2017 

Plain Writing Compliance Report 

U.S. Department of Agriculture 

April 2, 2018 

TABLE OF CONTENTS 

Introduction .................................................................................................... 1 

Agency Accomplishments.................................................................................2 

Public Feedback.............................................................................................23 

Oversight .......................................................................................................25 

Web Sites & Resources ..................................................................................29 

Training......................................................................................................... 31 

Moving Forward............................................................................................32 

Summary .......................................................................................................32 

Appendix A: Training Compiled by Agency .................................................34 

Appendix B: USDA Officials for Plain Writing.............................................39 

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INTRODUCTION 

Our Pledge 

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

and external customers 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 our customers with information that is clear, understandable, and 

useful in every paper or electronic letter, publication, form, notice, or instruction produced by 

the Department. 

USDA’s commitments and plain language resources can be found on USDA’s Plain Writing 

Web site. 

This Report 

This report focuses on the period between January 1, 2017, and December 31, 2017. The 

Plain Writing Act of 2010 requires that USDA write all new publications, forms, and publicfacing 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 our first compliance report in 2012 and every year thereafter. This year, we report 

on how we have built on our prior efforts toward meeting the goals in the Plain Writing Act. 

Read more on USDA Plain Writing Act implementing report: 

USDA’s Plain Writing Act 

USDA’s 2016 Plain Writing Compliance Report 

USDA 2017 Plain Writing Compliance Report -1-
AGENCY ACCOMPLISHMENTS 

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. 

The following highlights a sampling of agencies’ print and electronic communications. These 

documents have been produced in a format consistent with plain writing principles and reflect 

the many ways that the use of plain language assist in effectively conveying information to the 

public. 

(Click on pictures or links to view in larger format.) 

Departmental Administration 

In September 2017, the Office of the Assistant Secretary for Administration formed a work 

group– representatives from each USDA agency–to assist in providing input for the new 

Departmental Administration (DA) Web site. The Office of Communications is handling the 

redesign. The Web site is being built on an open-source site development platform which 

simplifies the online management of content and users and makes it more efficient and cost 

effective for DA to respond to current and future business/technology Federal mandates for 

managing public data. The Web site will also be accessible across mobile devices. The 

projected date of completion is May 2018. The DA Web site will transition from an agencyfocused to a topic-based website that will align with the Secretary’s goal of making USDA the 

most effective, efficient, and customer-focused Federal Department. 

Office of Human Resources Management 

USDA is one of the Best Places to Work in 

the Federal Government. 

The infographic displays the results of 

the USDA employee responses to the 

Federal Employee Viewpoint survey and 

USDA’s ranking in the Best Places to 

Work category. USDA increased 

participation in the survey and the levels 

of employee engagement. 

USDA 2017 Plain Writing Compliance Report -2-
DA’s Office of the Chief Information Officer communicates information technology security 

awareness to its internal customers: “Focus on Security: Cybercrime for Hire” infographic

DA’s Office of Homeland Security and Emergency Coordination has been diligent in plainly 

communicating the importance of security awareness and preparedness through online 

discussions with and in-office training and scheduled exercises/drills for its a. Additionally, the 

message of security awareness is enhanced through the use of televised visual displays 

throughout the USDA facilities for employees and visitors (in both English and Spanish). 

(Spanish version) (Spanish version) 

USDA 2017 Plain Writing Compliance Report -3-
Assistant Secretary for Civil Rights 

The Assistant Secretary for Civil Rights is pleased to announce a new employment complaint 

filing module, “eFile.” The electronic filing system is written in a clear, concise, and wellorganized manner so that all interested parties can understand the communication and 

accurately file their complaint. 

USDA 2017 Plain Writing Compliance Report -4-
Food, Nutrition & Consumer Services 

Target Audience: Congress, general public, nutrition assistance program stakeholders, and research 

community 

The Food & Nutrition Service’s “Dietary 

Guidelines for Americans” illustrates the impact 

of Americans’ current eating habits and

underscores how eating healthier can help 

reduce risk of diet-related chronic disease and 

health care costs. 

The National and State-Level Estimates of WIC 

Eligibles and Program Reach in 2014, and 

Updated Estimates for 2005-2013 report 

(2017) presents 2014 national and state 

estimates of the number of WIC eligibles and 

the percent of the eligible population covered 

by the program, including estimates by 

participant category. For the first time in the 

series, interactive graphics accompanies the 

publication. 

“The Cost of Raising a Child”

infographic summarizes key 

findings described in the 2015 

Expenditures on Children by 

Families report. 

USDA 2017 Plain Writing Compliance Report -5-
Food Safety 

The Food Safety Inspection Service uses 

existing information, repackaged in modern, eyecatching infographics that provide consumers 

with relevant information and specifc tips on 

food safety, while targeting a specific audience’s 

needs. 

USDA 2017 Plain Writing Compliance Report -6-
Marketing & Regulatory Programs 

Animal & Plant Health Inspection Services’ (APHIS) “2017 Emerald Ash Borer (EAB) Survey Fact 

Sheet” explains the purpose of the survey and related work in plain terms that a non-scientific 

audience can easily understand. Using a Q&A format, the factsheet answers the most common 

questions about the program, offers general background about the survey and other EAB efforts, 

and lets readers know how they can support this program. 

Target Audience: General Public (particularly residents in and around the EAB-survey areas) 

APHIS’s “Protect Your Birds from Avian Influenza” Brochure (2017) explains the disease and 

describes the steps to proper biosecurity in plain terms. Also, it promotes USDA’s toll-free number 

for reporting sick birds. 

Target Audience: General Public (specifically poultry producers and bird owners) 

“Plant Protection Today” Web site 

Launched in 2017, through this public-facing Web site, APHIS shares visually-rich, feature-like 

stories (written in plain language) about our plant protection work. These stories are helping 

APHIS increase stakeholder awareness and understanding of the mission and the services and 

programs they deliver. 

USDA 2017 Plain Writing Compliance Report -7-
Agricultural Marketing Service’s (AMS) infographics distill complex and often technical 

information from AMS programs into visualizations that are appealing, clear, and consumerfriendly. Our most popular infographic breaks down what consumers need to know about beef 

grading, and has generated nearly 100,000 online views. Recently, our Farmers Market Toolkit 

infographic transformed a confusing bar chart of market improvement ideas into a clean graphic 

pairing market goals with specific color-coded actions that managers can use to improve their 

market. 

Target Audience: AMS managers, customers, general public 

AMS offers innovative improvements through 

digital media! 

USDA 2017 Plain Writing Compliance Report -8-
Natural Resources & Environment 

Target Audience: General Public 

“2016 Fisheries Accomplishments”

NRE’s Forest Service (FS) Fact Sheet that 

gives overview about the need for an updated 

national fish and aquatic strategy. 

“2016 Fisheries Accomplishments”

Infographic highlighting FS’s fisheries 

accomplishments. 

FS’s Okanogan-Wenatchee National Forest summer jobs brochure (in English and Spanish) to aid 

potential employees find summer jobs. 

USDA 2017 Plain Writing Compliance Report -9-
FS’s Research & 

Developments infographic 

explains how National 

Forests are the single 

most important source of 

water in the U.S., as part of 

a series of by-thenumbers graphics. 

Additional Forest Service accomplishments: 

- Published the USDA Forest Service Strategic Plan FY 2015–2020 using the tools and 

techniques for plain writing, including supporting visual media. 

- Built an interactive visitor map. This map is part of an improved website for agency 

headquarters redesigned and written with users in mind. 

- Offered employees, through the Office of Civil Rights, on-demand phone interpretation 

service to enhance public service to non-native English speakers and a translation service 

that covers 170 languages for printed materials. 

- Rebuilt the Chief’s internal communication portal for employees to a web-based site that 

categorizes entries and offers employees daily updates. 

- Offered online information about employment opportunities with the agency, including 

information about what types of jobs we offer and where they are available. 

- Published online story maps to visually present information as stand-alone web-based 

resources that lead a viewer through a narrative using GIS-based maps, text, videos, 

photos and other media that takes a linear story and adds layers– Southern Research 

Station’s maps. 

- Pacific Northwest Annual Report 2017, which includes vibrant photographs, maps, 

infographics, and narrative. 

- The Citizen Science Edition of the Natural Enquirer (Vol. 19), critiqued by students. 

USDA 2017 Plain Writing Compliance Report -10-
Research, Education & Economics 

Research, Education & Economics’ (REE) Agricultural Research Service continues to fine-tune 

its AgResearch online magazine product showcasing feature stories on scientific research 

outcomes and success stories. Examples include: 

- Pre-2015 product launch example article: “Yeast and Sugar Lure Pest to Beneficial Virus” 

- 2017 Article highlighting new plain language features: “Broccoli That Can Take the Heat”

USDA 2017 Plain Writing Compliance Report -11-
REE’s National Institute of Food & Agriculture (NIFA) 2016 Annual Report (January 2017) 

NIFA Infographics 

“Strengthening the Land-Grant University 

Mission through Capacity Funding” (June 2017) 

“Diversifying the Next Generation of 

Agricultural STEM Leaders” (May 2017) 

USDA 2017 Plain Writing Compliance Report -12-
“Fueling Discovery and Engagement in 

Agriculture through Competitive Grants 

Programs” (September 2017) 

“Biosecurity to Protect America’s Food and

Agricultural System” (June 2017) 

USDA 2017 Plain Writing Compliance Report -13-
In 2017, REE’s National Agricultural Statistics Service (NASS) continued its effort to bring 

clearer, more direct communication to its data collection and data release messaging as well as 

to its internal communications. In 2017, NASS undertook several efforts to make responding to 

surveys easier for producers and to explain why responding is important. Two are featured 

here: 

1) An Improved Online Survey Response Tool 

Like the population census, the 

agriculture census represents a 

complete count of its target 

population. As part of its overall 

concern about declining 

response rates, NASS set out to 

revamp its online tool to offer 

producers an easier, more 

efficient, interactive experience. 

Quite an improvement from the 

original tool (which was 

basically an electronic copy of 

the paper questionnaire and 

relatively slow), NASS’s new

online response form provides a 

modern, state-of-the-art 

experience for respondents. 

The new tool is dynamic and 

user friendly. And because it 

calculates totals automatically and skips questions that do not pertain to the respondent’s 

operation, it is faster and easier to use than the paper questionnaire. Readily accessible on 

mobile phone, tablet, and PC, the new online questionnaire provides improved data quality, 

efficiencies, and cost savings. 

The demonstration version of the tool was launched in March 2017. NASS released both 

instructional videos on how to use the tool and promotional videos on the benefits: 

USDA NASS Census of Agriculture Online Response 

USDA Census of Agriculture – Your Voice, Your Future, Your Opportunity 

(includes YouTube response message) 

Census of Agriculture Public Service Announcement – Every Five Years 

(includes YouTube response message from the Secretary) 

2) Explaining the Importance of Surveys to Respondents 

NASS created new materials that directly address the question of “why does this survey matter

to me” for the 80,000 farmers who receive one or more of the quarterly “Acreage, Production,

and Stocks” surveys and the 70,000 farmers who receive one or more livestock inventory 

surveys. 

USDA 2017 Plain Writing Compliance Report -14-
These surveys provide important information that producers, USDA and other Federal and state 

agencies, ag-related industries, analysts, commodities markets and many others use in making 

decisions that directly impact farmers and their operations, communities, and industries. 

Producers’ understanding of why these surveys matter is crucial to their participation.

USDA 2017 Plain Writing Compliance Report -15-
In 2017, NASS continued its recent efforts to expand the kinds of audiences and number of 

people who have access to and use NASS data. “Highlights” products provide a quick overview

for the casual reader and an entry point for data users looking for more detailed information. 

Prices Data in Plain Language 

The Issue. The prices program and the data 

that result are generally difficult to 

understand for audiences not familiar with 

them. Yet there is much in the prices reports 

that has broader interest and appeal. 

The Product. In 2017, NASS used its 

Highlights series to write a general-audience 

ten-year summary of the prices farmers paid 

and received and the impact of these data on 

their purchasing power. The two-pager 

translated the data about price indexes into 

easy-to-understand words and images that 

illustrate that farmers’ purchasing power has 

declined over the last decade. 

Results. Translating the price index into 

easily understandable language and 

discussing its impact on farmer purchasing 

power helped make a difficult concept more 

accessible. 

NASS continues to develop and test 

additional formats for getting out accurate and useful agricultural data that a wide range of 

audiences can understand and use, and has most recently published a day-of-release “Highlights”

summarizing key crop data. 

Career Path Guides 

NASS is also making efforts in its internal communications to convey important staff resources 

and information in clear, direct language. The recent cross-agency effort to develop career path 

guides for all job series in NASS provides an excellent example. 

The Issue. In the last few years, NASS has reorganized in a way that significantly changed how 

the agency works and has also implemented new processes, developed new tools, and adopted 

new technologies. Feedback from NASS employees and agency planning documents has 

emphasized the need for more clearly defined career paths and broader career opportunities, 

including in managerial and technical career tracks. Staff needed clear information about the 

variety of career paths open to them in the new agency structure and in light of new ways of 

doing the agency’s work.

USDA 2017 Plain Writing Compliance Report -16-
To address these issues NASS, created a cross-agency 

team to identify and create career path information 

that addresses both opportunities within job series as 

well as opportunities across job series to be published 

as guides that together cover all NASS employees. 

The Guides. The team developed a series of nine 

guides covering the range of job functions in the 

agency. The guides detail a set of core competencies 

that every staff member must develop as his or her 

career progresses, and the set of technical 

competencies that are particular to individual job 

series and functions. 

This was a massive amount of information that 

needed to be conveyed in a consistent format that 

holds up across all job functions, from entry level to 

senior management and in all specialized fields. The 

format is the same across the guides, but each guide 

details the level of expected competency at each stage 

in the particular series as well as the options for 

transitioning to other series. 

Results. Employees now have 

clear information about the 

skills and competencies they 

need to be successful in their job 

series or to create opportunities 

for transitioning to something 

else. They also have information 

about how to develop those 

skills and a tool for discussing 

with their managers what 

training and experiences they 

need or want. 

Managers, in turn, have an easyto-understand and useful 

resource for setting and 

discussing expectations and 

opportunities. The guides are 

not checklists for performance 

evaluations (there are other 

tools for that) but have a much 

broader purpose. 

They can provide guidance to 

both the employee and the manager for career development, training and detail goals, and 

creative planning. 

USDA 2017 Plain Writing Compliance Report -17-
This recent infographic by REE’s Economic Research 

Service (ERS) illustrates U.S. farms’ annual consumption of 

energy by type and the share accounted for by various 

commodities. 

Other ERS plain writing efforts to increase comprehension 

and customer satisfaction include: 

Economic research monographs released via the agency’s 

Web site with 2,396,811 unique visitors in 2017. 

Target Audience: policymakers, academia, informed 

laypeople 

Market analysis newsletters released via ERS’s Web site 

Target Audience: Policymakers and commercial 

agriculture companies 

Amber Waves magazine and infographics and through a 

magazine app available on iTunes and Google Play 

Target Audience: Policymakers and informed laypeople 

ERS Publishing Guide and ERS Writing Guide, revised in 

2017. 

Target audience: Agency editors 

Tweets and Charts of Note: ERS publishes tweets and CoN 

daily (“Charting the Essentials”, a compendium of these 

charts) with 26,885 Twitter followers to date. 

Target audience: General public, policymakers, academia, 

commercial agriculture stakeholders. See chart below. 

USDA 2017 Plain Writing Compliance Report -18-
Rural Development 

Rural Development’s (RD) Office of External Affairs worked with the RD Native American 

Coordinator and the RD Publications Advisory Committee to update the “Assistance for Tribal 

Nations” brochure and re-focus its content. The new brochure now uses headers, sub-headers 

and white space more effectively to improve readability and contains stronger branding and 

agency identifiers to help point Tribal customers to their local RD office for personalized 

assistance. The brochure was specifically written for a general, Tribal audience anticipated to be 

unfamiliar with RD financing programs. It was written to avoid jargon or technical terms that 

could be a barrier to understanding our programs or accessing those programs. 

USDA 2017 Plain Writing Compliance Report -19-
Office of the Inspector General 

As part of a continuing effort to 

communicate better with the public, the 

Office of the Inspector General (OIG) has 

completed a thorough redesign of their 

Semiannual Report to Congress, one of 

their most important publications. This 

document was redesigned according to 

the principles of plainlanguage.gov. The 

goal was to create a more visually 

appealing and more immediate style that 

would better communicate sometimes 

complicated and textually dense results 

to readers. 

Even when producing relatively dry 

information, OIG has found that they can 

devise structures that help readers make 

sense of outcomes more directly. Some 

of which include more white space, the 

use of iconography instead of text to 

convey ideas, and more rational and 

deliberate information arrangement. We 

have also worked to improve the 

information architecture by developing 

headers and footers that convey 

meaning. 

USDA 2017 Plain Writing Compliance Report -20-
Office of Tribal Relations 

In 2017, the USDA Resource Guide for American Indians & Alaska Native (AI/AN) was published 

to provide tribal leaders and tribal citizens, 1994-Land-Grant Tribal Colleges and universities, 

AI/AN businesses, and non-governmental organizations serving AI/AN communities with a tool 

for navigating USDA resources. There also was a notecard (shown below, front and back) 

developed as a complementary piece to minimize printing and encourage individuals to access 

the Guide electronically. 

USDA 2017 Plain Writing Compliance Report -21-
Trade & Foreign Agricultural Affairs 

The Foreign Agricultural Service (FAS) has strived to provide the most straightforward 

communications to its business customers and the public regarding the Agency, mission, and 

accomplishments. Below represents examples of one of FAS’s International Agricultural Trade 

Reports. Reports of this type tend to be very technical in nature, employing jargon which would 

only be relevant to industry professionals or other analysts. The Agency’s Public Affairs staff 

heavily edits these documents in order to make them accessible to the general public by 

employing various plain language best practices. One click from the FAS Home Page brings 

interested readers to the FAS Data and Analysis section where the report (Korea Trade 

Agreement) can be easily accessed. The entire Data and Analysis section is the product of many 

hours of editing and collaboration between the FAS Public Affairs staff and the Office of Global 

Affairs staff in order to produce a product that is informative to industry experts, FAS employees, 

interrelated Government Agencies and novice readers worldwide. 

Extracting the significant data from the complexity of FAS’s numerous and diverse programs, 

infographics have been used to demonstrate FAS program results and convey complex material 

in a very public-friendly, public-first manner. 

USDA 2017 Plain Writing Compliance Report -22-
PUBLIC FEEDBACK

USDA 

 In 2017, USDA was the only Federal agency to earn an A rating from the Center for Plain

Language in both categories!

Office of Communications 

 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 supports feedback through a multitude of channels and methods, including the

following:

- Comments and feedback through OC’s USDA’s Blog;

- Monitoring and engagement on social media networks; 

- Ideation (a platform used to generate ideas) tools; 

- Feedback through OC’s AskTheExpert knowledgebase, a 24/7 virtual representative

populated with answers to questions about USDA programs and policies. AskTheExpert

provides answers to consumers via an automated response system. 

- Feedback through the agency’s Contact Us page, which houses an Information hotline and

organization directories. Inquiries are forwarded to a team of more than 50 experts

throughout USDA who are able to provide information on a wide-range of topics.

- 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 directly with 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. Such engagement is typically the result of a

positive user experience due to the work of the OC Digital team in designing compelling

content.

Animal and Plant Health Inspection Service: 

 Use and feedback on the APHIS Pet Travel Web site/FAQ has been tremendous. This

Web site guides travelers and their veterinarians through each step needed to meet

animal health requirements when traveling with pets. On average, 50–70 percent of

callers to the APHIS Customer Service Call Center ask about international pet travel. 

Having an online FAQ page that explains the process clearly is an important way to

serve customers. To date, the site has had close to 4 million unique page views. (Note:

USDA submitted this FAQ to the Center for Plain Language as part of their annual

report card and received an “A.”)

Forest Service: 

 All Human Resources Management -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.

USDA 2017 Plain Writing Compliance Report -23-
National Institute of Food and Agriculture: 

 A survey from Siteimprove shows that 46.4% of our Web content is written at the college

sophomore level. The next highest levels are high school senior (12.4%) and college

freshmen (4.2%). Although 28.7% did not receive a readability score, those levels are too

high. Using customer feedback data from tools like this, NIFA is actively working to improve

its Web content.

National Agricultural Statistics Service 

 NASS sent the 2017 Census of Agriculture form to approximately three million people

engaged (or potentially engaged) in agriculture, requesting detailed information on their farm

or ranch operation, output, and income for calendar year 2017. Data collection will continue

through spring 2018. During the initial mailing, NASS encouraged all respondents to use the

online form. Throughout data collection, NASS is reinforcing that message through its partner

communications and targeted print and digital ads. NASS is monitoring online response on a

daily basis and, once data collection is complete, will look closely at how much the

modernized and streamlined tool correlates with increased online response. But already it is

clear that the tool is technically performing up to expectations and feedback from producers

is positive. Over the course of the coming year, NASS will open the tool for its ongoing

surveys and fully expects that the easier-to-use and understand tool will contribute to

increased survey participation, more efficient data collection, and improved data.

Office of the Inspector General 

 In Fiscal Year (FY) 2016, our Semiannual Report to Congress was based much more on text

and tables. Beginning in FY 2017, we transitioned to a much more visual look that relied on

infographics to convey the same complex material. This redesign has been well received by

our readers and indicates that we can do more to convey our results graphically.

USDA 2017 Plain Writing Compliance Report -24-
OVERSIGHT

Office of Communications 

At the forefront of USDA’s plain language initiative (and, thus, given significant presence in this 

report) is the agency tasked with ensuring that the Department conveys information clearly and

concisely to the general public and our stakeholders–the USDA’s Office of Communications (OC). 

Established in several USDA Department Directives, 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 and editing ability and experience.

USDA policy and procedure require that in reviewing public materials, adherence to plain writing 

is built into the process before release.

OC’s writers and editors review and clear all publications for clarity, quality, appropriateness, and

compliance with Federal publishing policies. OC press coordinators review publications for

accuracy and consistency with departmental programs and policies and review press releases for

clear delivery of messages to intended audiences. OC speechwriters are hired also for their

experience and ability to break down highly technical subjects for non-technical audiences, and

plain writing is integral to the process. Below is an outline of OC’s oversight responsibilities.

Documents Audience What we do! 

National Press 

Releases 

General Public OC reviews all USDA press releases, both at the 

agency and departmental level to ensure they 

minimize jargon and use plain language to clearly 

convey information of national importance to 

consumers, the agricultural industry, academia, the 

press, and other stakeholders. 

Media Advisories Selected Media Media alerts to upcoming USDA events and news 

announcements are written in direct language. 

USDA “Results” Fact

Sheets/Farm Bill Fact 

Sheets, materials, and 

information 

General Public OC succinctly conveys facts in plain language to 

increase knowledge about and use of USDA 

programs and customer satisfaction. 

Captions on photos 

posted to USDA’s 

Flickr site on the 

homepage 

General Public 

and Press 

OC writes clear captions that concisely convey the 

event behind the photo/photos to inform the public, 

both directly and through the media. 

Web Pages, including 

USDA’s homepage, and

Social Media Sites 

General Public OC Web pages and social media activities use plain, 

conversational language that is informational and 

engaging, resulting in increased comprehension, 

public accessibility, and customer satisfaction. 

Secretary/Deputy Stakeholders, OC writes speeches on complex subjects in clear, 

USDA 2017 Plain Writing Compliance Report -25-
Documents Audience What we do! 

Secretary speeches Interest Groups, 

and General 

Public 

direct language, resulting in increased 

comprehension of USDA messages and customer 

satisfaction. Posted to “Transcripts and Speeches” 

section of USDA Web site. 

Text accompanying 

radio stories and audio 

and video content 

posted to USDA Web 

site and text 

accompanying videos 

posted to YouTube 

General Public 

and 

Stakeholders 

OC writes clear summaries of story topics and 

interviews, resulting in increased comprehension by 

and customer satisfaction of the public and 

broadcast media that may redistribute stories and 

audio content. All USDA Radio stories are written 

and reviewed to reduce the use of jargon and use 

clear, plain language. 

Text accompanying 

exhibits, displays, and 

signage in Visitor 

Centers, Conferences, 

and other outlets 

General Public 

and 

Stakeholders 

OC captions and summarizes display information in 

plain language, resulting in increased 

comprehension and customer satisfaction. 

Publications Stakeholders 

and 

Policymakers 

OC does final review of all agency-written 

publications released to the public, checking to 

ensure it conforms to accepted style and uses plain 

language, resulting in increased comprehension and 

customer satisfaction. 

[ June 2017 front page 

article from ”Women in

AG” Newsletter ] 

USDA 2017 Plain Writing Compliance Report -26-
Assistant Secretary for Civil Rights

ASCR is in the process of revising its Civil Rights Regulations, as part of the implementation of 

Executive Order 13771, “Reducing Regulation and Controlling regulatory Costs,” issued by the 

President on January 30, 2017.

Food Safety

- The Food Safety & Inspection Service’s (FSIS) Office of Investigation, Enforcement,

and Audit (OIEA) uses a plain writing language checklist that is aimed at enhancing

the writing and review quality of written communications. This checklist is also used

in its other programs. FSIS also posts, information on plain language and

requirements of the Plain Writing Act on the Office of Program and Procurement

Development’s Sharepoint site. FSIS has, further, incorporated the use of plain

language writing concepts into its performance standards. There is a plain language

component in the Communications element.

-OIES 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.

Natural Resources & Environment

NRE’s Forest Service:

- established ongoing clearance processes to check for factual information as well as

adherence to grammar rules and plain writing.

- organized a team at national headquarters to review all forest plans and forest plan

communication products for clarity and plain writing.

- established a multi-year effort to enhance access to lands managed by the agency by clearly

defining when a special use permit is needed and when one is not.

- started an agency-wide effort to evaluate its environmental analysis and decision-making

process, which includes ensuring the information presented to employees and the public is

clear and concise.

Office of the Executive Secretariat

The Office of the Executive Secrtariat (OES) serves the Office of the Secretary of Agriculture in 

managing the executive correspondence and official records. OES writer-editors provide 

editorial assistance to agencies to ensure adherence to the use of plain language, as outlined

in the Plain Language Act of 2010, “to improve the effectiveness and accountability of Federal 

agencies to the public by promoting clear Government communication that the public can

understand and use”. With that in mind, OES writer-editors review and clear, for the 

Secretary’s signature, all correspondence to the general public, USDA stakeholders, Congress,

and inter-agency memorandums and abide by a strict protocol to ensure responses are 

understandable, addresses the incoming inquiry, and in compliance with plain language 

policy.

USDA 2017 Plain Writing Compliance Report -27-
Marketing & Regulatory Programs

MRP’s Agricultural Marketing Service (AMS) uses social media channels to increase public 

awareness and engagement with agency and Department goals through targeted social media 

campaigns that break down complicated details into easily understandable pieces. A recent 

example of innovative use of technology and plain language is the implementation of a new 

text option for cotton farmers. When a cotton classing office’s grading machine breaks down,

AMS is unable to accept or process cotton from producers. If they find out before they load 

up, time and transportation expenses are saved. In order to quickly communicate when an 

issue arises, AMS implemented text messaging (replacing staff-intensive phone calls) to 

quickly get the word out and avoid a poor customer experience. The option has proven to be 

very popular, demonstrating customer satisfaction with 600-700 farmers signed up for 

notices regarding each of the 11 classing offices. 

Research, Education & Economics

- REE’s Agricultural Research Service (ARS) has hired a Science Communications Advisor,

through a PostDoc program, to provide guidance on improving plain writing elements in its

public communications products to evaluate how to more effectively bridge the knowledge

and understanding gap between science and communications.

- ARS started conducting a “plain language scrub” on all of its news media products to ensure

the Agency’s scientific outcomes are understandable to and sharable with a broader nonscientific audience and includes writing more engaging headlines that are relatable to the

public (ex: “Exploring a World Without Food Animals”).

- NASS has, to date, put a lot of emphasis on using plain writing principles in its collateral

general audience products, but in 2017 began a rewrite of its Statistical Publications Manual

that will now include plain writing principles in these more technical products as well. The

team developing the manual will also develop a training plan for the statisticians who will

be writing in clearer, plainer style.

USDA 2017 Plain Writing Compliance Report -28-
WEB SITES & RESOURCES

The following are plain writing Web sites and resources provided by various USDA agencies: 

Office of Communications 

USDA’s webpage was refreshed by OC during 2017, resulting in a cleaner design and 

reducing the amount of steps (clicking) to find relevant information. As part of this process, 

OC reviewed and edited more than 1000 pages of content to increase understanding and 

comprehension of USDA programs and policies. 

Animal & Plant Health Inspection Service 

APHIS’s Plant Protection and Quarantine (PPQ) program developed a writing reference for 

its employees. This 10-page booklet contains guidance to help sharpen writing skills and 

create clear and persuasive documents or Web text. It also includes plain language 

principles for making communications products brief, concise, and compelling. It focuses, in 

particular, on writing memos, talking points, correspondence, presentations, and reports 

and includes guidelines to help minimize style errors. 

Farm Production and Conservation 

FPAC’s Natural Resources Conservation Service’s (NRCS) National and state Web sites are 

written in conformance with plain writing principles and a link to the Plain Writing Web site 

is available on the home page. In addition, there is information on plain writing in its 

correspondence manual. 

Foreign Agricultural Service 

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

Web site to the USDA plain language site, which includes the updated Plain Writing 

Training course (PLAIN WRITING). 

Natural Resources & Environment 

NRE’s Forest Service relies on USDA’s Plain Writing Web site with links directing 

users to that information. For employees, there is region-wide use of their 

Intranet Web pages to promote plain language information through writing tools 

(i.e. checklists, plain writing sites, and Aglearn training modules). 

Office of the General Counsel 

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. 

USDA 2017 Plain Writing Compliance Report -29-
Research, Education & Economics 

- AgResearch: An online magazine featuring stories on scientific research discoveries

occurring at the Agricultural Research Service’s (ARS) research laboratories across

the Nation and abroad. The magazine offers easy access to ARS scientific information

and provides an informative, engaging, and enhanced digital experience. 

- REE’s National Agricultural Library is continuing its work on the Web site to

incorporate their Information Centers’ individual sites into the core site with an

emphasis on plain language and writing for the Web.

- The National Agricultural Statistics Service (NASS) has an internal Web site which

maintains a plain language page with links to writing courses and other useful web

resources, as well as a series of NASS Tip Sheets on key writing issues relevant for NASS

statistical and other products.

- The Census of Agriculture portion of NASS’s Web site offers a user- friendly, interactive

site at which farmers could come for Census instructions and results. 

- The Economic Research Service’s (ERS) Web site goes through ERS’s professional editors

before it is posted, with guidelines for Web writing.

Rural Development 

Rural Development continues to improve Web site features utilizing plain language 

formats. RD’s Rural Housing Service continues to utilize the plain language Web site 

offered on the USDA Web site, as well as the plainlanguage.gov Web site. 

USDA 2017 Plain Writing Compliance Report -30-
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 all USDA employees. This training includes 

related courses in writing and editing, grammar, communications, graphical design, visual reports, 

etc. Sources include agency-instructed conferences and classroom workshops, outside vendors 

(i.e. PLAIN (Plain Language Action and Information Network) Instructors, University Professors 

and educational learning vendors, AgLearn, and other web-based sources. 

Total USDA-wide training: 3600+ 

(See Appendix A for a list of training by agency) 

USDA 2017 Plain Writing Compliance Report -31-
MOVING FORWARD

Plain writing is an essential method of ensuring that our customers understand our programs and 

services and are able to easily retrieve information. In keeping with our commitment, USDA will 

continue to raise awareness about requirements of plain writing at all levels of the Department. 

We will ensure processes are in place so that information is clear and concise and readily available 

for our customers. 

SUMMARY

Adherence to plain writing principles has helped USDA communicate more clearly and effectively 

with the customers we serve–the American people. USDA has enjoyed consistent and positive 

reception for its thoroughness in conveying its programs, services, and public-facing 

communications in an organized, visually appealing, and understandable format. 

USDA maintains this standard of excellence by 

1) continuing improvements in technology;

2) staying on the cutting edge of web design and using various social mediums to keep our

presence “fresh” and to ensure a pleasant and informative online experience for our

customers;

3) trading wordy, technical and/or legal jargon for simple, clear, and concise language; and,

most importantly,

4) welcoming feedback from our internal (employees) and external customers.

USDA, again, commits to adhering to the Plain Language Act and providing first class service. 

USDA 2017 Plain Writing Compliance Report -32-
APPENDIX
APPENDIX 

Training Compiled by Agency

USDA DEPARTMENT-WIDE TRAINING

Source Course Title # Participants 

AgLearn 

(Web-based) 

Business Writing: How to Write Clearly and Concisely 700 

Introduction to Plain Language 162 

Business Writing: Know Your Readers and Your Purpose 224 

Audience and Purpose in Business Writing 29 

Business Grammar: Sentence Construction 54 

Creating Well-Constructed Sentences 7 

Clarity and Consciousness in Business Writing 32 

Business Grammar: Punctuation 59 

Using Punctuation Marks 6 

Business Writing: Editing and Proofreading 459 

Editing and Proofreading Business Documents 34 

Business Grammar Common Usage Errors 103 

Troublesome Words and Phrases: Common Usage Mistakes 

in Writing 

15 

Writing at Work: How to Write Clearly, Effectively and 

Professionally 

68 

Business Grammar: Parts of Speech 122 

Using Parts of Speech 3 

Business Grammar: Working with Words 134 

Getting the Details Right: Spelling Basics 11 

Business Grammar: The Mechanics of Writing 236 

Abbreviating, Capitalizing, and Using Numbers 45 

USDA 2017 Plain Writing Compliance Report -34-
ANIMAL & PLANT HEALTH INSPECTION SERVICE

Source Course Title # Participants 

AgLearn 

(Web-based) 

Introduction to Plain Language 124 

Business Writing: Know Your Readers and Your Purpose 20 

Audience and Purpose in Business Writing 1 

Business Grammar: Sentence Construction 11 

Creating Well-Constructed Sentences 1 

Business Writing: How to Write Clearly And Concisely 51 

Business Grammar: Punctuation 11 

Business Writing: Editing and Proofreading 45 

Editing and Proofreading Business Documents 4 

Business Grammar Common Usage Errors 13 

Troublesome Words and Phrases: Common Usage Mistakes 

in Writing 

2 

Writing at Work: How to Write Clearly, Effectively and 

Professionally 

6 

Business Grammar: Parts of Speech 11 

Using Parts of Speech 1 

Business Grammar: Working with Words 6 

Business Grammar: The Mechanics of Writing 20 

Abbreviating, Capitalizing and Using Numbers 8 

APHISsponsored 

(Classroom) 

Briefing Memo Writing 12 

Decision Memo Writing 12 

Writing UP! 54 

USDA 2017 Plain Writing Compliance Report -35-
AGRICULTURAL MARKETING SERVICE

AMS’s Public Affairs staff have developed two training options for agency staff and leadership 

including a traditional lunch/learn style PowerPoint "best practices" presentation and a new 

Case Study model template to provide real-world examples that staff work through as a group 

in real time. AMS also maintains a Plain Language Checklist and other guides accessible to all 

staff via SharePoint. 

FOOD & NUTRITION SERVICE

Source Course Title # Participants 

Web-based Introduction to Plain Language 5 

Business Writing: How to Write Clearly and Concisely 2 

FOREIGN AGRICULTURAL SERVICE

Source Course Title # Participants 

Web-based 

and 

Classroom 

Plain Writing 80+ 

FOREST SERVICE

Source Course Title # Participants 

AgLearn 

(Web-based) 

Business Writing for Results 27 

Writing Performance Work Statements 11 

Report Writing 9 

Introduction to Plain Language 4 

Business Writing: Know Your Readers and Your Purpose 28 

Final Exam: Business Writing Basics 2 

Business Writing: Editing and Proofreading 62 

Business Grammar: Parts of Speech 9 

Final Exam: Business Grammar Basics 1 

Business Grammar: Working with Words 9 

USDA 2017 Plain Writing Compliance Report -36-
FOREST SERVICE continued

Business Grammar: The Mechanics of Writing 15 

Business Grammar: Punctuation 3 

Business Grammar: Sentence Construction 5 

Business Grammar Common Usage Errors 13 

RESEARCH, EDUCATION & ECONOMICS

National Agricultural Statistics Service presented a 2-hour workshop focused on writing needs 

and promotion of AgLearn courses. 

Four National Institute of Food and Agriculture employees completed the AgLearn Plain 

Writing Training, while 155 employees—that’s nearly half of all NIFA employees—completed 

other AgLearn courses that included Plain Writing. 

Economic Research Service’s editors conducted a series of in-house seminars announcing and 

explaining the writing principles for Resource & Rural Economics Division and Market & 

Trade Economics Division economists, tailoring its message to the needs of individual 

research branches (4) in July and August 2017. Approximately 60 economists attended. 

OFFICE OF GENERAL COUNSEL

Over 40 attorneys and staff participated in plain writing training (in person or virtually) taught 

by a PLAIN (Plain Language Action and Information Network) Instructor. 

Non-attorney staff participated in a Business Writing training workshop taught by an outside 

provider. 

Georgetown University Law School provided a workshop to managers and senior attorneys on 

“Improving Subordinate Writing Through Effective Feedback”.

OFFICE OF INSPECTOR GENERAL

Source Course Title # Participants 

Regional 

Conference 

Plain Writing and Communications (through 

graphical design, photography, and visual story 

reports) 

187 

OIGsponsored Introductory Report Writing 210 

USDA 2017 Plain Writing Compliance Report -37-
OFFICE OF TRIBAL RELATIONS

A small staff of 4, training courses was given in Business Writing and Business Grammar. 

TRADE & FOREIGN AGRICULTURAL AFFAIRS

In 2017, Foreign Agriculture Service had over 80 employees complete 1 or more of the 17 

courses offered in plain writing. 

USDA 2017 Plain Writing Compliance Report -38-
APPENDIX

 

 

 

 

USDA Officials for Plain Writing

USDA is comprised of 17 governing 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. 

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

recognizes the importance of using plain language to provide high-quality customer service every 

day for American taxpayers and consumers. 

USDA’s Senior Official for Plain Writing: 

Ms. Jean Daniel 

Director, Office of the Executive Secretariat 

Email: Jean.Daniel@osec.usda.gov 

Office: (202) 720–7100 

Agency/Office Plain Writing 

Agency Official 

Plain Writing 

Coordinator(s) (The Web site for each agency/office can be accessed by clicking 

on its acronym in parentheses.) 

Assistant Secretary for Civil Rights (OASCR) Winona Lake Scott Joelle Bowers 

Departmental Administration Johanna Briscoe 

- Office of Human Resources Management (OHRM)

- Office of Homeland Security & Emergency

Coordination (

Karlease Kelly 

JT Stroud OHSEC)

- Office of Procurement & Property Management

(OPPM)

Chris Corder 

- Office of the Chief Information Officer (OCIO)

- Office of the Executive Secretariat (OES)

Ted Kaouk 

Melanie Clemons 

Alexis Doss 

Farm Production & Conservation Katina Hanson 

- Farm Service Agency (FSA) Latawnya Dia 

Food Safety Chuck Williams 

- Food Safety and Inspection Service (FSIS) Vince Fayne 

Michelle Long 

Jacquelyn Jones 

Laura Reiser 

Joe Abbott 

Jason Waggoner 

John Paul Antonetti 

Meryl Silverman 

Steve Lombardi 

USDA 2017 Plain Writing Compliance Report -39-
Agency/Office Plain Writing Plain Writing 

(The Web site for each agency/office can be accessed by clicking Agency Official Coordinator(s) on its acronym in parentheses.) 

Food, Nutrition & Consumer Services 

- Food and Nutrition Service (FNS)

- Center for Nutrition Policy & Promotion

(CNPP)

Marketing & Regulatory Programs 

- Agricultural Marketing Service (AMS)

- Animal & Plant Health Inspection Service

(APHIS)

- Grain Inspection, Packers & Stockyards

Administration (GIPSA)

Natural Resources & Environment 

- Forest Service (FS)

Research, Education & Economics 

- Agricultural Research Service (ARS)

- National Institute of Food & Agriculture

(NIFA)

- National Agricultural Library (NAL)

- National Agricultural Statistics Service

(NASS)

- Economic Research Service (ERS)

Rural Development (RD)

- Rural Utilities Service (RUS)

- Rural Housing Service (RHS)

- Rural Business and Cooperative Service (RBCS)

Trade & Foreign Agricultural Affairs 

- Foreign Agricultural Service (FAS)

Office of Advocacy & Outreach (OAO)

Office of Budget & Program Analysis (OBPA) Andrew Perry 

Brian Mabry 

Brenda Chapin 

Sara Gras 

Gil Harden 

Office of Communications (OC) 

Office of the Chief Economist (OCE) 

Office of the General Counsel (OGC) 

Office of the Inspector General (OIG) 

Kristin Garcia 

Rich Lucas 

Karen T. Comfort 

Dexter Thomas 

Terry Bish 

Angela Coleman 

Christopher Bentley 

Sue King 

Dale Simms 

Karen Dawkins 

Ellen Dougherty 

Christian Obineme 

Michelle Brooks 

Karen Jacobs 

Matthew Mullen 

Corey Jenkins 

Joseph Migyanka 

Teresa Welch 

Sam Barkdull 

Brian Mabry 

Brenda Chapin 

Sara Gras 

Michael Martin 

Kristin Garcia 

Rich Lucas 

David Glasgow 

Beth Gaston 

Dexter Thomas 

Kathryn Sosbe 

Tara Weaver-Missick 

Scott Elliot 

Ricardo Romero 

Rosemarie Phillips 

John Weber 

USDA 2017 Plain Writing Compliance Report -40-
U.S. Department of Agriculture 

1400 Independence Avenue, SW. 

Washington, D.C. 20250