Header 1 Header 2

Plain 

Writing 

Act 

2014 Compliance Report 

 

United States Department of Agriculture
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 1

Contents

1. INTRODUCTION................................................................................................ 2

2. SAMPLE USDA COMMUNICATIONS ................................................................. 4

3. PLAIN WRITING OUTREACH TO USDA EMPLOYEES....................................... 34

4. TRAINING ....................................................................................................... 41

5. ENSURING COMPLIANCE ............................................................................... 54

6. USDA PLAIN WRITING WEB SITES................................................................... 64

7. CUSTOMER SATISFACTION............................................................................. 69

8. AGENCY COORDINATORS INFORMATION ................................................... 75
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 2

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 and 2013. This year, we report 

on how we have built on our prior efforts towards meeting the goals on 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-act2013-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 officials for plain writing are 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 • 2014 Compliance Report 

United States Department of Agriculture 3

Mr. Terry Bish 

Acting Director, Public Affairs, Natural Resources Conservation Service 

email: Terry.Bish@wdc.usda.gov

Phone: 202.720.3210

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 ensure our 

compliance with it, we created a working group of agency officials. These officials ensure that their agency or 

office uses plain language in public documents. For a list of agency coordinators, please see Section 8 of this 

report. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 4

2. Sample USDA Communications

INTRODUCTION

In order to provide more clear outreach to the public, we are making every effort to comply with the Plain 

Writing Act. In doing so, we are paying particular attention to our audiences – what are their needs and how 

can we best communicate with them? Additionally, we are using plain language principles in our text. 

Specifically, we are: 

 reducing text and using shorter sentences in our documents;

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

 eliminating unnecessary jargon, acronyms, and abbreviations. 

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

greater sense of accomplishment among our employees.

SUMMARY OF USDA AGENCY COMMUNICATIONS

The following tables summarize some of the documents that are available in a format that is consistent with 

the Plain Writing Act guidelines. In compiling this table, we collected information from across USDA. In the 

interest of brevity, however, we are including only certain highlights. The table samples our accomplishments in 

focusing the Department’s employees on the importance of writing in plain language so that we continually 

improve our communication with the public.

Agricultural Marketing Service (AMS)

Document Plain Writing Improvements/Expected Impact

Press Releases, Blogs, and Tweets

Target Audience: Media, General Public

Audience size: unlimited; 8,500 people follow 

AMS on Twitter

By using plain language, we have 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.

National Organic Program (NOP) Handbook: 

Collection of guidance documents, policy 

memos, and Instructions, updated regularly to 

communicate USDA organic standards. 

Target Audience: USDA organic accredited 

certifying agents (staff at 85 organizations) 

and certified and candidate organic 

operations (25,000 currently certified)

Positive feedback from customers about memo clarity; fewer 

rewrites required over time because policy is clearer.

NOP Integrity Quarterly Newsletter Number of operations and individuals subscribing to NOP 

email notification continues to increase; customers report 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 5

Target Audience: Organic industry 

stakeholders – Sent to a list of 13,000; with 

subsequent secondary distribution

redistributing articles to their stakeholders. 

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. 

Organic Literacy Initiative – Presentations 

and Brochures 

Target Audience: Certified and candidate 

organic operations (25,000 currently 

certified)

This is a new set of materials inspired by the need to clearly 

explain in direct terms what the organic option is, and to 

point people to a range of USDA resources. 

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.

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 

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. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 6

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 begun in late 2012 has 

19 subscribers and growing. The home page 

for the AgRTQ received 1,585 hits in the last 

year.

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. 

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 

The newsletter is written with plain writing principles to 

ensure the content is presented in a clear, concise, and easy 

to understand manner.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 7

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.

AMS, Fruit and Vegetable Program, Market 

News 

Blogs: Custom Averaging Tool (CAT)

Target Audience: General Public

Audience Size: Unlimited

By using plain language, we have ensured that this public 

document was written in a clear, concise, and wellorganized manner. Our communication materials are easy 

to understand and written so that all interested parties can 

comprehend their meaning and impact. 

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, we ensure 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.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 8

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

Document Plain Writing Improvements/Expected Impact

Magazines, news releases, semi-technical and 

non-technical publications, newsletters, 

brochures, fact sheets, reports, social media 

content, and Web content.

Target Audience: Audience varies depending 

on product (developed for specific programs, 

projects and events). 

More than 85,000 people will read ARS’ information online, 

which will help increase comprehension and create 

awareness about ARS and its research findings.

Thousands more will read ARS materials disseminated at 

various events, meetings, and programs.

At NAL, approximately 8 million unique visitors each year 

will find it easier to locate, understand, and act upon 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. 

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 and via which medium 

(email, SMS text messages). 

Responses to customer inquiries made via the 

Web (“Ask the Expert”) 

Target Audience: The general public

Potential Audience: Unlimited

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 Increased comprehension and customer satisfaction
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 9

agency’s Web site

Target Audience: Policymakers and 

commercial agriculture companies

Amber Waves magazine, available online 

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

iTunes and GooglePlay. 

Target Audience: Policymakers and informed 

laypeople

Increased comprehension and customer satisfaction

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

Document Plain Writing Improvements/Expected Impact

Forms, public notices, funding opportunities, 

regulations, and Web pages (distributed 

electronically through the Web – 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 elctronically)

Target Audience: Congress, general public, 

nutrition assistance program stakeholders, 

research community

See above.

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 — HTML, PDF formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

State SNAP Notices Initiative

In March 2014, FNS plans to release a memorandum that 

provides guidance to States to develop effective notices of 

denial and terminations for SNAP purposes. Notices of 

Adverse Action are particularly important as they provide 

the client critical information about their benefit allotment 

and appeal rights. The guidance provides recommendations 

and best practices that may assist States to provide simple 

and clear notices to SNAP clients. 

FNS is currently evaluating each State’s notices of adverse 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 10

action and online applications for SNAP, and will update 

the March 2014 guidance in the Summer of 2014. 

Webinars for State personnel will follow in late Summer, 

and will cover guidelines, templates, tools, and best 

practices for 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 Inspection Service (FSIS)

Document Plain Writing Improvements/Expected Impact

Freedom of Information Act (FOIA) 

Acknowledgement 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. 

We have revised template letters using more plain 

language. Examples include using active voice and shorter 

sentences, explaining technical issues, and eliminating 

wordiness.

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, other 

agencies, Privacy Act requestor: external 

individual doing business with FSIS

As we write and review letters, the specialist and supervisor 

use plain language.

Red Jackets, which are documents developed 

by the program areas and reviewed by the 

correspondence staff

Target Audience: FSIS employees, meat, 

poultry and processed egg products 

industries, and other stakeholders.

When correspondence staff members review a document 

prepared by other program areas, issues analysts edit and 

make suggestions for using plain English. At times, the 

correspondence unit provides general instructions to the units 

about how to put documents into plain English.

Correspondence (General), letter via 

U.S. Mail or email

Target Audience: Members of Congress; 

consumer and industry groups; Federal, state, 

As we write and clear 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, we have revised 

standard language to incorporate plain language.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 11

and local officials; meat, poultry and 

processed egg products establishments; 

consumers; and members of the public.

Campaign Correspondence, letter via 

U.S. Mail or email

Target Audience: Members of the public; 

activists.

When writing responses to campaign letters, we give extra 

attention to plain language. These responses go to 

thousands of constituents with a wide variety of reading 

levels and knowledge of the issues. 

Press Releases, Recall Releases, Press Release 

via Electronic

Target Audience: Consumers, Regulated 

Community, Public Officials

We evaluated press release standard language to identify 

potential Plain Language revisions by the end of fiscal year 

2012.

Constituent Update, Newsletter via Electronic

Target Audience: Consumers, Regulated 

Community, Public Officials

Plain language is an ongoing effort for the Constituent 

Update. We continue working with subject matter experts 

on technical content without compromising the message. We 

rewrite into plain language, and they review and rewrite to 

ensure that the message is correct.

Approximately 100 fact sheets on individual 

topics, such as Beef from Farm to Table; 

Refrigeration and Food Safety. We revise 

approximately 20 fact sheets each year via 

Web, email, 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 

they contain factual, up-to-date scientific information, and 

are written in plain language. 

Consumer Guides distributed via Web, email, 

in-person events, U.S. Mail, including the 

following:

 Kitchen Companion: Your Safe Food 

Handbook, booklet

 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

 Be Food Safe, poster

 Is It Done Yet? temperature chart, 

poster

 He's BAC! children's book, booklet

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 12

Target Audience: Consumers 

The Meat & Poultry Hotline Web page houses 

great information about how to reach the 

Hotline. 

Target Audience: Consumers (1,810,640)

We use plain language when we update regularly our 

Web site to include information on recalls and food safetyrelated 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 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 emphasize, to content providers, 

writing descriptive and introductory text with a clear/strong 

call to action. We emphasize using fewer words, active 

voice, and few acronyms to achieve plain language. 

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

Public continues to receive concise, clear responses to 

inquires.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 13

Forest Service

Document Plain Writing Improvements/Expected Impact

Forms, distributed by mail/Web sites/offices

Target Audience: Service users, national 

forest visitors; thousands

In August 2011, the Forest Service identified the kinds of 

documents that are covered by the Plain Writing Act. 

Covered documents fell into 23 categories, including forms, 

correspondence, forest plans, environmental analyses, and 

research papers and publications. 

Next, the Chief’s Office issued a data call, asking staffs 

across the country to estimate the number of covered 

documents in existence and the number produced or 

substantially revised each year. Approximately 590,000 

documents existed, including more than 30,000 research 

publications available online, and the Forest Service 

generated about 64,000 covered documents per year.

In the winter of 2014, 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 2011-12.

Some units have reported positive results from the emphasis 

on plain writing, including improved communications, positive 

public feedback/response, and a reduction in the number of 

public questions and need for followup. 

Grants, distributed by mail/Web sites/offices

Target Audience: Businesses, students, 

landowners

See above

Agreements, distributed by mail/Web 

sites/offices

Target Audience: Community organizations, 

NGOs, other agencies, other partners; 

thousands

See above

Contracts, distributed by mail/Web 

sites/offices

Target Audience: Businesses, contractors; 

thousands

See above

RFIs, RFPs, etc., distributed by mail/Web 

sites/offices

See above
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 14

Target Audience: Businesses, contractors; 

thousands

Brochures, distributed by mail/Web 

sites/offices

Target Audience: Service users, national 

forest visitors; thousands

See above

Interpretive signs, located at facilities and on 

trails, roads

Target Audience: National forest visitors; 

thousands

See above

Descriptions of services, distributed by 

mail/Web sites/offices

Target Audience: Service users; thousands

See above

Instructions, distributed by mail/Web 

sites/offices

Target Audience: Service users, contractors, 

employees; thousands

See above

Rules/regulations, distributed by Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Management plans, distributed by Web sites 

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Project descriptions, distributed by Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Environmental analyses, distributed by Web 

sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

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

distributed by mail/Web sites/offices

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Press releases, distributed by fax/Web sites

Target Audience: Journalists, stakeholders, 

See above
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 15

employees; thousands

Research publications, distributed by 

mail/Web sites/offices

Target Audience: Scientists, managers, 

employees; thousands

See above

Letters, distributed by mail/email

Target Audience: Service users, national 

forest visitors, partners, stakeholders; 

thousands

See above

Reports, distributed by mail/Web 

sites/offices

Target Audience: Scientists, managers, 

employees, other agencies, partners, 

stakeholders; thousands

See above

Speeches, delivered in person/distributed by 

Web sites

Target Audience: Varies (general public, 

stakeholders, students, etc.); thousands

See above

Papers/articles, distributed in journals, made 

available on Web sites

Target Audience: Scientists, managers, 

employees, partners, stakeholders; thousands

See above

Briefs, distributed by Web sites

Target Audience: Managers, employees, 

other agencies, partners, stakeholders; 

thousands

See above

Testimony, delivered in person/distributed by 

Web sites

Target Audience: Congress, partners, 

stakeholders; thousands

See above

Legal documents, available on Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 16

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 

http://www.fsa.usda.gov/FSA/fbapp?area=ho

me&subject=landing&topic=landing

FSA Disaster Assistance Programs at 

http://www.fsa.usda.gov/FSA/webapp?area=

home&subject=diap&topic=landing

NEPA documents affecting all FSA programs at 

http://www.fsa.usda.gov/FSA/webapp?area=

home&subject=ecrc&topic=nep-cd

Interested parties can locate quickly and read this succinct, 

easy-to-understand information about the provisions of the 

2014 Farm Bill, those changes in FSA programs, and how FSA 

is implementing those provisions.

The Disaster Assistance homepage was customized to display, 

in clear language, using maps, statistics, and other orderly 

formats, the various types of financial assistance available to 

farmers and ranchers or other agricultural producers who have 

experienced crop or livestock losses in the wake of a natural 

disaster from 2011 to the present. 

Interested parties can read about, in lay language, 

environmental impact studies that evaluate the impact of FSA 

programs.

Easier-to-Read Brochures

FSA has focused increasingly on quick-to-read 

sources of information, such as electronic 

brochures. One example is “Your Guide to FSA 

Farm Loans,” which can be viewed at

http://www.fsa.usda.gov/Internet/FSA_File/fsa

_br_01_web_booklet.pdf

The Guide was sent for distribution to the 

following:

 FSA State offices

 FSA county offices

 Intertribal Agriculture Council

 Indian Land Tenure Foundation

 Outreach partners

 Community-based organizations

Target Audience: Designed for individuals and 

entities who may want to start, expand, sustain, 

or make changes to their businesses. In 

addition, outreach partners, community-based 

organizations, and agricultural groups may use 

this electronic brochure as an informational 

resource to provide outreach and technical 

assistance to farmers and ranchers.

 This example provides concise information on how to 

apply for a loan, different types of loans, applicant 

and borrower responsibilities, costs of obtaining a 

loan, and available servicing options. It was made 

easier to understand and follow compared to prior 

communications.

 FSA has taken this easier-to-read approach for all 

communications of this type.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 17

More Succinct Fact Sheets

With the enactment of the 2014 Farm Bill, 

simpler fact sheets are under development for 

use at outreach meetings, the FSA Web site, 

emails, field offices, and other outlets. 

 All relevant farm program fact sheets 

are now provided electronically at: 

http://www.fsa.usda.gov/FSA/newsRel

eases?area=newsroom&subject=landin

g&topic=pfs&newstype=prfactsheet

Target Audience: Farmers and ranchers, the 

general public, employees, environmental 

groups, commodity organizations, beginning 

farmers, potential FSA borrowers, others.

 FSA Strike Force information is 

available at: 

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

?area=home&subject=oued&topic=sfc

Target Audience: Previously underserved 

farming and ranching customers located in 

persistent poverty counties. 

 Farm Loans information available at: 

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

?area=home&subject=fmlp&topic=dflo

p

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.

 Increases 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 writing is used, no special training or experience is 

necessary for new customers to understand if they are eligible 

for FSA programs, helping to improve access to these services. 

For example, the new microloan program has celebrated its 

first anniversary, with its popular demand illustrating 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, 

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 instead are replaced with plain 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 18

beginning and socially disadvantaged 

producers, others, trade associations, and 

commodity/environmental groups.

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 tended 

to rely on local information that did not 

adequately communicate with producers about 

new programs, signup 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 reflecting 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 our 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 pre-existing 

knowledge of existing programs is necessary to understand 

and appreciate the importance of the information disseminated 

through these announcements.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 19

Grain Inspection, Packers, and Stockyard 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 – Swine 

Production Contracts

Target Audience: Swine contractors, swine 

production contract growers, and livestock 

sellers

New brochure explaining what swine production contracts 

are and discussing the contract requirements added in the 

2008 Farm Bill and related regulations. Used headings, 

subheadings, a question and answer format, and bullets to 

make the content easier to read. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 20

National Agricultural Statistics Service (NASS)

Document Plain Writing Improvements/Expected Impact

Marketing materials (cover letters and 

background sheets) to promote survey 

participation. These materials accompany the 

individual surveys mailed to producers. Over 

the past 2 years, we have revised the 

materials for each survey to speak more 

directly to the reader and streamlined the 

instructions for responding. As each survey 

comes up, we continue to make improvements, 

but all surveys instructions are now much 

clearer and speak more directly to the 

producer receiving the survey than they were 

2 years ago. Letters speak directly to the 

producer, asking them to participate and 

telling how the survey results benefit them. 

Background sheets describe in simple, clear 

terms what the survey is, how NASS collects 

the data, and whom the information benefits. 

Target Audience: Agricultural producers 

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 to know; 

why they might want to participate; how the surveys benefit 

them. 

A comprehensive package of materials 

conveying information, promoting 

participation, and communicating results of 

the 2012 Census of Agriculture. NASS has 

continued to improve and build on the userfriendly Census of Agriculture Web site 

created early in 2012 with comprehensive 

information. We made available many 

usable, accessible materials to support this 

comprehensive effort, including 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, 

and reminder letters and postcards to 

encourage census recipients to respond.

Now in 2014, the focus of the Web site is on 

Despite many challenges (reduced budget, agency 

reorganization, government shutdown), the census reached 

its target 80 percent response rate. We believe the clarity 

of the message and the usability of the materials were 

significant in achieving that goal.

The new Census Web site is transparent and easy to 

navigate, provides useful information from past censuses, 

and gives easily understood directions on immediate issues 

related to the census and in response to incoming calls from 

census recipients requesting information. NASS routinely 

updated the 2012 Census of Agriculture FAQs based on 

incoming calls received from farmers for help completing the 

form and continues to provide new information in 

preparation for data release. To engage producers and 

data users, NASS will launch a “Your Census, Your Story” 

dialog on the Web site in March.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 21

data release. As during the data collection 

phase, NASS is preparing materials with the 

end user in mind. These include national and 

state news releases, feature stories, Web 

updates, and other products – 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 items, released in February 2014 

(http://www.agcensus.usda.gov/Partners/Info

graphics/) are hugely popular. In the coming 

months, we plan to release at least one 

infographic per week. NASS will also conduct 

an intensive social media campaign using 

Twitter and the USDA Blog, and prepare a 

series of easy-to-digest Highlights. 

Target Audience: Policymakers, stakeholders, 

community organizations, academics, farmers 

and ranchers, and the general public. Each of 

these groups contains some experienced data 

users, but for many, the materials that help 

make the data understandable and 

accessible are the primary source of 

information.

Language telling survey recipients how to 

respond, including clearer, simpler instructions 

for responding online rather than by mail.

Target Audience: All farmers and others 

concerned with agriculture who receive 

surveys

NASS has standardized this language to convey instructions 

in a simpler, more direct style. 

Providing clearer messaging on the online response option in 

the 2012 promotion materials, along with simpler 

instructions, helped to more than triple share of farmers and 

ranchers who responded this way, from 4 percent in the 

2007 Census to 13.3 percent in the 2012 Census.

Web pages of individual programs.

Target Audience: All users. We have 

rewritten some of our more complex program 

Web pages specifically to be more 

accessible to a wider range of users. 

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

addition to the overall Web revamp currently in process.

News releases, internal newsletter, a new 

series of short publications 

(http://www.nass.usda.gov/Publications/High

lights/index.asp ), and one-off publications 

such as agency brochure, program brochures, 

etc. 

NASS has long focused on writing these for a broad 

audience but is giving extra attention to key plain language 

principles. We write all such publications using plain, direct 

language.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 22

Target Audience: Press and the general 

public

Tweets and blog posts.

Target Audience: Social media users, 

including more than 16,000 people who 

currently follow NASS on Twitter.

NASS adopted clear and direct writing principles for our 

social media communications. As a result, in the past 12 

months, our tweets surpassed 6 million impressions and have 

been retweeted more than 1,500 times. Throughout 2013, 

we also ran a series of blog posts celebrating the 

International Year of Statistics, which helped NASS educate 

the public about agricultural statistics and their use.

Tools to help support public understanding of 

statistical data. NASS is developing several 

products to help its nonstatistical audiences 

better understand and use the data.

The Quick Stats database contains the results 

of NASS surveys and the agricultural census 

but can be hard to decipher. A tutorial video 

will help new users access the information. It 

will be launched in April and be available on 

YouTube. NASS also plans to post a glossary 

explaining some of the more difficult terms 

and will add more items over time. 

The Census of Agriculture data include 

detailed information for statisticians about 

data reliability and census methodology. We 

include plain, clear language about this in our 

general publications, conveying the concept 

without the detail. An entire section on census 

methodology was added to the census FAQ 

page of the Web site to provide the public 

with easy-to-understand answers to their 

questions regarding census data methodology 

and reliability 

(http://www.agcensus.usda.gov/Help/FAQs/

General_FAQs/#3). A blog 

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

methodology prior to the preliminary release. 

The Census of Agriculture Web site, infographic, Highlights, 

and other materials created for general use all convey in 

accessible terms the complex methodology that is part of 

the Census report. 

Similarly, we expect the new tools to help frequent, 

occasional, and first-time users to understand and use both 

census and survey statistical data. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 23

National Institute of Food and Agriculture (NIFA)

Document Plain Writing Improvements/Expected Impact

News Releases. Posted on agency Web site 

and released to media.

Target Audience: The general public and 

media representatives.

Potential Audience: Unlimited

Improved comprehension.

Postings on agency Web site.

Target Audience: The general public.

Potential Audience: Unlimited

Improved comprehension.

Request for Applications (RFA)

Target Audience: Scientists applying for 

funding

Public Affairs plain writing specialist has revised RFAs for 

improved comprehension and clarity.

Natural Resources Conservations Service (NRCS)

Document Plain Writing Improvements/Expected Impact

Annual Reports

Distributed through: Direct Mail, displayed in 

office, distributed at an event, employee 

Intranet, public Web site, Email

Target Audience: Employees, Public, 

Agricultural Producers 

Potential Audience: Unlimited

No acronyms are used unless they are spelled out. Use of 

simplified sentences, reduction in use of technical terms when 

there is an alternate (easier) word, will result in better 

understanding of conservation programs.

Banner Stands/Displays/Exhibits

Distributed through: 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, more visuals 

resulting in better understanding of conservation programs.

Booklets and Publications Reduction in use of technical terms when there is an 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 24

Distributed through: made available in 

offices, distributed at an event, public Web 

site 

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

Private Landowners

Potential Audience: Unlimited

alternate (easier) 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 our programs and benefits of soil conservation 

to ecosystems, 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, and there is better understanding of the content, 

resulting in fewer questions and a better comprehension of 

our 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 of 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

Target Audience: Employees, Public, 

Agricultural Producers, Partners

Clear, concise writing, making it easier for people to 

understand benefits of soil conservation programs.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 25

Potential Audience: Unlimited

Fact Sheets

Distributed through: email, direct mail, 

handed out at events, public Web site

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, Agricultural Producers, 

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, 

distributed at public events, Employee 

Intranet, 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. More clear guidance for program 

implementation, application process, and program 

compliance requirements. 

Legislative Fact Sheets

Distributed through: State Web sites, an 

event, 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

Distributed through: Employee Intranet, public 

Web site

Target Audience: Employees

Employees have a better understanding of organizational 

decisions, resulting in fewer questions.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 26

Potential Audience: 10,379

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 for 

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 written in plain language communicating our success 

partnering with landowners implementing conservation 

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

Posters

Distributed through: Displayed in Offices, 

Public events, Employee meetings, and events

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.

PowerPoint® Presentations

Distributed through: employee meetings and 

events; public meetings and events 

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Shorter and more concise presentations allow for more 

information sharing.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 27

Potential Audience: Unlimited

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, we are 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 officials

Agricultural Producers

Potential Audience: Unlimited

Clear language describing practices and procedures allows 

for a greater understanding of processes and fewer 

questions.

Snow Survey Reports

Distributed through Employee intranet, public 

Web site, email

Target Audience: Employees, 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

Reporting data in a clear, concise manner with less technical 

jargon makes it easy to understand. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 28

Target Audience: Employees, Public, 

agricultural producers, Conservationists, 

private landowners

Potential Audience: Unlimited

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. 

Rural Development (RD)

Document Plain Writing Improvements/Expected Impact

RHS Customer Satisfaction Survey for Single 

Family Housing Direct Loan Servicing

This survey allowed staff an opportunity to determine that

communication with the public is effective.

Office of Advocacy and Outreach

Document Plain Writing Improvements/Expected Impact

Program Summaries, through Web site

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies.

Approximately 1,000 groups. 

Potential audience: Unlimited

Improved access to USDA programs and services from 

historically underserved groups through writing that is simple 

and in a direct format to achieve more effective 

communication and enhance access to services for the 

communities we serve. 

USDA Directories and Liaison information, 

through Web site

Increased accessibility USDA programs from historically 

underserved groups. Closing the professional achievement 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 29

Target Audience: Community-based 

organizations, grant writers, farmworker 

organizations, educational institutions, and 

state and local agencies.

Approximately 500 groups.

Potential audience: Unlimited

gap by providing opportunities to talented and diverse 

young people to support the agricultural industry in the 21st 

century.

Success Stories, through Web site

Target Audience: Community-based 

organizations, grant writers, farmworker 

organizations, educational institutions, and 

state and local agencies.

Approximately 1,000 groups.

Potential audience: Unlimited

Improved access to USDA programs and services from 

historically underserved groups through more effective 

communication. Improving the viability and profitability of 

small and beginning farmers and ranchers; and improving 

agricultural opportunities for farmworkers

Correspondence, through U.S. mail 

Target Audience: Sent in response to inquiries 

as appropriate, from the following, which 

include Congress, community-based 

organizations, small and beginning farmers, 

and academic institutions.

Potential audience: Unlimited

OAO has worked on preparing and writing responses that 

are clearer, more succinct, and responsive to inquiries and in 

an effort to improve customer service. We ensure use of 

plain writing language as letters are written, edited, and 

finalized.

Email blasts, distributed through OAO general 

email account

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

OAO is focused on preparing and writing email messages 

that are short and concise. Images, videos, and graphs are 

used to convey messages more easily and clearly.

Fliers, distributed through email, hard copies, 

and outreach meetings

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

OAO is focused on preparing and writing information for 

fliers that is clear and direct, facilitating information to a 

wide variety of customers. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 30

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

Newsletter, distributed through email, hard 

copies 

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

OAO has prepared a newsletter that is written in a clear 

and concise manner to increase interest in USDA programs 

and services.

Office of the Assistant Secretary for Civil Rights (OASCR)

Document Plain Writing Improvements/Expected Impact

Accessible Electronic Documents Policy

Target Audience: All OASCR employees

Increased accessibility of documents.

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 

departmental significant 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.”
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 31

Office of Communication (OC)

Document Plain Writing Improvements/Expected Impact

National Press Releases 

Target Audience: The general public

OC does final review for plain writing of agency-written 

releases that convey information of national importance to 

consumers, agricultural industry, academia, 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 writing and in succinct format, 

resulting in increased comprehension and customer 

satisfaction 

Captions on photos posted to USDA Flickr site 

on 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 homepage, 

Facebook, Twitter, YouTube, and blogs 

Target Audience: The general public

OC presents Web pages and social media in plain, 

conversational language so they are informational and 

engaging, resulting in increased comprehension, public 

accessibility, and customer satisfaction

Secretary/Deputy Secretary speeches posted 

to USDA “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 writing of all agency-written 

publications released to the public, resulting in increased 

comprehension and customer satisfaction
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 32

Text accompanying radio stories and 

actualities 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 

general public and for broadcast media that may pick up 

stories and actualities 

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 Economist (OCE)

Document Plain Writing Improvements/Expected Impact

Monthly: World Agricultural Supply and 

Demand Estimates report. There are 13,000 

subscribers plus logon access includes 

producers, investors, academics, press

OCE will continue to refine and use tables, short sentences, 

brevity, and receive expert review.

Weekly Weather report. There are 7,000 

subscribers plus logon access from producers, 

investors, academics, meteorologists

OCE will continue to refine and use charts, short sentences, 

brevity, and perform expert review

OCIO (Office of the Chief Information Officer)

Document Plain Writing Improvements/Expected Impact

Communication materials, publications, forms, 

and correspondence sent to OCIO offices, 

including Information Technology Planning, 

Privacy, Enterprise Architecture, and the 

E-Gov group are available and accessible to 

the public through OCIO’s public-facing Web 

sites.

Target Audience: OCIO policy writers and 

individuals that manage departmentwide 

functions. Serves approximately 30 internal 

users, the general public, and media 

representatives. The potential audience is 

OCIO’s practice is to always communicate in a manner that 

adheres to the principles of plain language in written 

materials. This increases comprehension of how IT programs 

and policies benefit our employees and the public we serve, 

and reduces errors and the burden on users.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 33

unlimited.

Posted Plain Writing Resources on USDA 

Departmental Directives Page – this is a 

public Web page.

Target Audience: All writers and reviewers of 

Departmental Directives.

Approximately 500 users.

The Plain Language checklist is now part of the process to 

create and review Departmental Directives, 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. 

Office of the Executive Secretariat (OES)

Document Plain Writing Improvements/Expected Impact

Correspondence

Target Audience: Assists USDA Agencies in 

preparing responses to inquiries as 

appropriate, including those from Congress, 

state and local governments, community-based 

organizations, small and beginning farmers, 

academic institutions, e-mail from the public 

sector, and internal USDA staff.

Potential audience: Unlimited

OES assists USDA Agencies in the preparation and writing 

of responses that are clear, more succinct, and responsive to 

inquiries in an effort to improve customer service. We 

ensure use of plain writing language as letters are written, 

edited, and finalized.

Office of the Inspector General (OIG)

Document Plain Writing Improvements/Expected Impact

OIG produces documents that we make 

available to the public on our Web site 

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

written products include audit reports, our 

semiannual reports to Congress, as well as our 

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.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 34

3. Plain Writing Outreach to USDA 

Employees

INTRODUCTION

Successful implementation of the Act requires an aware workforce. We have made a point to inform and to 

remind employees about the importance of complying with the Plain Writing Act – and furthermore to comply 

with the intent of the law to ensure transparency and an informed citizenry. 

EMPLOYEE OUTREACH: ACTIONS TO DATE

The following lists highlight some of the awareness strategies we have employed since the Act took full effect 

on October 13, 2011. 

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 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.

 We included a message in AMS’ Electronic Newsletter, “The AMS Voice,” reminding employees that 

they must comply with the Plain Writing Act of 2010 in all written communications to the public; 

reminding employees about the AMS Plain Language Intranet site; and informing employees about 

upcoming Agency Plain Writing workshops.

 AMS has developed a list of core writers who would benefit from Plain Language training. These 

employees write AMS programs and services-related documents, guidelines, letters, fact-sheets, and 

regulations, and prepare research products. AMS has already begun holding Plain Writing Training 

sessions and will continue holding them during Fiscal Year 2013 until all its core writers have 

been trained. 

 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 WriterEditor conducts reviews of materials and provides immediate feedback to authors on the Plain 

Language requirements. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 35

Agricultural Research Service (ARS)/National Agricultural Library

The ARS Plain Writing Coordinator initiated and implemented a 3-month Plain Writing Campaign, 

which ran from April 1, 2013-June 30, 2013. ARS worked with its AgLearn staff to incorporate the 

Plain Writing Training Module into all ARS employees’ learning plans to ensure that employees take 

the training. In addition, the agency promoted the campaign in its ARS & You newsletter each month 

during the campaign to remind and encourage employees to take the training. Prior to the campaign, 

23 people had taken the training. After the campaign, 3,248 people had taken the training. This 

number may be slightly higher, because some people did the training together, so only the person that 

logged in would have been counted. Note, the core PowerPoint® presentation and content for 

USDA’s Plain Writing AgLearn training was developed by ARS’ Plain Writing Coordinator for use in 

training agency employees. 

Animal and Plant Health Inspection Service (APHIS)

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

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

 We emphasized the importance of Plain Language by sharing the results of USDA/APHIS’s 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.

Economic Research Service (ERS)

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

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

training, and writing training sessions for employees. 

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

 In October 2011, FNS’ Plain Writing Senior Official sent an email to FNS/CNPP supervisors providing 

a plain writing tip sheet and Web-based information links for their use with employees. 

 In December 2011, FNS’ Human Resources Division sent a similar email to all (about 1,350) FNS and 

CNPP employees. 

 In January 2014, the SNAP Analysis Branch Chief in the Office of Policy Support sent an email to 

branch staff promoting use of a plain language online training developed by the National Institutes of 

Health.

Food Safety Inspection Service (FSIS)

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

Office of Program Evaluation, Enforcement and Review. 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.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 36

Foreign Agricultural Service (FAS)

FAS has notified USDA employees through FAS intranet announcements, all-employee emails, and the 

FAS public Web site http://www.fas.usda.gov/ 

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 spread the word 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, for example: 

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 The Pacific Southwest Region (California and the Pacific Islands) 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.

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.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 37

o 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.

Farm Service Agency

FSA is starting immediately with reviews of updated 2014 Farm Bill external communications to staff and 

customers. Beginning at approximately mid-year 2014, FSA will be working to enact a plain language 

standard for all FSA documents and communications so that more producers, both new and existing, as well as 

the general public, can improve their understanding of USDA and FSA program opportunities that are 

available. Tentatively scheduled to commence in May 2014, an internal team shall be formalized to review, 

create, and maintain the plain language 2014 farm bill documents, including fact sheets, notices, Web-based 

communications, and associated materials, and to provide ongoing monitoring of these materials to ensure that 

updated information is provided on a periodic and systematic basis. By mid-summer 2014, it is anticipated 

that applications for FSA programs will be inspected, reviewed, and revised accordingly with the plain 

language approach so that the draft products can be provided and tested as pilots among select reviewers 

or groups for feedback. Close coordination will be conducted with sister USDA agencies to review new and 

existing language in documents in the effort to provide a more universal approach to language on similar 

programs across the board. Efforts also will be directed to unify any multiple variations of descriptions on 

identical or related topics and programs. Careful attention will be paid to regional differences in language, 

and 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 Stockyard Administration (GIPSA)

 In late fall of 2012, GIPSA published an article in its monthly employee newsletter that outlined the 

plain language requirements and listed writing courses in AgLearn. 

 GIPSA has ongoing plans to encourage communication improvement both in writing and oral 

communications as both these areas continue to be one of the most requested skill development areas 

on Individual Development Plans in GIPSA for employees, supervisors, and managers. 

 GIPSA plans on conducting another Webinar in May on plain language or writing basics as identified 

by management and will continue to publicize the AgLearn communication courses. There are plans to 

also set up an “out of the box thinking” list of writing resources including Web sites and tips on how 

to improve oral and written communication skills using online and local resources with several 

supporting Webinars. 

 GIPSA held leader facilitated AgLearn training for all Project Managers within its Technology and 

Science Division on Plain Writing during the third quarter of FY 2013. GIPSA plans to offer this 

session again during the third quarter of FY 2014 for all employees located at the National Grain 

Center. 

 GIPSA will review and update its Web site materials related to its Mycotoxin Test Kit Evaluation 

Program and Biotechnology Test Kit Evaluation programs in FY 2014 to ensure plain language 

concepts are applied. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 38

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).

 We 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, which contains specially created NASS plain writing materials 

(Web page created October 2011).

 We regularly publish articles in the agency internal newsletter and blog, Round-Up; and plain writing 

tips in the weekly leadership memo to field staff; and periodic emails from the plain language 

coordinator. These provide tips on plainer writing and remind staff about the Plain Writing mandate. 

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

on elements in the Plain Writing Checklist (distributed periodically to all staff and available on 

the intranet). 

 We 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 

create customized census products, this helps to expand the emphasis on plain writing from national 

publications to state publications as well.

National Institute of Food and Agriculture (NIFA)

 We worked with senior leaders to require all NIFA employees who work with grants to complete plain 

writing training via AgLearn.

 We edited Requests For Applications templates to ensure compliance with the Act. 

Natural Resources Conservations Service (NRCS)

 NRCS distributed a National Bulletin (NB 130-13-1) to all employees on February 15, 2013, outlining 

the provisions of the Act and requesting data from each state to complete the agency’s 2013 Plain 

Writing Compliance Report. 

 NRCS offers plain writing resources continually on their Executive Correspondence Management 

community in USDA Connect. 

 Presented information about the upcoming compliance report at a National Public Affairs meeting 

held via video teleconference. 

 NRCS updated our Correspondence Manual and included a section, with resources, on Plain Writing. 

 NRCS includs Plain Writing Act articles in each edition of NRCS’ Executive Correspondence 

Management Team Newsletter. In addition to articles about Plain Writing and compliance with the 

Act, we provided Plain Writing tips and resources for our employees to use in their daily writing. 

 NRCS Plain Writing team communicates regularly about Plain Writing Act implementation with Public 

Affairs Specialists, administrative staff, and agency leadership. The purpose is to maintain an 

ongoing dialogue about the importance of Plain Writing and provide plain writing resources for them. 

 Maintaining ongoing dialogue within NRCS about the importance of plain writing to conservation and 

providing plain writing resources for employees. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 39

Rural Development (RD) 

The new RHS Administrator sent an e-mail 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 our programs. 

Information about plain language resources was also circulated. 

Office of Advocacy and Outreach (OAO)

 Assigned a contact for Plain Writing. 

 Provided information on the Plain Writing Act to more than 25 staff members.

 Provided an information sheet on the Plain Writing Act and its requirements.

 Provided information on Plain Writing Act training. 

 Initiated discussion and plans to post information on the OAO Web site. 

Office of the Assistant Secretary for Civil Rights (OASCR)

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

Office of Budget and Program Analysis (OBPA)

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

Plain Language last year. 

Office of Communications (OC)

 Web Communications

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

through the Webmaster 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. 

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. OC provides a link to Blogging in Plain English from Common Craft: 

http://youtube/NN2I1pWXjXI. 

 Press and Editorial 

OC works closely with agencies in the final review of news releases and publications. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 40

Office of the Chief Economist (OCE)

Informed agency staff of the Plain Writing Act’s requirements:

o Information on the Act is posted on the agency intranet.

o Information on the Act and Web-based resources was distributed to all staff members. 

o Signs were distributed throughout with availability of the “Federal Plain Language 

Guidelines” 

o Staff was asked to take optional AgLearn course: Introduction to Plain Writing Act 

Office of the Chief Information Officer (OCIO)

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

employees in the Offices of Policy & Planning and IT Operations on specific Plain Writing practices 

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.

Office of the Executive Secretariat (OES)

 Provided information on the Plain Writing Act to USDA Agencies and Offices. 

 Provided URL Web site information on the Plain Writing Act and its requirements. 

 Provides information on Plain Writing Act training through AgLearn. 

 Coordinates, formats, and prepares the Department Plain Language Writing Report annually, which is 

on the USDA Web site.

 Monitored the inbox, plainlanguage@osec.usda.gov for inquiries from the general public regarding 

the Plain Writing Act and its language.

Office of the Inspector General (OIG)

We informed OIG’s entire workforce about the Plain Writing Act via email. On reference material 

that employees use when writing, we have also incorporated links to the Act’s resources.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 41

4. Training

INTRODUCTION

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

writing in plain language come from across USDA, and many different staff members write them. 

WHO WE’RE TRAINING

Here is a sample of the people who write plainly in USDA: 

• loan officers who provide guidance to potential applicants;

• program staff who develop forms and regulations;

• inspectors who send notices to plants that USDA inspects; 

• contract officers who prepare notices of contract opportunities;

• foresters who develop land management plans; 

• communications specialists and writers who produce news releases, external correspondence and 

stakeholder communications products; and,

• IT specialists who develop Web pages for our programs. 

HOW WE’RE TRAINING THEM

To train these writers, USDA Agencies and Offices have used in-house training staff, trainers from the Federal 

PLAIN network, contractors, and online training. More than 20,000 people in USDA have taken one or more 

writing courses on our online training system, AgLearn. 

Agricultural Marketing Service (AMS)

Training / Date Employees Trained

AMS initiated a Plain Language workshop starting with 

our National Organic Program (NOP) employees. We 

also frequently discuss the importance of clear writing at 

our NOP staff meetings, and distribute positive 

feedback received from customers to the full team to 

reinforce the benefits of the Plain language writing 

approach. 

Date: January 23, 2013

18

A six-module writing class designed to focus AMS-NOP 

writers on audience analysis; to improve writing 

structure, language clarity, grammar, and use of active 

20
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 42

voice; and to teach writers how to write effective 

procedure documents.

Date: Six half-day modules were held between 

July 2012 and November 2012

AgLearn Module on Business Writing: How to Write 

Clearly and Concisely

Date: Continuously since April 2012

21

Plain Network “Train-the-Trainer” Boot camp

Date: Employees started attending the boot camp in 

2012 and are still completing the boot camp 

requirements. 

3

Aglearn Plain Writing and Business Writing Training 

Courses: AMS required all agency writers and 

reviewers to complete Plain Language training. Fruit 

and Vegetable Program employees completed the 

required training with the following courses: Introduction 

to Plain Language; Plain Writing Act; and Business 

Writing courses: Know your Readers and Your Purpose; 

Editing and Proofreading; How to Write Clearly and 

Concisely; Business Writing Basics, etc.

Date: June 2013 and March 2014

110

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

Training / Date Employees Trained

AgLearn Training

Date: April – June 2013

Implemented a 3-month campaign to encourage 

employees to use online plain writing training and 

resources, which included promoting awareness about 

online training module through agency newsletter and 

various other means. 

3,248 ARS employees took the Plain Writing

AgLearn Training

In-house training on Writing for the Web at NAL 

(provided by Ginny Redish)

Date: December 2013

Web content developers (25 staff)
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 43

Animal and Plant Health Inspection Service (APHIS)

Training / Date Employees Trained

In-house face-to-face training

Date: Ongoing

Approximately 140 employees have taken 

and passed intensive courses with 9 hours of 

in-class time and 6 hours of homework. Of 

these, 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 in-class and homework.

Almost 120 people took a one-day, and 

more than 325 people have taken one of 

several half-day courses highlighting plain 

language principles.

PLAIN provided training – live

Date: Ongoing

Nearly 50 employees have taken PLAINprovided training.

Online training

Date: Ongoing

APHIS recommended sets of online training 

(AgLearn) – APHIS employees have taken 

2,620 of these courses.

Face-to-face training from outside sources

Date: Ongoing

More than 30 employees have taken face-toface training from a variety of outside 

sources.

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 Training

Date: July 17, 2013

10 employees

Plain writing segment at Writing for Economists training

Date: September 30 and December 3, 2013

32 employees

Plain writing segment at Writing for the Non-Economist 

training

Date: December 18, 2013

7 employees
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 44

Plain writing segment at Presentation Training

Date October 30 and 31, 2013

17 employees

Plain writing segment at Media Training

November 4 and December 19, 2013

12 employees

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

Training / Date Employees Trained

PLAIN training—this resulted in the creation of a 

tipsheet on plain writing that we subsequently 

distributed to all FNS employees

Date: Updated since Fall 2011

2 FNS coordinators and correspondence 

liaison

PLAIN training workshops and posting of plain writing 

resources online

Date: Continually since December 2011

FNS’ Supplemental Nutrition and Benefit 

Redemption Division staff

Email to supervisors in FNS from the FNS Human 

Resources Division, identifying online training modules 

for their use with employees who might need additional 

plain writing help. (As of January 2013, 26 employees 

have taken the training modules identified in the email.)

Date: Continually March 2012

Agency supervisors

The FNS Western Regional Office provided two 

opportunities for plain writing training.

Date: December 2012

Western Regional Office staff

The FNS Southeastern Regional Office provided plain 

writing training.

Date: December 2013

Southeastern Regional Office staff

FNS Headquarters offered two 1-day Executive 

Competency Qualification writing seminars.

Date: December, 2013 and February, 2014

12 GS-14 and GS-15 managers
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 45

Food Safety 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 words to assist users.

Date: November 4, 2011 to Present

Webinars and online training

Foreign Agricultural Service (FAS)

Training Employees Trained

Classroom 10/22/13 -Writing in Plain Language

On line-Introduction to Plain Language

11

5

Forest Service (FS)

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, 2011-12-13

1,500 employees

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: 

1,200 employees
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 46

Common Usage Errors.” Forest Service staffs committed 

about 1,200 employees to take at least one writingrelated training course.

Date: Various, 2012-13

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

In house (agency staff or contractor) 

Date: Since 8/2010

10 (Policy Analysis staff)—an hour-long 

seminar in plain writing

In house (agency staff or contractor) 

Date: Since 6/2011

84 (Business Correspondence staff)

In house (agency staff or contractor) 

Date: Since 8/2011

90 (Business Correspondence staff)

Online training

Date: 10/11–12/13

2,000 (various staffs)

In house (agency staff or contractor) 

Date: Since January 2012

Approximately 40 (Employee Relations 

Specialists)—How to draft charge/penalties 

writing

In house (agency staff or contractor) 

Date: Spring 2012

Approximately 50 (Human Resources 

Specialists)—Policy-writing class

In house (agency staff or contractor)

Date: May 16-18, 2012

1 (Conservation Education staff)—

“Fundamentals in Writing”

In house (agency staff or contractor) 

Dates: May 17-18, 21-22, 2012

Approximately 80 (Human Resources 

Specialists)—Congressional Briefing Seminars, 

including how to create draft responses to 

congressional inquiries

In house (agency staff or contractor)

Date: July 2012

Approximately 40 (Washington Office 

staffs)—course in plain writing for Web site 

design and formulation

In house (agency staff or contractor) 

Date: 8/2012

10 (Policy Analysis staff)—an hour-long 

seminar in plain writing

In house (agency staff or contractor)

Date: Winter 2012-13

1 (NEPA writer/editor for the Pacific Southwest 

Region)—a one-on-one TEAMS Enterprise Unit 

training course (40 hours) covering plain writing 

of NEPA documents

In house (agency staff or contractor)

Date: January 16-17, 2013

20-30 (Modoc National Forest staff)—a NEPA 

101 course

In house (agency staff or contractor)

Date: April 2013

Approximately 25 (International Programs 

staff)—a daylong writing workshop to ensure 

that program managers who communicate in 

writing with colleagues, partners, and 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 47

collaborators write plainly and effectively. The 

workshop reviewed the essentials of plain 

writing, the planning process for effective 

writing, and tips for writing and editing 

documents.

In house (agency staff or contractor)

Date: April 2013

30-40 (Northern Region employees)—Half-day 

course on Writing for Federal Employees, 

designed to promote concise, clear, and 

comprehensive internal and external written 

communication

In house (agency staff or contractor)

Date: May 2013

20-30 (Northern Region Public Affairs 

Officers)—Workshop on (1) training seasonal 

and field employees in techniques for plain 

writing, and (2) designing Web sites for 

compliance with the Plain Writing Act

In house (agency staff or contractor)

Date: Spring 2013

Approximately 80 (Washington Office 

staffs)—a Plain Writing Act coordinator took a 

train-the-trainer course in summer 2012, then 

offered training in plain writing

In house (agency staff or contractor)

Date: Fall 2013

30-40 (Eastern Region public affairs 

professionals)—Regional meeting with training 

on plain writing for the Web, including features 

and blogs

In house (agency staff or contractor)

Date: March 2014

2 (the Pacific Southwest Region’s Deputy 

Director for Public Affairs and Communications 

and its Legislative Affairs Specialist)—training 

in Plain Writing Act requirements and plain 

writing techniques

In house (agency staff or contractor)

Date: Ongoing

ca. 90 (Controlled Correspondence staff)—

periodic informal training by professional 

writer/editors

In house (agency staff or contractor)

Date: Ongoing

ca. 200 (Northern Research Station scientists)—

Regular CSD Alerts to all NRS employees about 

communication procedures and issues, including 

topics related to grammar and plain writing

In house (agency staff or contractor)

Date: 2013

4 (Pacific Northwest Research Station 

employees)—One science writer (GS-12) took 

a refresher “Writing Skills” course developed 

by the Harvard Business School, available 

online through the Defense Acquisitions 

University; two editors (GS-12) reviewed 

bimonthly issues of Copy Editor; one 

proofreader (GS-7) took a script writing class 

through Lynda.com.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 48

Grain Inspection, Packers, and Stockyard Administration (GIPSA)

Training Employees Trained

Over the last year there have been about 50 

completions of writing classes in GIPSA. Also an article 

will be published on writing and plain language in the 

coming months. 

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 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. We will continue to publicize the AgLearn 

writing courses. 

50

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 persons); 

promoted as available to all staff

We 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. We 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 Headquarters and state staff. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 49

to the Census of Agriculture. 

We conducted a training session held for Northeast 

Regional State Statisticians and other invited staff in 

2013. Similar training is available to other state and 

regional staff.

12

National Institute of Food and Agriculture (NIFA)

Training/Date Employees Trained

In-house training for Web Development Team

Date: December 4, 2013

8

Natural Resources Conservations Service (NRCS)

Training/Date Employees Trained

In-house training for Administrative Staff Members

Date: Training held on May 1, 2013

8

Business Writing: Know Your Readers and Your Purpose

Date: Completed in AgLearn between April 25, 2012 

and January 18, 2013

59

Business Writing: How to Write Clearly and Concisely 

(AgLearn)

Date: Completed in AgLearn between April 5, 2012 

and February 1, 2013

147

Business Writing: Editing and Proofreading

Date: Completed in AgLearn between April 23, 2012 

and January 20, 2013

69

Business Grammar: Parts of Speech

Date: Completed in AgLearn between April 3, 2012 

and December 27, 2012

59

Business Grammar: Working with Words

Date: Completed in AgLearn between 3, 2012 and 

December 27, 2012

8

Business Grammar: The Mechanics of Writing

Date: Completed in AgLearn between April 10, 2012 

and January 2, 2013

87
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 50

Business Grammar: Punctuation

Date: Completed in AgLearn between April 5, 2012 

and December 27, 2012

11

Business Grammar: Sentence Construction

Date: Completed in AgLearn between April 17, 2012 

and January 8, 2013

15

Business Grammar Common Usage Errors

Date: Completed in AgLearn between April 10, 2012 

and February 1, 2013

23

Writing Under Pressure: The Writing Process

Date: Completed in AgLearn between April 16, 2012 

and January 18, 2013

55

Writing at Work: How to Write Clearly, Effectively and 

Professionally

Date: Completed in AgLearn between April 5, 2012 

and October 5, 2012

15

Plain Writing Resources on 

USDA Connect NRCS’ Executive Correspondence 

Management site 

Date: NRCS leadership will continue to provide 

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)
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 51

RMA (Risk Management Agency)

Training/Date Employees Trained

Risk Management Agency Plain Writing Training -

January, 2013 through March, 2014: RMA Product 

Management employees received refresher training on 

the Plain Writing Act and implementation in January 

2014

120 employees

Online Courses in AgLearn

 Introduction to Plain Language

 Business Writing: Know Your Readers and Your 

Purpose

 Business Writing: How to Write Clearly and 

Concisely

 Ongoing

4 employees

18 employees

14 employees

Rural Development (RD) 

Training/Date Employees Trained

AGLearn Plain Writing; On-Site RHS-Single Family 

Housing Plain Language Training

Date: Jan/Feb/Mar

64 RHS employees completed either the 

AgLearn Plain Language Course or the Single 

Family Housing On-Site Plain Language 

Course.

Office of Advocacy and Outreach (OAO)

Training/Date Employees Trained

PLAIN provided training – live

Date: February 29, 2012

Online training

AgLearn Plain Writing course 101 

Date: February 29, 2012

27

Plain Language: Improving Communication from the 

Federal Government to the Public 

http://www.plainlanguage.gov.

27
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 52

Office of the Assistant Secretary for Civil Rights (OASCR)

Training/Date Employees Trained

In-house training

PLAIN provided training – live

Date: March 20, 2013

21

Online training – AgLearn

Date: January 31, 2012

46

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

Office of Communication (OC)

Training/Date Employees Trained

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. 

Office of the Chief Economist (OCE)

Training/Date Employees Trained

Agency provided the following trainings: In house 

(agency Staff or contractor) – live
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 53

Office of the Chief Information Officer (OCIO)

Training/Date Employees Trained

In-house Plain Writing training is provided as a 

component of our Professional Development Series, 

including a course entitled “Use of Plain Writing: Active 

vs. Passive Voice.”

Date: March 2013. 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) Divisions consider 

adding at least one Plain Writing course to their 

Individual Development Plans (IDPs), to be selected from 

the following list:

 Introduction to the Plain Writing Act

 Introduction to Plain Writing

 Business Writing: Know Your Readers and Your 

Purpose

 Business Writing: How to Write Clearly and 

Concisely

35

Office of the Executive Secretariat (OES)

Training/Date Employees Trained

Provides information on the Online training

AgLearn Plain Writing course 101 

Date: Ongoing

Office of the General Counsel

Training/Date Employees Trained

OGC attorneys enrolled in seven courses in “Legal Writing 

and Research,” in the West Legal Ed Center. The West 

Legal Ed Center has 146 courses available on this subject.

OGC support staff took a four-hour "Tools for Effective 

Writing" course offered on September 18, 2013.

22
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 54

5. Ensuring Compliance

INTRODUCTION

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

SPOTLIGHT: FNS’ STATE SNAP NOTICES INITIATIVE

USDA’s Food and Nutrition Service works with partner agencies across the 

nation to get food to people who need it through the Federal nutrition 

assistance programs. The largest of these programs, the Supplemental 

Nutrition Assitance Program or SNAP, provides over 46 million low-income 

people each month with benefits that can be used to buy food in retail stores.

State SNAP agencies must communicate well with SNAP applicants and 

participants in order to serve these customers effectively – even in those 

circumstances when benefits are denied or terminated. If clients do not 

understand how to respond to such “adverse actions” with additional 

information, they may lose benefits they need, and should receive, because of procedural errors.

To help prevent these problems, FNS launched an initiative to encourage State agencies to write Notices of 

Adverse Action – which provide the client critical information about their benefit allotment and appeal rights –

and other SNAP notices plainly. FNS is developing guidance to help States write effective notices of SNAP 

denial and terminations for SNAP purposes, which will include recommendations and best practices to support 

simple and clear notices to SNAP clients. The agency hired a contractor to review and analyze existing SNAP 

notices of adverse action and online applications, and to develop plain language templates that States can 

use. Webinars for State personnel will follow in late Summer to cover guidelines, templates, tools, and best 

practices for online applications and notices.

Better applications and notices will help ensure accurate and timely decisions on households’ SNAP 

applications and other administrative actions – ultimately serving SNAP customers, and the program’s nutrition 

mission, more effectively.

COMPLIANCE EFFORTS (BY AGENCY)

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

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. 

Plainly written 

applications and notices 

can improve customer 

service for SNAP clients, 

reduce errors, and 

advance the program’s 

nutrition mission.
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 55

 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 writer-editor (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 non-technical 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)

The agency will continue to write publications and other documents and materials in plain language 

for a general, non-technical audience. ARS Public Affairs Specialists, Editors, staff photographers,

and others have been trained in and incorporate this element into their work, and work with ARS 

employees to ensure written products are understandable by appropriate target audiences. The ARS 

Information Staff is responsible for reviewing agency scientific publications, and for developing and 

providing guidance to ARS scientists and other employees on many of the information products 

developed for the public. 

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 our stakeholders.

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 and Nutrition Service (FNS)/Center for Nutrition Policy and Programs (CNPP)

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

during the drafting and clearance process for covered documents.
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 56

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

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

including them in individual development plans as appropriate. 

Food Safety Inspection Service (FSIS)

 In October, 2011, FSIS’ Office of Program Evaluation, Enforcement, and Review (OPEER – now known 

as OIEA – the Office of Investigation, Enforcement, and Audit) added a plain-language component to 

the Personal Contacts – Equal Opportunity/Civil Rights and Equal Opportunity and Civil Rights 

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

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

of “exceeds.” We have also encouraged supervisors to request that employees attend plain writing 

training, as needed.

 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)

The Foreign Agricultural Service has upgraded systems in place to ensure 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. During the launch of the new FAS 

Web site format, the agency provided training regarding the format and how to write for the Web. 

This training and orientation included an emphasis on clear, easy-to-understand 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 

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

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

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

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

Staff in the Washington Office reviews every Policy Analysis report before it is released to readers. 

Among other things, the Forest Service ensures that it is plainly written. Periodically, during staff 

meetings, he conducts a training session in plain writing (“Ten Tips for Writing and Editing”).

 In 2011, the Forest Service’s Office of Communication 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.
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 57

 In 2012, the Office of Regulatory and Management Services revised its review systems to ensure 

plain writing. For example:

o 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. 

o 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.

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

responding to requests for information, but following that language we insert a plain 

language sentence that explains clearly and concisely the types of records being released 

and the types of information or records being withheld.

 In December 2012, the Forest Service’s Human Resources Staff reviewed its system for ensuring 

compliance with the Plain Writing Act. The Human Resources Staff now has the following system in 

place:

o Three branch chiefs for the Employee Relations Staff do extensive review of employee 

relations actions to ensure that they are drafted correctly.

o Employee Relations is working to implement templates for most of the agency’s Employee 

Relations actions to ensure consistency.

o The Human Resources Contact Center has a writer/editor who reviews all correspondence 

going to the field as well as all products in the database.

o All congressional responses are reviewed and edited by the Human Resources Public Affairs 

Staff prior to Director signature.

o All newsletter articles are reviewed and edited by the Human Resources Public Affairs Staff.

 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. 

 The International Programs staff implemented a new method of eliciting and reviewing more than 50 

program fact sheets posted online to ensure consistency and accuracy. All correspondence and all 

Web site materials are reviewed by the Director for content and by a writer/editor for plain writing.

 The Fire and Aviation Management staff has public affairs specialists who work closely with technical 

staff to respond in plain writing 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, our staff began revising the Forest Service’s wildfire-related Web site to better communicate 

with the general public. The new Web page will include 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.

 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. For example:

o Public Affairs and planning staffs review media releases, articles, brochures, flyers, 

interpretive information, briefing papers, or testimonies for PWA compliance. 

o Forest 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.

 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 writing, scrutinizing the 
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 58

language and intent based upon intended audience and kind of information—the same goes for 

materials posted on the regional Web site. In March 2013, the Region began measuring the 

accessibility of posted materials through a public survey. On a scale of 1 to 10, our 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."

 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. 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.

 In 2013, the Forest Products Laboratory (responsible for Forest Service research and development of 

new forest products nationwide) 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 is also tailoring 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 rather 

than letting Forest Service science sail over people’s heads.

 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 GS-12 editors who edit all printed material and Web content published by the 

Station for clarity and adherence to GPO style. A GS-7 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.

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

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

writer/editor provides 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 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. 

 Key public document development: For the fiscal year 2014 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: 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: 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 public document development: Restoration of degraded forest and grassland ecosystems is one 

of the highest priorities for the Forest Service. To help communicate the need for ecological 
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 59

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 Green Corps, to

reforestation following the 1992 Cleveland Fire. The regional office reviews every episode for plain 

language.

 Key public document development: 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 development: 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: In implementing the Plain Writing Act, the Forest Health Protection 

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

 Key operational document review: Every 12 months, the Human Resources Staff reviews the Human 

Resources Standard Operation Procedures for plain writing, among other things.

 Key operational document review: 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: 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: 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: 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 is starting immediately with reviews of updated 2014 Farm Bill external communications to staff and 

customers. Beginning at approximately mid-year 2014, FSA will be working to enact a plain language 

standard for all FSA documents and communications so that more producers, both new and existing, as well as 

the general public, can improve their understanding of USDA and FSA program opportunities that are 

available. Tentatively scheduled to commence in May 2014, an internal team shall be formalized to review, 
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 60

create, and maintain the plain language 2014 farm bill documents, including fact sheets, notices, Web-based 

communications, and associated materials, and to provide ongoing monitoring of these materials to ensure that 

updated information is provided on a periodic and systematic basis. By mid-summer 2014, it is anticipated 

that applications for FSA programs will be inspected, reviewed, and revised accordingly with the plain 

language approach so that the draft products can be provided and tested as pilots among select reviewers 

or groups for feedback. Close coordination will be conducted with sister USDA agencies to review new and 

existing language in documents in the effort to provide a more universal approach to language on similar 

programs across the board. Efforts also will be directed to unify any multiple variations of descriptions on 

identical or related topics and programs. Careful attention will be paid to regional differences in language, 

and 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 Stockyard Administration (GIPSA)

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

Litigation Division analyzes the text using readability statistics available in Microsoft Word. The 

analysis helps identify writing that is not plain and easy to read. To improve these statistics, writers 

must use short sentences, active voice, limit the use of legal terms, and incorporate lists and tables to 

present the information. 

National Agricultural Statistics Service (NASS)

 NASS named an employee for compliance issues. 

 NASS is expanding the number of people formally trained (through the 2-hour workshop focused on 

NASS examples and writing needs and through online courses), continuing informal training, providing 

an ongoing stream of refresher materials (tip sheets, internal newsletter, and inserts in leadership

memos to field offices, and providing specific writing guidance on general-audience materials about 

the 2012 Census of Agriculture in connection with the preliminary release in February 2014 as well as 

the final release in May 2014.

 NASS is incorporating the principles in the plain writing checklist in review processes for various 

publications.

 NASS is offering a voluntary 2-hour training workshop to working groups on 10 key plain language 

actions that, when implemented, will quickly improve their individual and joint communications.

National Institute of Food and Agriculture (NIFA)

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

revise RFAs so that they comply with the Act. The plain writing coordinator worked with Grants 

Management personnel and NIFA senior leaders to require that all NIFA personnel who work with 

grants receive Plain Writing training via AgLearn. The plain writing coordinator has edited grant 

writing templates to ensure they comply with the Act.
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 61

Natural Resources Conservations Service (NRCS)

 Agency designated three national headquarters contacts for plain writing.

 There is a Plain Writing icon and link posted to NRCS Web site.

 Plain Writing resources are posted to agency Executive Correspondence Management community in 

USDA Connect for employees

 NRCS Leadership is committed to continual process improvements using two-way sharing of 

information, data, and success stories, and maintaining dialogue regarding the importance of the Act 

with all agency employees nationwide. 

 The agency will maintain focus on the importance of writing in plain language and measure Plain 

Writing Act compliance through newsletter articles, surveys, training, and one-on-one discussions.

 Regular reminders are sent about training courses for all national headquarters staff, including 

senior management.

 NRCS Reviews and approves public communications for accuracy, timeliness, usability, and clarity.

Rural Development (RD)

Managers were reminded of the importance of using plain language for all communications and work 

to ensure that prepared documents strive to meet these requirements.

Office of Advocacy and Outreach (OAO)

• OAO Documents and reports on the use of plain writing in agency communications. In addition, 

OAO continues to discuss plain writing in staff meetings and in the development of program area

fact sheets and correspondence.

• Clearance process being developed in conjunction with correspondence protocol.

• OAO will enforce the Plain Writing Act and will measure compliance through staff meetings, one-onone discussions, and feedback.

• OAO will provide information on Plain Writing online training to its staff.

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.

Office of Budget and Program Analysis (OBPA)

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

reviewing all departmental significant regulations for programmatic accuracy and completeness.

In addition to this, the Office of Management and Budget issued a final guidance document related to 

the Plain Writing Act of 2010, on April 13, 2011. Although the final document is not specific to 

regulations it does state, on page 5: “While the Act exempts regulations from covered documents, 

rulemaking preambles are not exempted, and long-standing policies currently in effect require 
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 62

regulations to be written in a manner that is ‘simple and easy to understand.’ ”

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

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

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

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

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

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

reviewing all departmental significant regulations for programmatic accuracy and completeness. 

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

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

Federal agencies on to how to comply with the OMB guidance.

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

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

requirement when reviewing all departmental significant regulations for programmatic accuracy and 

completeness.

OC (Office of Communication)

 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 are often posted to the Web. 

OCE (Office of the Chief Economist)

OCE continuously updates their Web site. 

OCIO (Office of the Chief Information Officer)

 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 on-line 

training modules that are available in AgLearn. Employees are also encouraged to include plain 

writing training in individual development plans, as appropriate. OCIO leadership is committed to 

continual process improvements using two-way sharing of information; data; newsletters, and success 
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 63

stories such as “Did You Knows”; and 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.

Office of the Executive Secretariat (OES)

 The clearance process includes correspondence protocol in using Plain Language.

 OES is available to assist agencies/offices in achieving compliance with the Plain Writing Act in their 

Secretarial correspondence responses (reports, memo, letters, proclamations, etc.).

 When contacted, OES provides information on Plain Writing online training to its staff and all 

agencies within USDA.

Office of the Inspector General (OIG)

Improving the clarity of OIG’s writing is fundamental to the review process that all of our 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.
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 64

6. USDA Plain Writing Web Sites

THE DEPARTMENT’S PLAIN WRITING WEB SITES

The USDA Plain Language Web site is at /www.usda.gov/Plain_Writing. The page includes tools and 

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

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

Information Network’s Web site.

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

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

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

available at:

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

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

SPOTLIGHT: FSA REDESIGNS THEIR WEB SITE

The Foreign Agricultural Service’s (FAS) Web site is the public face of the 

agency and is their primary vehicle for disseminating information. However, 

since the site was created in 1996, it had undergone only minor technical and 

cosmetic upgrades. The site was obsolete in terms of its 

programming/infrastructure, design, and much of its content. To keep pace with 

technology and changing communications practices, the Web site needed to be 

upgraded and redesigned.

The old FAS Web site followed the once-common “organizational chart” 

approach, using structure and terminology geared to an internal audience 

rather than the needs and interests our customers. It was time to move to an 

“audience-centric” approach, striking a better balance between the users’ needs 

and the agency’s goals. 

FAS launched its new site, www.fas.usda.gov in December 2013, and it is the 

result of more than 2 years of work. The project began with detailed research and analysis, including a top to 

bottom review of the content. The review found that the Web site consisted of more than 700,000 pages, 

tens of thousands of PDF files, dozens of databases and services, and a slew of historical information. More 

than 97 percent of the content was more than a year old. 

The agency surveyed its key stakeholders and site visitors – including cooperators, private voluntary 

organizations, financial institutions and other program participants, as well as media, government officials, 

analysts, and others who rely on FAS for the latest data and intelligence on U.S. agricultural trade and 

related issues. 

FAS’s Web site was 

entirely rewritten to 

meet the requirements 

of the Plain Writing Act 

of 2010 in order to 

serve the many people 

who rely on FAS for the 

latest data and 

intelligence on U.S. 

agricultural trade and 

related issues.
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 65

The new FAS Web site is organized along the functional pillars of FAS, rather than the structure of the 

agency, in order to ensure that the public can find the information they need without having to know how the 

agency is organized. The content was entirely rewritten to meet the requirements of the Plain Writing Act of 

2010. Work continues to refine the design and add new content and features. 

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 Website in October 2013. ARS’ Plain Writing Coordinator and ARS Web staff 

worked with ARS Web content managers to ensure Web content is written for a general audience. 

The Website is designed to help the general public to find, access and understand information more 

quickly and easily. The Team continiues to work with field locations to ensure content is 

understandable to a general audience. The new site has links to USDA’s Plain Writing Information. 

Animal and Plant Health Inspection Service (APHIS)

We have 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. We have also 

developed a “Virtual Writing Center” and organized resources by problem area (excessive 

acronyms, active/passive voice, English as a second language assistance, etc.) 

Economic Research Service (ERS) 

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

posted. We also have guidelines for Web writing.

Food Safety Inspection Service (FSIS)

Since early 2012, we have had a plain language, plain writing folder on the Office of Policy and 

Program Development SharePoint site. 

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 Writiing Training course. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 66

Forest Service (FS)

The Forest Service has developed an Intranet Webpage to help employees understand the need for 

plain writing and to provide tools for improving their writing skills. The Webpage has links to the kinds 

of Forest Service documents and other materials that are covered by the Plain Writing Act. It also has 

links to public-facing plain writing Websites, 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 Websites to the 

Forest Service Webpage on the Plain Writing Act. 

For the general public, the Forest Service relies on USDA’s Plain Writing Website.

 Farm Service Agency

www.fsa.usda.gov/

 One-stop 2014 Farm Bill Web Page at 

www.fsa.usda.gov/farmbill

 FSA Disaster Assistance Programs

http://www.fsa.usda.gov/FSA/webapp?area=home&subject=diap&topic=landing

 NEPA documents affecting all FSA programs

http://www.fsa.usda.gov/FSA/webapp?area=home&subject=ecrc&topic=nep-cd

 FSA Strike Force information 

http://www.fsa.usda.gov/FSA/webapp?area=home&subject=oued&topic=sfc

 FSA Farm Loans 

http://www.fsa.usda.gov/FSA/webapp?area=home&subject=fmlp&topic=dflop

 FSA Aerial Mapping

http://www.fsa.usda.gov/FSA/apfoapp?area=apfohome&subject=landing&topic=landing 

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 Website.

National Institute of Food and Agriculture (NIFA)

 Links to OMB (http://www.whitehouse.gov/sites/default/files/omb/memoranda/2011/m11-05.pdf) 

and PLAIN (http://centerforplainlanguage.org/). 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 67

Natural Resources Conservations Service (NRCS)

 Quarterly NRCS Correspondence Newsletter

 NRCS Executive Correspondence Management Team community in USDA Connect 

 NRCS Correspondence Manual 

Rural Development (RD) 

RHS uses available information on government and public Web sites. Available information was 

circulated to staff. 

Office of Advocacy and Outreach (OAO)

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

 Email: AdvocacyandOutreach@osec.usda.gov

 Links to OMB and PLAIN 

Office of the Assistant Secretary for Civil Rights (OASCR)

 Website address: 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

OBPA (Office of Budget and Program Analysis)

Plain Writing link on OBPA’s Web site at http://www.obpa.usda.gov/

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 Economist (OCE)

USDA -OCE plain writing Web sites

o OCE Web site address: 

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

o OCE Contact us page: http://www.usda.gov/oce/contact_OCE/index.htm

o Implementation of the Act: http://www.plainlanguage.gov/index.cfm

o Documents covered by the Act: http://www.plainlanguage.gov/index.cfm

o Links to Compliance reports: http://www.usda.gov/documents/PL-Report-final.pdf

o Links to OMB and PLAIN LANGUAGE: http://centerforplainlanguage.org/ 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 68

Office of the Chief Information Officer (OCIO)

The OCIO’s Plain Language 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)

 The Office of the Executive Secretariat’s Web site address is as follows:

http://www.dm.usda.gov/oes/index.htm

 Links to OMB (http://www.whitehouse.gov/sites/default/files/omb/memoranda/2011/m11-05.pdf) 

and PLAIN (http://centerforplainlanguage.org/) 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 69

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

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. 

Agricultural Marketing Service (AMS)

AMS does not have a formal system for customer feedback, but has received the following comments: 

 “During our first day of the audit, the staff shared high praise for the NOP guidance documents. They 

said the guidance is very clear, easy to understand, and helps them to apply the standards.” 

 “Just a note to let you and others how good and useful I found the Organic Literacy Program. The 

Resource Guide was particularly well done, and should be extremely helpful as a first stop for 

information.”

 “I just wanted to write/commend NOP for a clear explanation of the distinction between different 

forms of cell fusion. This memo is a good tool for clarifying these kinds of policy questions.” 

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 and Nutrition Service (FNS)/Center for Nutrition Policy and Programs (CNPP)

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

the implementation of the Act. However, FNS has long exercised Plain Writing standards in its 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 70

documents. This has resulted in more efficient clearance (less rewriting), greater comprehension by 

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

satisfaction with written work. 

Food Safety 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 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 more quickly receiving their responses. Other areas have also 

reported a decrease in the number of follow-ups and clarifications to items revised to use plain 

language. This information is anecdotal; no specific measures are yet in place.

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 ...”

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

with requirements under the Plain Writing Act. For example: 

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 e-mails 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. The Region will soon implement a 

paperless review process for Human Resources packages using SharePoint that should significantly 

reduce 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 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 71

Service scientists consider them useful tools for communicating their research findings, and readers 

write to tell us 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.

Grain Inspection, Packers, and Stockyard 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 2000, GIPSA’s Federal Grain Inspection Service (FGIS) was approved by OMB 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 post card via U.S. mail In the summer of 2013, however, the 

survey was posted to GIPSA’s Web site and is not 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 is gradually rewriting some of its Web pages with a specific emphasis on writing the content 

and links in plain language. In addition, NASS is updating its Web site to be more inviting and 

engaging. 

 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 

organizations (CBOs). In response to questions, 81 percent said they used the provided materials to 

promote the census, and 71 percent said the 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: frequently asked questions or FAQs (94 percent) the Census Web site 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 72

(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 our Census messaging in which plain writing made a difference is in our 

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, we focused 

more strongly on promoting the online response option, conveying that it is convenient, secure, and 

saves time and taxpayer dollars. In addition, we 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: http://blogs.usda.gov/2014/02/27/usda-then-and-now-part-iv/#more50326).

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 focuses again on 

providing a range of audience-appropriate materials that are written in plain, clear style.

Natural Resources Conservations Service (NRCS)

 Use of ForeSee survey to determine customer satisfaction and Web site usability 

 Direct customer feedback 

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 that reflects 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 remained statistically stable since the 2008 survey.

 In terms of 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:
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 73

- 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 

- Escrow Statement: 88.4% are satisfied with information received

- Payment Assistance Process: 86.3% found it easy to understand 

85.1% found changes were clearly communicated 

Office of Advocacy and Outreach (OAO)

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

comprehension of program information and delivery of service.

Office of the Assistant Secretary for Civil Rights (OASCR)

For employees responsible for writing documents, a performance element was added to their 

FY 2014 performance plan for rating. 

Office of Budget and Program Analysis (OBPA)

OBPA will conduct evaluations as more of its staff members are trained. The current training schedule 

should result in training of OBPA policy writers and approvers before the end of May 2012. 

Office of the Chief Economist (OCE)

The Office of the Chief Economist produces the monthly World Agricultural Supply and Demand 

Estimates (WASDE) report, which is edited by 10-15 analysts and experts every month. It is directed 

at a highly technical audience. The WASDE report is continually refined and improved. The Weekly

Weather and Crop Bulletin is the second publication OCE publishes. This publication is continually 

undergoing refinement, is edited by several meteorologists, and receives a final editorial review 

before publication. 

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 presented in March 2013, and was very well received as indicated by the 

positive feedback in the employee course evaluations.

Office of the Executive Secretariat (OES)

The Office of the Executive Secretariat (OES) currently strives to provide superior customer service to 

the Office of the Secretary, USDA Agencies and Offices, and the public. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 74

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. 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 75

8. Agency Coordinators 

Information

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 USDA organizational chart, 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 Lisa Ahramijian

Antoinette Carter

Michael Smith

Dana Stewart

Becky Unkenholz

Agricultural Research Service (ARS)

National Agricultural Library (NAL)

Tara Weaver-Missick (for 

ARS and NAL)

Tara Weaver-Missick

Mary Ann Leonard (NAL only)

Animal and Plant Health Inspection Service 

(APHIS)

Beth Gaston Jason Hancock

Economic Research Service (ERS) John Weber

Dale Simms

Vacant (Mary Conley’s 

replacement will take on this 

assignment)

Food and Nutrition Service (FNS)

Center for Nutrition Policy and Programs 

(CNPP)

Richard Lucas Richard Lucas

Food Safety Inspection Service (FSIS) Chuck Williams

Mary Conley

Vince Fayne, Jacquelyn Jones,

Mary Conley, Laura Reiser

Sandie Burrell/Karen Jackson

Andreas Keller, Pauline 

Matthews, Meryl Silverman, 
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 76

Neal Westgerdes

Foreign Agricultural Service (FAS) Sally Klusaritz Joseph Migyanka

Forest Service (FS) Tim DeCoster Diane Banegas

Hutch Brown

Kathryn Sosbe

Farm Service Agency (FSA) Todd Atkinson (interim) Todd Atkinson (interim)

Grain Inspection, Packers, and Stockyard 

Administration (GIPSA)

Dexter Thomas Dexter Thomas

National Agricultural Statistics Service (NASS) Sue King, NASS Rosemarie Philips

National Institute of Food and Agriculture 

(NIFA)

Scott Elliott, NIFA

Natural Resources Conservation Service 

(NRCS)

Terry Bish Suzanne Austin-Kashawlic

Rural Development (RD) Rural Utilities Service: 

Rural Housing Service: 

Rural Business and 

 Cooperative Service:

Michelle Brooks

Karen Jacobs

Ken Meardon

Office of Advocacy and Outreach (OAO) Teresa Welch 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 Mike Poe and Sam Barkdull

Office of Communication (OC) Cheryl Normile Cheryl Normile

Office of the Chief Economist (OCE) Brenda Chapin Brenda Chapin

Office of the Chief Information Officer (OCIO) Cheryl L. Cook, Chief 

Information Officer 

David Simpson

Matthew Patrick

Office of the Executive Secretariat (OES) Maureen Wood Ann Marie Gogniat
Plain Writing Act • 2014 Compliance Report 

United States Department of Agriculture 77

Office of the General Counsel (OGC) Peter MacHare Peter MacHare

Office of the Inspector General (OIG) Tracy Lapoint Michael Martin
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 78
Plain Writing Act • 2014 Compliance Report

United States Department of Agriculture 79