is necessary to 

understand and appreciate the importance of the 

information disseminated through these announcements.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

Document Plain Writing Improvements/Expected Impact

GIPSA Web site - Equipment Web page 

Target Audience: All users and 

manufacturers of GIPSA-Certified Grain 

Inspection Equipment within and outside the 

Official inspection system.

Increased clarity of information for a broad audience 

and a balance between highly technical details and 

policy and procedure by using Frequently Asked 

Questions, tables, and segmenting information.

GIPSA Web site – Test Kit Evaluation

Target Audience: All users and 

manufacturers of GIPSA-Certified 

Mycotoxin Rapid Test Kits

Use of tabular information to identify approved test kits 

and duration of approval for ease of reference. 

Brochure on GIPSA Web site – Growers’ 

Rights in Poultry Growing Arrangements

United States Department of Agriculture 26
Plain Writing Act • 2015 Compliance Report

Target Audience: Poultry growers New brochure explaining what poultry growing 

arrangements are and discussing the rights poultry 

growers have in those arrangements under the Packers 

and Stockyards Act, 1921. In order to make the content 

easier to read, headings were used; “you” was used when 

referring to the audience, and bullets were used, as well. 

National Agricultural Statistics Service (NASS)

Document Plain Writing Improvements/Expected Impact

A comprehensive package of materials 

conveying information and communicating 

results of the 2012 Census of Agriculture. 

These tools help support public 

understanding of statistical data. NASS 

developed several products to help its nonstatistical audiences better understand and 

use its data.

Early in 2012, NASS created a modern, 

user-friendly Web site for the 2012 Census 

of Agriculture, providing compehensive 

information about the Census, encouraging 

participation, and addressing any issues 

that arose or might arise during data 

collection. Since then, NASS has continued 

to improve and build upon the Web site. 

The agency made available many usable, 

accessible materials to support Census data 

collection efforts, including the following:

English and Spanish brochures; news 

releases; logos, Web buttons, videos, and 

public service announcements; sample 

blogs; feature stories; and newsletter 

articles. In addition, NASS wrote cover 

letters, background information, reminder 

letters, and postcards to encourage census 

recipients to respond.

In 2013, NASS transitioned from the data 

United States Department of Agriculture 27
Plain Writing Act • 2015 Compliance Report

collection phase to data release. In 

February 2014, USDA Secretary Vilsack 

provided a preliminary data preview and 

launched a countdown to the final census 

release. A Highlights feature, NASS’ first 

set of infographics, and regular tweeting at 

the event and throughout the 10-week 

countdown engaged a broader audience 

than usual. For the final release in early 

May, NASS created an even broader range 

of materials written plainly and directly 

with the end user in mind, just as it had 

during the prior phases. 

The Census of Agriculture Web site itself is 

easily navigable, providing direct access to 

the full data reports, Quick Stats (the 

searchable database on which anyone can 

retrieve NASS data), and the ancillary 

products featuring top findings from those 

reports. These products include news 

releases, blogs, static and interactive maps, 

infographics, topical Highlight documents, 

and more—all written in a plain, clear style 

to expand the reach of Census findings 

beyond regular data users.

New this year is an infographic series. The 

first item, “U.S. Agriculture at a Glance,” 

released in February 2014, was 

immediately popular. Prepared using plain 

writing principles, this infographic provided 

data in an easy-to-understand way. 

Beginning with the data release in May, 

NASS issued several thematically grouped 

sets of infographics starting with a series to 

address the most common questions asked 

by the public about farming and ranching, 

the “Who, What, How, and Where” of U.S. 

agriculture 

www.agcensus.usda.gov/Partners/Infograp

hics/. To connect with local audiences, 

NASS also issued one infographic per week 

for 50 weeks, featuring agriculture data for 

United States Department of Agriculture 28
Plain Writing Act • 2015 Compliance Report

each State, accompanied by a blog by

NASS’ State statistician in that State. 

NASS also revamped the Census “fact 

sheet” format to be a more accessible, 

easier-to-read, high-cut summary of topical 

Census data. All together, NASS has issued

26 Highlights featuring topical summaries of 

Census data. Topics include key economic 

and demographic data; profiles of 

American Indian, Asian, Black, Hispanic, and 

women farmers; farmers markets and other 

local production; aquaculture; irrigation; 

family farms; use of farmland; and key 

livestock and crop commodities, among 

many other topics 

http://www.agcensus.usda.gov/Publications

/2012/Online_Resources/Highlights. 

NASS also provided more than 250 static 

maps in five broad categories to download 

and use 

www.agcensus.usda.gov/Publications/2012

/Online_Resources/Ag_Atlas_Maps. Many 

of these maps are also available as 

dynamic maps that help users visualize, 

download, and analyze Census of 

Agriculture data in a geospatial context. 

The instructions for accessing and using 

these maps are written in clear, plain 

language 

www.agcensus.usda.gov/Publications/2012

/Online_Resources/Ag_Census_Web_Maps

/Overview/.

The Quick Stats database contains the 

results of the Census and NASS surveys but 

can be hard to decipher. NASS launched a 

tutorial video to help new users access the 

information in April 2014. It remains 

available on YouTube 

www.youtube.com/watch?v=y9CAmhMRi0&feature=youtube_gdata. At 

the same time, NASS posted a glossary 

explaining some of the more difficult terms 

United States Department of Agriculture 29
Plain Writing Act • 2015 Compliance Report

and will add more items over time. Written 

in clear, plain language, the video script 

and glossary terms help guide users through 

NASS’ Quick Stats database. The video 

script was edited and prepared to ensure 

the tutorial communicated technical 

instructions in an easily understood step-bystep manner. The first of its kind for NASS, 

the tool was provided to the public to help 

them learn how to search, access, and 

download Census and NASS survey data. 

The Census of Agriculture data include 

detailed information for statisticians about 

data reliability and Census methodology. 

NASS includes plain, clear language about 

this in their general publications, conveying 

the concept without the detail. The agency

added a section on Census methodology to 

the Census FAQ page of the Web site to 

provide the public with easy-to-understand 

answers to their questions regarding Census 

methodology and data reliability 

www.agcensus.usda.gov/Help/FAQs/Gener

al_FAQs/#3. A blog issued prior to the 

preliminary data release 

http://blogs.usda.gov/2014/02/06/howdoes-ag-census-work also addressed 

Census methodology. 

NASS also undertook a number of focused 

information campaigns around key events or 

Census data sets. 

• To provide complicated statistical 

information about agriculture to 

NASS’ youngest audiences, K-12 

students, it created a mini-campaign 

to highlight “Where Does the Food 

on MyPlate Come From?” Using 

Census data, maps, information from

the USDA MyPlate program, and 

plain writing principles, NASS 

created a poster and blog to serve 

as a resource for teachers and help 

educate students on where food 

United States Department of Agriculture 30
Plain Writing Act • 2015 Compliance Report

items in the five food groups are 

produced in the United States. 

• Most recently, NASS undertook a 

multipronged effort to highlight new 

Census data on farm typology and 

family farms. The campaign 

consisted of NASS employees’ roots 

as family farmers along with a news 

release, infographics, tweets, and a 

Highlights document—all featuring 

the strength and role of family 

farmers. Using plain writing

principles, NASS compressed the 

700-plus page Typology report into 

the “Top 5 Facts to Know about 

Family Farms” and presented them 

in fun and interesting ways for the 

general public. 

• NASS used social media to make the 

information more broadly accessible 

through clearly written blogs posted 

on Facebook and clear, frequent 

Twitter posts.

Target Audiences: Policymakers,

stakeholders, community-based 

organizations, academics, media, farmers 

and ranchers, and the general public. 

Members of these groups have varying 

levels of experience with Census and NASS 

data, but, for many, the collateral materials 

that help make the data understandable 

and accessible are the primary source of 

information.

The Census of Agriculture Web site, infographics, 

Highlights, and other materials created for general use all 

convey in accessible terms (appropriately for the product) 

the data and complex methodology that is part of the 

Census report. All of these items help frequent, 

occasional, and first-time users understand and use NASS 

data. The challenge in discussing precise statistical data 

in popular, readable terms is to convey complex nuanced 

information in ways that have broad appeal and interest. 

As a statistical agency concerned with precision but 

aware of the need to reach a broad audience, NASS 

works constantly at achieving this balance. 

During this period, NASS made the Census Web site 

increasingly transparent and easy to navigate. 

Throughout the data collection period, NASS provided 

up-to-date information and clarifications in response to 

issues that arose from incoming calls or from enumerators 

reporting from the field. When data collection closed, 

NASS transitioned to providing notification on when 

results would be available and other measures to continue 

to engage agriculture producers and other data users. 

Visitor traffic to the Census Web site increased 

70 percent during the month of the Census data release.

The various tools and documents, individually and 

together, helped to give a broad range of users easy 

access to the more than six million data items in the 

Census. These materials are expanding NASS’ data user 

community and helping it become more engaged with the 

agency.

Immediate results indicating improved outreach, ease of 

understanding, and access to information were increased 

audiences, news stories using and citing NASS data, Web 

hits to the data, and re-use of infographics and written 

materials to tell the story of U.S. agriculture. Some results 

by the numbers are below:

• By the end of the year, more than 5,000 media 

stories cited NASS or Census data;

• Infographic images have been viewed more than 

50,000 times and continue to generate a lot of 

interest on both Facebook and Twitter;

• A series of maps from a Census poster, “Where 

Does the Food on MyPlate Come From,” has been 

United States Department of Agriculture 31
Plain Writing Act • 2015 Compliance Report

viewed more than 24,000 times on Flickr; and

• Two stories featuring census data on local foods 

and renewable energy that NASS wrote for wire 

service distribution have been picked up and 

published by a combined 5,000-plus local outlets. 

Marketing materials (cover letters and 

background sheets) to promote survey 

participation. These materials accompany 

the individual surveys mailed to producers. 

Since 2012, NASS has revised the materials 

for each survey to speak more directly to 

those it is asking to respond. As NASS

plans each survey, it continues to make 

improvements to speak more directly to 

respondents, asking them to participate and 

telling how the survey results benefit them. 

Background sheets describe in simple, clear 

terms what the survey is, how to respond, 

NASS confidentiality regulations, and whom 

the information benefits.

This year, NASS also started incorporating 

cognitive research into some survey 

planning activities to test the messaging of 

its marketing materials. For two surveys,

NASS tested pre-suvey and reminder 

letters, as well as postcards that were 

mailed directly to respondents. The agency

incorporated changes to the language 

based on the research findings. 

Target Audience: Respondents (most often 

agricultural producers or businesses) NASS 

asks to participate in surveys. NASS 

conducts more than 400 such surveys per 

year—some reach a few hundred; others 

reach hundreds of thousands.

Increased comprehension and customer satisfaction. 

NASS now writes these materials in a direct, clear style 

with the recipients’ concerns in mind: what producers want 

and need to know. 

Web pages of individual programs. NASS

has rewritten some of its more complex 

program Web pages specifically to be 

more accessible to a wider range of users. 

NASS also created new pages for new 

survey programs such as the Current 

United States Department of Agriculture 32
Plain Writing Act • 2015 Compliance Report

Agricultural Industrial Reports Survey, a new 

monthly survey program the agency has 

started (once conducted by the U.S. Census 

Bureau). These new pages are written in 

plain language to provide quick access to 

key information and monthly data on this 

new NASS survey program. 

Target Audience: All users. 

NASS plans to do more of this as the opportunity arises in 

the short term, especially with even more new survey 

programs on the horizon. NASS is also in the process of 

conducting a usability study, getting feedback from users 

on the features that help and hinder Web access. After 

the usability study, NASS will work with an appropriate 

outside contractor to reorganize and rewrite the Web site

to be even more directly accessible and reader- and 

user-friendly. 

News releases, Agricultural Statistics Board

Notices, a new series of short publications 

http://www.nass.usda.gov/Publications/Hig

hlights/index.asp, and one-off publications 

such as an agency brochure, program 

brochures, etc. 

Target Audience: Press and the general 

public

NASS has long focused on writing these core products for 

a broad audience but is giving extra attention to key 

plain writing principles. The agency writes all such 

publications using plain, direct language.

Tweets, Facebook, and blog posts. NASS 

began a year-long series of weekly blogs 

in May 2014, featuring Census of 

Agriculture data on the 50 U.S. 

States. Focusing on one State per week, the 

series ended in May 2015, having 

highlighted both large-scale agriculture and 

interesting snippets about lesser known 

specialty commodities, thereby lending color 

and character to the U.S. Census agriculture 

data. The series was posted on the USDA 

Blog and USDA Facebook page for 

maximum reach and sharing. NASS also 

continually tweeted out data and 

information on Twitter using the #AgCensus 

hashtag. The tweets increased engagement 

with followers and provided data to many 

new and expanded audiences in a quick 

and easy-to-digest manner.

Target Audience: Social media users, 

including more than 22,000 people who 

currently follow NASS on Twitter.

NASS used clear and direct writing principles for all its

social media communications. After the first week of the 

Census release, Twitter posts reached 5.8 million 

impressions. In addition, the #AgCensus hashtag was 

used more than 1,700 times in one week, and NASS 

received more than 250 retweets during that time. 

During the year following the Census release, NASS has 

established more than 6,000 new Twitter followers, 

expanding and engaging a larger audience. In 2014, 

NASS tweets surpassed 11 million impressions and have 

been re-tweeted more than 3,200 times.

Infographics. Commonly seen in 

communications today, infographics are 

used to help communicate complicated or 

United States Department of Agriculture 33
Plain Writing Act • 2015 Compliance Report

detailed statistical information in an easily 

understandable manner. Following the 

success of the Census of Agriculture 

infographics, NASS began to create topical 

infographics featuring NASS survey data 

around holidays and other targets of 

opportunity. Examples include, Halloween 

Sweet Stats (with production data on 

sugarcane, apples, and peanuts), 

Thanksgiving by the Numbers (with data on 

the foods farmers grow for the Thanksgiving 

meal), and Happy Holidays! (featuring 

data on ingredients in the much loved and 

maligned fruit cake).

Target audience: A broader public than 

NASS usually reaches with its agriculture 

and farm data.

NASS used plain language writing principles for its

infographics, focusing on short, simple text, and creative 

graphics and illustrations to display the data. The 

infographics were primarily designed for use on social 

media where the expected impact was successfully 

achieved. Of these holiday infographics, key results 

include the Halloween infographic reaching more than 

112,000 impressions in a few hours and being named 

one of the Top Most Influential Government Tweets for 

October 31, 2014, by Measured Voice. The Thanksgiving 

infographics reached 300,000 Facebook users. 

Natural Resources Conservation Service (NRCS)

Document Plain Writing Improvements/Expected Impact

Annual Reports

Distributed through: Direct mail, employee 

Intranet, public Web site, email; displayed 

in office; distributed at events, 

Target Audience: Employees, public, 

agricultural producers 

Potential Audience: Unlimited

No acronyms are used unless they are spelled out in first 

use. Use of simplified sentences, reduction in use of 

technical terms when there is an alternate (easier-tounderstand) word, will result in better understanding of 

conservation programs.

Banner Stands/Displays/Exhibits

Displayed at events, meetings, conferences, 

and expos

Target Audience: Agricultural producers, 

employees, potential employees, agriculture 

producers, conservationists, private 

landowners

Potential Audience: Unlimited

No acronyms used unless defined; fewer words and more 

visuals are used, resulting in better understanding of 

conservation programs.

United States Department of Agriculture 34
Plain Writing Act • 2015 Compliance Report

Booklets and Publications

Made available in offices, distributed at an 

event, and on a public Web site 

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners

Potential Audience: Unlimited

Reduction in use of technical terms when there is an 

alternate (easier-to-understand) word, more visuals, 

updated examples and better instructions. Publications 

are easier to read, resulting in fewer questions about 

programs and policies.

Conservation Initiative Reports

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Clear, concise writing, making it easier for people to 

understand NRCS’ programs and benefits of soil 

conservation to ecosystems, the water supply, air and 

water quality, and wildlife habitat.

Correspondence

Distributed through: Direct mail, email

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Letters are more direct, and clear, common language is 

used more. There is better understanding of the content, 

resulting in fewer questions and a better comprehension 

of NRCS’ programs and policies.

Direct Mail

Distributed through: Direct mail

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners

Potential Audience: Unlimited

Using more familiar words, which allows for a better 

understanding of programs, resulting in an increase in 

program participation and a reduction in questions.

Directives

Distributed through: Email, employee 

Intranet, Web site

Target Audience: Employees

Potential Audience: 10,379

Clarity of message, better understanding of procedures, 

fewer questions, overall savings due to greater efficiency.

Emails, tweets, blogs and other social media

Distributed through: Emails

United States Department of Agriculture 35
Plain Writing Act • 2015 Compliance Report

Target Audience: Employees, public, 

agricultural producers, partners

Potential Audience: Unlimited

Clear, concise writing, making it easier for people to 

understand benefits of soil conservation programs.

Fact Sheets

Distributed through: Email, direct mail, 

public Web site, and handed out at events

Target Audience: Unlimited

Using more familiar words, allowing for a better 

understanding of programs, resulting in an increase of 

applications and a reduction of questions.

Feature Articles/Success Stories

Distributed through: Public Web site, blogs, 

email, media

Target Audience: Public, agricultural 

producers, employees, conservationists, 

private landowners

Target Audience: Unlimited

Shorter, clearer messages enable better comprehension 

of subject.

Guidance/Handbooks for Program 

Applicants

Distributed through: Public Web site, email, 

public events, employee Intranet, and direct 

mail 

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Reduced use of jargon, technical terms, and acronyms 

without definitions. Clearer guidance for program 

implementation, application process, and program 

compliance requirements. 

Legislative Fact Sheets

Distributed through: State Web sites, 

events, email

Target Audience: Public, Congress, 

agricultural producers, employees, 

conservationists, private landowners, 

government officials

Potential Audience: Unlimited

Consolidated, concise language about conservation 

activity and programs provides clear, useful information 

about conservation by State.

National Bulletins

United States Department of Agriculture 36
Plain Writing Act • 2015 Compliance Report

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees

Potential Audience: 10,379

Employees have a better understanding of organizational 

decisions, resulting in fewer questions.

National Instructions

Distributed through: Employee Intranet, 

public Web site

Target Audience: 10,379

Clear instructions and information provide employees with 

better understanding of processes and expectations in 

order to achieve effective and efficient program 

management.

News Releases and Media Advisories

Distributed through: Traditional media, 

social media, public Web site, email, events, 

State and National Web sites, partner Web 

sites

Target Audience: Agricultural producers, 

conservationists, private landowners, 

general public 

Potential Audience: Unlimited

Clear writing provides better understanding by the public 

and employees alike of the importance of conservation 

generally and NRCS conservation programs in particular.

Newsletters

Distributed through: Email, public Web site, 

employee Intranet

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Articles are written in plain language, communicating 

NRCS’ success partnering with landowners to implement 

conservation practices. Text is easy to read, clear, and 

concise.

Posters

Displayed in offices, public events, and 

employee meetings

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Clear message displayed through design and graphics 

for ease of reading and comprehension of conservation 

programs and accomplishments.

United States Department of Agriculture 37
Plain Writing Act • 2015 Compliance Report

PowerPoint® Presentations

Distributed through: employee meetings 

and events; public meetings and events 

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Shorter and more concise presentations allow for more 

information sharing.

Practice Standards

Distributed through: Employee Intranet, 

public Web sites

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Using less scientific and more direct and simplified 

language to help program participants and applicants to 

better understand the requirement standards for program 

implementation.

Public Service Announcements

Distributed through: Radio, TV, YouTube, 

partner Web sites

Target Audience: Public, agricultural 

producers, conservationists, private 

landowners, government officials

Potential Audience: Unlimited

Using clearer language, NRCS is able to reach broader 

and more diverse, historically underserved communities 

with information about conservation and conservation 

programs. 

Resource and User Guides

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners, government 

officialsPotential Audience: Unlimited

Clear language describing practices and procedures 

promotes a greater understanding of processes and 

fewer questions.

Snow Survey Reports

Distributed through: Employee Intranet, 

public Web site, email

Target Audience: Employees, public, 

United States Department of Agriculture 38
Plain Writing Act • 2015 Compliance Report

Rural Development (RD)

Document Plain Writing Improvements/Expected Impact

The Rural Housing Service distributed Plain 

Writing publications throughout the 

department and to its customers. 

Staff and customers were able to communicate better 

and build stronger relationships. 

Office of the Assistant Secretary for Civil Rights (OASCR)

Document Plain Writing Improvements/Expected Impact

Uniform Complaint Form 

Target Audience: USDA employees and the 

public 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Reporting data in a clear, concise manner with less 

technical jargon makes it easy to understand. 

Soil Survey Reports

Distributed through: public Web site, 

Intranet, email

Target Audience: Employees, public, 

agricultural producers, conservationists,

private landowners

Potential Audience: Unlimited

Reporting data in a clear, concise manner with less 

technical jargon makes it easy to understand. 

Speeches and Talking Points

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners

Communicating data and information in a clear and 

concise manner using less technical jargon so the audience 

can understand the topics.

Technical Notes and Reports

Distributed through: public Web site, 

employee Intranet, direct mail

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Less technical jargon is used, and all acronyms are 

defined. Language is more consistent and easier to 

understand. 

United States Department of Agriculture 39
Plain Writing Act • 2015 Compliance Report

OASCR has ensured that all agency documents are 

written in a clear, concise, and well organized manner. 

The agency’s communication materials are easy to 

understand and written so that all interested parties can 

comprehend their meaning and impact. 

One Page How-to Guide on How to File a 

Program Complaint 

Target Audience: Public 

This was created to clearly explain in direct terms the 

process by which a USDA customer who feels they have 

been discriminated against can file a program complaint. 

Correspondence (General), letter, via U.S. 

mail or email 

Target Audience: Members of Congress 

and members of the public 

As OASCR writes and clears letters, writers and editors 

use plain language. Examples include using active voice 

and shorter sentences, explaining technical terms, 

eliminating wordiness, and writing to the specific 

audience. 

Postings on Agency Website

Target Audience: General public 

Improved understanding and clarified terminology.

Office of Budget and Program Analysis (OBPA)

Document Plain Writing Improvements/Expected Impact

Departmental Regulation 1512 – Regulatory 

Decision Making Requirements (USDA 

internal guidance for the drafting, 

requirements, and clearance of 

departmental rulemakings proposed for 

publication). 

Target Audience: 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, particularly with rulemaking 

preambles that are to be written in a 

manner that is “simple and easy to 

understand” as required in OMB’s “Final 

Guidance on Implementing the Plain Writing 

Act of 2010.”

The 1512 regulation is currently being revised. The 

current draft revision incorporates the Plain Writing Act 

as a requirement for USDA reviewers when reviewing all 

significant departmental regulations for programmatic 

accuracy and completeness. In addition, the current 

draft revision incorporates the Office of Management 

and Budget’s Final Guidance on Implementing the Plain 

Writing Act of 2010, requiring that rulemaking 

preambles be written in a manner that is “simple and 

easy to understand.”

United States Department of Agriculture 40
Plain Writing Act • 2015 Compliance Report

Office of Communications (OC)

Document Plain Writing Improvements/Expected Impact

National Press Releases 

Target Audience: The general public

OC does final review for plain language of agencywritten releases that convey information of national 

importance to consumers, those in agricultural industry, 

academia, the press, and other stakeholders.

Media Advisories 

Target Audience: Selected media

OC alerts media outlets to upcoming USDA events and 

news announcements in direct language/media coverage. 

Communications like USDA “Results” Fact 

Sheets/ Farm Bill Fact Sheets/ Farm Bill 

materials and information 

Target Audience: The general public

OC conveys facts in plain language and in succinct 

format, resulting in increased comprehension and customer 

satisfaction. 

Captions on photos posted to USDA’s Flickr 

site on the homepage

Target Audience: Press and general public

OC writes clear captions that concisely convey the event 

behind the photo/photos and captions that may be 

reproduced by media and others.

Web pages, including USDA’s homepage, 

Facebook, Twitter, YouTube, and blogs 

Target Audience: The general public

OC presents Web pages and social media in plain, 

conversational language so that these communications are 

informational and engaging, resulting in increased 

comprehension, public accessibility, and customer 

satisfaction.

Secretary/Deputy Secretary speeches 

posted to “Transcripts and Speeches” section 

of USDA Web site.

Target Audience: Specific stakeholders, 

interest groups, and general public 

OC writes speeches on complex subjects in clear, direct 

language, resulting in increased comprehension of USDA 

messages and customer satisfaction.

Publications 

Target Audience: Public stakeholders and 

policymakers

OC does final review for plain language of all agencywritten publications released to the public, resulting in 

increased comprehension and customer satisfaction

Text accompanying radio stories and audio 

and video content posted to USDA Web site 

and text accompanying videos posted to 

YouTube

Target Audience: Specific stakeholders and 

the general public 

OC writes clear summaries of stories and interviews, 

resulting in increased comprehension and accessibility for 

the general public and for broadcast media that may 

pick up stories and audio and video content.

United States Department of Agriculture 41
Plain Writing Act • 2015 Compliance Report

Text accompanying exhibits, displays, and 

signage prepared for agency use in visitor 

centers, conferences, and other outlets

Target Audience: Specific stakeholders and 

the general public

OC captions and summarizes display information in plain 

language, resulting in increased comprehension and 

customer satisfaction.

Office of the Chief Information Officer (OCIO)

Document Plain Writing Improvements/Expected Impact

Communication materials, publications, forms, 

and correspondence developed and 

released by each of the eight OCIO offices 

are available and accessible to employees 

and the public through OCIO’s public-facing 

Web sites.

Target Audience: OCIO policy directives, 

guidance, and correspondence developers, 

and individuals that manage Departmentwide functions. Serves approximately 60 

internal users, the general public, and media 

representatives. The potential audience is 

unlimited.

OCIO’s practice is to apply Plain Writing principles and 

guidelines to its documents, letters, notices, and other 

written material. OCIO updates and revises its directives 

and guidance using these principles to ensure that they 

are readable and understandable.

Posted Plain Writing Resources on USDA’s 

Web site—this is a public-facing Web page

that can be viewed and utilized by any 

OCIO employee and the general public.

Target Audience: All writers and reviewers 

of departmental documents.

Approximately 500 users

The Plain Language checklist and writing guide are now 

part of the process to create and review OCIO 

documents, resulting in increased knowledge of 

departmental policy and guidance. Clear, concise writing 

and the use of graphics without the use of jargon results in 

better understanding of OCIO’s mission, objectives, and 

goals. OCIO strives to implement a common approach to 

bringing clarity and consistency to its new or revised 

correspondence, documents, and Web sites. 

Office of the Executive Secretariat (OES)

Document Plain Writing Improvements/Expected Impact

Secretarial correspondence and reports

Target Audience: Congress; local, State, 

and international governments; stakeholders; 

and the general public

OES reviews all secretarial correspondence and reports 

requiring the Secretary’s approval to ensure that the 

materials are clear, concise, and well organized.

United States Department of Agriculture 42
Plain Writing Act • 2015 Compliance Report

Office of the General Counsel (OGC)

Document Plain Writing Improvements/Expected Impact

Accessible Electronic Documents

Target Audience: All OGC employees

Increased Accessibility of documents

OGC Highlight, distributed through email

Target Audience: OGC employees and 

USDA staff

OGC has prepared a newsletter that is written in a clear 

and concise manner for OGC employees in order to 

highlight significant legal issues, programs, and events; to 

introduce new employees; and to facilitate employee 

involvement. 

Correspondence OGC assists USDA agencies in reviewing and editing of 

responses/letters that are clear and more succinct.

Office of the Inspector General (OIG)

Document Plain Writing Improvements/Expected Impact

OIG produces documents that it makes

available to the public on its Web site 

(http://www.usda.gov/oig/index.htm). 

OIG’s written products include audit reports, 

its semi-annual reports to Congress, as well 

as its management challenges, annual plans, 

testimonies for Congress, and other 

documents.

Target Audience: USDA, agencies, Congress, 

and the general public

OIG has always strived to communicate plainly, clearly, 

and directly. The Plain Writing Act provides resources 

and a means to formalize those efforts, and also 

reinforces the necessity of clear communication.

United States Department of Agriculture 43
Plain Writing Act • 2015 Compliance Report

3. Plain Writing Outreach to USDA 

Employees

INTRODUCTION

Successful implementation of the Plain Writing Act requires a workforce that is well-informed 

about the principles of the Act. USDA’s agencies have made considerable efforts to convey the 

importance of plain writing to their employees.

EMPLOYEE OUTREACH: ACTIONS TO DATE

The following lists show examples of awareness strategies within agencies regarding the 

importance of plain writing. 

Agricultural Marketing Service (AMS)

• AMS organized a Plain Language Team consisting of the Agency’s Senior Plain Writing Official 

and Plain Writing Coordinators from each of the Agency’s Program areas that produce the most 

covered documents, including regulations.

• AMS has developed and deployed its own Plain Language Intranet site to raise employee 

awareness about the Plain Writing Act and its requirements. The site also contains resources that 

employees can refer to when preparing and reviewing documents for public distribution and use.

• The AMS Administrator sent an email to all employees informing them about the Plain Writing Act 

of 2010, and the Agency’s commitment to communicate with our stakeholders, partners, and the 

public using the principles of Plain Language.

• AMS’ Transportation and Marketing (TM) Program has developed plans to institute regular 

meetings for managers of cooperative research agreements to develop a consistent format for 

progress reports and to increase the number of research outputs that are written in Plain 

Language. The TM Writer-Editor conducts reviews of materials and provides immediate 

feedback to authors on the Plain Language requirements.

Agricultural Research Service (ARS)/National Agricultural Library

• ARS has also initiated a pilot Story Circle writing exercise (10 weeks, 1 hour/week) with some of 

its scientists to aid researchers in honing their writing skills (of plans, reports, etc.). If successful, an 

internal campaign will be developed to spread the word and make this training available to 

other agency scientists.

• From January to September 2014, NAL staff conducted an audit of all Web content. Checking 

for plain language was a requirement of the process. Plain language guidelines were provided 

to all staff to be used in their content revisions as a result of the audit.

United States Department of Agriculture 44
Plain Writing Act • 2015 Compliance Report

Animal and Plant Health Inspection Service (APHIS)

• APHIS provides Intranet writing guides for all staff members, including information about the Plain 

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

• The agency emphasized the importance of plain language by sharing the results of USDA/APHIS’ 

2013 Plain Language report card with all APHIS employees on the agency Intranet via a 

recorded audio message. The message talked about the importance of plain language to an 

informed electorate and the agency’s ability to successfully accomplish its work.

• In November 2013, APHIS granted an interview with three agency staff members for a Baltimore 

Sun news article about plain writing in the Government; the story discussed APHIS’ strides in the 

area of plain language by showcasing Legislative and Public Affairs’ (LPA) work on Hungry Pest 

publications and other agency efforts.

• In March 2014, APHIS’ Publications Editor created a one-page handout, “Plain Language Tips for 

Publications,” for LPA staff and attended a Public Affairs staff meeting to distribute the handout, 

discuss/promote plain language initiatives, and answer questions. This effort sparked even more 

focus and awareness staff-wide on plain language and further supported plain writing at APHIS.

• On several occasions, APHIS plain language advocates have discussed plain language at staff 

meetings with agency scientists.

• APHIS Public Affairs included the “Introduction to Plain Language” AgLearn course as required 

staff training for public affairs specialists in FY 2014.

Economic Research Service (ERS)

ERS discussed the Act with the agency’s trained and professional editors who review every item 

before it is released. ERS has also included plain writing training in its presentation training, 

media training, and writing training sessions for employees. ERS has also developed and 

distributed a thorough writing guide for the agency’s economists (Writing Research Reports @ 

ERS). This guide is also available on ERS’ agency Intranet.

Food Safety and Inspection Service (FSIS)

• FSIS promoted and pilot tested a plain language writing checklist that was targeted toward FSIS’ 

Office of Investigation, Enforcement, and Audit. The list was distributed and used to write, review, 

and enhance written communications office-wide. FSIS posted information on plain language and 

requirements of the Plain Writing Act on the Office of Program and Policy Development 

SharePoint® site.

• FSIS has incorporated plain language writing concepts into its performance standards. FSIS has 

also promoted a plain language writing checklist that is targeted toward FSIS’ Office of 

Investigation, Enforcement, and Audit. The list has been distributed and is used to write, review, 

and enhance written communications office-wide.

Foreign Agricultural Service (FAS)

FAS has communicated with USDA employees through FAS Intranet announcements, all-employee 

emails, and the FAS public Web site http://www.fas.usda.gov/.

United States Department of Agriculture 45
Plain Writing Act • 2015 Compliance Report

Forest Service (FS)

• The Chief of Staff, acting on behalf of the Forest Service Chief, appointed a national coordinator 

for Plain Writing Act implementation. The coordinator is a professional writer/editor who works 

for the Chief’s Office, drafting speeches and other documents for the Forest Service Chief. Two 

more national coordinators volunteered to help, both professional writer/editors—one in the 

Forest Service’s national Office of Communication, and the other in the agency’s national office 

for Research and Development.

• 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.

• The Chief’s Office works directly with the public affairs directors and with staff directors in the 

Washington Office, regularly sending out information on the Plain Writing Act and requesting 

information on Plain Writing Act implementation.

• To help communicate about the Plain Writing Act and to make related resources available, the

Chief’s Office set up a Plain Writing Act Web page on the Forest Service’s Intranet Web site. On 

the Web page, the Chief’s Office has posted a checklist prepared by USDA, tailored to 

Forest Service needs, to help writers use plain language.

• The Chief’s Office also announces 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.

• In updating the Forest Service’s Plain Writing Act Web page, the Chief’s Office added a link to 

the kinds of Forest Service documents and other materials that are covered by the Plain Writing 

Act. 

• USDA’s online training program, called AgLearn, has more than a dozen writing-related training 

courses that employees can take, most of them 1-hour long. The Forest Service’s coordinator for 

Plain Writing Act implementation personally took 13 writing-related AgLearn courses and briefly 

described each one in a summary page linked to the Forest Service’s Plain Writing Act Web 

page.

• The Forest Service’s local and regional coordinators for Plain Writing Act implementation have 

been notifying employees of the Plain Writing Act and its requirements. 

o The Albuquerque Service Center added a link to the USDA Plain Writing Web page from 

its CFO Employee Web page.

o The Northern Region (Montana, the Dakotas, and northern Idaho) held a workshop for 

Public Affairs Officers on how to communicate Plain Writing Act requirements to seasonal 

and field employees. The regional office regularly reminds staffs about guidance 

available for Plain Writing Act implemention, with links to the guidance on the Region’s 

internal Web sites.

o In the Rocky Mountain Region (Central Rocky Mountains)—

 The Grand Mesa, Gunnison, and Uncompahgre National Forests have posted 

AgLearn courses to help employees find training opportunities in plain writing.

 The Arapaho and Roosevelt National Forests and Pawnee National Grassland 

have posted links to plain language information.

United States Department of Agriculture 46
Plain Writing Act • 2015 Compliance Report

o In the Pacific Southwest Region (California and the Pacific Islands)—

 The Regional Office sent notification of Plain Writing Act requirements to all 

Regional Leadership Team members and public affairs officers, along with a link to 

writing-related AgLearn courses. The Region’s public affairs staff continues to 

notify employees of the Plain Writing Act and its requirements. 

 The public affairs officer on the Inyo National Forest works with staff officers and 

district rangers to ensure compliance with Plain Writing Act requirements and to 

communicate the availability of training opportunities through AgLearn for 

employees.

 The Los Padres National Forest in California emphasizes plain writing in all of its 

messages, both internal and external, and encourages writing-related educational 

development for employees through the AgLearn program.

 In the Eastern Region (the Northeast and Upper Midwest), the Public and 

Government Relations staff in the Regional Office stresses the need for other staffs 

that write briefing papers and other documents to follow Plain Writing Act 

guidelines using materials on the USDA Plain Writing Act Web site.

o The Alaska Region emphasized plain writing and Plain Writing Act requirements in two job 

outreach brochures and in an outreach storyboard for its Web site.

o At the Forest Products Laboratory (FPL), plain language processes incrementally put in 

place are bearing fruit. Much of the outreach and communication that reaches the 

agency’s desks is already in very readable form. The relentless messaging from 

supervisors to keep it simple wherever possible is taking root. The FPL Office of 

Communications takes the approach that science is only as good as the people who 

understand it. 

Farm Service Agency

FSA reviewed and updated 2014 Farm Bill external communications to staff and customers. 

Efforts were undertaken to conform to plain writing principles in 2014 Farm Bill documents, 

including fact sheets, notices, Web-based communications, and associated materials. Ongoing 

monitoring of these materials occured to ensure that updated information is provided on a 

periodic and systematic basis. Careful attention was paid to avoid oversimplification of technical 

terms where such efforts may change the accuracy of the meaning of such terms, or the 

interpretation of such terms by specialized audiences.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

• From December 2014 to January 2015, GIPSA conducted training for 20 employees and 

20 supervisors and managers who regularly use writing for their jobs. The training covered 

standard grammar and writing issues that are common concerns of both groups. The agency also 

discussed writing for your audience. As an outcome, GIPSA identified writing resources such as 

the Government Printing Office and the Plain Language writing Web site, which participants were 

encouraged to use.

• In the April newsletter for agency employees, the agency provided an announcement to all 

employees about writing resources, including the Plain Language writing Web site. 

United States Department of Agriculture 47
Plain Writing Act • 2015 Compliance Report

• Where appropriate, GIPSA encourages employees to complete classroom writing classes; three 

employees took regulatory writing with the Regulatory Group.

National Agricultural Statistics Service (NASS)

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

Writing Checklist (issued October 2011).

• NASS created a Web page on the agency Intranet that provides information on the Plain Writing 

Act and directs staff to resources available at http://www.PlainLanguage.gov and 

http://www.usda.gov/plain-writing. (Now on SharePoint, the internal Web page was created 

October 2011.)

• The NASS internal Web page contains a series of one-page quick tips on key aspects of the Plain 

Writing Act, expanding on elements in the Plain Writing Checklist. These were distributed 

periodically to all staff via email. Additional tips were distributed through the weekly leadership 

memo to field staff and published in Round-Up, the agency internal newsletter and blog, and 

were distributed through email and the weekly leadership memo to field staff. 

• In 2014, the agency provided guidance to Headquarters and field staff on how to write 

Highlights, fact sheets, and other outreach materials about the 2012 Census of Agriculture in 

clear, direct language. As States created customized Census products, this helped to expand the 

emphasis on plain writing from national publications to State publications, as well.

• Throughout the year, statisticians from across the agency had the opportunity and need to write 

information in a more general style (in the form of Highlights, infographic vignettes, articles, 

PowerPoint presentations, and summaries). Working with the Public Affairs Office staff, they 

learned to consider what the reader is looking for and how to report on the data using fewer, less 

technical words.

• In 2015, NASS hopes to involve statisticians in producing some of the same kinds of materials and 

language in reports about its regular agricultural surveys as used in reporting about the Census. 

This will include a data visualizatiaon project to communicate survey results more clearly, sets of 

infographics for another collection of statistical reports, and online and printed Highlights for 

some surveys. 

Natural Resources Conservation Service (NRCS)

• The agency distributed a National Bulletin (NB 130-13-1) to all employees, outlining the 

requirements of the Act and requesting data and updates nationwide.

• NRCS provides plain writing resources and training to writers.

• The agency updated its Correspondence Manual to include a section, with resources, dedicated to 

plain writing. 

• The NRCS Plain Writing team communicates regularly with Public Affairs Specialists, Executive 

Correspondence Management Team members, administrative staff, and agency leadership in 

order to maintain an ongoing dialogue about the importance of plain writing and to provide 

plain writing resources. 

• Maintains an ongoing dialogue about the importance of plain writing to effective implementation 

and management of conservation programs.

United States Department of Agriculture 48
Plain Writing Act • 2015 Compliance Report

• Added a Plain Writing Coordinator to the agency’s Plain Writing team. 

• NRCS had a top-level, daylong meeting June 11 on Correspondence Improvement. Plain Writing 

was central to the agency’s discussion about improving correspondence generally. 

• A Plain Writing link will be placed on the NRCS home page the second week of July.

National Institute of Food and Agriculture (NIFA)

• The agency worked with senior leaders to require all NIFA employees who work with grants to 

complete plain writing training via AgLearn.

• NIFA edited Requests For Applications templates to ensure compliance with the Act.

• The agency trained members of the Web Team and Web Team Unit Liaisons in plain writing.

• Also, NIFA trained three new members of the Communications Staff (CS), two CS interns, and two 

CS contractors in plain writing.

Rural Development (RD) 

• The Rural Housing Service (RHS) Administrator sent an email to all RHS employees, reminding them 

of the importance of using plain language in all of their communications and the impact it can 

have on the agency’s programs. 

• Information about plain language resources was also circulated. 

• Staff was offered the opportunity to meet with Plain Writing Coordinators for a review of plain 

writing language, compliance, and the agency expectations when working with the public. 

• RHS is working with Plain Writing Coordinators to design a workshop for staff that will provide 

additional Plain Writing techniques, tools, and resources for the workplace; improving the quality 

of communication with the public and those that the agency serves. 

Office of the Assistant Secretary for Civil Rights (OASCR)

• All OASCR documents are reviewed and edited by the Plain Writing Official and Plain Writing 

Coordinator to ensure compliance with the Plain Writing Act. 

• OASCR staff is encouraged to take writing training via AgLearn. 

• OASCR distributes information about the Act in staff meetings and via email blast. 

Office of Budget and Program Analysis (OBPA)

OBPA sent several links to share information to help its users find training and learn more about 

Plain Language last year. 

Office of Communications (OC)

• Digital Communications

As the manager of the USDA.gov portal, OC provides guidance to USDA’s 17 agencies, plus 

offices, through the Web Council and Social Media communities. OC provides guidance for 

optimized use of various Web and social media channels, which includes using plain language 

and a conversational tone through popular social media tools, including Facebook and Twitter.

United States Department of Agriculture 49
Plain Writing Act • 2015 Compliance Report

OC also maintains a centralized USDA Blog featuring stories and updates from each mission, 

agency, and office. Through the New Media Strategic Plan, OC provides guidance to USDA 

communicators writing blog posts to use plain language and to avoid bureaucratic jargon, 

legalese, and overuse of acronyms. 

• Press and Editorial

OC works closely with agencies in the final review of news releases and publications. 

Office of the Chief Information Officer (OCIO)

• OCIO regularly informs employees via email and other bulletins, and has subsequently trained 

employees in the Office of Policy & Fair Information Practices, Information Resource Management,

and Enterprise Management, on specific plain writing practices, techniques, and expectations. 

• OCIO developed and deployed its own plain language Intranet site to raise employee awareness

about the Plain Writing Act and its requirements. The Web site also contains resources that 

employees can refer to when preparing and reviewing documents for public distribution and use, 

such as the Plain Language Writer’s Checklists and Plain Language Reviewer’s Checklists. The 

Intranet site also contains USDA’s Plain Writing Implementation Plan, and the Plain Writing 

Compliance Reports for 2011, 2012, 2013, and 2014. Multiple Plain Writing training resources 

are available through this site, as well as through AgLearn, the Department’s one-stop portal for 

employee training. 

Office of the Executive Secretariat (OES)

In late 2014, OES wrote and distributed a correspondence manual to all USDA agencies/offices 

that emphasizes the use of plain language in the Secretary’s correspondence. The manual also 

includes a plain language writer’s checklist, reviewer’s checklist, and training resource list.

OES staff regularly provide guidance on clear writing to agency staff via email, telephone, and 

in-person meetings. OES also provides feedback to the agencies on revisions made by OES to 

specific agency-prepared documents.

Office of the General Counsel (OGC)

OGC plans to publish an article in its OGC Highlights newsletter that outlines information about 

Plain Language and to list writing courses in AgLearn.

Office of the Inspector General (OIG)

OIG informed their entire workforce about the Plain Writing Act via email. Regarding reference 

material that employees use when writing, OIG has also incorporated links to the Act’s resources.

United States Department of Agriculture 50
Plain Writing Act • 2015 Compliance Report

4. Training

INTRODUCTION

In order to implement the Plain Writing Act successfully, USDA’s workforce must be trained. 

USDA’s agencies have provided many opportunities for employees to become educated about 

plain writing principles

WHO WE’RE TRAINING

Training in plain writing principles is available to USDA employees; thousands have been 

educated.

HOW WE’RE TRAINING THEM

Both online and in-person training have been provided.

Agricultural Research Service (ARS)/National Agricultural Library (NAL)

Training/Date Employees Trained

AgLearn Plain Writing Training Module

Date: Ongoing since 2013

2,714 ARS employees 

In-house Training with the Nielsen Norman Group

Dates: March 25 & 26, 2014

Facilitated in-house training on Top Web UX Design 

Guidelines and Complex Web Content at NAL. The 

sessions covered the importance of plain language in 

creating Web content.

Plain Language Workshop (GSA)

Date: June 26, 2014

Web Management Coordinator completed a half-day 

session on the Plain Writing Act of 2010.

25 NAL Web content developers

United States Department of Agriculture 51
Plain Writing Act • 2015 Compliance Report

Animal and Plant Health Inspection Service (APHIS)

Training/Date Employees Trained

In-house face-to-face training

Date: Ongoing

Approximately 185 employees have taken 

and passed intensive courses with 9 hours 

of in-class time and 6 hours of homework. 

Of these employees, more than three 

quarters have taken two additional courses 

with 7 hours of in-class time and 4 hours of 

homework. Each of these classes includes 

extensive exercises and feedback on inclass work and homework. The American 

Council on Education reviewed the courses,

and students who have taken and passed 

all three are eligible for two 

undergraduate semester credits

Approximately 500 people took face-toface writing courses that highlighted plain 

writing principles.

Online training

Date: Ongoing

APHIS recommended sets of online training 

(AgLearn)—APHIS employees have taken 

3,103 of these courses.

Writing coaching

Date: Ongoing

APHIS is pilot testing a Virtual Writing 

Center where trained volunteers coach staff 

members who want one-on-one feedback 

on their writing.

Economic Research Service (ERS)

Training/Date Employees Trained

Plain writing segment at Writing for Economists 

training

Date: November 2014

13 

Plain writing segment at Writing for Economists 

training

Date: January 2015

13 

United States Department of Agriculture 52
Plain Writing Act • 2015 Compliance Report

Food Safety and Inspection Service (FSIS)

Training/Date Employees Trained

In house (agency Staff or contractor) All Office of Investigation, Enforcement, 

and Audit, Enforcement and Litigation 

Division, Federal State Audit Branch

Office of Management (All Minneapolis 

offices)

Training document for Intranet content contributors 

written in plain language to assist users.

Date: November 4, 2011 to Present

Webinars and online training

Introduction to Plain Language (Online Course)

Business Writing: How to Write Clearly and Concisely 

(Online Course)

Investigation Report Writing Best Practices: Effective 

Reports (Writing Clear Reports) (Instructor-led Course) 

OIEA

Foreign Agricultural Service (FAS)

Training/Date Employees Trained

New Desk Officers Writing Briefing Papers 15

New Employees Writing Clear Comments to the 

World Trade Organization

20

Junior Employees Participating in Year-long Training 

Submit Weekly Papers That are Critiqued for 

Substance and Style

25

Forest Service (FS)

The Forest Service works with APHIS to provide professional training in writing through 

plainlanguage.gov. The Forest Service has a professional trained through plainlanguage.gov, who offers 

half-day courses to other agencies in the principles of plain writing. In 2014, the Forest Service’s Plain 

Language instructor trained more than 200 people in other agencies and worked on a small interagency 

team that is revamping the training module used by plainlanguage.gov.

United States Department of Agriculture 53
Plain Writing Act • 2015 Compliance Report

Training/Date Employees Trained

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. Forest Service staffs responded 

by offering training in various forms.

Date: Various, 2011-14

1,500 

The Chief’s Office recommended that all 

Forest Service employees consider adding at least 

one plain writing course to their individual 

development plans. Employees could take advantage 

of training opportunities through USDA’s online 

AgLearn program, which includes more than a dozen 

online modules, such as “Introduction to the Plain 

Writing Act” (30 minutes); “Business Writing: How To 

Write Clearly and Concisely” (1 hour); and “Business 

Grammar: Common Usage Errors.” Forest Service 

staffs committed about 1,200 employees to take at 

least one writing-related training course.

Date: Various, 2012-14

1,500 

Forest Service staffs routinely offer writing-related training to their employees, including the following:

In house (agency staff or contractor)

Date: Ongoing

ca. 90 (Controlled Correspondence staff, 

Washington Office)—periodic informal 

training by professional writer/editors.

In house (agency staff or contractor)

Date: Ongoing

ca. 200 (Northern Research Station [NRS] 

scientists)—Regular CSD Alerts to all NRS 

employees about communication 

procedures and issues, including topics 

related to grammar and plain writing.

External training

Date: March 26, 2015

1 (Human Resources Management)—How to 

Become a Better Communicator, seminar.

Plain Language instructor

Date: November 13, 2014

28 (Washington Office staffs)—half-day 

training in the principles of plain writing.

Plain Language instructor

Date: October 29, 2014

18 (Washington Office staffs)—half-day 

training in the principles of plain writing.

United States Department of Agriculture 54
Plain Writing Act • 2015 Compliance Report

Plain Language instructor

Date: September 11, 2014

29 (Washington Office staffs)—half-day 

training in the principles of plain writing.

External training

Date: December 10, 2014

1 (Human Resources Management)—When 

Bad Grammar Happens to Good People: 

How to Avoid Common Errors in English.

In house (agency staff or contractor)

Date: October 2014

ca. 10 (Lassen National Forest, Almanor 

Ranger District)—NEPA training, 

incorporating plain writing concepts.

In house (agency staff or contractor)

Date: October 2014

40 (Modoc National Forest)—NEPA 

training, with a focus on the principles of 

plain writing.

In house (agency staff or contractor)

Dates: July 22-23, 2014

20 (Pacific Southwest Region)—the 

Regional Office held a 2-day course on 

plain writing.

In house (agency staff or contractor)

Date: 2014

25 (International Programs, Washington 

Office)—day-long workshop in developing 

writing skills, including the principles of 

plain writing.

In house (agency staff or contractor)

Date: 2014

40 (Southern Region)—Principles of Plain 

Language.

In house (agency staff or contractor)

Date: 2014

31 (Southern Region)—Writing for Results, 

Public Affairs Officer conference.

Individual self-taught

Date: 2014

1 (Southern Region)—Professional Writing

External training

Date: 2014

1 (Southern Region)—Written 

Communication

In house (agency staff or contractor)

Date: 2014

10 (Eastern Region)—Public and 

Government Relations staff provided 

training in plain writing for the Air, Water, 

Lands, Soils, and Minerals regional staff at 

the request of staff director.

External training

Date: 2014

5 (Alaska Region)—Classes in writing 

based on the principles of plain language.

In house (agency staff or contractor) 

Date: Since January 2012

Approximately 40 (Employee Relations 

Specialists, Washington Office)—How to 

draft charge/penalties writing

United States Department of Agriculture 55
Plain Writing Act • 2015 Compliance Report

In house (agency staff or contractor) 

Date: Since 8/2011

90 (Business Correspondence staff, 

Washington Office)

In house (agency staff or contractor) 

Date: Since 6/2011

84 (Business Correspondence staff, 

Washington, Office)

In house (agency staff or contractor) 

Date: Since 8/2010

10 (Policy Analysis staff, Washington 

Office)—an hour-long seminar in plain 

writing

Farm Service Agency (FSA)

Approximately 35 key FSA employees have been trained in plain writing.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

Training/Date Employees Trained

Over the last year, approximately 40 GIPSA 

employees completed writing classes. GIPSA 

published an article on writing and plain language in 

the GIPSA newsletter in April 2015. 

GIPSA continues to have ongoing plans to encourage 

communication improvement both in writing and oral 

communications, as both these areas are some of the 

most requested skill development areas on individual 

development plans (IDPs) in GIPSA for employees, 

supervisors, and managers.

GIPSA plans on conducting one or two Webinars in 

plain language or writing basics as identified by 

management. The agency will continue to publicize 

the AgLearn writing courses. 

40

National Agricultural Statistics Service (NASS)

Training/Date Employees Trained

In-house training

Date: Ongoing since July 2012

2 

Online training

Date: Fall/Winter 2011/2012/2013 and continuing

Required of public affairs staff (8 people); 

promoted as available to all staff

United States Department of Agriculture 56
Plain Writing Act • 2015 Compliance Report

NASS created a 2-hour plain writing workshop, 

“Writing Plainly and Effectively: Ten Tips to Clearer 

Writing,” for working groups within NASS to take 

together. The course summarizes key Plain Writing 

principles in ten tips (lessons), using NASS-relevant 

examples.

Date: The first session was held in February 2013. A 

second session was held April 2013, and a third 

session was held for state directors in the Northeast 

Regional Field Office in September 2013. 

Teams with similar writing needs take the 

workshop in small group settings. NASS will 

continue to conduct sessions as opportunities 

allow.

Regular communication with staff through tip sheets, 

internal newsletter, and inserts in weekly leadership 

memo to field offices.

Date: Periodic communication through various means 

All staff

Plain writing guidance for outreach publications 

related to the Census of Agriculture. Throughout the 

year, statisticians who normally write only for 

technical audiences were involved in producing 

simpler documents (Highlights, infographics, 

PowerPoint presentations, articles, and other 

summaries) for more general audiences.

Headquarters and state staff. 

In 2015, NASS plans to return to training teams in the 

principles of plain writing, and to expand many of the 

tools and opportunities used in Census of Agriculture 

dissemination to selected aspects of the survey 

program.

Headquarters and state staff.

Natural Resources Conservation Service (NRCS)

Training/Date Number of Employees Trained or 

Impacted

Updated NRCS Plain Writing Contacts to include a 

Plain Writing Web Coordinator, bringing the number 

of NRCS Plain Writing Coordinators to 4 – May 4, 

2015 

All agency employees (10,379)

Training, continuing dialogue, one-on-one information 

sharing and direction for Executive and Administrative 

Staff, Subject Matter Experts. Training to be 

conducted quarterly or more frequently if needed. 

NRCS had scheduled a training for no later than

June 12, 2015.

Headquarters wide (approximately 400)

United States Department of Agriculture 57
Plain Writing Act • 2015 Compliance Report

Renewing agency clearance process for documents to 

include more accountability for clarity of the 

documents.

May 11, 2015

Headquarters wide (approximately 400)

NRCS Plain Writing Webinar, Business Grammar: 

How to Write Clearly and Concisely; Know Your 

Readers; Parts of Speech; Working with Words; 

Punctuation; Sentence Structure; Sentence 

Construction; Mechanics of Writing; Common Usage 

Errors; the Writing Process; How to Write Clearly, 

Effectively and Professionally; Editing and 

Proofreading

Date: Completed in AgLearn as of May 7, 2015

All agency employees (some taking more 

than one course), conservation partners, 

partners and students (11,270)

Plain Writing resources and training made available 

to NRCS employees through the agency’s Executive 

Correspondence Management Team. NRCS 

leadership provides employees with regular plain 

writing updates and direction to maintain plain writing 

as a priority with customer service and program 

implementation.

All agency employees (10,379)

National Institute of Food and Agriculture (NIFA)

Training/Date Employees Trained

In-house training for Web Development Team Unit 

Liaisons, new Communications Staff (CS) members, CS 

interns, and CS contractors

Date: November 18, 2014

22

RMA (Risk Management Agency)

Training/Date Employees Trained

Online Courses in AgLearn:

• Introduction to Plain Language

• Business Writing: Know Your Readers and 

Your Purpose

• Business Writing: How to Write Clearly and 

Concisely

415 

 8 

 5 

United States Department of Agriculture 58
Plain Writing Act • 2015 Compliance Report

Rural Development (RD) 

Training/Date Employees Trained

Manager’s Review/Training:

March 4, 2015

Plain Language training focused on program 

descriptions and requirements to meet Plain Writing 

standards. 

AgLearn Plain Writing; On-Site RHS-Single Family 

Housing Plain Language Training

RHS employees completed either the AgLearn Plain 

Language Course or the Single Family Housing OnSite Plain Language Course.

Date: Jan/Feb/Mar/Apr

10

Office of the Assistant Secretary for Civil Rights (OASCR)

Training/Date Employees Trained

In-house training

PLAIN provided training – live

Date: March 2013 to present

21

Online training – AgLearn

Date: Ongoing 

46 users through AgLearn. 

OASCR continues to encourages employees 

to complete writing training via AgLearn. 

Office of Budget and Program Analysis (OBPA)

Training/Date Employees Trained

In house (agency Staff or contractor) 

PLAIN provided training – live

Webinars

Online training

Date: September 2011 to Present

10 users through AgLearn

United States Department of Agriculture 59
Plain Writing Act • 2015 Compliance Report

Office of Communications (OC)

Training/Date Employees Trained

In 2014, the Director of OC sent a message 

encouraging all employees to take advantage of the

online “Introduction to Plain Language” course in 

AgLearn. OC has pushed the course to everyone’s To 

Do list in AgLearn to highlight this training and make it 

easily accessible. 

In the past year, nine OC employees have 

completed the course. OC will continue to 

emphasize the importance of this training 

for all employees.

Office of the Chief Economist (OCE)

Training/Date Employees Trained

Agency provided the following trainings: Staff was 

asked to take optional AgLearn course: Introduction 

to Plain Writing Act 

6

Office of the Chief Information Officer (OCIO)

Training/Date Employees Trained

In-house Plain Writing training is provided as a 

component of OCIO’s Professional Development 

Series, including a course entitled “Use of Plain 

Writing: Active vs. Passive Voice.” New OCIO 

employees are encouraged to complete this course 

during their initial orientation phase, and to apply the 

Plain Writing principles and practices in all 

correspondence they develop or review.

Date: March 2014. This training was offered on a 

recurring basis, as a refresher for current staff and as 

part of the orientation process for new OCIO 

employees. 

OCIO has also recommended that all employees 

assigned to each of the eight (8) Offices consider 

adding at least one Plain Writing course to their IDPs, 

to be selected from the following list:

• Introduction to the Plain Writing Act

• Introduction to Plain Writing

• Business Writing: Know Your Readers and 

United States Department of Agriculture 60
Plain Writing Act • 2015 Compliance Report

Your Purpose

• Business Writing: How to Write Clearly and 

Concisely

25

Office of the Executive Secretariat (OES)

Training/Date Employees Trained

Online training – AgLearn

Date: Ongoing. 

Training will be made available to all OES 

staff annually.

Best Practice: Plain Writing and the Plain Language 

Report Card session of the March meeting of the 

Council of Federal Executive Secretariats. 

2 

Slides from presentation were later 

distributed to additional staff.

Office of the General Counsel (OGC)

Training/Date Employees Trained

OGC attorneys enrolled in 100 courses in Legal 

Writing and Research, in the West Legal Ed Center. 

The West Legal Ed Center has 150 courses available 

on this subject.

OGC support staff took courses on “Effective Writing” 

courses offered during fiscal year 2014.

31

Office of the Inspector General (OIG)

Training/Date Employees Trained

OIG presents training on writing in accordance with 

the Plain Writing Act, both within the agency and to 

the entire Inspector General community. OIG’s 

training sessions on report writing are presented 

routinely to new auditors through the Council of the 

Inspectors General on Integrity and Efficiency. 

Training sessions took place in January and April of

2015. OIG had planned to conduct training on the 

requirements of the Plain Writing Act at OIG’s 

Professional Development Conference. OIG has 

scheduled another training session for September 

2015. 

400

United States Department of Agriculture 61
Plain Writing Act • 2015 Compliance Report

5. Ensuring Compliance

INTRODUCTION

Various processes are used across USDA in order to ensure compliance with the requirements of the Plain 

Writing Act. 

SPOTLIGHT: APHIS IMPROVES CLARITY OF FEDERAL ORDERS

As part of its mission to safeguard American agriculture and natural 

resources, the Animal and Plant Health Inspection Service (APHIS) issues 

Federal Orders that outline the rules and regulations for the handling and 

movement of plants and plant products. Every year, APHIS issues 50 to 60 

of these orders to as many as 41,000 subscribers via its notification 

database. States, territories, and industry are obligated to adhere to the 

requirements of these orders, so the orders must be as clear and 

unambiguous as possible.

To improve compliance with the Plain Writing Act of 2010, APHIS reviewed its process to write and 

approve Federal Orders. APHIS found that its orders had become burdened with thick, specialized 

language that had accumulated through the years. For example, many orders started with an unwieldy 

90-word boilerplate sentence of legalese. APHIS broke that boilerplate into three 30-word sentences 

that now clearly state the legal authority of the orders. APHIS also started including a purpose statement 

at the beginning of the orders—information that used to be buried several paragraphs into the 

document. In addition, APHIS altered its workflow so that all Federal Orders now go through a plain 

language review in the deputy administrator’s office before they go to the Office of General Counsel for 

legal clearance and eventual issuance to the public. Finally, APHIS is improving the readability and 

information design of its Federal Orders by using fewer formatting distractions such as heavy use of bold 

fonts.

COMPLIANCE EFFORTS (BY AGENCY)

The following list summarizes many of the agency-specific processes:

Food and Nutrition Service (FNS)/Center for Nutrition Policy and Promotion (CNPP)

• FNS will continue to use a tipsheet and Web-based resources to promote the use of plain 

language during the drafting and clearance process for covered documents.

• The agency has 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. 

APHIS altered its workflow 

so that all Federal Orders 

now go through a plain 

language review in the 

deputy administrator’s office 

before they go to the Office 

of General Counsel for legal 

clearance and eventual 

issuance to the public.

United States Department of Agriculture 62
Plain Writing Act • 2015 Compliance Report

Agricultural Marketing Service (AMS)

• AMS-National Organic Program has implemented a formal internal review process that includes 

peer review; subject matter expert review; manager review; and a review by our in-house 

communications specialist, who is an expert in Plain Language. All materials go through a 

communications specialist prior to posting. 

• AMS’ Transportation and Marketing Program has a formal internal review process that includes 

peer review and supervisor review within USDA and with subject matter specialists. A writereditor (who is an expert in Plain Language) and Web Design Specialist (who is expert in 

formatting documents for maximum online readability and impact) review periodicals. Reports go 

through the Associate Deputy Administrator, who has 20 years’ experience in writing for 

nontechnical audiences and has edited journals and newsletters. Reports are reviewed by subject 

experts in academics and industry as needed. All materials go through a communications 

specialist prior to posting.

• The AMS Public Affairs Office has included in its strategic plan a goal to initiate a comprehensive 

content and language review of all agency materials including the AMS Web site. This review 

will enable AMS to develop, coordinate, and assist in the development of resources and activities 

that clearly communicate agency programs and services to target audiences. To meet this goal, 

AMS intends to tailor our messaging through the use of plain language. 

• Currently, the agency is establishing a comprehensive library of all AMS products and messaging. 

AMS Public Affairs is creating updated agency templates for priority products and materials to 

ensure all materials meet plain language requirements.

Agricultural Research Service (ARS)/National Agricultural Library (NAL)

• ARS will continue to write publications and other documents and materials in plain language for its 

general, non-technical audiences. ARS’ Information Staff and others have been trained in 

incorporating this element into their work, and they work with ARS employees to ensure written 

products are understandable by appropriate target audiences. The ARS Information Staff is 

responsible for reviewing and providing communications guidance on many of the non-technical 

publications, materials and information products designed for general public distribution and use. 

• The National Agricultural Library has a Content Review Committee that reviews all new print and 

Web publications for compliance with NAL guidelines, including plain language. Individual teams 

are also responsible for implementing plain language on content that is being revised as a result 

of its recent content audit. 

Animal and Plant Health Inspection Service (APHIS)

APHIS has a staff of expert writers and editors who craft most of the key documents presented to 

the public, and a review system to ensure documents are plainly written. Additionally, the 

Administrator’s office reviews the majority of correspondence for clarity. Each program unit has 

staff members trained in plain language, and the agency emphasizes the need for clear, direct, 

and straightforward communications with APHIS’ stakeholders.

United States Department of Agriculture 63
Plain Writing Act • 2015 Compliance Report

Economic Research Service (ERS)

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

Plain writing training is included in presentation, media, and writing training for all employees.

Food Safety and Inspection Service (FSIS)

• FSIS’ Office of Investigation, Enforcement, and Audit (OIEA) has a plain language component in 

the Communications performance element. OIEA’s employees may have plain language training 

as one of the measures to submit to supervisors in consideration for earning a rating of “Fully 

Successful.” Supervisors have encouraged employees to attend plain writing training, as needed.

OIEA has encouraged the use of a guidance chart to remind and assist employees to apply plain 

language concepts in their written and oral communications. The guidance covers six areas: 

audience identification, document purpose, document organization, word choice, sentence 

structure, and paragraph composition. 

• Since 1985, the Food Safety Education Staff (FSES) has provided food safety educational 

products written in language that is clear for consumers to understand. FSES’ 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. 

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

Sign Language videos in plain, age-appropriate, and nationality-specific language to meet the 

needs of its many constituents. It also produces products for the hearing impaired and visually 

impaired and for those who read below the national reading level of 6th grade. 

Foreign Agricultural Service (FAS)

FAS has upgraded systems in place to ensure that publicly available materials are accurately and 

plainly written. The FAS Public Affairs Office serves a primary role in reviewing and editing 

documents for the agency Web site. For instance, this step ensures that economic analyses can be 

comprehended by non-economists and the general public. The agency launched several efforts 

this year to train new and junior employees on drafting briefing papers, official correspondence, 

and other written materials. This training and orientation included an emphasis on clear, easy-tounderstand writing.

Forest Service

• 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 

Communications. Both offices have professional writer/editors who oversee the reviews, ensuring 

that Forest Service documents are understandable and usable by the intended readers.

• In 2011, the Office of Communications in the Washington Office began upgrading the agency’s 

Web site to meet the needs of users, partly by ensuring that Web content is in plain language. 

The first phase of the redesign was launched in 2013. The Office of Communications completed 

the redesign in 2014.

• In addition, individual staffs at the national level have their own controls for plain writing. 

United States Department of Agriculture 64
Plain Writing Act • 2015 Compliance Report

o The Policy Analysis staff in the Washington Office has a professional writer/editor who 

reviews every Policy Analysis report before it is released to readers, for style, logic, accuracy, 

and plain writing. The staff writes reports and other documents for top leaders in the 

Washington Office and wants to be sure that the writing is plain and easy to read.

o In 2012, the Office of Regulatory and Management Services in the Washington Office 

revised its review systems to ensure plain writing. 

 Before issuing new directives and regulations, the Directives and Regulations team 

works with program managers to ensure that the writing is clear, concise, simple, and 

easy to understand by all readers. 

 The Controlled Correspondence team has professional writer/editors who work with 

program staff to ensure that letters in reply to public inquiries are short, to the point, 

and clearly written.

 The Freedom of Information Act team is required to use technical and legal language 

in responding to requests for information; but, following that language, the Forest 

Service inserts a plain language sentence that explains clearly and concisely the types 

of records being released and the types of information or records being withheld.

o In December 2012, the Forest Service’s Human Resources Management (HRM) staff reviewed 

its system for ensuring compliance with the Plain Writing Act. The staff now has the following 

system in place:

 A panel of at least five employees reviews Forest Service-wide email messages for 

compliance with the Plain Writing Act.

 A panel of at least seven employees reviews responses to congressional inquiries.

 A panel of at least three employees reviews HRM-wide email messages.

 Public affairs staff reviews content in email, briefing papers, Web sites, and 

newsletters. 

 Public affairs staff creates and publishes accessible information in conformance with 

Section 508.

o The Albuquerque Service Center’s Budget and Finance office recently filled a writer-editor 

position to help create and distribute correspondence and documentation written in plain

language. The Chief Financial Officer is fully engaged in editing all documents for plain 

language. 

o In the Washington Office, the Forest Health Protection program established an internal review 

system for documents and an internal/external peer-review system for reports, partly to 

review them for plain writing. 

o The International Programs staff in the Washington Office has taken steps to conform to the 

Plain Writing Act. 

 The staff implemented a new method of eliciting and reviewing more than 50 program 

fact sheets posted online to ensure consistency and accuracy. 

 All correspondence, all Web site materials, and most other documents are reviewed by 

the Director or by trained staff, for plain language.

o The Fire and Aviation Management staff in the Washington Office has public affairs 

specialists who work closely with technical staff to ensure that all documents conform to the 

Plain Writing Act. 

 Public affairs specialists work closely with technical staff to develop communication 

plans (including statements, key messages, and questions and answers) to help staff 

United States Department of Agriculture 65
Plain Writing Act • 2015 Compliance Report

respond in plain language to inquiries about technical topics from the public, news 

media, elected officials, and other interested parties. For instance, communication 

plans have been developed on next generation airtankers, unmanned aerial systems, 

and fire retardant. 

 Staff responds accordingly in plain language, to inquiries from news media, elected 

officials, and other interested parties about a range of topics, such as airtankers, 

firefighter fatalities, and the use of fire retardant. 

 In 2013, staff began revising the Forest Service’s wildfire-related Web site to better 

communicate with the general public. The new Web page includes clear, non-technical 

language, as well as compelling photos and graphics to better communicate the 

challenges associated with wildland fire management in an era of longer and more 

severe wildfire seasons. 

• Forest Service regional offices and research stations typically have similar review systems in 

place, as do many individual forests and staffs. 

o In the Pacific Southwest Region (California and the Pacific Islands), units have identified 

document reviewers who review all covered documents to ensure that they are plainly written. 

 Regional public affairs staff working with the Regional Forest Planning Team reviews 

documents for distribution to the public, both in print and online, for compliance with 

the Plain Writing Act. 

 Forest-level public affairs and planning staffs review media releases, articles, 

brochures, flyers, interpretive information, briefing papers, or testimonies for 

compliance with the Plain Writing Act. 

 Forest-level planners review and edit scoping documents and all major planning 

documents for NEPA compliance and readability. NEPA documents are regularly 

reviewed for plain writing and ease of reading.

 The Cleveland National Forest’s Palomar Ranger District established a quality control 

system to ensure that all correspondence, signage, Web changes, and new releases 

are reviewed and approved by the district ranger for plain language. Staff officers 

trained in plain writing review information for external distribution before approval by 

the district ranger. The public affairs officer review social media postings, Web 

postings, and press releases to ensure that documents and posts are plainly written.

o In the Northern Region (Montana, northern Idaho, and the Dakotas), the Regional Forester and 

line officers have emphasized meeting the requirements of the Plain Writing Act in all internal 

and external documents. Professional writer/editors review documents for plain language, 

scrutinizing the language and intent based upon intended audience and kind of 

information;materials posted on the regional Web site are reviewed in the same say. In 

March 2013, the Region began measuring the accessibility of posted materials through a 

public survey. On a scale of 1 to 10, the regional Web pages scored 7.8 in terms of 

“readability,” 7.9 in terms of “accuracy of information,” and 8.0 in terms of "ability to load 

pages without getting an error message."

o In the Eastern Region (the Northeast and Upper Midwest):

 The Public and Government Relations staff in the regional office does an editorial 

review of all responses to Department-level requests for briefings, responses to 

Congress by the Regional Forester, and regional Web site content. 

United States Department of Agriculture 66
Plain Writing Act • 2015 Compliance Report

 In 2013, in order to improve its Web site’s readability, the Region reduced the number 

of authorized contributors. Regional staff also used Web analytics to redesign its 

Web site for compliance with the Plain Writing Act. The Public and Government 

Relations staff does quality control on all writing for the Region’s public-facing Web 

site.

 The Region uses Web analytics to identify areas of heavy public use. It uses the 

information to prioritize time and resources spent to redesign and revise Web site

content in accordance with the Plain Writing Act.

o The Forest Products Laboratory (responsible for Forest Service research and development of 

new forest products nationwide) has taken a number of steps to comply with the Plain Writing 

Act.

 In 2013, the Lab created Lab Notes, a blog that translates the complex research and 

development done by Forest Service scientists into plain language that people can 

easily understand. 

 The Lab also tailored its Web site to the theme of “News You Can Use,” explaining the 

benefits of Forest Service research to the taxpayer in plain terms (for example, 

What’s the best way to stack firewood?). 

 Lab staff is dedicated to communicating on a level that is as inclusive as possible. 

Office of Communications staff edits all outreach documents for plain language to 

reach as wide a public as possible. It also tailors specific products to break complex 

information into easy-to-read small bites. The agency’s TechLines and FinishLines are 

examples. See 

http://www.fpl.fs.fed.us/search/search_action.php?phrasesAndKeywords=techlines&s

earchmode=publications&sortgroup=year&pubyearstart=1914&pubyearend=2015; 

and 

http://www.fpl.fs.fed.us/search/search_action.php?phrasesAndKeywords=finishlines&

searchmode=publications&sortgroup=significance&pubyearstart=1914&pubyearend

=2015

o All material published by the Pacific Northwest Research Station (responsible for Forest 

Service research in Alaska, Oregon, and Washington) goes through a rigorous quality-control 

process. The Station has two editors who edit all printed material and Web content published 

by the Station, for clarity and adherence to GPO style. A proofreader proofs each document 

to verify that all edits have been accurately made. The station’s publication control officer 

reviews every document before it is sent to the printer or published online.

o The Southern Research Station (responsible for Forest Service research across the South) 

conducts extensive editorial review of all research manuscripts for the intended audiences. 

 The Station has a full-time editor, a full-time writer/editor, and several contracted 

editors on staff. The staff ensures that the publications adhere to plain writing 

principles. Staff members provide feedback to employees and contractors through 

independent reviews of their editorial work. During the editorial review process, the 

reviewer routinely suggests changes to the tone and presentation of scientific 

information so that a more general audience can understand and use the information 

provided. 

 The Station’s Technical Publications Team has a publishing process flow chart and 

manuscript approval sheet/process in place for publication submission and review. This 

process is used for both technical and non-technical publications. 

United States Department of Agriculture 67
Plain Writing Act • 2015 Compliance Report

 The Station publishes CompassLive, an online periodical that translates scientific 

manuscripts into concise, clearly understandable language, with links to additional 

information. 

 The Station’s marketing and mass/social media materials for its research products are 

simple, informative, and easy to understand. 

o The Northern Research Station (responsible for Forest Service research in the Northeast and 

Upper Midwest) has taken steps to comply with the Plain Writing Act.

 In preparing the Station for its annual submission in response to the Research and 

Development Research Highlights data call, every submission by a researcher is edited 

for plain writing by the Station Communications and Science Delivery staff. For each 

of these 90+ highlights, a two-sentence summary and a full paragraph version are 

created. This material is frequently reused and reworked during the year for delivery,

in response to other data calls. 

 Major new Northern Research Station Web content is reviewed by a Station Web 

Action Team before being launched on the public-facing Web site. The review ensures 

that content is clearly written and meets Forest Service standards.

• Key public document development (ongoing): For Forest Service budget justification overview 

(designed, in part, for the general public), the Chief’s Office tasked a professional writer/editor 

with drafting the overview in accordance with plain writing principles.

• Key public document review (ongoing): For documents such as the Forest Service Strategic Plan 

and the annual Agency Financial Report, the Chief’s Office tasks a professional writer/editor with 

reviewing and rewriting summary statements by the Chief in accordance with plain writing 

principles.

• Key public document development (ongoing): The Forest Service Chief is in a position to reach 

large and influential external audiences through speeches, appearing at dozens of public 

speaking events per year. To facilitate public access to speeches, a professional writer/editor 

drafts every major speech. The written speeches, edited for readability in accordance with the 

principles of plain writing, are posted on the Forest Service Web site.

• Key operational document development (ongoing): Every year, the Executive Leadership Team 

in the Washington Office travels to two or three Forest Service regional offices for a series of 

high-level meetings and strategic dialogues called Chief’s Reviews. A professional writer/editor 

captures the proceedings in writing and condenses them into key messages, in accordance with the 

principles of plain writing. The Chief’s Review reports are posted on the internal Forest Service 

Web site.

• Key operational document review (ongoing): Every 12 months, the Human Resources 

Management staff reviews the Human Resources Standard Operation Procedures for plain 

writing, among other things.

• Key public document development (2014): In the Pacific Southwest Region, a Public Affairs 

Specialist assigned to the Forest Plan Revision Staff specifically reviewed documents associated 

with forest plan revisions in the region (including environmental analyses, management plans, and 

decision documents) for the principles of plain writing.

• Key public document development (2013): Restoration of degraded forest and grassland 

ecosystems is one of the highest priorities for the Forest Service. To help communicate the need 

for ecological restoration, the Pacific Southwest Region has posted a series of 14 short videos on 

its Web site. The videos cover a range of restoration efforts, from aspen restoration, to chaparral 

restoration, to the Urban Releaf initiative in urban areas, to restoration efforts by the Veterans 

United States Department of Agriculture 68
Plain Writing Act • 2015 Compliance Report

Green Corps, to reforestation following the 1992 Cleveland Fire. The regional office reviews 

every episode for plain language.

• Key public document development (2013): In 2013, the Northern Research Station (responsible 

for Forest Service research in the Northeast and Upper Midwest) edited its submissions for the 

Forest Service’s annual Research Highlights publication for plain language. The material is 

routinely used for briefing papers prepared for USDA and Congress. The Station deliberately 

chooses plain words and familiar slogans in describing the results of its scientific research.

• Key operational document review (2013): In implementing the Plain Writing Act, the Forest 

Health Protection program revised an internal form (FS-2100, Pesticide Use Proposal) to clarify 

intent. 

• Key operational document review (2013): In 2013, the Eastern Region used the principles of 

plain writing in revising its processes for posting materials on its Web site. The revision 

supplements regulatory requirements in the Forest Service Manual.

• Key operational document development (2013): In 2013, the Eastern Region created external 

Web pages for hiring temporary employees and student interns, using the principles of plain 

writing to make its recruitment needs and efforts easier for people to find and understand. These 

parts of the Region’s Web site are now among the most popular.

• Key public/operational document review (2013): In the Alaska Region, professional 

writer/editors reviewed a series of key documents for plain writing, including Leaders’ Intent: 

Recreation, Wilderness, and Heritage Program Management in the Alaska Region; 10 formal letters 

from the Regional Forester; 25 Alaska Region roadmaps and Alaska Region niche documents; 62 

briefing papers posted on the regional Web site; the quarterly USDA Newsletter; two reports on 

forest conditions (State of the Tongass and State of the Chugach); 40 news releases; and a 

briefing book for the Executive Leadership Team from the Washington Office for a Chief’s 

Review.

• Key public/operational document review (2013): In the Northern Region, professional 

writer/editors reviewed internal materials for the regional office, Washington Office, and USDA; 

congressional correspondence and communications; “Hot Topic” papers and other briefing 

materials for internal and external audiences; materials posted on the regional Web sites; and 

media releases as well as responses to public inquiries about programs, projects, and issues.

Farm Service Agency

FSA reviewed and updated 2014 Farm Bill external communications to staff and customers. 

Efforts were undertaken to conform to plain language in 2014 Farm Bill documents, including fact 

sheets, notices, Web-based communications, and associated materials. Ongoing monitoring of 

these materials occurred to ensure that updated information is provided on a periodic and 

systematic basis. Careful attention was paid to avoid oversimplification of technical terms where 

such efforts may change the accuracy of the meaning of such terms or the interpretation of such 

terms by specialized audiences.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

Before publication of new or revised Packers and Stockyards Program brochures, the Litigation 

and Economic Analysis Division (LEAD) analyzes the text using readability statistics available in 

United States Department of Agriculture 69
Plain Writing Act • 2015 Compliance Report

Microsoft Word. The analysis helps identify writing that is not plain and easy to read. To 

improve these statistics, writers must use short sentences and active voice, limit the use of legal 

terms, and incorporate lists and tables to present the information. LEAD analyzed the text of the 

Packers and Stockyards Program’s draft 2014 Annual Report in a similar manner to improve its 

readability.

National Agricultural Statistics Service (NASS)

• NASS named an employee for compliance issues. 

• Since 2012, NASS has pursued a variety of formal and informal channels to train staff in plain, 

clear writing. These include a 2-hour workshop focused on NASS examples and writing needs, 

promotion of the AgLearn courses, and a variety of refresher materials such as tip sheets, an 

internal newsletter, and inserts in leadership memos to field offices. 

• In 2013, NASS created plain writing guidance for producing a variety of general-audience 

materials about the 2012 Census of Agriculture, and for the last year, statisticians from across the 

agency have been involved in producing such materials. The audience was not just experienced 

data users and agriculture media but also state and Federal government policymakers, 

association leaders, farmers, researchers, and students. 

• In 2015, with the intensive census year completed, NASS wants to bring some of those same 

general-audience tools and products to the agency’s ongoing survey reports, expanding their 

reach and accessibility. 

Natural Resources Conservation Service (NRCS)

• NRCS designated a national plain writing team including a coordinator for plain writing on the 

Web.

• Plain writing resources and training are available through the Public Affairs Division’s Executive 

Correspondence Management Team and USDA’s AgLearn online training site.

• Leadership is committed to continual plain writing process improvements using two-way sharing of 

information, data, and success stories, as well as maintaining a dialogue regarding the 

importance of plain writing, with all agency employees. 

• The agency maintains focus on the importance of writing in plain language and monitors Plain 

Writing Act compliance through review of articles, surveys, correspondence, and executive 

documents; training; and one-on-one interaction with writers.

• NRCS provides consistent review and approval of all public communications for accuracy, 

timeliness, usability, and plain writing.

Rural Development (RD)

• Rural Development (RD) Managers and staff were reminded of the importance of using plain 

language for all communications and work to ensure that prepared documents strive to meet these 

requirements.

• RHS has a display located in the reception area of the office, for staff and visitors to view,

reinforcing the importance of plain writing and effective communications.

United States Department of Agriculture 70
Plain Writing Act • 2015 Compliance Report

• Web site program descriptions are periodically reviewed by the Web site governance team to 

ensure compliance and consistency of question-and-answer format.

Office of the Assistant Secretary for Civil Rights (OASCR)

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

compliance with the Plain Writing Act.

• All documents are cleared through the Public Information Officer for OASCR.

• OASCR has a formal internal review process that includes peer review, subject matter expert 

review, manager review, and a review by the agency’s in-house communications specialist. In 

addition, all materials are reviewed by OASCR’s Plain Writing Official and Coordinator prior to 

dissemination. 

Office of Communications (OC)

• One of OC’s primary functions is editorial review of news releases, publications, op-eds and other 

materials prepared by USDA agencies. OC hires communications experts based, in part, on their 

writing ability and experience. Because this staff reviews the materials prepared by agency 

writers, professionalism and adherence to plain writing are built into the process. 

• OC writer/editors review and clear all publications released to the public for clarity, 

appropriateness, quality, and compliance with Federal publishing policies. OC coordinators 

review publications for accuracy and consistency with departmental programs and policies.

• OC coordinators (and sometimes speechwriters) review press releases for clear delivery of 

messages to intended audiences. 

• OC speechwriters are also hired based on experience and ability. Because USDA speeches often 

break down highly technical subjects for non-technical audiences, compliance with plain writing is 

inherent to the process. Speeches and speech transcripts are often posted to the Web. 

Office of the Chief Information Officer (OCIO)

• OCIO distributed plain writing materials and checklists to staff, and will continue to encourage 

supervisors whose staff may have difficulty with writing plainly and concisely to use the online 

training modules that are available in AgLearn. Employees and supervisors are also encouraged 

to include plain writing training in their IDPs, as appropriate. OCIO leadership is committed to 

continuous process improvements using two-way sharing of information, data, and newsletters, as 

well as maintaining dialogue regarding the importance of the Plain Writing Act for employees 

OCIO-wide.

• In late 2012, OCIO staff began upgrading the offices’ Web site to better meet the needs of 

users, partly by ensuring that Web content is written in plain language. The first phase of the 

Web redesign was launched in 2013, and full implementation was accomplished in 2014.

Office of the Executive Secretariat (OES)

OES coordinates the compilation of agency submissions for USDA’s annual Plain Writing Act 

Compliance Report. OES edits the report and submits it to USDA’s senior official for plain writing.

United States Department of Agriculture 71
Plain Writing Act • 2015 Compliance Report

Office of the General Counsel (OGC)

One of OGC’s functions is to review, edit, and clear executive correspondence and other material 

prepared by USDA agencies. 

Office of the Inspector General (OIG)

Improving the clarity of OIG’s writing is fundamental to the review process that all of OIG’s 

documents undergo, from inception to publication. Each reviewer who reads documents comments 

on how readable they are for the general public, and those comments are integrated into the 

text.

United States Department of Agriculture 72
Plain Writing Act • 2015 Compliance Report

6. USDA Plain Writing Web Sites

USDA AGENCIES’ WEB SITES RELATED TO THE PLAIN WRITING ACT

The following provides information on plain writing Web sites that various USDA agencies have launched.

Agricultural Research Service (ARS) and National Agricultural Library (NAL)

• ARS launched its new online science magazine, AgResearch (www.agresearchmag.ars.usda.gov), in 

April 2015. The magazine features stories on scientific research discoveries occurring at ARS 

research laboratories across the Nation and abroad. The magazine offers consumers a way to 

access ARS scientific information in a way that is easy to use, easy to understand, and provides an 

informative, engaging, and enhanced digital experience. Stories are short (average 500 words) 

and incorporate key findings to help readers learn more easily about, and gain a practical 

understanding of, ARS research. 

• NAL launched a new core site in March 2014. The site content was written in accordance with 

plain writing principles. This new site also links to USDA’s Plain Language information. NAL is in 

the process of working with its Information Centers to redesign their sites, with an emphasis on 

plain language and writing for the Web. 

Animal and Plant Health Inspection Service (APHIS)

APHIS has an Intranet site and a Sharepoint® site (both for internal agency use) that have plain 

language resources for employees, including links, courses, checklists, and templates. This agency 

has also developed a “Virtual Writing Center” and has organized resources by problem area, 

such as excessive acronyms, active/passive voice, etc.

Economic Research Service (ERS) 

Content of the ERS Web site (www.ers.usda.gov) goes through ERS’ professional editors before it 

is posted, and the agency has guidelines for Web writing.

Food Safety and Inspection Service (FSIS)

Since early 2012, FSIS has had an internal plain language, plain writing folder on the Office of 

Policy and Program Development (OPPD) SharePoint site. In 2014, OPPD added a template for 

Compliance Guideline development that includes plain language writing tips.

Foreign Agricultural Service (FAS) 

FAS/Public Affairs Office maintains a link on FAS’ public Web site to the USDA plain language 

site, which includes the updated Plain Writing Training course. 

United States Department of Agriculture 73
Plain Writing Act • 2015 Compliance Report

Forest Service (FS)

• For the general public, the Forest Service relies on USDA’s Plain Writing Web site.

• The Forest Service has developed an Intranet Web page to help employees understand the need 

for plain writing and to provide tools for improving their writing skills. The Web page has links to 

the kinds of Forest Service documents and other materials that are covered by the Plain Writing 

Act. The page also has links to public-facing plain writing Web sites, a checklist for writers, and a 

list of 13 writing-related AgLearn training modules, along with brief descriptions.

• The Pacific Northwest Research Station and other field units have links on their internal Web sites 

to the Forest Service and USDA Web pages on the Plain Writing Act.

• In the Rocky Mountain Region, at least two forests have Web materials related to the Plain 

Writing Act.

• The Grand Mesa, Uncompahgre, and Gunnison National Forests have guides posted on the 

Intranet site to aid employees in writing clearly, speaking plainly, and developing communications 

that are targeted to the intended audiences. The Forest Service has also posted a list of AgLearn 

courses to help employees find training opportunities related to the Plain Writing Act.

• The Arapaho and Roosevelt National Forests and Pawnee National Grassland have links to plain 

language information on their Intranet site.

• In the Pacific Southwest Region, the Regional Office maintains Intranet Web site links to the 

Washington Office Intranet Web page to help employees understand the need for plain writing 

and to provide tools for improving their writing skills.

• The Southern Region has posted plain-language-compliant guidelines for writing for the Web, 

including making Web content scannable; using meaningful headings and subheadings; writing 

concisely for users who scan rather than read word for word; using the inverted pyramid style of 

writing; breaking up Web content into easy-to-read “chunks”; and using an informal 

conversational style, including second person.

• The Forest Products Laboratory uses its public-facing Web site to exemplify plain language in 

accordance with the Plain Writing Act, for example, in such go-to destinations as Lab Notes.

• The Southern Research Station has posted a link to the Plain Language site. 

National Agricultural Statistics Service (NASS)

• NASS has an internal Web site with plain writing resources, including agency-produced material 

and links to USDA, Plain, and other Web sites.

• For the general public, NASS relies on USDA’s Plain Writing Web site to convey plain writing 

priorities and principles.

• In 2012, NASS revamped the Census of Agriculture section of its Web site to create a userfriendly, interactive site at which farmers expected to respond to the Census could come for 

information. In 2013, NASS further developed the site to be an accessible source of information 

on Census results.

• In 2015, NASS has undertaken a usability study of the entire agency Web site in preparation for 

a redesign. The Census of Agriculture site was made more accessible, and, NASS wants to 

modernize the agency Web site to more effectively meet user needs. 

United States Department of Agriculture 74
Plain Writing Act • 2015 Compliance Report

Natural Resources Conservation Service (NRCS)

NRCS’ National and state Web sites are written in conformance with plain writing principles. A 

designated Web plain writing coordinator reviews content to ensure that posted text is written in 

plain language. In addition NRCS has information on plain writing in its correspondence manual.

Rural Development (RD) 

Rural Development has incorporated new Web site features that show written program 

descriptions in plain language format. These program descriptions are now in “question and 

answer” format and are consistent with assurance that customers can easily determine if they are 

eligible to apply for a program and how. 

Office of the Assistant Secretary for Civil Rights (OASCR)

• OASCR’s Web site is at http://www.ascr.usda.gov/.

• Documents covered by the Act—all documents issued by the Assistant Secretary for Civil Rights.

• Links to OMB and PLAIN on Web page

Office of Communication (OC)

OC maintains the Department's centralized Plain Writing Web page at

http://usda.gov/wps/portal/usda/usdahome?navid=PLAIN_WRITING

Office of the Chief Information Officer (OCIO)

The full suite of OCIO’s comprehensive plain writing resources can be accessed by clicking the 

following link:

http://www.usda.gov/wps/portal/usda/usdahome?navid=PLAIN_WRITING

Office of the Executive Secretariat (OES)

OES is scheduled to provide reference links to the USDA Plain Language Report as well as the 

Center for Plain Language Web site on OES’ Web site.

Office of the General Counsel

There is a Plain Writing link on OGC’s internal Web site. 

Office of Inspector General (OIG) 

OIG has included, on its public-facing Web site, a statement describing its commitment to the 

goals of the Plain Writing Act. This statement includes links to Department resources, as well as 

other material.

United States Department of Agriculture 75
Plain Writing Act • 2015 Compliance Report

7. Customer Satisfaction 

INTRODUCTION

Customer satisfaction is the true measure of how well we are achieving compliance with the Plain Writing 

Act—both the letter of the law and its intent.

HOW WE SOLICIT COMMENTS AND WHAT PEOPLE ARE SAYING

Obtaining direct feedback from the public and our stakeholders on how to improve our implementation of 

the Plain Writing Act and how to identify those documents that require plain writing improvements is a 

top priority for USDA. One way we do this is to invite the public to comment in the “How You Can Help” 

section of our plain writing Web page.

The following list 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.

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.

• APHIS has received positive feedback from the public on its redesigned Web site.

Economic Research Service (ERS)

The ERS Web site receives nearly a million visitors every year; two-thirds of those visitors are 

repeat visitors. ERS receives consistently high marks in the ASCI surveys. 

Food Safety and Inspection Service (FSIS)

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

and consumers on a daily basis about the Food Safety Education Staff’s (FSES) educational 

products. The Hotline has never received negative feedback from any individual or group of 

people regarding the products FSES produces. 

• State Meat and Poultry Inspection programs staff changed how they explained concepts, 

decreasing questions from the programs and allowing those making inquiries to receive their 

responses more quickly receiving. 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.

United States Department of Agriculture 76
Plain Writing Act • 2015 Compliance Report

Foreign Agricultural Service (FAS)

The Public Affairs Office routinely monitors the comments provided by the public through the 

“Contact Us” tab/link on the FAS Web site and any emails directed to the staff concerning the 

information available on the FAS Web site. To date, FAS/Public Affairs has not received any 

complaints concerning difficult interpretation of information.

Forest Service (FS)

• In March 2013, the Chief’s Office launched an effort to solicit public feedback on the clarity of 

Forest Service documents and other written materials by adding to the standard nondiscrimination 

statement in all publications. The Forest Service proposed that USDA identify an appropriate 

office for responding to comments on agency writing and add the following statement to its 

standard disclaimer: “In accordance with the Plain Writing Act of 2010, USDA is committed to 

writing forms, letters, brochures, Web sites, and other materials in a way that the public can 

clearly understand. We appreciate your feedback. To comment on USDA written materials, write 

to USDA, ... or call ...” 

• Forest Service regions typically invite the public to comment on all aspects of Forest Service 

activities online, including the quality of its written and online materials. The Pacific Southwest 

Region, for example, solicits public input at http://www.fs.usda.gov/contactus/r5/aboutregion/contactus.

• Indirect measures abound of customer satisfaction with Forest Service materials prepared in 

accordance with requirements under the Plain Writing Act. 

o The Alaska Region got public compliments from the Forest Service’s Executive Leadership Team 

on the briefing book it prepared for the Chief’s Review in August 2013. Forty of the Region’s 

news releases led to stories in the media, and the Region has received favorable emails and 

personal comments in response to its 62 briefing papers on the regional Web site and its 

USDA newsletter.

o In 2013, the Eastern Region (the Northeast and Upper Midwest) adopted SharePoint for 

internal communications and has received excellent employee feedback. In 2014, the Region 

implemented a paperless review process for Human Resources packages using SharePoint that 

reduced redundancies in how hiring packages are written and presented to decisionmakers. 

Moreover, increased visitor traffic on parts of the Web site that the Region redesigned 

indicates that the public is seeking the new information provided.

o The Pacific Northwest Research Station (responsible for Forest Service research in Alaska, 

Oregon, and Washington) solicits public feedback on publications developed for general 

audiences. Forest Service scientists consider them useful tools for communicating their research 

findings, and readers write to tell the agency that they appreciate the accessible format and 

usefulness of the information.

o In 2013, the Pacific Northwest Research Station’s Science Findings publication—written to 

communicate new research to land managers and decisionmakers—received an “Award of 

Excellence” from the National Association of Government Communicators.

o In 2013, the Forest Products Laboratory launched a public-facing blog called Lab Notes. 

Average visitation has risen from 25-50 visits per day to hundreds, partly due to the userfriendly writing style in conformance with the Plain Writing Act. 

United States Department of Agriculture 77
Plain Writing Act • 2015 Compliance Report

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

• The Packers and Stockyards Program established an internal Change Control Working Group 

(CCWG) in 2009. Based on more than 200 employee suggestions, this group has recommended 

creating, changing and clarifying documents—which were subsequently created or revised—

based on customer questions and industry trends. Documents that have been revised or clarified 

include regulations, Work Instructions, subprocess modules used to perform regulatory reviews, 

subpoena templates, and forms used by regulated entities (such as Annual Reports) to comply with 

the Packers and Stockyards Program. The CCWG is presently working on the creation of a new 

Bond pamphlet to provide more clarity for registrants and packers who are required to obtain 

bonds under the Packers and Stockyards Act. If approved, the new Bond pamphlet will be 

available on the agency’s Web site and in print. In conjunction with its work on the pamphlet, the 

CCWG recently approved suggested changes to the Program’s bonding forms. The changes

simplified the bond and bond equivalent form by removing a somewhat confusing requirement to 

delete non-applicable condition clauses and replacing it with the requirement to have the 

customer simply check a box for the applicable condition clause(s). The changes have been 

implemented.

• In 2000, GIPSA’s Federal Grain Inspection Service (FGIS) was approved by the Office of 

Management and Budget to issue a voluntary customer survey concerning the delivery of official 

inspection, grading, and weighing services authorized under the United States Grain Standards 

Act and the Agricultural Marketing Act of 1946. Until 2013, the survey was conducted by 

postcard via U.S. mail. In the summer of 2013, however, the survey was posted to GIPSA’s Web 

site and is now conducted totally electronically through the use of Survey Monkey. This voluntary 

survey gives customers that are primarily in the grain, oilseed, rice, lentil, dry pea, edible bean, 

and related agricultural commodity markets an opportunity to provide feedback on the quality of 

services they receive and provides GIPSA with information on new services that customers wish to 

receive. Customer feedback assists FGIS with enhancing the value of services and service 

delivery provided by the official inspection, grading, and weighing system.

National Agricultural Statistics Service (NASS)

• NASS has rewritten some Web pages with a specific emphasis on writing the content and links in 

plain language. In 2015, NASS began a significant effort to restructure its agency Web site to 

make all content more directly relevant to users and the language simpler and more direct. As in 

initial step toward that end, NASS is conducting a usability study to determine what users like and 

do not like about the Web interactions with NASS. The agency expected to have the results from 

that study in late spring/early summer. 

• The year-long emphasis on direct, plain communication with all U.S. farmers and ranchers on the 

importance of the Census of Agriculture to their operations and to agencies and institutions that 

make decisions affecting them helped NASS achieve its target 80-percent response rate despite 

reductions in the agency budget (including fewer resources for follow up) and internal 

reorganizations. 

• At the end of the Census of Agriculture data collection period in mid 2013, NASS conducted an 

evaluation of its Census communications materials and messaging. External respondents included 

farm organizations, state departments of agriculture, commodity groups, and community-based 

United States Department of Agriculture 78
Plain Writing Act • 2015 Compliance Report

organizations. In response to questions, 81 percent said they used the provided materials to 

promote the census, and 71 percent said they found the materials easier to understand than in 

previous censuses and surveys. Individual items were rated very or somewhat useful by even 

larger percentages, including, as follows: frequently asked questions or FAQs (94 percent) the 

Census Web site (http://www.agcensus.usda.gov/index.php) (88 percent), USDA news releases 

(88 percent), and news release templates for states to use (87 percent). 

• Another aspect of NASS’ Census messaging in which plain writing made a difference is in its

communications about the option to respond to the Census online. The first Census of Agriculture 

was conducted in 1840, and for more than 165 years, farmers and ranchers responded by mail, 

in-person, or telephone interviews. In 2007, they had the option to fill out the Census form online 

for the first time. In that year, 4 percent of respondents used the online option. For the 2012 

Census, NASS focused more strongly on promoting the online response option, conveying that it is 

convenient, secure, and saves time and taxpayer dollars. In addition, the agency rewrote the 

instructions for how respond online to make them simpler and more user friendly. In the 2012 

Census, 13.3 percent of respondents used the online option—more than triple the share that did 

so in 2007. (See a write-up in the USDA blog series, Then and Now at 

http://blogs.usda.gov/2014/02/06/usda-then-and-now-aginnovates/.

• In planning the 2014 release of the data (preliminary release in February 2014 and final 

release beginning May 2014 and ongoing throughout the year with various products), NASS 

focused on providing a range of audience-appropriate materials that are written in a plain, clear 

style. NASS is currently in the middle of a usability survey to get feedback on its regular and 

Census Web sites in preparation for undertaking a major reorganization of the agency Web site. 

The results of the usability study will inform how the agency structures the content, organizes the 

navigation, and describes programs.

Natural Resources Conservation Service (NRCS)

NRCS uses ForeSee survey software to determine customer satisfaction and Web site usability. 

This software enables NRCS to receive direct customer feedback regarding its programs. NRCS 

also receives customer feedback via training, meetings, and dialogue.

Rural Development (RD)

Rural Housing Service:

• The Centralized Servicing Center (CSC) in St. Louis, Missouri, surveyed Rural Development (RD), 

Single Family Housing Direct program borrowers (hereafter referred to as customers) in 2004, 

2006, 2008, and 2012. The questionnaire was developed with input from partners in the field 

offices and other RD organizations.

• The purpose of the survey is to measure the movement of overall customer satisfaction, as well as 

identify areas that require focused attention for improvement. The measurement of these 

components must be achieved using a consistent, reliable method that reveals action items that can 

be initiated to increase overall satisfaction.

• 6,000 customers were randomly surveyed in 2012, containing 7%-Spanish speaking preference 

customers, and 10.9% customers identified as living in a persistent-poverty area, which reflects 

United States Department of Agriculture 79
Plain Writing Act • 2015 Compliance Report

the demographics of the portfolio. The response rate was exceptional, with 2,954 respondents or 

49.2%, which is consistent with past surveys.

• Sections of the survey were measured either by a level of satisfaction or level of agreement using 

a 1 to 7 rating scale. The scale was then converted to equate to a 100% scale.

• By over a 3-to-1 margin, customers were highly satisfied with the ongoing servicing of their RD 

loan by CSC. These scores have remained statistically stable since the 2008 survey.

• Regarding standard written customer communications, a large percentage of customers agreed 

that the communications they receive from CSC are clearly explained, easy to understand and 

contain all the information needed. Specifically on average, the following was found:

o Monthly Billing Statement: 

91.7% found it easy to understand

92.4% found it had all the information needed

86% found payment changes are clearly explained

o Escrow Statement: 88.4% are satisfied with information received

o Payment Assistance Process:

86.3% found it easy to understand

85.1% found changes were clearly communicated

Office of the Assistant Secretary for Civil Rights (OASCR)

• For employees responsible for writing documents, a performance element is included in their 

performance plan for rating. 

• Direct customer feedback is positive. 

Office of Communications (OC)

• In collaboration with the USDA Open Data Working Group, USDA is pursuing technologies to 

support the implementation of robust feedback mechanisms through USDA.gov.

• USDA currently supports feedback through various methods that include the following:

o Comments and feedback through OC’s USDA Blog WordPress platform; 

o Social media networks; 

o Ideation tools (ideation is a tech term for a platform used to generate ideas); 

o Feedback through OC’s AskTheExpert knowledgebase, and through the agency’s Contact 

Us page, which houses an Information hotline and organization directories. 

o Many USDA agency Web sites leverage the ForeSee platform, as well. 

• Throughout FY15 and FY16, USDA plans to evaluate and implement new feedback mechanisms 

through its Open Data Policy Working group. USDA maintains numerous Web sites or platforms 

where the public can engage now in existing participatory processes of USDA.

• Data from “Analytics, usa.gov” shows that the USDA Web site, USDA.gov, is one of the top 20 

most active Federal Web sites in the government. This means that, at any given time, there are 

more people online at USDA.gov that on the vast majority of Federal Web sites. This strongly 

reflects a positive user experience, thanks to the OC Digital team and the design of engaging 

content. 

United States Department of Agriculture 80
Plain Writing Act • 2015 Compliance Report

Office of the Chief Information Officer (OCIO)

As a component of its Professional Development Series, the OCIO Plain Language Coordinators 

developed and presented a course on active vs. passive writing, to assist staff in recognizing 

problematic writing habits, as well as effective ways to improve their communication with 

interested parties. This course was initially presented in March 2013, and was updated and 

made available to OCIO staff on a continual basis in FY 2014. The course was very well 

received as indicated by the positive feedback contained in the employee course evaluations.

Office of the General Counsel (OGC)

OGC will conduct evaluations as more of its staff members are trained.

Office of Inspector General (OIG)

OIG’s public-facing Web site (http://www.usda.gov/oig/) includes all of OIG’s published 

products as well as information on how to contact the agency regarding its writing. OIG also 

operates a hotline number that the public can use to directly contact the agency. 

United States Department of Agriculture 81
Plain Writing Act • 2015 Compliance Report

8. Agency Coordinators

INTRODUCTION

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 table below, ensure that their agency or office produces public 

documents in plain language.

Agency/Office

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing 

Coordinator(s)

Agricultural Marketing Service (AMS) Karen T. Comfort Dana Stewart

Agricultural Research Service (ARS)

National Agricultural Library (NAL)

Tara Weaver-Missick (for 

ARS and NAL)

Tara Weaver-Missick (ARS)

Mina Chung (ARS)

Kim Kaplan (ARS)

Melanie Gardner (NAL 

only)

Animal and Plant Health Inspection 

Service (APHIS)

Beth Gaston Jason Hancock

Economic Research Service (ERS) John Weber

Dale Simms

Adrie Custer

Food and Nutrition Service (FNS)

Center for Nutrition Policy and Promotion 

(CNPP)

Rich Lucas

Rich Lucas

Rich Lucas

Rich Lucas

Food Safety and Inspection Service (FSIS) Chuck Williams

Greg DiNapoli

Vince Fayne, Jacquelyn 

Jones,Greg DiNapoli, Laura 

Reiser, Joe Abbott, Karen 

Jackson, Andreas Keller, 

Pauline Matthews, Meryl 

Silverman, Neal Westgerdes

Foreign Agricultural Service (FAS) Sally Klusaritz Joseph Migyanka

Forest Service (FS) Angela Coleman Diane Banegas

Hutch Brown

Kathryn Sosbe

Farm Service Agency (FSA) Todd Atkinson Latawnya Dia

Grain Inspection, Packers, and Stockyards

Administration (GIPSA)

Dexter Thomas Dexter Thomas

National Agricultural Statistics Service

(NASS)

Sue King Rosemarie Philips

United States Department of Agriculture 82
Plain Writing Act • 2015 Compliance Report

National Institute of Food and Agriculture 

(NIFA)

Scott Elliott Scott Elliott

Natural Resources Conservation Service 

(NRCS)

Terry Bish Elisa O’Halloran (Web)

Catherine Hawkins

Mike Giroux

Rural Development (RD) Andrew Givens Rural Utilities Service: 

Michelle Brooks

Rural Housing Service: 

Jacqueline Johnson

Rural Business and 

 Cooperative Service: 

Matthew Mullen

Office of Advocacy and Outreach (OAO) Christian Obineme Teresa Welch

Office of the Assistant Secretary for Civil 

Rights (OASCR)

Winona Lake Scott Kimberly Strickland

Office of Budget and Program Analysis 

(OBPA)

Andrew Perry Sam Barkdull

Office of Communications (OC) Carolyn O’Connor Carrie Mitchell

Office of the Chief Economist (OCE) Brenda Chapin Brenda Chapin

Office of the Chief Information Officer 

(OCIO)

Joyce M. Hunter, (Acting) 

Chief Information Officer

David Simpson

Matthew Patrick

Office of the Executive Secretariat (OES) Maureen Wood Ann Marie Gogniat

Office of the General Counsel (OGC) Charlene Buckner Charlene Buckner

Office of the Inspector General (OIG) Gil Harden Michael Martin

United States Department of Agriculture 83
Plain Writing Act • 2015 Compliance Report

United States Department of Agriculture 84
Plain Writing Act • 2015 Compliance Report

United States Department of Agriculture 85