Plain Writing Act 

Compliance Report 2016

For the

United States Department 

of Agriculture (USDA)

December 2016
Table of Contents

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

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

3. PLAIN WRITING OUTREACH TO USDA EMPLOYEES....................................... 52

4. TRAINING ....................................................................................................... 56

5. ENSURING COMPLIANCE ............................................................................... 65

6. USDA PLAIN WRITING WEB SITES................................................................... 71

7. CUSTOMER SATISFACTION............................................................................. 74

8. AGENCY COORDINATORS ............................................................................. 79

APPENDIX................................................................................................................. 82
1. Introduction

USDA’S PLEDGE

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

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

• provides information about any of our services and benefits;

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

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

USDA pledges to provide you with information that is clear, understandable, and useful in every paper or 

electronic letter, publication, form, notice, or instruction produced by the Department.

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 in this report’s Appendix and at USDA’s Plain Writing Web site, at 

http://www.usda.gov/plain-writing.

THIS REPORT

This report focuses on the period between January 1, 2015, and December 31, 2015. The Plain Writing 

Act of 2010 requires that USDA write all new publications, forms, and publicly distributed documents in a 

manner that is “clear, concise, well-organized, and follows other best practices appropriate to the subject 

or field and intended audience.” On July 13, 2011, USDA published its first report, an implementing

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

and 2015. This year, we report on how we have built on our prior efforts toward meeting the goals in 

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

http://www.usda.gov/documents/PL-Report-final.pdf. 

Last year’s compliance report can be found here: http://www.usda.gov/documents/usda-plain-writingact-2015-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, and the USDA Cultural Transformation initiative, and to fulfill our commitment to 

customer service.

Senior Officials

USDA’s senior official for plain writing is listed below:

Mr. Jerold Mande

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

Email: Jerold.Mande@osec.usda.gov

Phone: 202.720.7711
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 2

Agency Coordinators

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

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

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

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

coordinators, please see Chapter 8 of this report. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 3

2. Sample USDA Communications

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

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

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

more clearly and effectively with its customers.

SUMMARY OF USDA AGENCY COMMUNICATIONS

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

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

the agencies in conveying information to the public.

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

Documents Plain Writing Improvements/Expected Impact

Magazines, news releases, semi-technical 

and non-technical publications, brochures, 

fact sheets, reports, social media content, 

and other Web content.

Target Audience: Audience varies 

depending on product (developed for 

specific programs, projects, and events). 

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

and will read ARS’ information online. These 

communications will help create awareness and increase 

public understanding about ARS research and related 

findings.

Thousands more will read ARS’ materials disseminated at 

various events, meetings, and programs.

The NAL Web site receives approximately 50 million 

page views and 1.1 million searches each year. The 

agency’s content is reviewed to ensure its audience 

understands the material and can find the information 

they are looking for.

Animal and Plant Health Inspection Service (APHIS)

Documents Plain Writing Improvements/Expected Impact

Web pages

Target Audience: APHIS stakeholders

APHIS continued to provide information to the public via 

its Web site in a clear, user-friendly way. In 2015, APHIS 

launched new Web pages for the Asian longhorned 

beetle, highly pathogenic avian influenza, feral swine, 

citrus health, and pet travel. Through these pages, 

members of the public and others can easily and quickly 

learn more about important agency activities and 

regulatory requirements. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 4

Documents Plain Writing Improvements/Expected Impact

Publications

Target Audience: APHIS stakeholders

Increased accessibility and comprehension on complex 

scientific subjects to APHIS target audiences. 

Legislative and Public Affairs continues to improve 

editorial quality and increase plain language use in 

APHIS publications. In particular, APHIS researched 

readability standards and related tools in Word, and, 

starting in March 2015, began running readability 

“checks” on draft text during editorial review to work 

toward general goals in key areas: active versus passive 

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

average sentence and paragraph length, and overall 

reading ease. Other editorial focuses in publications 

include increasing use of the following: personal 

pronouns, strong verbs, and everyday words and phrases 

(based on the word suggestions list at

plainlanguage.gov).

GovDelivery Stakeholder Registry

Target Audience: APHIS stakeholders

Immediate access to valuable information about APHIS. 

Stakeholders select the type of information they would 

like to receive, how often they would like to receive it,

and the medium by which they wish to receive it

(e.g., email or SMS text messages). 

Responses to customer inquiries made via 

the Web (“Ask the Expert”) 

Target Audience: The general public

Potential Audience: Unlimited

The public now receives succinct, clear responses to 

inquiries. In 2015, APHIS responded to nearly 2,100 

inquiries through the “Ask the Expert” interface—

providing members of the public accurate, up-to-date 

information quickly. 

People can also search USDA’s “Ask the Expert” site for 

clear, short answers to their APHIS-related questions, 

which the agency updates regularly. In 2015, there were 

more than 66,000 individual hits on APHIS-related 

questions and answers on the site. Popular topics included 

pet travel, imports and exports of agricultural products, 

animal welfare, and pests and diseases. 

Social Media

Target Audience: The general public

Potential Audience: Unlimited

APHIS continues to invest time and energy in expanding 

its social media presence—further promoting interest in 

agency programs, activities, and accomplishments. APHIS 

uses a conversational, plain writing style in its blog and 

Twitter posts and on its Facebook pages to inform and 

engage the public. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 5

Economic Research Service (ERS)

Documents Plain Writing Improvements/Expected Impact

Economic research monographs released 

via the agency’s Web site

Target Audience: Policymakers, academia, 

informed laypeople

Increased comprehension and customer satisfaction

Market analysis newsletters released via 

the agency’s Web site

Target Audience: Policymakers and 

commercial agriculture companies

See above.

Amber Waves magazine, 

(www.ers.usda.gov) and through a 

magazine app available on iTunes and 

GooglePlay 

Target Audience: Policymakers and 

informed laypeople

See above.

Tweets: The agency publishes tweets daily

Target audience: 23,000 followers, the 

general public, policymakers, academia, 

commercial agriculture stakeholders, and 

media 

See above.

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

Documents Plain Writing Improvements/Expected Impact

Forms, public notices, funding opportunities, 

regulations, and Web pages (distributed 

electronically through the Web—in HTML or 

PDF format; occasionally by paper)

Target Audience: State and local nutrition 

assistance program operators and 

stakeholders (Thousands)

FNS has long exercised plain writing standards in its 

documents. Adherence to these standards has resulted in 

more efficient clearance (less rewriting), greater 

comprehension by audiences, better adherence to rules 

and guidance due to greater clarity, and better customer 

satisfaction with written work.

Correspondence, press releases, reports, 

and research publications (distributed in 

hard copy and electronically)

See above.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 6

Documents Plain Writing Improvements/Expected Impact

Target Audience: Congress, general public, 

nutrition assistance program stakeholders, 

research community

Nutrition promotion materials

Target Audience: Nutrition community, 

general public

See above.

Question and answer, Frequently asked 

questions, How to, or any other informal 

guidance documents (distributed through the 

Web—in HTML, PDF formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

State SNAP Notices Initiative

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

for Online SNAP Applications,” which includes a section on 

plain language, and provides a self-assessment checklist 

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

applications and notices.

Better applications and notices will help ensure accurate 

and timely decisions on households’ SNAP applications 

and on administrative actions requiring notification of 

SNAP households.

Prototype Application for Free and Reduced Price School 

Meals

In school year (SY) 2015-2016, FNS published a fully redesigned free and reduced price school meals 

application. The new prototype application was 

developed through a year-long, collaborative project 

between FNS and the Office of Personnel Management’s 

Innovation Lab. It used plain language and other 

customer-focused design elements to minimize confusion 

and make it easy for families that apply for free and 

reduced price benefits to report accurately. It was also 

refined through a focus testing process conducted with 

groups of parents. The new application has been 

received positively at the State and local level, and an 

updated version for use in SY 2016-2017 will build upon 

that success.

Income Verification Letter

In the fall of 2015, FNS and the White House Social and 

Behavioral Sciences Team pilot-tested a revised letter to 

households participating in school meals, requesting 

verification of their income, an important administrative 

process. The new letter goal seeks to reduce confusion 

and encourage timely responses by households with a set 

of clear action steps for complying with verification 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 7

Documents Plain Writing Improvements/Expected Impact

requirements. The project also encouraged school districts 

to make it easier to comply by accepting emailed pictures 

of verification documents and offering pre-paid 

envelopes to mail hard copies. These improvements will 

make requirements clear and easier to meet.

Farm Service Agency (FSA)

Documents Plain Writing Improvements/Expected Impact

FSA has produced 14 new agency program 

publications that comply with the Plain 

Writing Act.

FSA program publications are distributed at 

agricultural events. There are plans to post 

these publications on the FSA Intranet and 

Internet.

The intended users are FSA’s internal and external 

customers who attend the agency’s program functions or 

who go on the agency’s Web page for program 

information.

These program publications have the potential to reach 

nearly 1.5 million online viewers.

FSA’s recently produced publications are condensed,

providing important information in a succinct manner.

Two major FSA farm loan guides are 

currently in the clearance process and will 

be distributed and posted online before or 

by the end of this fiscal year.

These guides have been specifically and 

deliberately written in plain language to 

help FSA’s customers navigate FSA’s loan 

processes.

Your Guide to Farm Loan Programs is 

currently posted online and will be updated 

once the revised guide is cleared.

The two farm loan guides are intended for people who 

need assistance starting, expanding, or owning a farm or 

ranch, and for farmers or ranchers who have an FSA 

Farm Loan Programs loan.

Currently, the guide to FSA Farm Loans is online, but it is 

being revised.

Although these two guides are lengthy, they are clearly 

written in a way that helps the reader understand the 

process for getting a loan with FSA.

FSA has created a Plain Writing Handbook 

adapted from the Plain Language Action 

and Information Network (PLAIN). The 

handbook is in the final stages of being 

completed. Once completed, it will be 

posted online and used in future plain 

writing training.

The FSA Plain Writing Handbook is for FSA employees 

working in the agency’s 2,124 offices nationwide.

The potential impact from using this guide is to produce 

simpler and clearer forms and instructions and more 

precise communications to FSA’s external and internal 

customers.

FSA has incorporated and continues to 

incorporate plain language into its 

Web sites, news releases, fact sheets, 

tweets, and blogs.

The intended users are FSA’s external customers—farmers 

and ranchers, which is approximately 800,000.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 8

Documents Plain Writing Improvements/Expected Impact

News releases continue to be written in an easy-to-read 

format that assists in educating non-agricultural audiences 

on USDA programs.

The use of technical terms and acronyms has been limited 

as much as possible, and acronyms are defined whenever 

used.

FSA has revamped its main portal to get the 

user where he or she needs to go by 

launching redesigned versions of FSA’s 

internal- and external-facing Web sites.

Web content is more simple, and engaging 

so that customers can read and navigate 

through it within a 10-second window.

The intended users are FSA’s 1.5 million online viewers.

The goal is to integrate all of FSA online content into the 

same look and feel as the main page of its Web site and 

to make sure readers can read content quickly.

Site enhancements included the migration to Percussion 

and planned efforts to resolve already identified 

customer experience quick hits and synergistic efforts.

Content managers and contributors have been identified 

and assigned the responsibility of maintaining and 

updating content in their deputy program area.

Food Safety and Inspection Service (FSIS)

Documents Plain Writing Improvements/Expected Impact

Freedom of Information Act (FOIA) 

acknowledgment correspondence, fee 

waiver denied/granted correspondence, 

determination correspondence, subpoena 

response correspondence via U.S. mail

Target Audiences: FOIA requestors, 

consumer advocates, industry associations, 

news media, regulated industry members, 

and their representatives. 

FSIS has revised template letters using more plain 

language. Examples include using active voice and 

shorter sentences, explaining technical issues, and 

eliminating wordiness.

FOIA expedited processing denied/granted 

correspondence, submitter's notice 

correspondence, absent fee agreement/ 

over $250 correspondence, referral 

correspondence, Privacy Act 

correspondence via U.S. mail

Target Audience:

• FOIA requestors and other agencies

As FSIS writes and reviews letters, the specialists and 

supervisors use plain language.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 9

Documents Plain Writing Improvements/Expected Impact

• Privacy Act requestors: External 

individuals doing business with FSIS

Correspondence (General), letter via 

U.S. Mail or email

Target Audience: Members of Congress; 

consumer and industry groups; Federal, 

State, and local officials; meat, poultry, and 

processed egg products establishments; 

consumers; and members of the public.

As FSIS writes and clears letters, writers and editors use 

plain language. Examples include using active voice and 

shorter sentences, explaining technical terms, eliminating 

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

has revised standard language to incorporate plain 

language.

Campaign Correspondence, letters via 

U.S. mail or email

Target Audience: Members of the public; 

activists.

When writing responses to campaign letters, FSIS gives

extra attention to plain language. These responses are 

relayed to thousands of constituents who have a wide 

variety of reading levels and knowledge of the issues. 

Constituent Update, newsletter via electronic

means

Target Audience: Consumers, regulated 

community, public officials

Plain language is an ongoing effort for the Constituent 

Update. FSIS continues working with subject matter 

experts on technical content without compromising the 

message. FSIS rewrites text into plain language, and 

reviews and rewrites its text in order to ensure that the 

message is correct.

Approximately 100 fact sheets on 

individual topics, such as Beef from Farm to 

Table, and Refrigeration and Food Safety. 

FSIS revises approximately 20 fact sheets 

each year via Web, email, and in-person 

events.

Target Audience: Consumers (8,153,292)

FSIS will continue to produce additional food safety 

education materials in plain language. It will also 

continue to review and revise its current stock of materials 

to ensure that they contain factual, up-to-date scientific 

information, and are written in plain language. 

Consumer Guides distributed via the Web, 

email, in-person events, and 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

This is part of a project in which FSIS developed plain 

language fact sheets, and published those fact sheets by 

posting them to the applicable agency Web sites so that 

the public can access information easily. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 10

Documents Plain Writing Improvements/Expected Impact

• Ask Karen, magnet

• Panic Button, fact sheet

• Protect Yourself and Your Baby From 

Listeriosis, flyer

• Food Safe Families, poster

• Is It Done Yet? temperature chart, 

poster

• He's BAC! children's book, booklet 

Target Audience: Consumers 

The Meat and Poultry Hotline Web page 

houses valuable information about how to 

reach the Hotline. 

Target Audience: Consumers (1,810,640)

FSIS uses plain language when it updates its Web site 

regularly to include information on recalls and food 

safety-related issues/concerns.

Food Safe Families public service 

announcements (4); Food Safe Families 

Behavioral videos (4); Surviving a Power 

Outage: Don't be in the Dark When it 

Comes to Food Safety podcast; Food 

Safety Advice for Tailgating Parties video 

news releases; Freezing and Food Safety, 

American Sign Language videos via Web, 

media

Target Audience: Consumers

This is part of a project in which FSIS developed plain 

language fact sheets, and published those fact sheets by 

posting them to applicable agency Web sites so that the 

public can access information easily. 

Web content 

Target Audience: All customers (internal 

and external)

FSIS Web Managers often work with content contributors 

on draft documents and share their knowledge of best 

practices. To introduce new content, FSIS writes 

descriptive introductory text with a clear call to action. 

The agency emphasizes using fewer words, active voice, 

and few acronyms in order to achieve plain language.

Web Content: Limited English Proficiency 

(LEP)

Target Audience: Government employees

FSIS recently added links to the Civil Rights main page to 

these LEP resources: the FSIS LEP plan, a training 

Webinar sponsored by USDA’s Office of the General 

Counsel, and “I Speak” cards used by the U.S. Census 

Bureau.

Intranet Content Contributors Quick Start 

Guide

Target Audience: FSIS Employees

The guide was created as a training aid to help content 

contributors manage content on InsideFSIS, the employee 

Intranet. FSIS reviews this guide periodically to include 

any updates in the system and to ensure its ease of use 

for its contributors. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 11

Documents Plain Writing Improvements/Expected Impact

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

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

reducing waste by making documents within the agency 

reader-friendly and clear.

Management control reviews (MCRs), via 

electronic means

Target Audience: FSIS program-area 

personnel

FSIS reduced the standard MCR from 8 pages to a 2-

page summary tabular format. This user-friendly format 

delivers a clearer message and results in fewer follow-up 

questions.

Strategic Plan Dashboard

Target Audience: Leaders, Managers and 

Goal Coordinators

Plain language concepts are applied to the dashboard to 

easily identify which Program Areas are working to 

achieve specific performance targets. The result is a 

clearer understanding of how their work relates to the 

eight strategic goals and of the completion rate of key 

annual performance results and actions.

Reports Of Investigations (ROIs), via the 

Freedom Of Information Act (FOIA)

Target Audience: FSIS Labor and Employee 

Relations Division, the Office of Inspector 

General (OIG), the Office of the General 

Counsel (OGC), and other stakeholders

ROIs are prepared in accordance with plain writing 

principles. Previous trainings are posted on the Web site 

to enable continuous learning. Readers of the ROIs find 

the reports easier to follow. FSIS has also reduced the 

number of pages in the reports. 

Quarterly Enforcement Report via electronic 

means and posted on FSIS’ Web site

Target Audience: FSIS personnel and 

external stakeholders, including consumer 

advocates, industry associations, regulated 

businesses, and Congress

FSIS reviewed the Quarterly Enforcement Report against 

plain writing principles and updated the report with the 

Office of Public Affairs and Consumer Education, for the 

Web audience.

Confidential enforcement and legal 

correspondence, letters via paper; 

electronic means

Target Audience: Individuals and firms 

engaged in operations involving FSISregulated products

FSIS worked with consultant trainers to develop templates 

and examples and has incorporated plain language into 

daily writing.

Review of State Meat and Poultry 

Inspection (MPI) Programs Summary Report;

individual state reports, Report via paper; 

electronic means

Target Audience: Consumer advocates, 

industry associations, regulated businesses,

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

parties.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 12

Documents Plain Writing Improvements/Expected Impact

Congress, state MPI program officials, and 

FSIS personnel. 

Official Annual State MPI Comprehensive 

Review and Determination Reports, letter 

via paper; electronic means

Target Audience: State MPI programs

The annual report process is being streamlined. The 

report length has been reduced from 13-15 pages to 

3-4 pages, and plain writing concepts have been 

incorporated—this eliminates wordiness and delivers a

clearer message. 

State Onsite Audit Checklist, FSIS Form 

5720-3, Form via paper; electronic

Target Audience: State MPI programs

Language on audit checklists has been simplified to 

capture the most relevant information and ensure more 

accurate records are kept. 

Official clarification memos to State MPI 

programs, letters via paper; electronic 

means

Target Audience: State MPI programs

FSIS clarified concepts and adjusted wording to save time 

due to fewer questions from the programs, resulting in a 

quicker response from the State programs.

“At Least Equal to” Guidelines for State MPI 

Cooperative Inspection Programs, via 

paper; electronic

Target Audience: State MPI programs

Revised 2008 document. Includes changes that have 

occurred since 2008. Plain language has been used to 

clarify instructions to State MPI Programs and ensure 

more complete and relevant information, which leads to 

less confusion and fewer questions from State programs.

FSIS Directive 5720.3 Rev. 2, Methodology 

for Performing Scheduled and Targeted 

Reviews of State Meat and Poultry 

Inspection Programs, via paper; electronic

Target Audience: State MPI programs

Plain language has improved readability and 

comprehension. Policies and procedures have been 

clarified, and modifications were made to the review 

methodology and components.

International Audit Report, electronic means

Target Audience: General public, external 

stakeholders, food safety advocates, 

Members of Congress

Plain language has improved the readability of the audit 

and establishment report. Eliminating the number of 

pages and utilizing plain language has resulted in a 

streamlined report, which delivers a clearer message to 

the general public.

International Audit

Establishment Checklist

Target Audience: General public, external 

stakeholders, food safety advocates, 

Members of Congress

Language on audit checklists has been simplified to 

deliver accurate information and ensure a consistent audit 

process.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 13

Documents Plain Writing Improvements/Expected Impact

Component Verification Analysis Form, 

electronic

Target Audience: FSIS program-area 

personnel

Plain language has improved readability and 

comprehension of plans and results documented in the 

verification form.

Laboratory Checklist, electronic

Target Audience: FSIS program-area 

personnel

Plain language has improved readability and 

comprehension of the verification form.

Official responses to appeals, letters via 

paper; electronic means

Target Audience: State MPI programs

Official responses have been streamlined to deliver a 

clearer message, which results in fewer follow-up 

questions.

Litigation-related documents

Target Audience: Internal stakeholders and 

external entities. Internal stakeholders 

include management and program officials. 

External stakeholders include administrative 

judges and private attorneys.

Plain language legal writing has improved readability 

and comprehension.

Foreign Agricultural Service (FAS)

Documents 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

Simplified terminology, clear and succinct articles, and 

normally two clicks to information.

Responses to customer inquiries made via 

the Web

Target Audience: The general public

Potential Audience: Unlimited

The public continues to receive concise, clear responses to 

inquiries. The “Contact Us” link is simple and contains 

eight key contact areas.

Briefing Papers

Target Audience: Senior-level Department 

officials

Improved clarity and brevity, and informative for the 

targeted viewer.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 14

Documents Plain Writing Improvements/Expected Impact

Potential Audience: 25

Comments to the Trans-Pacific Partnership 

(TPP) and World Trade Organization

Target Audience: International trade 

officials and organizations

Potential Audience: Unlimited

Prepared clear, results-oriented, and diplomatic comments 

to encourage countries to understand and/or modify 

regulations to ensure open trade.

Forest Service

Documents Plain Writing Improvements/Expected Impact

Documents/communications of all kinds

Target Audience: service users, national 

forest visitors, businesses, contractors, 

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

millions

In August 2011, the Forest Service identified the kinds of 

documents that are covered by the Plain Writing Act. 

Covered documents fell into 23 categories, including 

forms, correspondence, forest plans, environmental 

analyses, research papers, and publications. 

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

across the country to estimate the number of covered 

documents in existence and the number produced or 

substantially revised each year. Approximately 590,000 

documents existed, including more than 30,000 research 

publications available online, and the Forest Service 

generated about 64,000 covered documents per year.

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

the Chief’s Office contacted Plain Writing Act 

coordinators across the country to review and reconfirm 

the kinds of documents covered under the Plain Writing 

Act. The coordinators also reconfirmed the estimated 

numbers of covered documents in existence and 

generated each year. There were no significant changes 

from the last time an assessment was done in 2011-12.

Some units reported positive results from the emphasis on 

plain language, including improved communications, 

positive public feedback/response, and a reduction in the 

number of public questions and need for follow-up. 

Forest Service highlights:

• In 2015, the Forest Service published the USDA Forest 

Service Strategic Plan FY 2015-2020 that embodies 

the agency’s commitment to sustain the Nation’s forests 

and grasslands, deliver benefits to the public, apply 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 15

Documents Plain Writing Improvements/Expected Impact

knowledge globally, and excel as a high-performing 

agency. Written clearly and concisely, the strategy’s 

reach continues through coordinated monthly 

communication themes based on the agency’s goals. 

The themes are supported by blogs, updated Web 

pages, social media, videos, and other communication 

tools that are replicated or enhanced by agency units. 

The strategy is continually communicated in ways that 

are clear, concise, and helpful to the public.

• The agency continues to make improvements to the 

Interactive Visitor Map, with a 2.0 version expected to 

be released in 2016. The online map provides the 

public with a view of Forest Service roads, trails, and 

recreation sites and is fully functional with personal 

computers, mobile phones, and tablets. The online 

map is one of hundreds of map products available to 

the public.

• Agency program areas are using maps to provide 

information to employees that is also of interest to the 

other Federal agencies and the public. Tribal 

Connections is the Forest Service Indian Land Map 

Viewer with a visual depiction of which Tribal 

governments, past or present, have a connection to 

agency lands. The agency has made this map and 

others, as well as geodata, readily available to the 

public.

• All briefing papers produced by the Washington 

Office, Research and Development are reviewed by 

the unit’s public affairs staff for professional editing 

that includes a plain language check, or are edited 

by staff members with a journalism or science writing 

background. The editors review and revise for plain 

language, Associated Press style, and logical structure. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 16

Documents Plain Writing Improvements/Expected Impact

• All Pacific Southwest Research Station public-facing 

materials, including the station’s Web site content, 

annual Accomplishments Report, briefing papers, and 

brochures, undergo a rigorous editorial process by the 

Communications Director and Station Leadership Team 

to ensure plain language writing. Manuscripts 

submitted as station publications or journal articles 

are reviewed and edited by the author’s program 

manager and the assistant station director, research. 

Station publications are then submitted to the Pacific 

Northwest Research Station for further editing, and

then, printing. Station editors edit for clarity and 

adherence to Government Publishing Office style. 

• In April 2015, the Rocky Mountain Research Station 

(RMRS) published the RMRS Strategic Communication 

Plan 2015-2017 to help station employees 

communicate the unit’s science in meaningful ways to 

those who use and apply the Station’s research. 

Written using plain language concepts, the station 

also published a 7-page summary that outlines the 

goals and objectives in an easy-to-read format with 

supporting visuals—this helps employees to better 

communicate with the public.

• The Rocky Mountain Research Station bi-monthly 

Science You Can Use Bulletin reaches nearly 2,500 

subscribers and provides the latest science advances 

for implementation by land managers, to include local, 

state, and Federal agencies, non-government 

agencies, and private landowners. 

• Explorer is an internal Rocky Mountain Research 

Station newsletter that targets scientists, professionals,

and support staff using clear, concise language. 

Authors refrain from the use of acronyms and 

technical jargon. 

• Local units, such as the Cherokee National Forest, also 

reported a heightened awareness and better use of 

plain language principles to provide simplified 

information so the public can better understand 

information in documents, agreements, and other 

public handouts. A small example of these efforts 

includes the following:
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 17

Documents Plain Writing Improvements/Expected Impact

o The National Forests in Mississippi has a 

guide for public documents that 

emphasizes plain language.

o The Daniel Boone National Forest 

implements the Plain Writing Act standards 

in all documents, including emails.

o The National Forests and Grasslands in 

Texas writer/editors are part of a review 

system to ensure that documents are 

clearly written.

o The Arthur Carhart National Wilderness 

Training Center has an interactive online 

course presenting information about 

managing Inholdings and Access in 

Wilderness written in accordance with 

plain writing principles.

Forms, distributed by mail/Web sites/

offices

Target Audience: Service users, national 

forest visitors

There is ongoing use of guidelines under the Plain Writing

Act. 

Forest Service highlights:

• The Rocky Mountain Research Station provides 

templates for Science Spotlights, Projects, and other 

Web content that are written in plain language and 

directs the user to use plain language in their 

responses. The station also reviewed and improved 

all online content as part of its migration to a Drupal 

content management platform.

• The Northern Region provides employees templates 

and guidance concerning the National Environmental 

Policy Act and the Act’s Administrative Review and 

Litigation section. Employees are urged to understand 

the Plain Writing Act of 2010, the requirement that 

documents be 508 compliant, plain language 

principles, effective analytical writing, and writing 

tips, among other topics. The Northern Region Asset 

Management Desk Guide gives employees clear and 

concise details on processes for all aspects of Asset 

Management. The plain language approach has 

ensured process clarity, as evidenced by the positive 

feedback from internal and external customers.

• The Bighorn National Forest uses principles of plain

writing when developing desk guides and forms to 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 18

Documents Plain Writing Improvements/Expected Impact

conduct outreach for prospective employees. Nongovernment employees are asked to review the 

documents to ensure ease of understanding and 

clarity of recommendations and instructions. The forest 

staff believes the effort has increased interest in 

working for the Forest Service.

• The Pacific Southwest Region units use plain language 

principles to ensure clarity in public documents through 

reviews and the use of templates. Some examples 

are:

o The Inyo National Forest’s recent review 

and redesign of the visitors guide 

simplified language and made the 

document less text heavy, with recognition 

that readability is linked to design as well 

as writing. 

o The Lassen National Forest reviewed and 

revised the external Web site to facilitate 

easy navigation and to ensure clear 

intuitive topic headings and content 

summaries. The forest is in the process of 

revamping the internal site for staff.

o The San Bernardino National Forest is 

working to ensure that clear and concise 

language is used in the Sand to Snow 

National Monument Plan for other 

documents that provide crucial public 

information.

o The Eldorado National Forest ensures 

public notices submitted to the local 

newspaper clearly state information about 

public meetings, vehicle auctions, Resource 

Advisory Committee requests for project 

proposals, and employment opportunities.

Grants, distributed by mail/Web sites/

offices

Target Audience: Businesses, students, 

landowners

There is ongoing use of guidelines under the Plain Writing 

Act.

All grants use plain language where feasible but must 

abide by the legal technical text in order to remain a 

binding legal document. Agency units strive to maintain 

the balance.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 19

Documents Plain Writing Improvements/Expected Impact

Forest Service highlights:

• The Uinta-Wasatch-Cache National Forest works to 

reduce technical jargon and acronyms in grant 

applications and keep them short, thus increasing the 

chances of applicants’ receiving grant funding for 

needed projects.

• The Cherokee National Forest is reducing technical 

jargon in various grant applications and information in 

order to help increase the likelihood of receiving 

grant funding for needed projects.

• Grant applications on the Daniel Boone National 

Forest are written in plain language, with less 

technical jargon whenever possible.

Agreements, distributed by mail/Web sites/

offices

Target Audience: Community organizations, 

non-governmental organizations, other 

agencies, other partners; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

All agreements use plain language where feasible but 

must abide by the legal technical text in order to remain 

a binding legal document—agency units strive to maintain 

the balance.

Forest Service highlights:

• The Pacific Northwest Region and the Pacific 

Northwest Forest Service Association simplified the 

reporting language and realigned their budget year 

to match their financial institutions and systems.

• The Cherokee National Forest and Daniel Boone 

National Forest in the Southern Region use simplified 

language in Challenge Cost Share and other 

agreements, resulting in better understanding of the 

agreements.

Contracts, distributed by mail/Web sites/

offices

Target Audience: Businesses, contractors; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

All contracts use plain language where feasible but must 

abide by the legal technical text in order to remain a 

binding legal document. Agency units strive to maintain 

the balance.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 20

Documents Plain Writing Improvements/Expected Impact

Forest Service highlights:

The Cherokee National Forest uses the guidelines under 

the Plain Writing Act As Standard Operating Procedures 

in contracts.

Requests for information (RFIs), requests for 

proposals (RFPs), etc., distributed by 

mail/Web sites/offices

Target Audience: Businesses, contractors; 

thousands

Contracting Officer Technical Representatives continue 

working to simplify language in RFIs and RFPs.

All RFIs and RFPs use plain language where feasible but 

must abide by the legal technical text in order to remain 

a binding legal document. Agency units strive to maintain 

the balance.

Forest Service highlights:

The Los Padres and Cherokee national forests continue to 

simplify language in RFIs and RFPs, placing emphasis on 

text that will be easily understood by the public. In some 

cases, the Public Affairs Office reviews documents before 

they are finalized. 

Brochures, distributed by mail/Web sites/

offices

Target Audience: Service users, national 

forest visitors; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The National Office of Communication continues to 

produce brochures, fact sheets, and posters in 

accordance with guidelines under the Plain Writing 

Act. A small example of brochures, fact sheets, and 

posters produced in 2015 includes the following:

o Recreational Drone Tips and a Responsible 

Use Web page. 

o USDA Forest Service Strategic Plan FY2015-

2020 brochure and poster

o Providing Benefits and Services for the 

Greater Good

• Washington Office Minerals and Geology 

Management worked to provide clear, concise 

information so prospective buyers can fully 

understand unpatented mining claims and the rights of 

an owner of an unpatented mine.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 21

Documents Plain Writing Improvements/Expected Impact

• Budget and Finance has several committees and 

organizations that distribute information about 

employee events via flyers, Web sites, and an internal 

email box used for just these types of events for fulltime, part-time, and seasonal employees. Prior to 

publishing or distributing, the writer-editor reviews 

and edits these for clarity and plain language. 

• Human Resources Management produces brochures 

about the Pathways Program, which provide a path to 

Federal careers for students and recent graduates.

• The Rocky Mountain Research Station uses clear and 

concise language on internal guides, including the 

Media Desk Guide, Social Media Desk Guide, and 

Legislative Desk Guide. The Station also produced 

several brochures on Forest Inventory and Analysis 

and the Experimental Forests and Ranges that adhere 

to plain writing standards.

• The Nez Perce-Clearwater National Forest develops 

brochures that are reviewed by the subject matter 

experts and public affairs staff to ensure that they 

are written clearly.

• The Arapaho National Forest prepared a brochure on 

osprey viewing and management, in accordance with 

the principles of plain writing and good design and 

layout.

• The Medicine Bow-Routt National Forests and Thunder 

Basin National Grassland revamped brochures using 

plain language principles—this includes brochures on 

trails, forest products, recreation sites, and offhighway vehicle regulations. Also, visitor maps for the 

Pole Mountain, Sierra Madre, and Snowy Range units 

have been updated and reprinted using plain 

language.

• The Boise National Forest reviews the narratives, 

photos, and information in brochures and other 

publications in order to ensure that it is clear and 

understandable and that it utilizes clear language. 

• The Fishlake National Forest print materials are 

submitted to the Public Affairs Officer to ensure 

readability and compliance with the Plan Writing 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 22

Documents Plain Writing Improvements/Expected Impact

Act—this includeds flyers, brochures, and news 

releases.

• The Sawtooth National Forest uses plain language in 

brochures developed for the three new Wilderness 

Areas (Hemingway Boulders, White Clouds, and Jerry 

Peak).

• All visitor guides in the Intermountain Region (one per 

forest) are written using interpretive writing and 

design techniques that enhance the visitor experience.

• The Dixie National Forest prepared the 2015 Annual 

Accomplishment Report with the public in mind and 

posted it on the Dixie Web site, used portions for 

social media posts, and distributed hard copies to 

stakeholders. In addition, forest brochures are 

reviewed by a number of specialists, public affairs,

and general audience members (public, volunteers) to 

gain feedback prior to publication. 

• All Uinta-Wasatch-Cache National Forest brochures 

and handouts intended for the public go through the 

proper review process on the Forest, then to the 

Region publications committee for review and printing 

approval, which is standard for all forests in the 

region.

• A number of Pacific Southwest Region forests reported 

redesigning brochures, flyers, and interpretive 

information to reflect a more readable format based 

on plain writing guidelines. Numerous forests in the 

region also reported using routine reviews and 

templates for the materials.

• On the Inyo National Forest, as in other forests, 

several staff members are concentrating on creating 

standardized Recreation Opportunity Guides for 

hiking, camping, and other activities so that the 

information is consistently presented across the ranger 

districts. Photos or charts are also chosen to enhance 

the interpretive message.

• The Malheur National Forest offers extended front 

desk hours during high-traffic times with readily 

stocked kiosks and front desks with various 

community/forest information. This combination of in-
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 23

Documents Plain Writing Improvements/Expected Impact

person assistance and printed information ensures a 

high level of customer service and user understanding.

• The Southern Region has a formal publication review 

process in place to ensure that all region handouts are 

edited for clarity, tone, style, grammar, and absence 

of jargon and technical language prior to publishing.

• Cherokee National Forest Web pages and public 

handouts are written in plain language—in many 

cases, less text is used to say more with fewer words. 

Writers pay close attention to avoid the use of jargon 

and acronyms.

• The Daniel Boone National Forest Public Affairs staff 

reviews and edits publications to ensure compliance 

with plain language guidelines, and that external 

content is edited for brevity and clear, concise 

language. 

• The Eastern Region’s print materials intended for 

public use are reviewed at the unit level, followed by 

a regional review prior to submitting for printing 

approval. Reviews include Plain Writing Act 

requirements and visual standards.

• The Alaska Region office reviews Web page postings 

for compliance with plain language guidelines.

Interpretive signs, located at facilities and 

on trails, roads

Target Audience: National forest visitors; 

thousands

Ongoing use of guidelines under the Plain Writing Act.

All interpretive signs and displays located at RMRS 

facilities abide by the Plain Writing Act.

Forest Service highlights:

• The Medicine Bow-Routt National Forests and Thunder 

Basin National Grassland, the Laramie Ranger Districts

post signs in the office windows for after-hours public 

information; the Yampa Ranger District, Routt National 

Forest will install new information boards at all 

campgrounds, with more graphics and photos, and 

concise text with fewer words.

• As new interpretive signs are developed, Boise 

National Forest Public Affairs reviews the narratives, 

pictures, and information to ensure that it is clear, 

understandable, and uses clear language. The Boise 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 24

Documents Plain Writing Improvements/Expected Impact

National Forest also developed seven interpretive 

signs for the Becker Project to display at a local yurt 

system to alert the public of upcoming changes. These 

signs incorporate plain language.

• All new Fishlake National Forest interpretive signs are 

reviewed by Public Affairs and the Regional Office 

for compliance with the Plain Writing Act.

• All interpretive signs within the Intermountain Region 

are written or reviewed by trained interpretive 

writing professionals using Plain Writing Act principles,

along with graphics to tell compelling stories. The 

Region installed hundreds of interpretive signs in the 

past 5 years (400 in Spring Mountains alone) that are 

seen by thousands of visitors each year. All 

interpretive signs are reviewed by the Regional 

Office, Interpretation, Conservation Education, Tourism 

Program Manager and follow Plain Writing Act 

guidelines.

• The Angeles National Forest staff are encouraged to 

follow agency standards and use templates when 

available. Interpretive information is reviewed by the 

Forest Public Affairs staff or Forest leadership for 

plain language compliance. Recently, in partnership

with various local organizations, interpretive signs 

were updated at the Oaks Picnic Area in the newly 

created San Gabriel Mountains National Monument. 

The signs were created in multiple languages with an 

emphasis on universal messaging. 

• The Eldorado National Forest completed a series of 

new Desolation Wilderness interpretive signs that 

clearly show the different permitting zones to 

facilitate compliance with the wilderness permit 

system. The updated forest map and the Mokelumne 

Wilderness map included easy-to-understand trip 

planning information.

• The Stanislaus National Forest interpretive signs and 

announcements were designed using Plain Writing Act 

principles and are typically reviewed by the Forest 

Public Affairs Office and occasionally the regional

office if there are additional concerns. Informational 

products designed for external use are designed with 

adherence to USDA Visual Standards and Guidelines. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 25

Documents Plain Writing Improvements/Expected Impact

Forest interpretive information is enhanced with photos 

or charts.

• New signs on the Cherokee and Daniel Boone 

National Forests show fewer words with more impact; 

signs are being designed to fit their location; and trail 

information depicts what the visitors are interested in 

and need to know.

• New interpretive trail signs in the El Yunque National 

Forest in Puerto Rico were designed with fewer words,

clearer maps that were designed to fit specific 

locations, and trail information that provides what the 

audience wants and needs to know. Photos help 

convey important features along the trails. The bilingual signs include directional and interpretive 

information in English and Spanish. 

Descriptions of services, distributed by 

mail/Web sites/offices

Target Audience: Service users, 

stakeholders, local citizens; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• All Budget and Finance branches have their own 

subsites from the main internal Budget and Finance 

home page. These Web sites provide descriptions of 

services, how-to guides, procedures, frequently asked 

questions, and other up-to-date, current information 

that users need to know. The writer-editor assists with 

these Web pages to ensure that they are written in 

plain language.

• Human Resources Management delivers regular 

internal system updates about various systems—

eSafety, Electronic Performance Management, and 

USAJobs—to keep employees informed.

• The Rocky Mountain Research Station Web site is 

search-based with a user-friendly keyword search. 

This function helps to narrow a wide range of products 

with a filtering system.

• The Angeles National Forest Web pages are updated 

multiple times a week, and information content is 

consistently reviewed for plain language and 

508 compliance. The Angeles and San Gabriel 

Mountains National Monument team views the publicfacing Web site as a continual work in progress and 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 26

Documents Plain Writing Improvements/Expected Impact

seeks feedback for ways to improve information and 

services within the existing template.

• In the Pacific Southwest Region, forest Web sites have 

been standardized, and content management is 

limited to four employees that use the Plain Writing 

Act to ensure content is easy to read, use, and 

comprehend. The public-facing Web site has a “popup” feedback feature to measure effectiveness. 

• The Stanislaus National Forest revamped the internal 

and external Web sites to use icons to help users 

quickly find information they are seeking.

• The Chattahoochee-Oconee National Forests deliver 

regular forest alerts, updates, general recreation, and 

in-depth trail information via forest mobile applications

for smart phones and tablets. These applications 

make critical forest information and visitor services 

instantly available in plain language to thousands of 

forest users in English and Spanish.

• The Eastern Region is using Web analytics to look at 

where the public is clicking on external Web sites and 

is using that data to direct time and resources to redesigning and writing Plain Writing Act-compliant 

content for those sections first. The Region 

implemented regional Web governance internal and 

external Web sites as supplemental Forest Service 

Manual requirements. Web governance makes 

approval processes for internal and external Web 

content clearer. The Region also continues to work to 

improve external Web content by deleting or 

improving outdated content that does not adhere to 

plain language standards. The ongoing work is a 

follow-up to an initial step in FY 2013 when the 

Region significantly reduced the number of Web 

contributors to improve quality control.

Instructions, distributed by mail/Web sites/

offices

Target Audience: Service users, contractors, 

employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• Human Resources Management helped to update the 

Jobs page on the Forest Service National Web pages. 

The information includes how to apply detailed, easyto-understand instructions. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 27

Documents Plain Writing Improvements/Expected Impact

• Human Resources Management maintains a Black 

Board account and informs employees how to receive 

updates on the Center’s operating status. The 

instructions are edited for plain language.

• The Washington Office Research and Development 

staff recently created two Sharepoint® sites, one for 

Web content requests and one for travel management 

information in order to capture relevant information 

from staff members that is concise as well as 

comprehensive. The Sharepoint sites clarified, 

streamlined, and simplified the information-gathering 

process for both the giver and receiver of information.

Due to its success, the travel management site is 

currently being reviewed by top leadership for 

agencywide deployment.

• On the Medicine Bow-Routt National Forests and

Thunder Basin National Grassland, special-use permit 

letters and recreation residence letters are simplified,

and use clear text.

Rules/regulations, distributed via Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Washington Office of Communication strives to 

present Web content that is useful and presented in 

clear, concise language. Analystics have shown that 

most people use the Web site to get information 

about recreational opportunities. The Web content 

was built specifically to provide information about 

rules and regulations in a friendly, helpful tone and 

includes the Know Before You Go section of Visit Us. 

Simple words and a clear layout provide useful tips 

on how people can enjoy the outdoors, stay safe, 

brave the elements, and respect wildlife. The pages 

are designed with the idea that some users may want 

to print out the information and take it with them.

• The Washington Office of Communication provides 

easily assessible links to the Forest Service directive 

system and an overview of pertinent laws and 

regulations.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 28

Documents Plain Writing Improvements/Expected Impact

• Human Resources Management updates guidance 

from USDA and the Office of Personnel Management 

on an internal Web site.

• Lengthy mailed letters for compliance issues with oil 

and gas operators on the Thunder Basin National 

Grassland have been replaced by personal phone 

calls, face-to-face field visits, or emails from Douglas 

Ranger District staff.

• The National Forests and Grasslands in Texas use 

plain language for Supervisor Orders, public notices, 

job announcements, and Schedule of Proposed Action 

reports.

Management plans, distributed by Web 

sites 

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Nez Perce-Clearwater National Forest hired a 

writer-editor for the Forest Planning Interdisciplinary 

Team to set consistent formats for documents and to 

edit the management plan, environmental impact 

statement, and accompanying documents. All forest 

plan revision documents are scrutinized for clarity.

• The work on the National Forests of North Carolina to 

revise the land management plan for the Pisgah and 

Nantahala National Forests included review to ensure 

compliance with plain language principles. The 

Deputy Forest Supervisor was featured in a video 

describing the plan revision process in plain language.

• The Cherokee, Daniel Boone, and El Yunque national 

forests reported management plans and 

communication plans that are organized in sections 

with appropriate headings, making information easier 

to find and written to ensure reader understanding. 

El Yunque also reported that handouts and materials 

that were developed to help engage the public in the 

Forest Planning process used visuals and text to 

communicate important conservation principles. These 

were developed in Spanish for local communities.

• The 2020 Vision Implementation Plan, an interagency 

plan for wilderness developed by the Forest Service, 

U.S. Bureau of Land Management, U.S. Fish and 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 29

Documents Plain Writing Improvements/Expected Impact

Wildlife Service, National Park Service, and 

U.S. Geological Survey was written emphasizing the 

use of plain writing for both employee and public 

consumption. 

Project descriptions, distributed by Web 

sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• Project pages on the Rocky Mountain Research Station 

Web site are structured to provide a brief, succinct, 

and concise description along with hyperlinked 

keywords for the relevant Research Topics, National 

Strategic Program Areas, National Priority Research 

Areas, and Geography. The use of hyperlinks 

throughout the content provides easy access that 

includes author profile(s), publications, and 

collaborators.

• In the Rocky Mountain Region, the scoping document 

for Brush Creek-Hayden Ranger District’s North 

Savery Project on the Medicine Bow-Routt National 

Forests and Thunder Basin National Grassland uses 

plain language to explain what is proposed and 

why. The document includes an appendix with the 

rationale for each road that is proposed to 

decommission.

• The Boise National Forest project analyses are posted 

on the Web site, along with applicable documents. 

News releases announcing projects/decisions are 

written in clear language for the general audience 

and highlight the basic decisions in clear language.

• The Fishlake National Forest Environmental 

Coordinators review documents prior to posting to the 

Forest external site through the Planning, Appeals and 

Litigation System.

• The Uinta-Wasatch-Cache National Forest develops a 

one-page flyer pertaining to prescribed fires on each 

Ranger District, notifying stakeholders and local 

citizens of upcoming prescribed burns. The flyers are 

written in plain language and delivered to all target 

audiences by mail and e-mail and are posted in 

community gathering places and on forest Web sites. 

The Uinta-Wasatch-Cache National Forest also 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 30

Documents Plain Writing Improvements/Expected Impact

ensures all scoping letters and public correspondence 

are written in plain language and delivered in a 

similar manner to all target audiences.

• The Intermountain Region posted state fact sheets so 

users in four states know current issues based on 

where they live. The Region also produced a regional 

fact sheet.

• Forests in the Pacific Southwest Region work to 

provide information to the public in a clear, concise 

way. Some reported they consult with resources, 

enterprise teams, and regional staff to make sure that 

project descriptions adhere to plain language 

standards for public distribution. Projects are 

announced on Project and Plans Web pages and are 

short, easy to read and understand, and to the point. 

Additional information is provided through a link.

• The National Forests in North Carolina uses Facebook 

to post short descriptions and videos that feature 

employees clearly describing projects and 

accomplishments.

• Many forests reported reviews of National 

Environmental Protection Act documents for legal 

compliance and readability. Forests work with 

resource specialists to produce clear documents that 

describe scientific principles and legal framework 

using common terms and plain language.

• The Southern Region revised Web pages using plain 

language Web content principles: easily scanned by 

the human eye; written concisely and objectively; 

simple sentences used; jargon avoided; segmented 

into easy-to-read “chunks”; and using meaningful 

Web links. 

Environmental analyses, distributed via Web 

sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Angeles National Forest, San Gabriel Mountains 

National Monument and other units reported efforts to 

consult with subject matter experts, resources, 

enterprise teams, and regional staff to ensure 

Environmental Analyses information adheres to plain 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 31

Documents Plain Writing Improvements/Expected Impact

language standards. Many units reported seeking 

feedback from partners and other members of the 

public to improve on ways to convey technical 

information in ways that will appeal to the various 

user groups.

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

distributed by mail/offices and posted on 

Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Rio Grande National Forest produced 

15 assessments grouped into topics for the assessment 

phase of the forest plan revision beginning with a 

2-5 page executive summary. The Forests Need for 

Change document is only 7 pages and is organized 

into just four categories—changes required by law; 

broad changes needed throughout the plan; specific 

changes needed to the plan; and desired changes. 

This has received positive feedback from the public.

Press releases, distributed by fax and 

posted on Web sites

Target Audience: Journalists, stakeholders, 

employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Washington Office of Communication has 

16 years’ worth of national news releases posted 

online that can be searched by year, unit name, tags,

or topics. Releases are reviewed by program areas, 

communication leaders, Forest Service top leadership,

and by Natural Resources and Environment and the 

USDA Office of Communication for clarity, content,

and readability.

• Agency public affairs staffs issue press releases in 

clear and concise language and which is reviewed at 

several levels. Press releases are posted on specific 

unit Web pages with the option of providing 

additional links for more information. Most emphasize 

short, easy-to-read paragraphs and the use of 

Associated Press style.

• Forest Service units use social media, such as Twitter 

and Facebook, to amplify releases distributed to news 

media but which are written clearly and concisely in a 

format fitting the application. For example, Twitter 

posts are 140 characters or fewer, so clarity is 

important. Some forests also reported posting press 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 32

Documents Plain Writing Improvements/Expected Impact

releases at district offices to ensure forest users see 

the information. Other areas, such as the Pacific 

Northwest Region, distribute news releases in PDF 

format via direct email.

Research publications, distributed by mail/

offices and posted on Web sites

Target Audience: Scientists, managers, 

employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.

Forest Service highlights:

• The National Office of Communication continues to 

produce research publications in accordance with 

guidelines under the Plain Writing Act. Examples of 

research publications produced in 2015 include: 

Forest Service Research and Development: 2015 

Overview and the Forest Service Research and 

Development Tribal Engagement Roadmap

• The Washington Office Research and Development 

produces an extensive amount of information for the

public:

o A monthly electronic newsletter about new 

science and technologies for internal and 

external partners and customers adheres 

to Associated Press Style, the plain 

language “bible” for journalists. The 

newsletter uses strong images, newsy 

headlines, plain language blurbs, and links 

to the larger articles, which are written in 

plain language for a general audience. 

o The annual overview includes background, 

research goals, and accomplishments, and 

current budget information. The overview

is written in plain language for a lay 

audience and produced in hard copy for 

distribution at conferences and other 

meetings. It is also presented as a PDF

online. The 2015 Overview acknowledged 

Research and Development’s centennial. 

o The Tribal Engagement Roadmap uses plain 

language to outline an agenda regarding 

services to, and engagement with,

American Indians, Alaskan Natives, Pacific 

Islanders, and other indigenous peoples. 

The roadmap supports and implements the 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 33

Documents Plain Writing Improvements/Expected Impact

goals and objectives outlined in the 

agency-wide Tribal Relations Strategic 

Plan and will help highlight and prioritize 

Research and Development’s contributions 

to the agency’s broader Tribal Relations 

Program.

o More than 700 annual research highlights 

are posted on the Web, with 230 currently 

in final review. They are edited for plain 

language, with special attention given to 

removing acronyms and jargon and 

presenting scientific units in both metric 

and American format. They are also 

edited for excessive use of passive voice. 

Although mainly used by people with a 

scientific or technical background, they 

should be accessible to a non-technical 

audience, and the agency is making 

progress in that direction. 

o Exhibits are built for scientific conferences 

and other purposes on an as-needed 

basis. The writing on the exhibits is similar 

to advertising copy: the messages are 

conveyed in a few words, using plain 

language and catchy phrasing. Research 

and Development recently helped to build 

a new water exhibit using the Smithsonian’s 

“Do it Yourself” program.

o The USDA National Agroforestry Center in 

Lincoln, Nebraska, which is managed by 

the Washington Office Research and 

Development, provides many publications 

for farmers, land managers, 

conservationists, and others on the 

relevance of agroforestry to climate 

change, communities, pollinators, water, 

and wildlife. The Center’s regular mailing 

list reaches about 5,700 natural resource 

professionals, who ordered an additional 

65,000 publications in FY 2015 to 

distribute to farmers, land managers, and 

others across the country. By adding the 

right trees in the right places, landowners 

can make their farms and ranches more 

productive and sustainable. That is the 

popular and highly effective Working 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 34

Documents Plain Writing Improvements/Expected Impact

Trees message found in a series of 

handouts and other publications, as well as 

on the center’s Web site, that helps natural 

resource professionals, community leaders, 

and landowners identify with the concept 

of agroforestry. The Center also produces 

a quarterly electronic newsletter for its 

partners and customer base with updates 

about new research results and new 

communication products. 

• The Pacific Southwest Research Station made a 

concerted effort to ensure that all text was written in 

plain language geared toward a general, as 

opposed to a scientific, audience when developing its 

new Fire Science Web site. The site provides fire 

management tools for land managers and userfriendly summaries and key findings from relevant fire 

research to inform effective forest fire management. 

Information is based on research from the Sierra 

Nevada, Southern Cascades, and Klamath-Siskiyou 

ecoregions but can be applied in similar areas 

throughout the western United States. The Web site 

discusses the importance of the ecological function of 

fire and the social, cultural, and economic values 

pertaining to wildland fire management. 

Letters, distributed by mail/email

Target Audience: Service users, national 

forest visitors, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Forest Service uses software called Mercury to 

sign and distribute formal letters. Writer-editors help 

write, edit, and proofread letters to make sure they 

are in plain language before being released. In 

FY 2015, more than 53,000 letters were processed 

through the new system. That number is expected to 

be higher in FY 2016.

• Human Resources Management staff updates 

employees on all aspects of human resources including

the following: benefits, pay, systems, hiring, and 

processing. The updates are edited for plain 

language.

Reports, distributed by mail/offices and 

posted on Web sites

There is ongoing use of guidelines under the Plain Writing 

Act.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 35

Documents Plain Writing Improvements/Expected Impact

Target Audience: Scientists, managers, 

employees, other agencies, partners, 

stakeholders; thousands

Forest Service highlights:

• The National Office of Communication produces

publications and reports in accordance with guidelines 

under the Plain Writing Act. Examples of publications 

and reports produced in 2015 include:

o USDA Forest Service Strategic Plan: 

FY 2015-2020

o Attracting Hummingbirds to Your Garden 

Using Native Plants

o Fire Management Today

o Conservation and Management of Monarch 

Butterflies: A Strategic Framework

o Joint Strategic Framework on the 

Conservation and Use of Native Crop Wild 

Relatives in the United States

o Natural Inquirer Reader Series: Meet 

Dr. Ford!

o Woodsy Owl Activity Guide

Speeches, delivered in person/posted on 

Web sites

Target Audience: Varies (general public, 

stakeholders, students, etc.); thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• In the Washington Office, speeches written for 

leadership use conversational tone and follow plain 

writing guidelines. Speeches are reviewed and later 

posted on the Web.

• Local units reported developing slideshow 

presentations for public meetings that are easy to 

understand and visually compelling, which is 

especially useful on complex land-management issues.

Papers/articles, distributed in journals, 

made available on Web sites

Target Audience: Scientists, managers, 

employees, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• Initial drafts of articles written by Washington Office 

Research and Development staff that do not fall into 

the peer-review category are reviewed by on-staff 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 36

Documents Plain Writing Improvements/Expected Impact

editors and communications professionals for 

readability and plain language guidelines. The unit 

uses Google Analytics to keep tabs on how customers 

are using its Web offerings. The unit monitors 

significant jumps in online traffic and uses of search 

engines such as Google Scholar to ensure that a 

seamless collection of Forest Service articles is

available to the public.

• Rocky Mountain Research Station papers and articles 

are published in journals targeted at a peer-level 

audience, so content is technical in nature. However, 

papers featured in news releases, briefing papers, or 

direct inquiries from the media are discussed in 

writing and verbally using Plain Writing Act 

guidelines to ensure that the value of the research is 

conveyed in a manner that relates why it should 

matter to the target audience in the public sector.

Briefs, posted on Web sites

Target Audience: Managers, employees, 

other agencies, partners, stakeholders; 

thousands

There is ongoing use of guidelines under the Plain Writing 

Act.

Forest Service highlights:

• The Washington Office Research and Development 

posted new Web content on several topics in 2015:

a page posting new and archived information for the 

Forestry Research Advisory Council committee; a Web 

page on international Forest Service research; a Web 

page on restoration research; and a Web page for 

the Institutional Animal Care and Use Committee for 

Wildlife Research. All of the new information is 

written in plain language and follows Associated Press 

Style guidelines.

• The Eldorado National Forest provides a summary of 

Travel Management accomplishments and a 

chronology for this complex planning effort on the 

Forest Web site.

• The Alaska Region’s issues/briefing papers that are 

shared with the public are edited for clarity and ease 

of reading. Acronyms, technical terms, and agency 

jargon are avoided in order to achieve clarity. 

Testimony, delivered in person/posted on 

Web sites

There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 37

Documents Plain Writing Improvements/Expected Impact

Target Audience: Congress, partners, 

stakeholders; thousands

Forest Service highlights:

• The Washington Office posts all national leadership 

testimony before Congress on the national Web site 

that includes the day of the testimony, the session, who 

provided the testimony, and the committee or bill for 

which the testimony is provided. Users can search for 

testimony based on varying factors, including witness 

name and topics.

Legal documents, available on Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

There is ongoing use of guidelines under the Plain Writing 

Act, as appropriate for the purpose of the publication 

and the intended audience.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

Documents 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. 

GIPSA Web site – Swine Contract Library 

page and Frequently Asked Questions 

document

Target Audience: Packers and swine 

producers

Page content and related Frequently Asked Questions 

(FAQ) document reviewed and edited to increase the 

clarity of information for a broad audience.

Brochure on GIPSA Web site – Packers and 

Stockyards Act

Target Audience: Regulated livestock and 

poultry industry and the general public

Brochure updated to reflect changes to the Act. In order 

to make the content easier to read, GIPSA used headings 

and bullets; shortened sentences and paragraphs; and 

used “we” when referring to the agency.

GIPSA Web site – Packers and Stockyards 

Program (PSP) Press Releases

GIPSA’s PSP strives to eliminate as much legalese as 

possible. Sometimes the agency cannot eliminate it 

entirely and still retain the appropriate 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 38

Documents Plain Writing Improvements/Expected Impact

Target Audience: All regulated businesses 

and the public

meaning. However, in general, GIPSA works to make sure 

the public fully understands its releases.

GIPSA Web site – PSP Forms

Target Audience: All regulated livestock 

and poultry businesses

GIPSA’s PSP created a Forms Team to review and update 

all of PSP’s official forms, and related instructions that 

were used to collect information from the businesses 

subject to the Packers and Stockyards Act (the Act). The 

Forms Team’s goal is to create forms to capture the 

pertinent information needed to enforce the Act. The 

Forms Team works to make the forms and the initial 

information that GIPSA requests consistent, readable, and 

user friendly to the public. The agency strives to maintain 

the forms in a manner that is easily understood by the 

users. Most of GIPSA’s PSP forms are now PDF-fillable 

documents in order to make it easier for regulated 

businesses to input their information. GIPSA’s PSP also 

implemented a process allowing regulated businesses to 

submit their annual reports to PSP electronically, rather 

than completing a form, printing it, and mailing it in to 

PSP. 

National Agricultural Statistics Service (NASS)

Documents Plain Writing Improvements/Expected Impact

News releases, Agricultural Statistics Board 

Notices, and one-off publications such as 

agency brochures, program brochures, etc. 

Target audience: Press and the general 

public

NASS has long focused on writing these core products for 

a broad audience but is giving extra attention to key 

plain writing principles. The agency writes all such 

publications using plain, direct language.

Census of Agriculture – Communicating 

2012 (including additional special studies) 

results. In 2015, NASS continued a focused 

outreach effort to communicate the results 

of the 2012 Census and its special studies, 

producing and disseminating a 

comprehensive package of materials aimed 

at heavy-data users, farmers, and the 

general public. Throughout 2015, NASS 

promoted new and previously released 

Census products that included a transparent 

and easy-to-navigate Census Web site, 

Quick Stats (the searchable database on 

The Census of Agriculture materials created for media 

and general public use (Web site, infographics, Highlights, 

etc.) all aim to discuss precise statistical data in popular, 

readable terms. As a statistical agency concerned with 

precision but wanting to communicate census findings to a 

broad audience, NASS works constantly at conveying 

complex nuanced information in ways that have broad 

appeal and interest. Increases in audience size, number 

of news stories using and citing NASS data, Web hits to 

the data, and re-use of infographics and other materials 

demonstrate effective outreach. 

• In 2015, more than 5,000 media stories cited 

NASS or Census data.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 39

Documents Plain Writing Improvements/Expected Impact

which anyone can retrieve NASS data), and 

ancillary products featuring top findings. 

• Over the course of a year (mid 

2014-mid 2015), 50 state blogs 

(one per week) and accompanying 

infographics featured key state 

agriculture data

• More than 30 Ag Census Highlights

discussing topical issues using Census 

of Agriculture and related data. 

• More than 250 static Ag Atlas maps

and more than 100 interactive maps 

that help users visualize, download, 

and analyze Census of Agriculture 

data in a geospatial context. The 

instructions for using these Ag Census 

Web Maps are written in clear, 

plain language. 

• Blogs, FAQs, and other tools to help 

non-specialist audiences learn how 

to access the data, understand key 

terms, and frame data searches. 

• “Where Does the Food on MyPlate 

Come From?”—a poster, blog, and 

campaign featuring Census data, 

maps, information from the USDA 

MyPlate program, and plain writing 

principles. Teachers and students 

use the poster to understand where 

food items in the five food groups 

are produced in the United States. 

• “Top 5 Facts to Know about Family 

Farms”—distilled the 700-page 

2012 Census of Agriuclture Farm 

Typology report into an interesting 

and digestable feature picked up 

by a wide audience. The story was 

accompanied by an infographic 

campaign to also reach audiences 

on Facebook and Twitter.

• “Sales from U.S. Organic Farms Up 

72 Percent”—provided the key 

data points and trends from the 

600-page 2014 Organic Survey

report in a concise and interesting 

way. The feature used plain 

language principles to display the 

• Two wire service features NASS wrote on local 

foods and renewable energy were picked up and 

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

• In one week of distribution, the top facts about 

family farms information resulted in 

approximately 110 media stories discussing farm 

typology. To complement the story, NASS posted 

38 tweets, which received 392 retweets and 

“favorites” on Twitter. NASS also posted five 

messages on Facebook that were viewed by more 

than 83,000 users, earned 877 likes, and were 

shared and commented on more than 1,200 times. 

In one week of distribution, the organic materials 

resulted in more than 216 media stories reaching 

a potential audience of 1.8 billion. This new 

information on organic agriculture production was 

presented in a concise and colorful way to appeal 

to readers and data users of all types interested 

in food and farming.

The various tools and documents, individually and 

together, help to give a broad range of users easy access 

to the more than six million data items in the Census and 

Census-special studies. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 40

Documents Plain Writing Improvements/Expected Impact

data in easy-to-disgest formats, 

including a map and bulleted data 

lists to highlight top states and 

commodities of interest to the 

general public.

• Social media—NASS used social 

media to make the information more 

broadly accessible through clearly 

written blogs posted on Facebook 

and clear, frequent Twitter posts.

Target audience: Policymakers, 

stakeholders, community-based 

organizations, academics, media, farmers 

and ranchers, and the general public. 

Members of these groups have varying 

levels of experience with Census and NASS 

data, but, for many, the collateral materials 

that help make the data understandable 

and accessible are the primary source of 

information.

Census of Agriculture – Promoting the 2017 

Census. While still actively engaged in 

producing and releasing a series of special 

Census studies, NASS began in 2015 to 

research and develop materials to promote 

the 2017 Census to increase awareness 

among farmers and ranchers. NASS 

conducted market research to test multiple 

communications messages, taglines, and 

visuals for use during the 2017 Census 

communications. The research involved 

gathering input from 10 diverse focus 

groups based on how well they understood 

the message, how well it would translate to 

their community (especially vital for English 

as a Second Language (ESL) audiences), 

and how well they could visually see and 

read the information. 

Target audience: Every farmer and rancher 

in the United States with $1,000 or more in 

actual or potential annual agriculture sales.

NASS will use the research results to shape the 

communications message, materials, and tools for the 

2017 Census of Agriculture campaign. 

Marketing materials (cover letters and 

background sheets) to promote survey 

participation. These materials accompany 

the individual surveys mailed to producers.

Increased comprehension and customer satisfaction. 

NASS now writes these materials in a clear, direct style 

with the recipients’ concerns in mind: what producers want 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 41

Documents Plain Writing Improvements/Expected Impact

In the last couple of years, NASS has 

revised the materials for each survey to 

speak more directly to farmers expected to 

respond, requesting their participation and 

telling how the survey results directly 

benefit them. Background sheets describe 

in simple, clear terms what the survey is, 

how to respond, and whom the information 

benefits. In 2015, NASS incorporated 

cognitive research into some survey 

planning activities to test the messaging of 

its marketing materials. 

In launching USDA’s first-ever local foods 

survey, NASS developed a set of products 

and tools to let producers, advocacy 

groups, and the general public know how 

the survey will benefit farmers, consumers, 

and local communities. Communication 

products included the initial news release, 

web page, handout, and FAQs—all of 

these were written in a clear, direct style. 

Target audience: Respondents (most often 

agricultural producers or businesses) that 

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.

and need to know. Many of the language changes were 

based on findings from the cognitive research.

In one week, the Local Foods Survey campaign resulted in 

more than 260 media stories, reaching a potential 

audience of more than 240 million people. The new 

information has helped expand the agency’s audiences,

targeting the general public and stakeholders interested 

in local and regional food systems.

NASS Web site revamp. The NASS Web 

site is the primary avenue for the public to 

access official Federal statistics on 

agriculture. In customer satisfaction surveys, 

NASS heard that the Web site was not user 

friendly. Improving it would quickly raise 

satisfaction levels among those seeking and 

using information on the site. The agency is 

undertaking a usability- and analyticsbased approach to overhauling and 

simplifying the Web site organization, 

terminology, and overall content.

Target audience: Data users looking for 

specific information. and the general public.

After an extensive look at how individuals use NASS’

Web site, what pages they access, and how they move 

from page to page, NASS is working with an outside 

contractor to reorganize the site to make it more 

accessible and more reader- and user-friendly. Already,

individual pages are being rewritten, and the site is now 

usable on any device, including smart phones. By the end 

of 2016, NASS intends to launch a newly organized Web 

interface that will be more intuitive and simple so that 

visitors can more readily find, understand, and use the 

data they are seeking. 

Tweets, Facebook, and blog posts. NASS 

began a year-long series of weekly blogs 

in May 2014, featuring Census of 

NASS uses clear and direct writing principles for all of its 

social media communications. In 2015, NASS added an 

additional 6,000 followers, for a total of 26,000. The 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 42

Documents Plain Writing Improvements/Expected Impact

Agriculture data on the 50 U.S. States. 

Focusing on one State per week, the series 

ended in May 2015, having highlighted 

both large-scale agriculture and interesting 

snippets about lesser known specialty 

commodities, thereby lending color and 

character to the U.S. Census agriculture 

data. The series was posted on the USDA 

Blog and USDA Facebook page for 

maximum reach and sharing.

NASS also continually tweeted out data 

and information on Twitter using the 

#AgCensus hashtag. The tweets increased 

engagement with followers and provided 

data to many new and expanded 

audiences in a quick and easy-to-digest 

manner. In September 2015, NASS 

launched a monthly chat series using the 

#StatChat hashtag on Twitter to bring 

current agriculture statistics to a wider 

audience.

Target audience: Social media users, 

including more than 26,000 people who 

currently follow NASS on Twitter.

monthly #StatChats are viewed an average of 100,000 

times, potentially reaching more than a million people 

each month. Total potential reach for the year was 

37.7 million views (more than triple the number in 2014).

Infographics. NASS is increasingly using 

infographics to help communicate 

complicated or detailed statistical 

information in an easily understandable 

manner. NASS produces infographics for 

Census of Agriculture materials, as well as 

topical infographics featuring NASS survey 

data around holidays and other targets of 

opportunity. In 2015, NASS created 

infographics for several Census special 

study releases spotlighting data on farm

typology, organic agriculture, horticulture, 

and land ownership. 

Target audience: A broader public than 

NASS usually reaches with its agriculture 

and farm data.

NASS uses plain language writing principles for its 

infographics, focusing on short, simple text, and creative 

graphics and illustrations to display the data. The 

infographics are primarily designed for use on social 

media, including Twitter, Facebook, and the USDA blog. 

This year, NASS also started to incorporate the 

infographics into press releases to provide maps and 

interesting data visualizations to accompany the stories. 

Infographics help NASS tell a data story in more 

compelling ways for a broader audience. NASS data 

are no longer limited to statistical publications and 

databases for heavy-data users but are now more 

accessible to the general public. 

NASS’ infographics proved to be some of the more 

popular posts on USDA’s Facebook page, viewed by 

several hundred thousand users and liked or shared 

hundreds of times. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 43

Documents Plain Writing Improvements/Expected Impact

Career/recruitment materials. In late 2015, 

NASS reviwed its existing materials and 

messages for recruiting new young and midcareer staff. As a result, in early 2016,

NASS revamped its career Web page and 

principal recruitment brochure, and will 

create and improve other products 

throughout the year.

Target audience: Students and 

professionals looking to NASS for a 

possible career. 

The new materials are written in plain, direct, first-person 

style. Their effectivenss will be tested as they are put to 

use at 2016 career fairs and other recruiting efforts.

Data visualizations. In a continuing effort to 

develop new tools to show statistical 

information in dynamic, usable formats, 

NASS is developing a series of data 

visualization tools. The goal is to translate 

complex, table-based, static data into 

interactive tools that allow custom inquiries. 

The visualizations will be more easily 

digestible and reusable visual 

representations of the data products NASS 

releases. The visuals will be reusable in 

many ways both internally and externally.

Target audience. Regular users of NASS 

data looking for more dynamic presentation 

of current data as well as a broader public

than NASS usually reaches with its 

agriculture and farm data.

NASS is currently providing a beta version of the tool on 

its Web site. Data users are letting the agency know that 

they like the visualizations and that they want NASS to 

expand its offerings, and make them even more 

customizable. The agency has seen growth in the online 

use of the visuals. Next, NASS plans to expand the type 

of visualizations and make them more easily shareable 

via a broad range of media. 

Natural Resources Conservation Service (NRCS)

Documents Plain Writing Improvements/Expected Impact

Annual Reports

Distributed through: Direct mail, employee 

Intranet, public Web site, email; displayed 

in office; distributed at events.

Target Audience: Employees, public, 

agricultural producers 

Potential Audience: Unlimited

No acronyms are used unless they are spelled out in first 

use. Use of simplified sentences, reduction in use of 

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

conservation programs.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 44

Documents Plain Writing Improvements/Expected Impact

Banner Stands/Displays/Exhibits

Displayed at events, meetings, conferences, 

and expos

Target Audience: Agricultural producers, 

employees, potential employees, agriculture 

producers, conservationists, private 

landowners

Potential Audience: Unlimited

No acronyms were used unless defined; fewer words and 

more visuals are used, resulting in better understanding of 

conservation programs.

Booklets and Publications

Made available in offices, distributed at an 

event, and on a public Web site 

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners

Potential Audience: Unlimited

Reduction in use of technical terms when there is an 

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

updated examples, and better instructions. Publications 

are easier to read, resulting in fewer questions about 

programs and policies.

Conservation Initiative Reports

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Clear, concise writing, making it easier for people to 

understand NRCS’ programs and benefits of soil 

conservation to ecosystems, the water supply, air and 

water quality, and wildlife habitat. Use of images and 

charts.

Correspondence

Distributed through: Direct mail, email

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Letters are more direct and clear; common language is 

used more. There is better understanding of content, 

resulting in fewer questions and better comprehension of 

NRCS’ programs and policies.

Direct Mail

Distributed through: Direct mail

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners

Potential Audience: Unlimited

Using more familiar words, which allows for a better 

understanding of programs, resulting in an increase in 

program participation and a reduction in questions.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 45

Documents Plain Writing Improvements/Expected Impact

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

Potential Audience: Unlimited

Clear, concise writing, making it easier for people to 

understand benefits of soil conservation programs.

Fact Sheets

Distributed through: Email, direct mail, 

public Web site, and handed out at events

Target Audience: Unlimited

Using more familiar words, allowing for a better 

understanding of programs, resulting in an increase of 

applications and a reduction of questions.

Feature Articles/Success Stories

Distributed through: Public Web site, blogs, 

email, media

Target Audience: Public, agricultural 

producers, employees, conservationists, 

private landowners

Target Audience: Unlimited

Shorter, clearer messages enable better comprehension 

of subject.

Guidance/Handbooks for Program 

Applicants

Distributed through: Public Web site, email, 

public events, employee Intranet, and direct 

mail 

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Reduced use of jargon, technical terms, and acronyms 

without definitions. Clearer guidance for program 

implementation, application process, and program 

compliance requirements. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 46

Documents Plain Writing Improvements/Expected Impact

Legislative Fact Sheets

Distributed through: State Web sites, 

events, email

Target Audience: Public, Congress, 

agricultural producers, employees, 

conservationists, private landowners, 

government officials

Potential Audience: Unlimited

Consolidated, concise language about conservation 

activity and programs provides clear, useful information 

about conservation by State.

National Bulletins

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees

Potential Audience: 10,379

Employees have a better understanding of organizational 

decisions, resulting in fewer questions.

National Instructions

Distributed through: Employee Intranet, 

public Web site

Target Audience: 10,379

Clear instructions and information provide employees with 

a better understanding of processes and expectations in 

order to achieve effective and efficient program 

management.

News Releases and Media Advisories

Distributed through: Traditional media, 

social media, public Web site, email, events, 

State and National Web sites, partner Web 

sites

Target Audience: Agricultural producers, 

conservationists, private landowners, the 

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

Articles are written in plain language, communicating 

NRCS’ success partnering with landowners to implement 

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

concise.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 47

Documents Plain Writing Improvements/Expected Impact

Potential Audience: Unlimited

Posters

Displayed in offices, public events, and 

employee meetings

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Clear messages are 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

Potential Audience: Unlimited

Shorter and more concise presentations allow for more 

information sharing.

Practice Standards

Distributed through: Employee Intranet, 

public Web sites

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Using less scientific and more direct and simplified 

language to help program participants and applicants to 

better understand the requirement standards for program 

implementation.

Public Service Announcements

Distributed through: Radio, TV, YouTube, 

partner Web sites

Target Audience: Public, agricultural 

producers, conservationists, private 

landowners, government officials

Potential Audience: Unlimited

Using clearer language, NRCS is able to reach broader 

and more diverse, historically underserved communities 

with information about conservation and conservation 

programs. 

Resource and User Guides Clear language describing practices and procedures 

promotes a greater understanding of processes and 

fewer questions.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 48

Documents Plain Writing Improvements/Expected Impact

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

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

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners

Potential Audience: Unlimited

Reporting data in a clear, concise manner with less 

technical jargon makes it easy to understand. 

Speeches and Talking Points

Target Audience: Employees, public, 

agricultural producers, conservationists, 

private landowners

Communicating data and information in a clear and 

concise manner using less technical jargon so the audience 

can understand the topics.

Technical Notes and Reports

Distributed through: Public Web site, 

employee Intranet, direct mail

Target Audience: Public, employees, 

agricultural producers, conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Less technical jargon is used, and all acronyms are 

defined. Language is more consistent and easier to 

understand. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 49

Office of Communications (OC)

Document Plain Writing Improvements/Expected Impact

National Press Releases 

Target Audience: The general public

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

importance to consumers, those in agricultural industry, 

academia, the press, and other stakeholders.

Media Advisories 

Target Audience: Selected media

OC alerts media outlets to upcoming USDA events and 

news announcements in direct language/media coverage. 

Communications like USDA “Results” Fact 

Sheets/ Farm Bill Fact Sheets/ Farm Bill 

materials and information

Target Audience: The general public

OC conveys facts in plain language and in a succinct 

format, resulting in increased comprehension and customer 

satisfaction. 

Captions on photos posted to USDA’s Flickr 

site on the homepage

Target Audience: Press and general public

OC writes clear captions that concisely convey the event 

behind the photo/photos and captions that may be 

reproduced by media and others.

Web pages, including USDA’s homepage, 

Facebook, Twitter, YouTube, and blogs 

Target Audience: The general public

OC presents Web pages and social media in plain, 

conversational language so that these communications are 

informational and engaging, resulting in increased 

comprehension, public accessibility, and customer 

satisfaction.

Secretary/Deputy Secretary speeches 

posted to “Transcripts and Speeches” section 

of the USDA Web site.

Target Audience: Specific stakeholders, 

interest groups, and general public 

OC writes speeches on complex subjects in clear, direct 

language, resulting in increased comprehension of USDA 

messages and customer satisfaction.

Publications

Target Audience: Public stakeholders and 

policymakers

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

increased comprehension and customer satisfaction

Text accompanying radio stories and audio 

and video content posted to the USDA Web

site and text accompanying videos posted to 

YouTube

Target Audience: Specific stakeholders and 

the general public 

OC writes clear summaries of story topics and interviews, 

resulting in increased comprehension and accessibility for 

the general public and for broadcast media that may 

redistribute stories and audio content.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 50

Document Plain Writing Improvements/Expected Impact

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.

Rural Development (RD)

Documents Plain Writing Improvements/Expected Impact

Rural Housing Service (RHS) Infographics 

• Examples of flyers for RD’s 

programs can be found at the links 

below:

o http://www.rd.usda.gov/file

s/RDHMBorrowersInfoG.pdf

o http://www.rd.usda.gov/file

s/RDHMBuildersInfoG.pdf

o http://www.rd.usda.gov/file

s/RDHMCommunitiesInfoG.p

df

o http://www.rd.usda.gov/file

s/RDHMLendersInfoG.pdf

Rural Housing Service Single Family Housing 

Sections 502 and 504 Program Videos

(http://www.rd.usda.gov/programsservices/all-programs/single-familyhousing-programs)

Program information was made available in easy-tounderstand formats comparable to private sector 

presentation. Program resources are expected to 

increase customer participation.

General Correspondence, Agency 

Documents and Customer Service

RHS is working to incorporate plain language principles 

into its everyday work processes and outputs. By creating 

an environment where clear communication comes 

naturally, RHS aims to improve overall customer service 

and satisfaction.

Office of the Assistant Secretary for Civil Rights (OASCR)

Documents Plain Writing Improvements/Expected Impact

Uniform Complaint Form OASCR has ensured that all agency documents are 

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

The agency’s communication materials are easy to 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 51

Documents Plain Writing Improvements/Expected Impact

Target Audience: USDA employees and the 

public 

understand and written so that all interested parties can 

comprehend their meaning and impact. 

One Page How-to Guide on How to File a 

Program Complaint 

Target Audience: Public 

This was created to clearly explain in direct terms the 

process by which a USDA customer who feels they have 

been discriminated against can file a program complaint. 

Correspondence (General), letter, via 

U.S. mail or email 

Target Audience: Members of Congress 

and members of the public 

As OASCR writes and clears letters, writers and editors 

use plain language. Examples include using active voice 

and shorter sentences, explaining technical terms, 

eliminating wordiness, and writing to the specific 

audience. 

Postings on Agency Web site

Target Audience: General public 

Improved understanding and clarified terminology.

OASCR Strategic Plan

Target Audience: USDA and the public 

This was created to clearly explain, in direct terms, 

OASCR’s strategic goals for 2016-2020. 

OASCR Office Procedures Manual

Target Audience: OASCR employees

The manual contains clearly delineated policies and 

procedures, which will serve as a ready reference source 

for current staff, and assist in the orientation of new 

employees to OASCR. 

Office of the General Counsel (OGC)

Documents Plain Writing Improvements/Expected Impact

Accessible Electronic Documents

Target Audience: All OGC employees

Increased a bccessibility of documents

OGC Highlights and OGC Training 

Newsletter, distributed through email

Target Audience: OGC employees and 

USDA staff

OGC distributes two newsletters written in a clear and 

concise manner for OGC employees. One newsletter 

highlights significant legal issues, programs, and events;

introduces new employees; and recognizes employee 

involvement. The other newsletter publicizes upcoming 

training opportunities for all OGC employees to 

increase awareness and attendance.

Correspondence OGC assists USDA agencies in the reviewing and 

editing of responses/letters that they will be clear and 

more succinct.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 52

3. Plain Writing Outreach to USDA 

Employees

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

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

writing to their employees.

EMPLOYEE OUTREACH: ACTIONS TO DATE

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

plain writing. 

Agricultural Research Service (ARS)/National Agricultural Library

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

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

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

other agency scientists.

• From September through December 2015, NAL staff developed Web plans for updating Web 

content and moving into a new content management platform—this ensures that revised Web 

pages are written based on plain language guidelines.

Animal and Plant Health Inspection Service (APHIS)

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

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

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

meetings with agency scientists.

• In 2015, APHIS Public Affairs required new employees to take the “Introduction to Plain 

Language” AgLearn course.

Economic Research Service (ERS)

ERS editing staff met with all 14 branches of the agency to distribute the new, streamlined writing 

guide for the agency’s authors, Writing Research Reports @ ERS. The meetings introduced the 

economists to the concept of plain writing, its purpose, and the authors’ needs to simplify economic 

language for an educated lay audience. This guide is also available on ERS’ agency Intranet.

Foreign Agricultural Service (FAS)

FAS has consistently communicated with USDA employees through FAS Intranet announcements, allemployee emails, and the FAS public Web site at http://www.fas.usda.gov/.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 53

Forest Service (FS)

• AgLearn has more than 14 writing-related training courses that employees can access. Human 

Resources Management contact center agents provide callers with information in plain language. 

Human Resources Specialists provide plain language guidance to hiring managers regarding the 

hiring process. Scripts have been developed for both contact center agents and specialists to 

assist in communicating clearly. Human Resources Management public affairs staff regularly 

consults with program managers to assist in communicating tasks in plain language. 

• The agency has an employee who is a member of the Federal Government Plain Language Action 

and Information Network. This employee is trained to provide instruction on the use of clear and 

concise language in government documents and how to update Web pages so they are easy for 

the public to understand and navigate. This employee has consulted with program offices, field 

units, and individuals on issues pertaining to plain language and has provided classroom training 

upon request. 

• The Rocky Mountain Research Station incorporated descriptions and information regarding the 

importance of plain language principles into its Media and Legislative Affairs Training curriculum, 

reaching more than 100 employees. The Station’s Science Application and Communication staff 

moderates all content for posting on Web pages, and Goal 3 of the Station’s 2015-2017 

Strategic Communication Plan includes a provision for Plain Writing Act training.

• The Pacific Southwest Region created “Valuing People and Places”—a journey aimed at 

strengthening connections among employees and with communities, and building a shared sense of 

who they are. The ideas and imagery can help the Region do the following: 1) stay connected to 

the history, mission, unique purpose, and core values, and 2) be consistent and authentic in how 

they engage with people and communicate their work. One primary tool for implementing a 

consistent look and feel to all written and Web communications is a style guide for all letters, 

memos, briefing papers, Web pages, and news releases.

• The Southern Region units, such as the Chattahoochee-Oconee National Forest, reported early 

integration of plain language into the National Environmental Policy Act process. That forest uses 

an interdisciplinary team that has helped to bring about a heightened awareness of plain 

language requirements and implementation strategies. 

Food Safety and Inspection Service (FSIS)

• The FSIS Office of Investigation, Enforcement, and Audit (OIEA) uses a plain language writing 

checklist that is aimed at enhancing the writing and review quality of the Office’s written

communications. FSIS also posts information on plain language and requirements of the Plain 

Writing Act on the Office of Program and Policy Development SharePoint site.

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

FSIS also promotes the use OIEA’s plain language writing checklist in its other programs.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

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

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

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

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

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

encouraged to use.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 54

• During calendar year (CY) 2015, 61 students attended plain language courses offered by USDA 

and other agencies.

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

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

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

employees took regulatory writing with the Regulatory Group.

National Agricultural Statistics Service (NASS)

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

Writing Checklist (issued October 2011).

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

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

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

October 2011.)

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

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

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

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

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

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

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

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

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

technical words.

• In 2015, NASS involved statisticians in producing some of the same kinds of materials and 

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

Census. NASS developed a data visualization project to communicate survey results more clearly, 

infographics for various statistical reports, and online and printed Highlights for some surveys. 

NASS made its Web site more accessible, and it rewrote and streamlined many Web pages (and 

continues to do so), and plans to convert the entire site to a more accessible, user-friendly format 

by the end of 2016. NASS also made its tools for responding to NASS surveys online easier to 

understand and use.

National Institute of Food and Agriculture (NIFA)

• The agency requires all NIFA employees who work with grants to complete plain writing training 

via AgLearn.

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

• NIFA provided plain writing training to eight agency members who have additional duties as

Communications Liaisons.

• Also, NIFA trained four new members of the Communications Staff (CS), one CS intern, and one

CS contractor, in plain writing.

Natural Resources Conservation Service (NRCS)

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

requirements of the Act and requesting data and updates nationwide.

• NRCS provides plain writing resources and training to writers.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 55

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

plain writing. 

• The NRCS Plain Writing team communicates regularly with Executive Correspondence 

Management Team members, administrative staff, and agency leadership, maintaining ongoing 

dialogue about the importance of plain writing and providing plain writing resources.

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

• A Plain Writing link is on the NRCS home page.

Rural Development (RD) 

• Employees are encouraged to take Aglearn or other language and writing courses, and 

managers encourage the use plain language during editorial reviews.

• RHS’ Customer Service Center initiated a Lean Six Sigma initiate called the Enhanced 

Correspondence (EnCorr) project. This two-phase project will implement a permanent strategy 

and process for managing existing and new written customer correspondence. Phase I of the 

project includes a complete rewrite of all automated documents to comply with the newly

established guidelines and is expected to be completed on November 30, 2016. Thus far, CSC 

has established well-defined Letter Writing Guidelines incorporating the Federal Plain Language 

Guidelines, specific document formatting requirements, and formal approval procedures, 

designed to meet requirements set forth in the Plain Writing Act of 2010. Phase II includes 

conversion of the revised documents to an enhanced letter writing production system. The new 

production system will provide vastly increased document development capabilities, and allow 

staff to create document formats designed to increase borrower readability and comprehension. 

Phase II is underway and is expected to be completed in late 2017.

Office of the General Counsel (OGC)

OGC employees were surveyed in October 2015 about their training interests and needs, 

including writing training, in order to facilitate planning for future training. Immediate action was 

taken on employee interest in writing training.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 56

4. Training

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

agencies have provided many opportunities for employees to become educated about plain writing 

principles

WHO WE’RE TRAINING

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

HOW WE’RE TRAINING THEM

Both online and in-person training have been provided.

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

Training/Date Employees Trained

AgLearn Plain Writing Training Module

Date: Ongoing since 2013

2,526 ARS employees 

In-house training sessions provided to new content 

developers.

Date: Ongoing since 2014

In-house refresher training provided to existing 

content developers.

Date: Ongoing since 2014

All NAL employees involved in Web content 

development.

Animal and Plant Health Inspection Service (APHIS)

Training/Date Employees Trained

In-house face-to-face training

Date: Ongoing

Approximately 185 employees have taken 

and passed intensive courses with 9 hours 

of in-class time and 6 hours of homework. 

Of these employees, approximately half 

have taken two additional courses with 

7 hours of in-class time and 4 hours of 

homework. Each of these classes includes 

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

Council on Education reviewed the courses, 

and students who have taken and passed 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 57

Training/Date Employees Trained

all three are eligible for two 

undergraduate semester credits

In FY 15, approximately 100 people took 

face-to-face writing courses that 

highlighted plain writing principles, bringing

APHIS’ cumulative total to more than 1,000.

Online training

Date: Ongoing

APHIS recommended sets of online training 

(AgLearn)—APHIS employees have taken 

3,475 of these courses.

Economic Research Service (ERS)

Training/Date Employees Trained

Plain writing segment at Writing for Economists 

training

Date: January 2015

13 

Plain writing introduction to all 14 branches within the 

agency divisions

October – December 2015

Approximately 140

Food Safety and Inspection Service (FSIS)

Training/Date Employees Trained

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

and Audit, Enforcement and Litigation 

Division, Federal State Audit Branch

Office of Management (All Minneapolis 

offices), Office of Policy and Program 

Development, and other Agency offices

Training document for Intranet content contributors 

written in plain language to assist users.

Date: November 4, 2011 to Present

Webinars and online training
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 58

Training/Date Employees Trained

The Plain Writing Act (online course via AgLearn)

Introduction to Plain Language (Online Course)

Business Writing: How to Write Clearly and Concisely 

(Online Course)

Investigation Report Writing Best Practices: Effective 

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

OIEA

Foreign Agricultural Service (FAS)

Training/Date Employees Trained

New Desk Officers Writing Briefing Papers ~20

New Employees Writing Clear Comments to the 

World Trade Organization/TPP

~30

Junior Employees Participating in Year-long Training 

Submit Weekly Papers That are Critiqued for 

Substance and Style

~40

Forest Service (FS)

Plain language program leads for the Forest Service and Animal and Plant Health Inspection Service 

provide professional training in writing, editing, and Web content development as part of their additional 

duties. In 2 years, nearly 350 people in the Washington Office attended a 3.5-hour instructor-led 

training that focused on how content can be made clear and concise. The program leads also were 

instrumental in the revamp of the training module used by the Plain Language and Information Network 

cadre of 30-plus trainers. 

Training/Date Employees Trained

AgLearn

Introduction to Plain Language

Business Writing: How to Write Clearly and Concisely

Writing under Pressure: The Writing Process

Business Grammar Common Usage Errors

618
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 59

Training/Date Employees Trained

Communicating with Professionalism and Etiquette

Business Writing: Editing and Proofreading

Business Grammar: Parts of Speech

Business Grammar: The Mechanics of Writing

Business Grammar: Working with Words

Date: 2015

External Training

How to Become a Better Communicator seminar

Date: March 26, 2015

1

In-House 508 Compliance Webinar and classes

Date: 2015 (recurring)

65

In-House Web content writing and design

Date: September 2015

15

Media/Legislative Affairs Workshop – Flagstaff, AZ

September 14-16, 2015

10

Media/Legislative Affairs Workshop – Ogden, UT

September 28-30, 2015

13 

Media/Legislative Affairs Workshop – Provo, UT

October 1-2, 2015

6 

Media/Legislative Affairs Workshop – Boise, ID

October 20-22, 2015

6 

Media/Legislative Affairs Workshop – Missoula, MT

November 1-6, 2015

11 

Public Relations Society of America courses:

Reducing Wordiness: Concise and Direct

11
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 60

Training/Date Employees Trained

Cutting Redundancies and Useless Words

Shorten Sentences

Tight, Bright and Scannable

Date: 2015

National Environmental Policy Act w/plain language 

component

Date: Spring 2015; Fall 2015

56

The Chief’s Office recommended that all 

Forest Service employees consider adding at least 

one plain writing course to their individual 

development plans. Employees could take advantage 

of training opportunities through USDA’s online 

AgLearn program, which includes more than a dozen 

online modules, such as “Introduction to the Plain 

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

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

Grammar: Common Usage Errors.” Forest Service 

staffs committed about 1,200 employees to take at 

least one writing-related training course.

Date: Various, 2012-15

1,500

Forest Service staffs routinely offer writing-related 

training to their employees, including the following:

In house (agency staff or contractor)

Date: Ongoing

ca. 90 (Controlled Correspondence staff, 

Washington Office)—periodic informal 

training by professional writer/editors.

In house (agency staff or contractor)

Date: Ongoing

ca. 200 (Northern Research)—Regular CSD

Alerts to employees about communication 

procedures and issues, including topics 

related to grammar and plain writing.

Plain Language instructor

Date: 2015

28 (Washington Office staffs)—half-day 

training in the principles of plain writing.

External training

Date: March 26, 2015

1 (Human Resources Management)—How to 

Become a Better Communicator, seminar.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 61

Training/Date Employees Trained

In house (agency staff or contractor) 

Date: Since January 2012

Approximately 40 (Employee Relations 

Specialists, Washington Office)—How to 

draft charge/penalties writing

HRM Public Affairs provides internal staff 

periodic informal training.

In house (agency staff or contractor) 

Date: Since 8/2011

90 (Business Correspondence staff, 

Washington Office)

In house (agency staff or contractor) 

Date: Since 6/2011

84 (Business Correspondence staff, 

Washington, Office)

In house (agency staff or contractor) 

Date: Since 8/2010

10 (Policy Analysis staff, Washington 

Office)—an hour-long seminar in plain 

writing

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

Training/Date Employees Trained

Over the last year, approximately 40 GIPSA 

employees completed writing classes. GIPSA 

published an article on writing and plain language in 

the GIPSA newsletter in April 2015. 

GIPSA continues to have ongoing plans to encourage 

communication improvement both in writing and oral 

communications, as both these areas are some of the 

most requested skill development areas on individual 

development plans (IDPs) in GIPSA for employees, 

supervisors, and managers.

GIPSA supported several classes in plain language or 

writing basics as identified by management. The

agency will continue to publicize the AgLearn writing 

courses.

104-Classroom Attendees for writing 

classes and plain language courses

59-Online writing class completions on 

business writing.

National Agricultural Statistics Service (NASS)

Training/Date Employees Trained

In-house training 2 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 62

Training/Date Employees Trained

Date: Ongoing since July 2012

Online training

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

Required of public affairs staff (8 people); 

promoted as available to all staff

NASS created a 2-hour plain writing workshop, 

“Writing Plainly and Effectively: Ten Tips to Clearer 

Writing,” for working groups within NASS to take 

together. The course summarizes key Plain Writing 

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

examples.

Date: The first session was held in February 2013. 

A second session was held April 2013, and a third 

session was held for state directors in the Northeast 

Regional Field Office in September 2013. 

Teams with similar writing needs take the 

workshop in small group settings. NASS will 

continue to conduct sessions as opportunities 

allow.

Regular communication with staff through tip sheets, 

an internal newsletter, and inserts in weekly 

leadership memos to field offices.

Date: Periodic communication through various means 

All staff

Plain writing guidance for outreach publications 

related to the Census of Agriculture. Throughout the 

year, statisticians who normally write only for 

technical audiences were involved in producing 

simpler documents (highlights, infographics, PowerPoint 

presentations, articles, and other summaries) for more 

general audiences.

Headquarters, regional, and state staff. 

In 2015, NASS expanded many of the tools and 

opportunities used in Census of Agriculture 

dissemination to selected aspects of the survey 

program.

Headquarters, regional, and state staff.

National Institute of Food and Agriculture (NIFA)

Training/Date Employees Trained

In-house training for Communications Liaisons, new 

Communications Staff (CS) members, CS interns, and 

CS contractors

14
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 63

Natural Resources Conservation Service (NRCS)

Training Number of Employees Trained or 

Impacted

Updated NRCS Plain Writing Contacts to include a 

Plain Writing Web Coordinator, bringing the number 

of NRCS Plain Writing Coordinators to 4.

All agency employees (10,379)

Training, continuing dialogue, one-on-one information 

sharing and direction for executive and administrative 

staff, subject matter experts. Training to be 

conducted quarterly or more frequently if needed. 

Trained senior leadership and subject matter experts 

in each Deputy Area.

Headquarters wide (approximately 400)

NRCS Plain Writing Webinar, Business Grammar: 

How to Write Clearly and Concisely; Know Your 

Readers; Parts of Speech; Working with Words; 

Punctuation; Sentence Structure; Sentence 

Construction; Mechanics of Writing; Common Usage 

Errors; the Writing Process; How to Write Clearly, 

Effectively and Professionally; Editing and 

Proofreading.

All agency employees (some taking more 

than one course), conservation partners, 

partners, and students (11,270)

Plain Writing resources and training made available 

to NRCS employees through the agency’s Executive 

Correspondence Management Team. NRCS 

leadership provides employees with regular plain 

writing updates and direction to maintain plain writing 

as a priority with customer service and program 

implementation.

All agency employees (10,379)

Office of the Assistant Secretary for Civil Rights (OASCR)

Training/Date Employees Trained

In-house training

PLAIN provided training – live

Date: March 2013 to present

21

Online training – AgLearn

Date: Ongoing 

54 users through AgLearn. 

OASCR continues to encourages employees 

to complete writing training via AgLearn. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 64

Office of Communications (OC)

Training/Date Employees Trained

All employees are encouraged to take advantage of 

the online “Introduction to Plain Language” course in 

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

Do list in AgLearn to highlight this training and make it 

easily accessible. 

In the past year, one OC employee 

completed the course. OC will continue to 

emphasize the importance of this training 

for all employees.

Office of the General Counsel (OGC)

Training/Date Employees Trained

OGC employees took the following courses on Legal 

Writing at West LegalEd Center:

• About Writing: How to Create Clear, 

Concise and Direct Legal Writings

• 21st Century Persuasive Writing: Short 

Writing

• Fluff Is For Pillows, Not Legal Writing

• Advanced Legal Writing

• Seven Steps to Stronger Legal Writing

• 10 Basic Steps to Better Writing for 

Paralegals

5

OGC Training Coordinator coordinated with writing 

instructor from PLAIN (Plain Language Action and 

Information Network) to create a custom Plain 

Language writing training.

Will be offered to all OGC employees, 

including professional staff.

Procurement was initiated for an outside Legal 

Writing Instructor to provide a workshop on 

improving legal writing skills with a focus on clarity 

and brevity in May 2016. 

Training will be available to 200 

attorneys.

Rural Development

Training/Date Employees Trained

The Centralized Servicing Center’s Enhanced 

Correspondence Team took the AgLearn Plain Writing 

course and reviewed the Plain Language Guidelines.

19
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 65

5. ENSURING COMPLIANCE

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

Writing Act.

SPOTLIGHT: THE FOREST SERVICE

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

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

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

professional writer/editors who edit and review the publications, ensuring that Forest Service publications 

are understandable and usable by the intended readers. This type of review process is used in the 

Regions and Research Stations.

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

• Policy Analysis has a professional writer/editor who reviews each report before it is released, for 

style, logic, accuracy, and plain writing. The staff writes reports and other documents for top 

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

• The Office of Regulatory and Management Services in the Washington Office revised its review 

systems to ensure plain writing. 

• The Directives and Regulations team works with program managers to ensure that the writing is 

clear, concise, simple, and easy to understand by all readers. 

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

staff to ensure that letters in reply to public inquiries are short, to the point, and clearly written.

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

responding to requests for information; but, following that language, the Forest Service inserts a 

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

and the types of information or records being withheld.

• Human Resources Management staff requires review panels for various products, including Forest 

Service-wide emails and responses to congressional inquiries.

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

who work closely with technical staff to develop communication plans (including statements and 

talking points) to help staff respond in plain language to inquiries about technical topics from the 

public, news media, elected officials, and other interested parties.

• Minerals and Geology Management consciously used plain language when drafting the 

Paleontological Resources Preservation regulations (36 CFR 291), published in the Federal Register 

on April 17, 2015. The program area also emphasized the use of plain language in production 

of the paleontology brochure (FS-1058), designed for use by the general public and published in 

October 2015. The unit consulted the Forest Service Center for Design and Interpretation during 

drafting of the paleontology brochure for later review by the Washington Office of 

Communications.

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

many individual forests and staffs. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 66

• The Natural Inquirer, a journal targeted at middle school students, uses the Forest Service Office 

of Communication for editing and editorial review. Often, the Office of Communication will send 

documents to a contractor for editing. The Natural Inquirer Program uses a continuous 

improvement model that is reviewed by a student editorial review board for middle school 

comprehension. The Forest Service reads current journals in reading education to stay current on 

how to present information to students. In addition to the Forest Service’s target audience, it has a 

Readers series for K-2 readers. Its scientist card series is written at the middle and high school 

level. All of its documents are written plainly, and glossaries are provided for middle school 

readers to enhance comprehension of Tier 2 words.

• Forest Health Protection publications are reviewed by writers and editors and by the Office of 

Communication. The program area established an internal review system for documents and an 

internal/external peer-review system for reports, partly to review them for plain writing. In 

2015, Forest Health Protection began an effort to revamp external Web pages in the effort to 

better connect with the public. The updated content includes clear, nontechnical language, as well 

as compelling photos to better communicate with the public. Forest Health Protection also works to 

ensure technical data is presented in a user-friendly way, including description of the maps and 

how they can be used. Examples are Explore Forests Vulnerable to Attack from Major Insects and 

Diseases and Destructive Southern Pine Beetle Begins Invading Northeastern Forests.

• The Bighorn National Forest has two professional staff members with a combined 35 years of 

experience in writing and editing to review information written for the public. Materials that do 

not comply are rewritten to ensure that the content is understandable, useful, and appropriate for 

the intended audience. 

• Rocky Mountain Research Station used a team of trained employees to review all content for 

grammar, punctuation, and readability for the launch of its Drupal-based Internet site. The goal is 

to communicate understandable science to a public audience. In addition, the Web site search 

function returns small, easy-to-read summaries of each Web page for users to view before 

clicking forward to the page that best suits their needs. The Station also has a rigorous manuscript 

review process for all incoming manuscripts. Trained technical editors ensure readability and 

compliance.

• Pacific Southwest Region Public Affairs and Communication staff reviews social media postings, 

Web postings, and news releases to ensure that documents and posts are plainly written. The 

Region’s forests use document review processes before information is posted to the Web site or 

released. Training and introductory expectations regarding plain writing are provided to project 

members prior to projects being drafted.

• Eastern Region Office of Communication staff work closely with technical specialists to develop 

communication plans, key messages, and briefing papers that are written in plain language. These 

documents are used to respond to public, news media, elected officials, and other inquiries about 

technical or science-based topics. The Region also communicates with nearby communities in plain 

language about a range of topics like prescribed fires, smoke warnings, recreation area closures, 

hazardous conditions, and weather alerts. The region has a review process in place for articles, 

brochures, flyers, tabloids, and other publications to ensure that all messages published for 

external audiences are in compliance with the Plain Writing Act. 

Service Standards

• Key public document development (ongoing): For the 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.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 67

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

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

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

principles.

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

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

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

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

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

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

the Washington Office travels to two or three Forest Service regional offices for a series of highlevel meetings and strategic dialogues called Chief’s Reviews. A professional writer/editor 

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

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

Web site.

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

Management staff reviews the Human Resources Standard Operation Procedures for plain 

writing, among other things.

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

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

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

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

OTHER AGENCIES’ COMPLIANCE EFFORTS

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

• ARS will continue to write content intended for general public distribution in plain language. ARS’ 

Office of Communications and others have been trained in incorporating this element into their 

work, and will continue to work with ARS employees to ensure written products are 

understandable by appropriate target audiences. ARS’ Office of Communication reviews and 

provides guidance on many of the non-technical publications, materials, and information products 

intended for general public use. 

• NAL has a Content Review Committee that reviews all new print and Web publications for 

compliance with NAL guidelines, including plain language. Individual teams are also responsible 

for implementing plain language reviews on existing content as needed.

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 that documents are plainly written. Additionally, the 

Administrator personally reviews the majority of correspondence for clarity. Each program unit 

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

direct, and straightforward communications with APHIS’ stakeholders.

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.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 68

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

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

language during the drafting and clearance process for covered documents.

• The agency has distributed, and will continue to encourage supervisors whose staff may have 

difficulty with writing plainly to use, the online training modules that are available to USDA 

employees, perhaps by including them in individual development plans, as appropriate. Six 

FNCS employees completed such training in 2015.

Food Safety and Inspection Service (FSIS)

• FSIS’ Office of Investigation, Enforcement, and Audit (OIEA) and other program staffs have a 

plain language component in the Communications performance element. OIEA’s employees may 

have plain language training as one of the measures to submit to supervisors in consideration for 

earning a rating of “Fully Successful.” Supervisors have encouraged employees to attend plain 

writing training, as needed. OIEA has encouraged the use of a guidance chart to remind and 

assist employees to apply plain language concepts in their written and oral communications. The 

guidance covers six areas: audience identification, document purpose, document organization, 

word choice, sentence structure, and paragraph composition. 

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

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

now, is to produce materials that are free of organizational jargon, government speak, and 

technical prattle, so that the consumer is able to obtain the information presented. 

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

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

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

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

Foreign Agricultural Service (FAS)

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

accurately and plainly. The FAS Public Affairs and Executive Correspondence 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 understood by non-economists and the general public. The 

agency continued to launch several actions this year to train new and junior employees on 

drafting briefing papers, official correspondence, and other written materials. This training and 

orientation included an emphasis on clear, easy-to-understand writing, oftentimes incorporating 

illustrations, lists, and tables.

Farm Service Agency (FSA)

• FSA continues to monitor material and makes efforts to adhere to the Plain Writing Act of 2010, 

as well as to ensure that updated information is in plain writing. Twenty-one additional key 

employees, who draft, edit, and write internal and external documents, were trained in plain 

writing. Four employees have been identified to continue in-house plain writing training on a 

regular basis or as the need occurs.

• The FSA Web site has undergone a major migration and update in order to adhere to the Plain 

Writing Act. Site enhancements included the migration to Percussion and planned efforts to 

resolve already identified customer experience quick hits and synergistic efforts. The FSA Web 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 69

Advisory Group provided editing and oversight of content as it was, and continues to be,

developed.

• FSA emphasized stronger use of plain language in all news releases, op-eds, talking points, fact 

sheets, stories, tweets, and blogs.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

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

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

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

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

terms, and incorporate lists and tables to present the information. 

• The Federal Grain Inspection Service (FGIS) has initiated a process improvement project to 

improve, among other things, the readability of documents used to transmit official grain 

inspection policy and procedures. Staff devoted to producing these documents were trained in 

effective policy and procedure writing and standard terms, formats, and document organization 

which was developed for use with every document prepared. The new process was fully 

implemented in February 2016.

National Agricultural Statistics Service (NASS)

• NASS named an employee for compliance issues. 

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

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

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

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

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

materials about the 2012 Census of Agriculture, and for 2 years, statisticians from across the 

agency were involved in producing such materials. The audience was not just experienced data 

users and agriculture media but also state and Federal Government policymakers, association 

leaders, farmers, researchers, and students. 

• In 2015, with the intensive Census year completed, NASS brought those same general-audience 

tools and products to the agency’s ongoing survey reports, expanding their reach and 

accessibility. 

• As NASS develops new information products, the focus is on clear, direct communication about the 

agency’s data. NASS continues to develop a variety of products that feature accurate statistical 

data in formats that are easy to understand and access. 

Natural Resources Conservation Service (NRCS)

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

Web.

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

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

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

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

importance of plain writing, with all agency employees. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 70

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

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

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

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

timeliness, usability, and plain writing.

Office of Communications (OC)

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

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

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

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

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

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

review publications for public affairs accuracy and consistency with departmental programs and 

policies.

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

messages to intended audiences. 

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

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

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

Rural Development (RD)

• The Customer Service Center established letter writing guidelines in 2016, which include the Plain 

Language Guidelines. A formal review and audit process was developed to ensure compliance.

• Rural Development managers and staff are reminded of the importance of using plain language 

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

requirements. Compliance is checked through standard review processes.

Office of the General Counsel (OGC)

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

prepared by USDA agencies. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 71

6. USDA Plain Writing Web Sites

USDA AGENCIES’ WEB SITES RELATED TO THE PLAIN WRITING ACT

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

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

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

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

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

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

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

and incorporate key findings to help readers gain an overview of ARS research outcomes. 

• NAL launched a new Agricultural Law section in July 2015. The site content was written in 

accordance with plain writing principles. The entire NAL Web site continues linking to USDA’s 

Plain Language information. NAL is in the process of working with its Information Centers to 

incorporate their individual sites into the core site, with an emphasis on plain language and 

writing for the Web. 

Economic Research Service (ERS) 

The content of the ERS Web site (www.ers.usda.gov) goes through ERS’ professional editors 

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

Food Safety and Inspection Service (FSIS)

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

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

Compliance Guideline development that includes plain language writing tips. In 2015, the 

Program added Compliance Guidelines on poultry inspection modernization and validation of 

hazard analysis critical control point systems to the agency’s Web site. OPPD also added to its 

SharePoint site presentation materials designed with plain language principles in mind.

Foreign Agricultural Service (FAS) 

FAS/ Public Affairs and Executive Correspondence Office maintains a link on FAS’ public Web site 

to the USDA plain language site, which includes the updated Plain Writing Training course (PLAIN 

WRITING). 

Forest Service (FS)

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

directing users to that information. 

• For employees, there is widespread use of internal Web sites to promote plain language 

information. The following is a small example of how employees are connecting with plain 

language information:
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 72

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

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

has links to the kinds of Forest Service documents and other materials that are covered by the 

Plain Writing Act. The page also has links to public-facing plain writing Web sites, a checklist 

for writers, and a list of writing-related AgLearn training modules, along with brief 

descriptions.

o All Human Resources Management Forest Service-wide email messages solicit agency-wide 

feedback through a survey at the end of each email. Overall, the program office has 

received 92.4-percent positive feedback on providing understandable information.

o The Pacific Southwest Research Station lists links to Federal plain writing and plain language 

Web sites on its internal Web site to help employees quickly find resources. Online AgLearn 

courses on plain language also are listed for interested users. 

o The Northeastern Area provides a link to the plain language guidelines and resources on the 

internal Web site and continues to improve the Challenge Cost Share processes by simplifying 

language and having the Request for Proposal documents edited each year. No information 

is posted on the site without review, which includes compliance with Plain Writing Act 

guidelines.

o The Northern Region has a heavily used internal plain language Web page for employees 

that includes resources on clear writing and plain language.

o The White River National Forest has a link to the Plain Writing Act language information on its 

Internet site and uses University of Colorado students not familiar with the agency to review 

the Web site to ensure the information is clear and concise. Their review led to the re-vamp of 

the target shooting and map page to help visitors more clearly understand the rules and how 

they can get the maps they need. 

National Agricultural Statistics Service (NASS)

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

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

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

priorities and principles.

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

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

information on Census results.

• In 2015, NASS undertook a review of the entire agency Web site in preparation for a redesign. 

By the end of 2016, NASS intends to launch a newly organized Web interface that is more 

intuitive and more effectively meets user needs. 

Natural Resources Conservation Service (NRCS)

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

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

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

manual. Also, a link to the Plain Writing Web site is available on the NRCS homepage. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 73

Rural Development (RD) 

• Rural Development continues to improve Web site features utilizing plain language formats. 

• RHS continues to utilize the plain language Web site offered on the USDA Web site, as well as 

the plainlanguage.gov Web site.

Office of the General Counsel (OGC)

• The OGC Library page on SharePoint links to USDA Plain Writing Resources.

• The OGC Training page on SharePoint has a folder of documents related to plain language and 

plain writing training. 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 74

7. Customer Satisfaction 

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. Highlights of some of the ways USDA agencies are 

receiving feedback about their writing are below. 

Agricultural Research Service (ARS)

ARS and the National Agricultural Library (NAL) will continue to evaluate new feedback methods. ARS 

and NAL currently use the following feedback methods:

• General feedback mechanism on the ARS Home Page.

• Contact Us links on ARS and NAL Web sites.

• Ask The Expert (ARS) and Ask A Question (NAL) features on the Web.

• Directories and contact information for program area/subject matter experts on ARS and NAL 

Web sites.

• Direct phone numbers to program area service desks (NAL).

• Easy-to-search contact information for all ARS employees, research units, and offices.

• ARS Web content publishing schedule, which is posted online and open for public comment.

• Any feedback received from other USDA offices or via direct emails from the public.

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 two-and-a-half million visitors every year; nearly one-third of 

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

Foreign Agricultural Service (FAS)

The Public Affairs and Executive Correspondence Office routinely monitors the comments provided 

by the public through the “Contact Us” tab/link on the FAS Web site, as well as any emails 

directed to the staff concerning the information available on the FAS Web site. 

Forest Service (FS)

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

activities online, including the quality of its written and online materials. The invitations come in 

varying forms, including a link for the site’s Webmaster, online email forms, and/or detailed 

information about how to contact staff. The Pacific Southwest Region provides all the information 

on their Contact Us page.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 75

• The Forest Service Natural Inquirer Program receives teacher, homeschool leader, and national 

education association feedback that commends, recommends, and recognizes its products for 

student reading comprehension. Several organizations and publications cited the journal, 

including a National Science Teacher’s Association listserve that recommended the Natural Inquirer

as a way to connect current science with the scientists who do research. 

• The Pacific Northwest Region piloted an “on demand” phone interpretation service for the agency 

to enhance public service to non-native English speakers, and extended that service to printed 

materials. The service covers 170 languages. The news release about the pilot program was 

distrubuted in ten different languages.

• Forest Service Research and Development contracts with a consulting group to conduct a Customer 

Satisfaction Survey every 3 years. This survey uses the American Customer Satisfaction Index, 

which is the national indicator of customer evaluations of the quality of goods and services 

available to U.S. residents. Survey results have been used by Research and Development to show 

where it excels and how it can improve. Also, this survey is required to meet agency and 

Department goals. Invitations to take the survey were sent to nearly 10,000 customers of the 

units’ research results, communication products, and services. The unit has received high marks for 

quality of scientific products and services (greater than 90 percent satisfaction), but the 2015 

survey reported customers want Research and Development to do a much better job of informing 

them about new research results and technologies. As a result, the Deputy Chief’s Office launched 

a new electronic newsletter for its more than 9,000 customers with just such information. 

Subscription is trending up due to newsletters getting forwarded on to new readers who hit the 

“Subscribe” button. Research and Development employees also have expressed eagerness to the 

editors to see their work highlighted in the newsletter.

• The Eastern Region has not completed an official external customer satisfaction survey. However, 

in guaging the use of the Web, in FY 2012, the Regional Office’s external Web site ranked 

second to last in the region. After a redesign in FY 2014, the Regional Office site is now the most 

visited Web site in the region. Web analytics indicate increased visitor traffic in sections that have 

been redesigned, and click totals indicate that the public is seeking the new information being 

provided. The Region also increased internal customer satisfaction after moving the internal site to 

a SharePoint-based team site.

• The Rio Grande National Forest Public Affairs specialist writes a bi-weekly column for a couple of 

local papers using a much more freestyle writing approach than typical press releases. The 

column, well received by the public, covers everything from fun topics such as personal recreation 

trips on the forest to easy-to-understand stories about specific forest topics.

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

activities online, including the quality of its written and online materials. The Intermountain Region, 

for example, solicits public input at http://www.fs.usda.gov/contactus/r4/about-region/contactus.

• The Modoc National Forest created a new central email contact for all customer inquiries where a 

clear response is given in a timely fashion and written in plain language.

• The Forest Service-Savannah River received accolades at career fairs for its easy-to-read and 

understand fact sheet.

Food Safety and Inspection Service (FSIS)

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

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

products. 

• State Meat and Poultry Inspection programs staff clearly explain concepts, thereby decreasing 

questions from the programs and allowing those making inquiries to receive their responses more 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 76

quickly. Other areas also report a decrease in the number of follow-ups and clarifications to 

items that have been written in plain language. This information is anecdotal; no specific 

measures are yet in place.

Grain Inspection, Packers, and Stockyards Administration (GIPSA)

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

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

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

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

include regulations, Work Instructions, subprocess modules used to perform regulatory reviews, 

subpoena templates, and forms used by regulated entities (such as Annual Reports) to comply with 

the Packers and Stockyards Program. In fiscal year 2015, the CCWG Team and Packers and 

Stockyards Program (PSP) management team approved changes to P&SP-15 Instructions for 

Weighing Livestock based on information an employee received as she talked to regulated 

businesses. GIPSA anticipates that the approved revisions, once implemented, will help readers 

better understand the instructions for weighing livestock. After implementation and publication, 

GIPSA’s PSP plans to distribute these updated instructions to regulated entities. 

• In 2000, GIPSA’s Federal Grain Inspection Service (FGIS) was approved by the Office of 

Management and Budget to issue a voluntary customer survey concerning the delivery of official 

inspection, grading, and weighing services authorized under the United States Grain Standards 

Act and the Agricultural Marketing Act of 1946. Until 2013, the survey was conducted by 

postcard via U.S. mail. In the summer of 2013, however, the survey was posted to GIPSA’s Web 

site and is now conducted totally electronically through the use of SurveyMonkey®. This voluntary 

survey gives customers that are primarily in the grain, oilseed, rice, lentil, dry pea, edible bean, 

and related agricultural commodity markets an opportunity to provide feedback on the quality of 

services they receive and provides GIPSA with information on new services that customers wish to 

receive. Customer feedback assists FGIS with enhancing the value of services and service 

delivery provided by the official inspection, grading, and weighing system.

National Agricultural Statistics Service (NASS)

• NASS has rewritten some Web pages with a specific emphasis on writing the content and links in 

plain language. In 2015, NASS began a significant effort to restructure its agency Web site to 

make all content more directly relevant to users and the language simpler and more direct. By the 

end of 2016, NASS intends make the Web site more intuitive, enabling all respondents to find, 

access, and use the information they need. The year-long emphasis on direct, plain communication 

with all U.S. farmers and ranchers on the importance of the 2012 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. 

• Another aspect of NASS’ Census messaging in which plain writing made a difference is in its 

communications about the option to respond to the Census online. The first Census of Agriculture 

was conducted in 1840, and for more than 165 years, farmers and ranchers responded by mail, 

in-person, or telephone interviews. In 2007, they had the option to fill out the Census form online 

for the first time. In that year, 4 percent of respondents used the online option. For the 2012 

Census, NASS focused more strongly on promoting the online response option, conveying that it is 

convenient, secure, and saves time and taxpayer dollars. In addition, the agency rewrote the 

instructions for how to 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 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 77

so in 2007. (See USDA blog, Then and Now, at http://blogs.usda.gov/2014/02/06/usda-thenand-now-aginnovates/.)

• In 2015, NASS built on the increase in online response to the Census by revising the tool for all 

NASS surveys. NASS launched the revised online reporting tool in January 2016 and further 

improved the instructions for accessing the site, and expects to see continued growth in farmers 

responding online to surveys and the next Census. 

Natural Resources Conservation Service (NRCS)

NRCS uses ForeSee survey software to determine customer satisfaction and Web site usability. 

This software enables NRCS to receive direct customer feedback regarding its programs. NRCS 

also receives customer feedback via training, meetings, and dialogue.

Office of Communications (OC)

• In collaboration with the USDA Open Data Working Group, USDA is pursuing technologies to 

support the implementation of robust feedback mechanisms through USDA.gov.

• USDA currently supports feedback through various methods that include the following:

o Comments and feedback through OC’s USDA Blog WordPress platform; 

o Social media networks; 

o Ideation tools (ideation is a tech term for a platform used to generate ideas); 

o Feedback through OC’s AskTheExpert knowledgebase, and through the agency’s Contact 

Us page, which houses an Information hotline and organization directories. 

o Many USDA agency Web sites leverage the ForeSee platform, as well. 

• Throughout the year, USDA evaluated and implemented new feedback mechanisms through its 

Open Data Policy Working group. USDA maintains numerous Web sites or platforms where the 

public can engage now in existing participatory processes of USDA. 

• Data from “Analytics, usa.gov” shows that the USDA Web site, USDA.gov, is one of the top 

20 most active Federal Web sites in the Government. This means that, at any given time, there 

are more people online at USDA.gov than on the vast majority of Federal Web sites. This 

strongly reflects a positive user experience, thanks to the OC Digital team and the design of 

engaging content. 

Rural Development (RD)

Rural Housing Service:

• The Customer Service Center surveyed Rural Development (RD), Single Family Housing Direct 

program borrowers (hereafter referred to as customers) in 2004, 2006, 2008, 2012, and 

2015. The questionnaire was developed with input from partners in the field offices and other 

RD organizations.

• The survey measures the movement of overall customer satisfaction, as well as identifies areas 

requiring 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.

• 5,320 customers were randomly surveyed in 2015, including 9.5 percent Spanish-speaking 

preference customers, and 10 percent customers identified as living in a persistent-poverty area, 
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 78

which reflects the demographics of the portfolio. The response rate was exceptional, with 1,578 

respondents or 29.7 percent.

• 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-percent scale.

• By over a 3-to-1 margin, customers were highly satisfied with the ongoing servicing of their RD 

loan by CSC with an overall average satisfaction of 87 percent.

• Regarding standard written customer communications, a large percentage of customers agreed 

that the communications they receive from CSC are clearly explained, easy to understand, and 

contain all the information needed. On average, the following was found:

o Monthly Billing Statement: 91.3 percent found documents easy to understand; 

91.19 percent found documents had all the information needed; and 86 percent found 

payment changes are clearly explained;

o Escrow Statement: 87.7 percent are satisfied with information received; and

o Payment Assistance Process: 85.2 percent found documents easy to understand; and 

84.6 percent found changes were clearly communicated

Office of the General Counsel (OGC)

OGC conducted a survey of employees to assess training interests and needs. There was a strong 

interest in writing training, and preparations to provide that training in FY 2016 began 

immediately.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 79

8. Agency Coordinators

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 table below, ensure that their agency or office produces public documents in plain 

language.

Agency/Office

(The Web site for each agency/office can 

be accessed by clicking on its acronym in 

parentheses.)

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing 

Coordinator(s)

Agricultural Marketing Service (AMS) Karen T. Comfort Dana Stewart

Agricultural Research Service (ARS)

National Agricultural Library (NAL)

Christopher Bentley Tara Weaver-Missick (ARS)

Ricardo Romero (NAL only)

Animal and Plant Health Inspection 

Service (APHIS)

Beth Gaston Beth Gaston

Economic Research Service (ERS) John Weber

Dale Simms

Mary Reardon (Acting)

Food and Nutrition Service (FNS)

Center for Nutrition Policy and 

Promotion (CNPP)

Rich Lucas

Rich Lucas

Rich Lucas

Rich Lucas

Food Safety and Inspection Service 

(FSIS)

Chuck Williams

Greg DiNapoli

Vince Fayne

Jacquelyn Jones

Greg DiNapoli

Laura Reiser

Joe Abbott

Karen Jackson

Curt Eilers

John Paul Antonetti

Meryl Silverman

Neal Westgerdes

Foreign Agricultural Service (FAS) Ellen Dougherty Joseph Migyanka

Forest Service (FS) Angela Coleman Kathryn Sosbe 

Diane Banegas

Farm Service Agency (FSA) Todd Atkinson Latawnya Dia
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 80

Agency/Office

(The Web site for each agency/office can 

be accessed by clicking on its acronym in 

parentheses.)

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing 

Coordinator(s)

Grain Inspection, Packers, and 

Stockyards Administration (GIPSA)

Dexter Thomas Dexter Thomas

National Agricultural Statistics Service 

(NASS)

Sue King Rosemarie Philips

National Institute of Food and 

Agriculture (NIFA)

Scott Elliott Scott Elliott

Natural Resources Conservation 

Service (NRCS)

Terry Bish Elisa O’Halloran (Web)

Catherine Hawkins

Mike Giroux

Rural Development (RD) Andrew Givens Rural Utilities Service: 

Michelle Brooks

Rural Housing Service: 

Karen Jacobs

Rural Business and 

 Cooperative Service: 

Matthew Mullen

Office of Advocacy and Outreach 

(OAO)

Christian Obineme Teresa Welch

Office of the Assistant Secretary for 

Civil Rights (OASCR)

Winona Lake Scott Kimberly Strickland

Office of Budget and Program 

Analysis (OBPA)

Andrew Perry Sam Barkdull

Office of Communications (OC) Carolyn O’Connor Carrie Mitchell

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

Office of the Chief Information Officer 

(OCIO)

Joyce M. Hunter, (Acting) 

Chief Information Officer

David Simpson

Matthew Patrick

Office of the Executive Secretariat 

(OES)

Ann Marie Gogniat

Office of the General Counsel (OGC) Sara Gras Sara Gras
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 81

Agency/Office

(The Web site for each agency/office can 

be accessed by clicking on its acronym in 

parentheses.)

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing 

Coordinator(s)

Office of the Inspector General (OIG) Gil Harden Michael Martin
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 82

Appendix

Secretary Thomas J. Vilsack’s October 12, 2011 memo regarding the use of plain language is below.
Plain Writing Act • 2016 Compliance Report

United States Department of Agriculture 83