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Plain Writing Act

2013 Compliance Report

 

United States Department of Agriculture
Plain Writing Act • 2013 Compliance Report

Contents

CONTENTS ........................................................................................................................... 1

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

USDA’s Pledge ............................................................................................................................... 2

This Report ...................................................................................................................................... 2

USDA Officials for Plain Writing ............................................................................................... 2

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

Introduction ..................................................................................................................................... 4

Spotlight: Hungry Pests Outreach Materials ........................................................................... 4

Spotlight: Backyard Conservation Web Pages ..................................................................... 5

Summary of USDA Agency Communications ............................................................................ 5

3. PLAIN WRITING OUTREACH TO USDA EMPLOYEES.............................................. 41

Introduction .................................................................................................................................. 41

Employee Outreach: Actions to Date .................................................................................... 41

4. TRAINING .............................................................................................................. 47

Introduction .................................................................................................................................. 47

Spotlight: AgLearn Class: Introduction to Plain Language ............................................... 47

Spotlight: RMA Trains Every Employee................................................................................. 47

Who We’re Training ................................................................................................................. 48

How We’re Training Them ....................................................................................................... 48

5. ENSURING COMPLIANCE ...................................................................................... 60

Introduction .................................................................................................................................. 60

Spotlight: Correspondence Directive and Appendix ......................................................... 60

Spotlight: Forest Service Reviews .......................................................................................... 60

Compliance Efforts (By Agency) .............................................................................................. 61

6. USDA PLAIN WRITING WEB SITES.......................................................................... 68

The Department’s Plain Writing Web Sites .......................................................................... 68

USDA Agencies’ Web Sites Related to the Plain Writing Act ........................................... 68

7. CUSTOMER SATISFACTION ................................................................................... 71

Introduction .................................................................................................................................. 71

Spotlight: Using Employee Suggestions to Revise Documents........................................... 71

How We Solicit Comments and What People Are Saying ................................................ 71

8. AGENCY COORDINATORS INFORMATION .......................................................... 76

Introduction .................................................................................................................................. 76

United States Department of Agriculture 1
Plain Writing Act • 2013 Compliance Report

1. Introduction

USDA’S PLEDGE

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

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

• provides information about any of our services and benefits;

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

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

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

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

In October 2011, Secretary Thomas J. Vilsack issued a memorandum to all USDA employees, emphasizing the 

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

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

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

THIS REPORT

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

USDA “write all new publications, forms, and publicly distributed documents in a ‘clear, concise, wellorganized’ manner.” On July 13, 2011, USDA published its first report that detailed our goals for plain 

writing, and published an update on April 13, 2012. This year, we report on how we have built on our prior 

efforts towards meeting the goals on the Plain Writing Act. You can read USDA’s first Plain Writing Act 

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

report here: http://www.usda.gov/documents/USDA_Compliance_Report_04-13-2012.pdf . 

USDA OFFICIALS FOR PLAIN WRITING

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

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

initiative, as well as the USDA Cultural Transformation initiative. 

Senior Officials 

Our senior officials for plain writing are: 

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 

Ms. Beth Gaston

Policy Analyst, Policy and Program Development, Animal and Plant Health Inspection Service

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Agency Coordinators

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

at more than 7,000 sites around the world. To lead implementation of the Act and ensure our compliance with 

it, we created a working group of agency officials. These officials ensure that their agency or office uses plain 

language in public documents. For a list of agency coordinators, please see Section VIII of this report.

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2. Sample USDA Communications

INTRODUCTION

In order to provide the clearest communications to the public, we are making every effort to comply with the 

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

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

text. Specifically, we are: 

• reducing text and using shorter sentences in our documents;

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

• eliminating unnecessary jargon, acronyms, and abbreviations.

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

greater sense of accomplishment among our employees.

SPOTLIGHT: HUNGRY PESTS OUTREACH MATERIALS

The Hungry Pests Campaign is USDA’s signature outreach initiative to raise public awareness about the

invasive pest threat nationwide. To do so cost effectively, the Animal and Plant Health Inspection Service 

created a customizable brochure and suite of pest identification cards. The brochure includes general 

information about invasive pests nationwide and a customizable section for individual States to describe the 

most significant pest threats in their local areas. The pest ID cards focus on the top invasive pest threats in the 

United States today. 

We published these materials primarily online to be downloaded by State agenciesorother cooperators for 

printing on demand. In doing so, we were able to create high-quality publications with consistent messaging 

while conserving USDA funds. The purpose of these materials is to do the following: (1) elevate the issue of 

invasive pests among the general public; (2) educate the public about the threat invasive species pose; 

(3) increase awareness about safe and effective solutions to combat them; and (4) encourage people to learn 

more at the Hungry Pests Web site, http://www.hungrypests.com.

The target audience is the general public, particularly people in the 12 States 

(California, Florida, Georgia, Illinois, Michigan, Minnesota, New York, 

North Carolina, Ohio, Pennsylvania, Texas, and Washington) USDA has identified 

as being at highest risk for invasive pests.

To ensure that our documents were appropriate for the target audience, we 

worked through a contractor (as part of the overarching campaign) to conduct 

qualitative research that gauged the public’s knowledge on invasive pests and 

identified the most effective outreach approaches. This research involved focusgroup message testing in four regions, and we worked to ensure that participants were diverse in age, race, 

and income. Feedback showed that people responded best to positive, empowering, actionable language 

The Center for Plain 

Language recognized 

the Hungry Pests 

brochure and pest 

identification cards with 

a ClearMark award.

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Plain Writing Act • 2013 Compliance Report

that evoked a sense of responsibility and community. The result was our campaign tagline “Leave Hungry 

Pests Behind”—a call to action with concrete steps people can take to leave those hungry pests behind.

SPOTLIGHT: BACKYARD CONSERVATION WEB PAGES

Originally established by Congress in 1935 as the Soil Conservation Service, 

and renamed the Natural Resources Conservation Service (NRCS), NRCS has 

become a conservation leader for all natural resources ensuring private lands 

are conserved, restored, and more resilient to environmental challenges, like 

climate change. Seventy percent of the land in the United States is privately 

owned, making stewardship by private landowners absolutely critical to the 

health of our Nation’s environment. NRCS works with landowners through 

conservation planning and assistance designed to benefit the soil, water, air, 

plants, and animals that result in productive lands and healthy ecosystems.

Important conservation practices can be implemented everywhere, even in backyards. The care of privately 

owned land is in the hands of those who live and work on it. The Backyard Conservation Web page 

http://www.nrcs.usda.gov/wps/portal/nrcs/detail/national/newsroom/features/?&cid=nrcs143_023574

shows the public how conservation practices that help conserve and improve natural resources on agricultural 

land across the country can be adapted for use right in their own backyard. Whether you have rural 

acreage, a suburban yard, or a city lot, you can help protect the environment and add beauty and interest to 

your surroundings. 

The overall purpose of the Backyard Conservation Web page is to provide useful information about 

conservation to as many people as possible. Specifically, its purpose is to do the following: provide quality 

information and tips about natural resources conservation for homeowners and other private landowners; 

encourage public officials to practice backyard conservation on parks and encourage community involvement; 

encourage cooperative conservation among groups and individuals; and encourage overall involvement in 

planning and caring for private land at the community level.

The number of people who can relate to the importance of conservation and how they can participate has 

increased. NRCS information is written for a wider swath of the public so more people can understand and 

implement conservation practices on their property. Since October 2011, “Backyard Conservation” has had 

25,000 page views and 18,000 unique visitors. In the last 2.5 years, the public has requested 213,750 

Backyard Conservation books in English and more than 11,000 in Spanish.

SUMMARY OF USDA AGENCY COMMUNICATIONS

The following tables summarize some of our documents in a format that is consistent with the Plain Writing Act 

guidelines. In compiling this table, we collected information from across USDA. In the interest of brevity, 

however, we are including only certain highlights. The table samples our accomplishments in focusing the 

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

communication with the public.

Based on these 

publications, the number 

of people who can 

relate to the importance 

of conservation and 

how they can participate 

has increased. 

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Plain Writing Act • 2013 Compliance Report

Agricultural Marketing Service (AMS)

Document Plain Writing Improvements/Expected Impact

Press Releases

Target Audience: Media, General Public

Audience size: unlimited

By using plain language, we have ensured that all agency 

documents are written in a clear, concise, and well 

organized manner. Our communication materials are easy 

to understand and written so that all interested parties can 

comprehend their meaning and impact.

Blogs

Target Audience: General Public 

Audience size: unlimited

By using plain language, we have ensured that all agency 

documents are written in a clear, concise, and well 

organized manner. Our communication materials are easy 

to understand and written so that all interested parties can 

comprehend their meaning and impact.

Tweets

Target Audience: 8,500 people follow AMS 

on Twitter

By using plain language, we have ensured that all agency 

documents are written in a clear, concise, and well 

organized manner. Our communication materials are easy 

to understand and written so that all interested parties can 

comprehend their meaning and impact. 

National Organic Program (NOP) Handbook: 

Collection of guidance documents, policy 

memos, and Instructions, updated regularly to 

communicate USDA organic standards. 

Target Audience: USDA organic accredited 

certifying agents (staff at 85 organizations) 

and certified and candidate organic 

operations (25,000 currently certified)

Positive feedback from customers about memo clarity; 

fewer rewrites required over time because policy is clearer.

NOP Integrity Quarterly Newsletter

Target Audience: Organic industry 

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

subsequent secondary distribution

Number of operations and individuals subscribing to NOP 

email notification continues to increase; customers report redistributing articles to their stakeholders. 

USDA Organic Fact Sheets 

Target Audience: USDA organic accredited 

certifying agents (staff at 85 organizations) 

and certified and candidate organic 

operations (25,000 currently certified)

Fact sheets use plain language to explain requirements; 

verbal feedback is that this leads to greater interest from 

operations determining whether to consider the organic 

option. 

Organic Literacy Initiative – Presentations 

and Brochures 

Target Audience: Certified and candidate 

organic operations (25,000 currently 

certified)

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

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

point people to a range of USDA resources. 

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Document Plain Writing Improvements/Expected Impact

AMS’ Dairy Research and Promotion 

Programs Annual Report to Congress and 

other annual reports

Target Audience: U.S. Congress, Dairy 

Industry, General Public

Size: Unlimited

AMS writes and reviews its annual reports with principles of 

plain writing, reducing the burden on users, reducing errors 

and improving customer satisfaction.

AMS’ Transportation and Marketing program 

(TM) Grain Transportation Report (GTR) is a 

weekly online report that covers 

developments affecting the transport of 

grain, both in the domestic and international 

marketplace. This weekly publication reports 

on the latest volume and price data for 

barges, railroads, trucks, and ocean vessels 

involved in the transport of grain.

Target Audience: Agricultural shippers, grain 

growers, grain elevator operators, and 

corporations involved in domestic and 

international grain trade – distribution 

directly to 1,210 subscribers; secondary and 

online distribution estimated at several times 

the direct distribution number. The home 

page for the GTR received 5,778 hits in the 

last year.

The feature articles in the GTR, which present analyses of 

current issues in grain shipping, are routinely reposted in 

whole by trade newsletters and independent consultant 

reports, including Bloomberg.com, AgFax.com, and 

dtnProgressiveFarmer.com. A 2012 survey of GTR 

subscribers revealed a high degree of satisfaction with the 

latest format and report language among subscribers.

AMS’ Agricultural Refrigerated Truck 

Quarterly (AgRTQ) is an online report that 

provides a view of U.S. regional refrigerated 

truckload movements, in terms of volume and 

rates, to gauge the vital component of truck 

transportation applied to fresh fruit and 

vegetable markets. Written portions include 

Market Insights, Regulatory News and 

Analysis, and Feature Articles.

Target Audience: Agricultural shippers, fresh 

produce wholesalers, jobbers, and packers, 

and related industries. Approximately 1,360 

trucking establishments ship refrigerated 

agricultural products locally or nationally. 

Direct mailing service begun in late 2012 has 

19 subscribers and growing. The home page 

for the AgRTQ received 1,585 hits in the last 

year.

New format for data and reporting has been well received 

by the public. Subscription list is growing rapidly as 

availability is becoming known. Regulatory changes and 

feature articles are important to trucking sector to keep 

abreast of factors that affect profit margins. 

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

AMS reports Moving Food Along the Value 

Chain and Regional Food Hub Resource 

Guide provide detailed case studies and 

analyses of strategic business behavior to 

promote and distribute locally and regionally 

produced foods, as well as a resource list for 

practitioners.

Target Audience: Practitioners, industry 

representatives, local government officials, 

researchers throughout the United States. 

More than 6,000 hits on the web pages since 

August 2012, along with 1,410 hard copies 

of the documents distributed at trade 

meetings and through partners.

These documents have been widely circulated and cited by 

other USDA and federal agencies as well as nonprofit 

organizations with outreach programs for economic 

development. 

AMS guidelines, pre-application guides, 

evaluation measures, and brochures for the 

Farmers Market Promotion Program (FMPP), 

the Federal-State Market Improvement 

Program (FSMIP), and the Specialty Crop 

Block Grant Program are delivered online, 

and are made available at outreach events.

Target Audience: Potential applicants to the 

grant programs, approximately 2,000.

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

comments from users and external reviewers of the 

materials.

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

Document Plain Writing Improvements/Expected Impact

Magazines, news releases, semi-technical and 

non-technical publications, newsletters, 

brochures, non-technical fact sheets, and 

reports.

Target Audience: Audience varies depending

on product(developed for specific scientists, 

programs, projects)

Approximately 85,000 people will read information, which 

will help increase comprehension and customer satisfaction.

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Plain Writing Act • 2013 Compliance Report

Animal and Plant Health Inspection Service (APHIS)

Document Plain Writing Improvements/Expected Impact

Webpages

Target Audience: APHIS stakeholders

Webpages continue to be accessible to the public.

Publications

Target Audience: APHIS stakeholders

Increased accessibility and comprehension on complex 

scientific subjects to APHIS target audiences. 

GovDelivery Stakeholder Registry

Target Audience: APHIS stakeholders

Immediate access to valuable information about APHIS. 

Stakeholders select the type of information they would like 

to receive, how often they receive and via which medium 

(email, SMS text messages). 

Responses to customer inquiries made via the 

Web (“Ask the Expert”) 

Target Audience: The general public

Potential Audience: Unlimited

Public now receives succinct, clear responses to inquiries.

Economic Research Service (ERS)

Document Plain Writing Improvements/Expected Impact

Economic research monographs released via 

the agency’s Web site

Target Audience: Policymakers, academia, 

informed laypeople

Increased comprehension and customer satisfaction

Market analysis newsletters released via the 

agency’s Web site

Target Audience: Policymakers and 

commercial agriculture companies

Increased comprehension and customer satisfaction

Amber Waves magazine, now an app

available for mobile devices as of 3/13.

Target Audience: Policymakers and informed 

laypeople

Increased comprehension and customer satisfaction

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Farm Service Agency (FSA)

Document Plain Writing Improvements/Expected Impact

One-stop shopping Web pages.

Target Audience: Farmers and ranchers, the 

general public, environmental groups, 

commodity organizations, and the general 

public.

Applicants, borrowers, lenders, employees, 

and the general public who are interested in 

FSA’s farm loan programs and related topics.

American Taxpayers Relief Act (ATRA) of 

2012 Web pages at 

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

home&subject=landing&topic=landing

Conservation Reserve Program (CRP) 

monitoring and evaluation pages at 

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

=home&subject=ecpa&topic=nra

FSA’s Farm Loan Programs (FLP) Homepage 

at 

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

=home&subject=fmlp&topic=landing

Interested parties can easily read succinct, easy-tounderstand information about the provisions of ATRA and 

learn about how FSA is implementing those provisions.

Interested parties can read about, in lay language, studies 

evaluating the impact of the CRP.

The FLP homepage was customized to display, in clear 

language, the various types of farm loan programs and 

provide information on eligibility requirements, loan limits, 

and interest rates, as well as provide links to forms 

applicants need to complete to apply for loans.

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Document Plain Writing Improvements/Expected Impact

Easier-to-Read Brochures

FSA has focused increasingly on quick-to-read 

sources of information, such as electronic 

brochures. One example is “Your Guide to 

FSA Farm Loans,” which can be viewed at

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

sa_br_01_web_booklet.pdf

The Guide was sent for distribution to:

• FSA State offices

• FSA county offices

• Intertribal Agriculture Council

• Indian Land Tenure Foundation

• Outreach partners

• Community-based organizations

Target Audience: Designed for individuals 

and entities who may want to start, expand, 

sustain, or make changes to their businesses. 

In addition, outreach partners, communitybased organizations, and agricultural groups 

may use this electronic brochure as an 

informational resource to provide outreach 

and technical assistance to farmers and 

ranchers.

• This example provides concise information on how to 

apply for a loan, different types of loans, applicant 

and borrower responsibilities, costs of obtaining a 

loan, and available servicing options. It was made 

easier to understand and follow compared to prior 

communications.

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

communications of this type.

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

More Succinct Fact Sheets

Fact sheets are distributed frequently through 

outreach meetings, the FSA Web site, emails, 

field offices, and other outlets. Examples 

from this past year include: 

With the passage of ATRA, all

relevant farm program fact sheets 

were updated and provided 

electronically in one location to 

facilitate the public’s understanding of 

provisions. See:

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

?area=home&subject=landing&topic

=landing

Target Audience: Farmers and ranchers, 

the general public, employees, 

environmental groups, commodity 

organizations, beginning farmers, potential 

FSA borrowers, others.

Agricultural Mediation Program fact 

sheet at: 

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

eleases?area=newsroom&subject=lan

ding&topic=pfs&newstype=prfactshe

et

Target Audience: Farmers, agricultural 

mediation programs, and commercial 

creditors nationwide. In addition, USDA 

employees who deliver programs and 

services such as Forest Service, NRCS, and RD.

Microloan, Emergency Loan Program, 

Loans for Beginning Farmers and 

Ranchers, Loans for Socially 

Disadvantaged Farmers and 

Ranchers, and Farm Loans fact sheets 

(including several fact sheets in 

Spanish) at: 

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

eleases?area=newsroom&subject=lan

ding&topic=pfs&newstype=prfactshe

et

Target Audience: Small and niche operators; 

beginning farmers and ranchers; farmers and 

ranchers who are interested in FSA’s farm 

loan programs

• This is the first time that information has been 

consolidated in such a succinct, easy-to-read format 

in one Web location.

• Clearer language increases awareness of available 

mediation services and promotes resolution of 

disputes at an early stage.

• Increases awareness of available funding to 

targeted groups. Provides farmers and ranchers 

with an overview of FSA farm loan programs.

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Clearer forms, program directives, 

handbooks, and related communications 

Target Audience: Farmers and ranchers, the 

general public, employees, environmental

groups, commodity organizations, beginning

farmers, potential FSA borrowers, others.

Clearer writing and streamlined program administration 

make it easier to communicate throughout the agency as 

well as with our customers. For example, a new microloan 

program was initiated that simplified the operating loan 

process by reducing application requirements and created 

forms better suited to gather financial information from 

smaller types of operations.

Easier-to-Read News Releases

Target Audience: General public, media, 

farmers and ranchers, private landowners, 

beginning and socially disadvantaged 

producers, others, trade associations, and 

commodity/environmental groups.

News releases are increasingly written to communicate to 

readers who are not familiar with FSA programs. For 

example, a recent news release explaining that “no wheat 

marketing quota” is needed for the 2014 crop was 

rewritten from the prior year’s format so it is much easier to 

comprehend. Both the 2012-issued and 2013-issued 

versions can be found from the “news release” section of the 

FSA Web site at: 

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

ct=landing&topic=landing

Newsletters that are more focused on 

farmer and rancher needs.

In the past, some FSA county newsletters 

tended to rely on local information that did 

not adequately communicate with producers 

about new programs, signup deadlines, and 

other important content. HQ public relations 

staff developed a template and provided 

counties with information focused on program 

assistance that could be tailored to countyspecific disaster, lending, and other needs. 

Target Audience: Farmers and ranchers, the 

general public, employees, environmental 

groups, commodity organizations, beginning 

farmers, potential FSA borrowers, others.

This “template-based” approach, with clearly communicated

content, makes FSA information more interesting and 

understandable, which helps the agency achieve our mission.

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Public Service Announcements

FSA has recently provided information on 

program signup, county committee elections, 

and our new microloan program.

Target Audience: Distributed through radio 

and television, these announcements reach 

farmers and ranchers, the general public, 

employees, environmental groups, commodity 

organizations, beginning farmers, potential 

FSA borrowers, others.

An increasing focus on plain writing for these announcements 

increases comprehension of FSA programs and their 

benefits.

Success Stories

FSA’s FencePost blog is updated multiple 

times daily and contains success stories from 

grateful producers who appreciate FSA 

assistance. For example, a recent story 

focuses on 2 producers who greatly benefited 

from our new microloans program, and can 

be read at 

http://fsa.blogs.govdelivery.com/2013/03/

20/thanks-mr-president-niche-farmers-sendobama-letter-for-boosting-business/. The 

FencePost also contains critical program 

information; the main page is at 

http://fsa.blogs.govdelivery.com/. 

Target Audience: Farmers and ranchers, the 

general public, employees, environmental 

groups, commodity organizations, beginning 

farmers, potential FSA borrowers, others. The 

FencePost has 15,000 subscribers.

FSA writes blogs directly and succinctly, helping increase 

interest in, and comprehension of, our programs.

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

Document Plain Writing Improvements/Expected Impact

Forms (distributed through the Web – PDF 

format; occasionally by paper)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Public Notice (distributed through the Web 

through Federal Register.gov – HTML, PDF 

formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Notice of funds available, requests for 

application, and other funding opportunities 

(distributed through the Web – PDF format)

Target Audience: Nutrition assistance 

program stakeholders, State and local 

nutrition assistance program operators 

(Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Web pages (HTML)

Target Audience: General public, State and 

local nutrition assistance program operators

(Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Regulations (distributed through the Web 

through Federal Register.gov – HTML, PDF 

formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Question and answer, Frequently asked 

questions, How to, or any other informal 

guidance documents (distributed through the 

Web -- HTML, PDF formats)

Target Audience: State and local nutrition 

assistance program operators (Thousands)

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Correspondence (distributed through mail and 

email)

Target Audience: Congress, general public, 

nutrition assistance program stakeholders

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Press releases (distributed on paper and 

through the Web -- HTML, PDF formats)

Target Audience: General public

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Publicly available reports (distributed in hard 

copy to Congress and made available to the 

public through the Web – PDF format)

Target Audience: Congress, general public

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Research publications (distributed through the 

Web – PDF format)

Target Audience: Nutrition assistance 

program stakeholders, research community

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Nutrition promotion materials

Target Audience: Nutrition community, 

general public

FNS has long exercised Plain Writing standards in its 

documents. This has resulted in more efficient clearance 

(less rewriting), greater comprehension by audiences, better 

adherence to rules and guidance due to greater clarity, and 

better customer satisfaction with written work.

Food Safety Inspection Service (FSIS)

Document Plain Writing Improvements/Expected Impact

Freedom of Information Act (FOIA) 

Acknowledgement correspondence via 

U.S. mail

Target Audience: FOIA requestors: consumer 

advocates, industry associations, news media, 

regulated industry members. 

We have revised template letters using more plain 

language. Examples include using active voice and shorter 

sentences, explaining technical issues, eliminating wordiness.

FOIA Fee waiver denied/granted 

correspondence, letter via U.S. Mail

Target Audience: FOIA requestors

We have revised template letters using more plain 

language. Examples include using active voice and shorter 

sentences, explaining technical issues, eliminating wordiness.

FOIA Expedited processing denied/granted 

correspondence, letter via U.S. Mail

Target Audience: FOIA requestors

As we write and review letters, the specialist and supervisor 

use plain language.

FOIA Referral correspondence, letter via 

U.S. Mail

Target Audience: Other agencies

As we write and review letters, the specialist and 

supervisor use plain language.

FOIA Absent fee agreement/ over $250 

correspondence, letter via U.S. Mail

Target Audience: FOIA requestors

As we write and review letters, the specialist and supervisor 

use plain language.

United States Department of Agriculture 16
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

FOIA Subpoena response correspondence, 

letter via U.S. Mail

Target Audience: Attorneys

We have revised template letters using more plain 

language. Examples include using active voice and shorter 

sentences, explaining technical issues, and eliminating 

wordiness.

FOIA Determination correspondence, letter 

via U.S. Mail

Target Audience: FOIA requestors

We have revised template letters using more plain 

language. Examples include using active voice and shorter 

sentences, explaining technical issues, and eliminating 

wordiness.

FOIA Submitter's notice correspondence, 

letter via U.S. Mail

Target Audience: FOIA requestors

As we write and review letters, the specialist and supervisor 

use plain language.

Privacy Act correspondence, letter via 

U.S. mail

Target Audience: Privacy Act requestor: 

external individual doing business with FSIS

As we write and review letters, the specialist and supervisor 

use plain language.

Red Jackets, which are documents developed 

by the program areas and reviewed by the 

correspondence staff

Target Audience: FSIS employees, meat, 

poultry and processed egg products 

industries, and other stakeholders.

When correspondence staff members review a document 

prepared by other program areas, issues analysts edit and 

make suggestions for using plain English. At times, the 

correspondence unit provides general instructions to the units 

about how to put documents into plain English.

Correspondence (General), letter via 

U.S. Mail or email

Target Audience: Members of Congress; 

consumer and industry groups; Federal, state,

and local officials; meat, poultry and 

processed egg products establishments; 

consumers; members of the public.

As we write and clear letters, writers and editors use plain 

language. Examples include using active voice and shorter 

sentences, explaining technical terms, eliminating wordiness, 

and writing to the specific audience. Also, we have revised 

standard language to incorporate plain language.

Campaign Correspondence, letter via 

U.S. Mail or email

Target Audience: Members of the public; 

activists.

When writing responses to campaign letters, we give extra 

attention to plain language. These responses go to 

thousands of constituents with a wide variety of reading 

levels and knowledge of the issue. 

Press Releases, Press Release via Electronic

Target Audience: Consumers, Regulated 

Community, Public Officials

We evaluated press release standard language to identify 

potential Plain Language revisions by the end of fiscal year 

2012.

United States Department of Agriculture 17
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Constituent Update, Newsletter via Electronic

Target Audience: Consumers, Regulated 

Community, Public Officials

Plain language is an ongoing effort for the Constituent 

Update. We continue working with subject matter experts 

on technical content without compromising the message. We 

rewrite into plain language, and they review and rewrite to 

ensure message is correct.

Recall Releases, Press Release via Electronic

Target Audience: Consumers, Regulated 

Community, Public Officials

We evaluated press release standard language to identify 

potential Plain Language revisions by the end of fiscal year 

2012.

Approximately 100 fact sheets on individual 

topics, such as: Beef from Farm to Table; 

Refrigeration and Food Safety. We revise 

approximately 20 fact sheets each year via 

Web, email, in-person events

Target Audience: Consumers (8,153,292)

FSIS will continue to produce additional food safety 

education materials in plain language. It will also continue 

to review and revise its current stock of materials to ensure 

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

are written in plain language. 

Kitchen Companion: Your Safe Food 

Handbook, booklet via Web, email, in-person 

events, U.S. Mail

Target Audience: Consumers (720,972)

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Cooking for Groups: A Volunteer's Guide to 

Food Safety, booklet via Web, email, 

in-person events, U.S. Mail

Target Audience: Consumers 

This is part of a project in which FSIS, developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Food Safe Families Activity Book, booklet via 

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

Target Audience: Children under the age of 

10

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Let Me Tell You How Dad Got Sick!, booklet 

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

Target Audience: At-risk populations, to 

include caregivers of older adults, for 

example, pregnant women and their unborn 

children

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Is It Done Yet?, brochure via Web, email, inperson events, U.S. Mail

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

United States Department of Agriculture 18
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Todo Cuenta, brochure via Web, email, inperson events, U.S. Mail

Target Audience: Spanish-speaking 

consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Ask Karen, magnet via Web, email, in-person 

events, U.S. Mail

Target Audience: Consumers (16,300)

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

The Meat & Poultry Hotline web page houses 

great information about how to reach the 

Hotline. 

Target Audience: Consumers (1,810,640)

The Web site is updated regularly to include information on 

recalls and food safety-related issues/concerns.

Panic Button Fact Sheet, Fact Sheets via 

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

Target Audience: Consumers (4,785,766)

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Protect Yourself and Your Baby From 

Listeriosis, Flyer via Web, email, in-person 

events, U.S. Mail

Target Audience: At-risk populations, to 

include pregnant women and their unborn 

children

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Be Food Safe , Poster via email, in-person 

events, U.S. Mail

Target Audience: Consumers schools, 

extension offices, health departments

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Is It Done Yet? temperature chart, Poster via 

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

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Hand Washing Decals, Miscellaneous via 

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

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

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

in-person events, U.S. Mail

Target Audience: Children under the age of 

10

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

United States Department of Agriculture 19
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Food Safe Families Public Service 

Announcements (4), Public Service 

Announcement via web, media

Target Audience: Parents with children under 

the age of 13 and older adults

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Food Safe Families Behavioral videos (4), 

Video via web

Target Audience: Parents with children under 

the age of 13 and older adults

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Surviving a Power Outage: Don't be in the 

Dark When it Comes to Food Safety, Podcast 

via web

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

USDA Food Safety Advice for Tailgating 

Parties, Video News Releases via Web

Target Audience: Consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Freezing and Food Safety , American Sign 

Language Videos (Sign FSIS) via Web

Target Audience: Hearing-impaired 

consumers

This is part of a project in which FSIS developed Plain 

Language Fact Sheets, and published those Fact Sheets by 

posting to applicable Agency Web sites so that the public 

can access information easily. 

Web content 

Target Audience: All customers (internal and 

external)

FSIS Web Managers emphasize, to content providers, 

writing descriptive and introductory text with a clear/strong 

call to action. We emphasize using fewer words, active 

voice, and few acronyms to achieve plain language. 

Foreign Agricultural Service (FAS)

Document Plain Writing Improvements/Expected Impact

News Releases. Posted on agency Web site

and released to media

Target Audience: The general public and 

media representatives. 

Potential Audience: Unlimited

Improved comprehension.

Postings on agency Web site

Target Audience: The general public

Potential Audience: Unlimited

Improved comprehension.

United States Department of Agriculture 20
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Responses to customer inquiries made via the 

Web

Target Audience: The general public

Potential Audience: Unlimited

Public now receives succinct, clear responses to inquires

Forest Service (FS)

Document Plain Writing Improvements/Expected Impact

Forms, distributed by mail/Web sites/offices

Target Audience: Service users, national 

forest visitors; thousands

In August 2011, the Forest Service identified the kinds of 

documents that are covered by the Plain Writing Act. 

Covered documents fell into 23 categories, including: forms, 

correspondence, forest plans, environmental analyses, and 

research papers and publications. 

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

across the country to estimate the number of covered 

documents in existence and the number produced or 

substantially revised each year. Approximately 590,000 

documents existed, including more than 30,000 research 

publications available online, and the Forest Service

generated about 64,000 covered documents per year.

From November 2012 to January 2013, the Forest Service

Chief’s Office contacted Plain Writing Act coordinators 

across the country to review and reconfirm the kinds of 

documents covered under the Plain Writing Act. The 

coordinators also reconfirmed the estimated numbers of 

covered documents in existence and generated each year. 

There were no significant changes from 2011-12.

Some units have reported positive results. As a result of the 

emphasis on plain writing, for example, the Pacific 

Southwest Region (California and the Pacific Islands) 

reported improved communications, positive public 

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

questions and need for followup. 

Grants, distributed by mail/Web sites/offices

Target Audience: Businesses, students, 

landowners

See above

United States Department of Agriculture 21
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Agreements, distributed by mail/Web 

sites/offices

Target Audience: Community organizations, 

NGOs, other agencies, other partners; 

thousands

See above

Contracts, distributed by mail/Web 

sites/offices

Target Audience: Businesses, contractors; 

thousands

See above

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

sites/offices

Target Audience: Businesses, contractors; 

thousands

See above

Brochures, distributed by mail/Web 

sites/offices

Target Audience: Service users, national 

forest visitors; thousands

See above

Interpretive signs, located at facilities and on 

trails, roads

Target Audience: National forest visitors; 

thousands

See above

Descriptions of services, distributed by 

mail/Web sites/offices

Target Audience: Service users; thousands

See above

Instructions, distributed by mail/Web 

sites/offices

Target Audience: Service users, contractors, 

employees; thousands

See above

Rules/regulations, distributed by Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Management plans, distributed by Web sites 

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

United States Department of Agriculture 22
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Project descriptions, distributed by Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Environmental analyses, distributed by Web 

sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

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

distributed by mail/Web sites/offices

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Press releases, distributed by fax/Web sites

Target Audience: Journalists, stakeholders, 

employees; thousands

See above

Research publications, distributed by 

mail/Web sites/offices

Target Audience: Scientists, managers, 

employees; thousands

See above

Letters, distributed by mail/email

Target Audience: Service users, national 

forest visitors, partners, stakeholders; 

thousands

See above

Reports, distributed by mail/Web 

sites/offices

Target Audience: Scientists, managers, 

employees, other agencies, partners, 

stakeholders; thousands

See above

Speeches, delivered in person/ distributed by 

Web sites

Target Audience: Varies (general public, 

stakeholders, students, etc.); thousands

See above

Papers/articles, distributed in journals, made 

available on Web sites

Target Audience: Scientists, managers, 

employees, partners, stakeholders; thousands

See above

United States Department of Agriculture 23
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Briefs, distributed by Web sites

Target Audience: Managers, employees, 

other agencies, partners, stakeholders; 

thousands

See above

Testimony, delivered in person/distributed by 

Web sites

Target Audience: Congress, partners, 

stakeholders; thousands

See above

Legal documents, available on Web sites

Target Audience: Partners, contractors, 

stakeholders, employees; thousands

See above

Grain Inspection, Packers, and Stockyard Administration (GIPSA)

Document Plain Writing Improvements/Expected Impact

GIPSA Website - Equipment Webpage 

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 Website – Test Kit Evaluation

Target Audience: All users and manufacturers 

of GIPSA Certified Mycotoxin Rapid Test Kits

Use of tabular information to identify approved test kits 

and duration of approval for ease of reference. 

Brochure on GIPSA Website – How to File a 

Bond Claim (in English and Spanish)

Target Audience: Livestock sellers

Simplified step-by-step instructions and added a decision 

table to help sellers understand when their claim must be 

filed. Translated the brochure to Spanish to reach a wider 

audience.

Brochure on GIPSA Website – Prompt 

Payment for Livestock Purchases (in English 

and Spanish)

Target Audience: Livestock buyers and sellers

Increased readability of information by using shorter 

sentences and headings. Translated to Spanish to reach a 

wider audience.

United States Department of Agriculture 24
Plain Writing Act • 2013 Compliance Report

National Agricultural Statistics Service (NASS)

Document Plain Writing Improvements/Expected Impact

Marketing materials (cover letters and 

background sheets) to promote survey 

participation. These materials accompany the 

individual surveys mailed to producers. Over 

the course of the year, we have revised the 

materials for each survey to speak more 

directly to the reader and streamlined the 

instructions for responding.

Target Audience: Agricultural producers 

asked to participate in NASS surveys. NASS 

conducts more than 400 such surveys per 

year—some reach a few hundred, others 

reach hundreds of thousands.

Increased comprehension and customer satisfaction. NASS 

now writes these materials in a direct, clear style with the 

recipients’ concerns in mind: what producers want to know; 

why they might want to participate; how the surveys benefit 

them. 

A comprehensive package of materials 

conveying information about, and promoting 

participation in, the 2012 Census of 

Agriculture. Early in 2012, NASS created a 

user-friendly Census of Agriculture Web site

with comprehensive information. Throughout 

the year, we made available many usable, 

accessible materials to support this 

comprehensive effort, including English and 

Spanish brochures; news releases; logos, web 

buttons, videos, and public service 

announcements; sample blogs, feature stories, 

and newsletter articles. In addition NASS 

wrote cover letters, background information, 

and reminder letters and postcards to 

encourage census recipients to respond.

Data collection for the census is still underway, so final 

response rates are not yet available. However, more 

producers have responded to the 2012 Census than at this 

time in the process in previous Censuses. 

The new Census Web site is transparent and easy to 

navigate, provides useful information from past censuses, 

and gives easily understood directions on immediate issues 

related to the census and in response to incoming calls from 

census recipients requesting information. NASS routinely 

updated the 2012 Census of Agriculture FAQs based on 

incoming calls received from farmers for help completing 

the form. 

Target Audience: All U.S. farmers (3.3 million 

people) and the many state, local, tribal, 

community, and nongovernmental agencies 

that partner with NASS to promote 

participation.

Language telling survey recipients how to 

respond, including clearer, simpler instructions 

for responding online rather than by mail.

Target Audience: All farmers and others 

concerned with agriculture who receive 

surveys

NASS has standardized this language to convey instructions 

in a simpler, more direct style.

United States Department of Agriculture 25
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Web pages of individual programs.

Target Audience: All users. We have 

rewritten some of our more complex program 

web pages specifically to be more accessible 

to a wider range of users. 

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

addition to the overall web revamp currently in process.

News releases, blog entries, internal 

newsletter, and one-off publications such as 

agency brochure, program brochures, etc. 

Target Audience: Press and the general 

public

NASS has long focused on writing these for a broad 

audience, but is giving extra attention to key plain 

language principles.

National Institute of Food and Agriculture (NIFA)

Document Plain Writing Improvements/Expected Impact

News Releases. Posted on agency Web site

and released to media.

Target Audience: The general public and 

media representatives.

Potential Audience: Unlimited

Improved comprehension.

Postings on agency Web site.

Target Audience: The general public.

Potential Audience: Unlimited

Improved comprehension.

Request for Applications (RFA)

Target Audience: Scientists applying for 

funding

Public Affairs plain writing specialist is now revising RFAs for 

improved comprehension and clarity.

United States Department of Agriculture 26
Plain Writing Act • 2013 Compliance Report

Natural Resources Conservations Service (NRCS)

Document Plain Writing Improvements/Expected Impact

Annual Reports

Distributed through: Direct Mail, displayed in 

office, distributed at an event, employee 

Intranet, public Web site, Email

Target Audience: Employees, Public, 

Agricultural Producers 

Potential Audience: Unlimited

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

simplified sentences, reduction in use of technical terms when 

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

understanding of conservation programs.

Banner Stands/Displays/Exhibits

Distributed through: displayed at events, 

meetings, conferences and expos

Target Audience: Agricultural Producers, 

Employees, Potential Employees, Agriculture 

Producers, Conservationists, Private 

Landowners

Potential Audience: Unlimited

No acronyms used unless defined, fewer words, more visuals 

resulting in better understanding of conservation programs.

Booklets and Publications

Distributed through: made available in 

offices, distributed at an event, public Web 

site 

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

Private Landowners

Potential Audience: Unlimited

Reduction in use of technical terms when there is an 

alternate (easier) word, more visuals, updated examples 

and better instructions. Publications are easier to read, 

resulting in fewer questions about programs and policies.

Conservation Initiative Reports

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Clear, concise writing, making it easier for people to 

understand our programs and benefits of soil conservation 

to ecosystems, water supply, air and water quality, and 

wildlife habitat.

United States Department of Agriculture 27
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

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, better understanding in the content, resulting in fewer 

questions and a better comprehension of our programs and 

policies.

Direct Mail

Distributed through: Direct Mail

Target Audience: Public, Employees,

Agricultural Producers, Conservationists, 

private landowners

Potential Audience: Unlimited

Using more familiar words allowing for a better 

understanding of programs, resulting in an increase in 

program participation and a reduction of questions.

Directives

Distributed through: Email, employee 

Intranet, Web site

Target Audience: Employees

Potential Audience: 10,379

Clarity of message, better understanding of procedures, 

fewer questions, overall savings due to greater efficiency.

Emails, Tweets, Blogs and other Social Media

Distributed through: Emails

Target Audience: Employees, Public, 

Agricultural Producers, Partners

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, 

handed out at events, public Web site

Target Audience: Unlimited

Using more familiar words allowing for a better 

understanding of programs, resulting in an increase of 

applications and a reduction of questions.

United States Department of Agriculture 28
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Feature Articles/Success Stories

Distributed through: public Web site, blogs, 

Email, Media

Target Audience: Public, Agricultural 

Producers, Employees, Agricultural Producers, 

Conservationists, private landowners,

Target Audience: Unlimited

Shorter, clearer messages enable better comprehension of 

subject.

Guidance/Handbooks for Program 

Applicants

Distributed through: public Web site, email, 

distributed at public events, Employee 

Intranet, Direct Mail 

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Reduced use of jargon, technical terms, and acronyms 

without definitions. More clear guidance for program 

implementation, application process, and program 

compliance requirements. 

Legislative Fact Sheets

Distributed through: State Web sites, 

distributed at an event, email

Target Audience: Public, Congress, 

Agricultural Producers, Employees, 

Conservationists, private landowners, 

government officials

Potential Audience: Unlimited

Consolidated, concise language about conservation activity 

and programs provides clear useful information about 

conservation by State

National Bulletins

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees

Potential Audience: 10,379

Employees have a better understanding of organizational 

decisions, resulting in fewer questions.

United States Department of Agriculture 29
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

National Instructions

Distributed through: Employee Intranet,

public Web site

Target Audience: 10,379

Clear instructions and information provide employees with 

better understanding of processes and expectations for 

effective and efficient program management

News Releases and Media Advisories

Distributed through: traditional media, social 

media, public Web site, email, events, State 

and National Websites, partner Web sites

Target Audience: Agricultural Producers, 

Conservationists, Private Landowners, 

General Public 

Potential Audience: Unlimited

Clear writing provides for better understanding by the 

public and employees alike of the importance of 

conservation generally and NRCS conservation programs in 

particular.

Newsletters

Distributed through: Email, public Web site, 

Employee intranet

Target Audience: Employees, Public, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Articles written in plain language communicating our success 

partnering with landowners implementing conservation

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

Posters

Distributed through: Displayed in Offices, 

Public events, Employee meetings, and events

Target Audience: Public, Employees, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Potential Audience: Unlimited

Clear message displayed through design and graphics for 

ease of reading and comprehension of conservation 

programs and accomplishments.

United States Department of Agriculture 30
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Power Point 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, we are able to reach broader and 

more diverse, historically underserved communities with 

information about conservation and conservation programs. 

Resource and User Guides

Distributed through: Employee Intranet, 

public Web site

Target Audience: Employees, Public, 

Agricultural Producers, Conservationists, 

private landowners, government officials

Agricultural Producers

Potential Audience: Unlimited

Clear language describing practices and procedures allows 

for a greater understanding of processes and fewer 

questions.

United States Department of Agriculture 31
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Snow Survey Reports

Distributed through Employee intranet, public 

Website, 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. 

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 used and all acronyms defined. 

Language is more consistent and easier to understand. 

United States Department of Agriculture 32
Plain Writing Act • 2013 Compliance Report

Risk Management Agency (RMA)

Document Plain Writing Improvements/Expected Impact

RMA national and regional fact sheets 

available on the web and handed out at 

meetings

Target Audience: Farmers and ranchers –

about 9 million

Agency fact sheets are easier to understand. Farmers and 

ranchers understand the basics of crop insurance policies 

and what is expected of them.

Pasture, Rangeland and Forage Basic 

Provisions

Target Audience: Producers, Insurance 

Companies, and Agents-65,000

Fewer acronyms and improved readability

Area Risk Protection Insurance Basic Provisions

Target Audience: Producers, Insurance 

Companies and Agents-4,000

Fewer acronyms and improved readability

Florida Citrus Crop Provisions

Target Audience: Producers, Insurance 

Companies and Agents-13,000

Fewer acronyms and improved readability

Handbooks

Distributed through: Websites

Target Audience: Approved Insurance 

Providers, Public, Agricultural Producers, 

Employees, etc.

Potential Audience: Unlimited

RMA writes and reviews National Instructions for ease of 

understanding. This results in more succinct, clearer, and 

easier-to-understand Instructions. Better understanding 

helps the crop insurance industry to have better uniform 

implementation of the crop insurance program.

External Handbook Standards

Distributed through: Websites

Target Audience: Public, Approved Insurance 

Providers, Agricultural Producers, Employees, 

etc.

Potential Audience: Unlimited

RMA created an External Standards Handbook to provide 

approved standards for developing, amending and 

maintaining RMA handbooks. One objective was to 

produce clear, concise, consistent, complete, and easily 

understood procedures and instructions 

Annual Reports

Distributed through: Equal Employment 

Opportunity Commission (EEOC) Web sites

Target Audience: EEOC (Unknown)

RMA writes and reviews annual reports with principles of 

plain writing, reducing burden on users, reducing errors, and 

improving customer service.

United States Department of Agriculture 33
Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Compliance Reports

Distributed through:

Memorandum, Web sites, etc.

Target Audience: Assistant Secretary for Civil 

Rights/RMA Field Office/Loss Adjusters (50 

or more recipients)

RMA writes and reviews reports for ease of understanding, 

resulting in reports that are more succinct, clearer, and 

easier to understand.

Emails 

Distributed through: Email

Target Audience: RMA Employees 

(approximately 471 recipients)

RMA is focusing on clearer, more concise and short Email 

messages. We use photos and graphs to better convey 

messages.

PowerPoint Presentations

Distributed through:

Presentation, Email, Memorandum

Target Audience: RMA Employees 

(approximately 471 recipients) and 

stakeholders

Presentations have fewer words, use common language, and 

include more graphics, charts, and images. Messages are 

more interesting and understandable. This helps the staff 

accomplish the Agency’s mission. 

Live Streaming

Target Audience: RMA Employees 

(approximately 471 recipients)

This type of visual communication is direct and used to 

communicate/share information simultaneously and in real 

time that allows for immediate feedback to questions.

EEO Counselor Reports

Distributed to USDA Employees and 

Contractors 

Target Audience: USDA, RMA Employees, 

Contractors, and the EEOC (Number varies by 

case)

RMA writes and reviews reports for ease of understanding, 

resulting in reports that are more succinct, clearer, and 

easier to understand.

Compliance Findings to Approved Insurance 

Providers 

Compliance notifications

Target Audience: Re-insured companies & 

Farm Service Agency

Simplified program integrity and quicker timelines

Manager’s Bulletins, Claims Advisories and 

Information Memos

Target Audience: Approved Insurance 

Provider personnel (varies)

Reduce jargon and acronyms, improve readability

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Document Plain Writing Improvements/Expected Impact

Correspondence

Target Audience: All stakeholders

Reduce jargon and acronyms, improve readability 

Office of Advocacy and Outreach (OAO)

Document Plain Writing Improvements/Expected Impact

Program Summaries, through Web site

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies.

Approximately 1,000 groups. 

Potential audience: Unlimited

Improved access to USDA programs and services from 

historically underserved groups through writing that is simple 

and in a direct format to achieve a more effective 

communication and enhance access to services for the 

communities we serve. 

USDA Directories & Liaison information, 

through Web site

Target Audience: Community-based 

organizations, grant writers, farmworker 

organizations, educational institutions, and 

state and local agencies.

Approximately 500 groups.

Potential audience: Unlimited

Increased accessibility USDA programs from historically 

underserved groups. Closing the professional achievement 

gap by providing opportunities to talented and diverse 

young people to support the agricultural industry in the 21st 

century.

Success Stories, through Web site

Target Audience: Community-based 

organizations, grant writers, farmworker 

organizations, educational institutions, and 

state and local agencies.

Approximately 1,000 groups.

Potential audience: Unlimited

Improved access to USDA programs and services from 

historically underserved groups through more effective 

communication. Improving the viability and profitability of 

small and beginning farmers and ranchers; and improving 

agricultural opportunities for farm workers

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Correspondence, through U.S. mail 

Target Audience: Sent in response to 

inquiries as appropriate, this includes 

Congressional, community-based 

organization, inquiries from small and 

beginning farmers, and academic institutions.

Potential audience: Unlimited

OAO has worked on preparing and writing responses 

that are clearer, more succinct, and responsive to inquiries 

and in an effort to improve customer service. We ensure 

use of plain writing language as letters are written, 

edited, and finalized.

Email blasts, distributed through OAO general 

email account

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

OAO is focused on preparing and writing email messages 

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

used to convey messages more easily and clearly.

Fliers, distributed through email, hard copies 

outreach meetings

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

OAO is focused on preparing and writing information for 

fliers that is clear and direct, facilitating information to wide 

variety of customers. 

Newsletter, distributed through email, hard 

copies 

Target Audience: Community-based 

organizations, farmworker organizations, 

grant writers, educational institutions, including 

colleges, land grant universities, and state and 

local agencies; and internal USDA staff.

Approximately 1,000 groups. 

Potential audience: Unlimited

OAO has prepared a newsletter that is written in a clear 

and concise manner to increase interest in USDA programs 

and services.

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Plain Writing Act • 2013 Compliance Report

Office of the Assistant Secretary for Civil Rights (OASCR)

Document Plain Writing Improvements/Expected Impact

Accessible Electronic Documents Policy

Target Audience: All OASCR employees

Increased accessibility of documents.

Office of Budget and Program Analysis (OBPA)

Document Plain Writing Improvements/Expected Impact

Departmental Regulation 1512 –

Regulatory Decision Making Requirements 

(USDA internal guidance for the drafting, 

requirements, and clearance of 

departmental rulemakings proposed for 

publication). 

Target Audience: All USDA agency 

regulatory writing and coordination offices. 

Ultimately this could be useful and 

beneficial to the public (and USDA) by 

improving the clarity of USDA’s published 

rulemakings, particularly with rulemaking 

preambles that are to be written in a 

manner that is “simple and easy to 

understand” as required in OMB’s “Final 

Guidance on Implementing the Plain 

Writing Act of 2010.”

The 1512 regulation is currently being revised. The 

current draft revision incorporates the Plain Writing Act 

as a requirement for USDA reviewers when reviewing all 

departmental significant regulations for programmatic 

accuracy and completeness. In addition, the current draft 

revision incorporates the Office of Management and 

Budget’s Final Guidance on Implementing the Plain 

Writing Act of 2010, requiring that rulemaking 

preambles be written in a manner that is “simple and 

easy to understand.”

Office of Communications

Document Plain Writing Improvements/Expected Impact

National Press Releases 

Target Audience: The general public

OC does final review for plain writing of agency-written 

releases that convey information of national importance to 

consumers, agricultural industry, academia, press, and other 

stakeholders

Media Advisories 

Target Audience: Selected media

OC alerts media outlets to upcoming USDA events and 

news announcements in direct language/Media coverage 

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Plain Writing Act • 2013 Compliance Report

Document Plain Writing Improvements/Expected Impact

Communications like USDA “Results” Fact 

Sheets

Target Audience: The general public

OC conveys facts in plain writing and in succinct 

format/Increased comprehension and customer satisfaction 

Captions on photos posted to USDA Flickr site 

on homepage

Target Audience: Press and general public

OC writes clear captions that concisely convey the event 

behind the photo/Photos and captions may be reproduced 

by media and others

Webpages, including USDA homepage, 

Facebook, Twitter, YouTube and blogs 

Target Audience: The general public

OC presents webpages and social media in plain, 

conversational language so they are informational and 

engaging/Increasedcomprehension, public accessibility and 

customer satisfaction

Secretary/Deputy Secretary speeches 

posted to USDA “Transcripts and Speeches” 

section of USDA website

Target Audience: Specific stakeholders, 

interest groups and general public 

OC writes speeches on complex subjects in clear, direct 

language/Increased comprehension of USDA messages and 

customer satisfaction

Publications 

Target Audience: Public stakeholders 

OC does final review for plain writing of all agency-written 

publications released to the public/Increased comprehension 

and customer satisfaction

Text accompanying radio stories and 

actualities posted to USDA website and text 

accompanying videos posted to YouTube

Target Audience: Specific stakeholders and 

the general public 

OC writes clear summaries of stories and interviews 

/Increased comprehension and accessibility for general 

public and for broadcast media that may pick up stories 

and actualities 

Text accompanying exhibits , displays and 

signage prepared for agency use in visitor 

centers, conferences and other outlets

Target Audience: Specific stakeholders and 

the general public 

OC captions and summarizes display information in plain 

language/ Increased comprehension and customer 

satisfaction 

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Plain Writing Act • 2013 Compliance Report

Office of the Chief Economist (OCE)

Document Plain Writing Improvements/Expected Impact

Monthly: World Agricultural Supply and 

Demand Estimates report 

Target Audience: 11,000 subscribers plus 

log on access includes producers, investors, 

academics, press

Continue to refine and use tables, short sentences, brevity 

and receive expert review.

Weekly Weather report

Target Audience: 7,000 subscribers plus 

log on access from producers, investors, 

academics, meteorologists

Continue to refine and use charts, short sentences, brevity 

and perform expert review.

Office of the Chief Information Officer (OCIO)

Document Plain Writing Improvements/Expected Impact

Communication materials, publications, forms, 

and correspondence sent to OCIO offices, 

including Information Technology Planning, 

Privacy, Enterprise Architecture, and the 

E-Gov group are available and accessible to 

the public through OCIO’s public-facing Web 

sites.

Target Audience: OCIO policy writers and 

individuals that manage departmentwide 

functions. Serves approximately 30 internal 

users, the general public, and media 

representatives. The potential audience is 

unlimited

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

adheres to the principles of plain language in written 

materials. This increases comprehension of how IT programs 

and policies benefit our employees and the public we serve, 

and reduces errors and the burden on users.

Posted Plain Writing Resources on USDA 

Departmental Directives Page – this is a 

public webpage

Target Audience: All writers and reviewers 

of Departmental Directives.

Approximately 500 users

The Plain Language checklist is now part of the process to 

create and review Departmental Directives, resulting in 

increased comprehension of Departmental policy and 

guidance. Clear, concise writing and the use of graphics 

without the use of jargon results in better understanding of 

OCIO’s mission, objectives, and goals 

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Plain Writing Act • 2013 Compliance Report

Office of the Executive Secretariat (OES)

Document Plain Writing Improvements/Expected Impact

Accessible Electronic Documents; review and 

edits

Target Audience: All USDA Agencies and 

Offices

Distributed Through: Electronic Control 

Management System (ECMM)

OES supports the Plain Writing initiative and continues to 

ensure that the documents signed by the Secretary are 

written clearly for their intended audiences.

Office of the Inspector General (OIG)

Document Plain Writing Improvements/Expected Impact

OIG produces documents that we make 

available to the public on our Web site

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

written products include audit reports, our 

semiannual reports to Congress, as well as 

our management challenges, annual plans, 

testimonies for Congress, and other 

documents.

Target Audience: USDA, agencies, Congress, 

and the general public

OIG has always strived to communicate plainly, clearly, and 

directly. The Plain Writing Act provides resources and a 

means to formalize those efforts, and also reinforces the 

necessity of clear communication.

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3. Plain Writing Outreach to USDA 

Employees

INTRODUCTION

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

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

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

Leadership is a critical part of our plain writing employee outreach plan. Secretary Vilsack has taken a 

personal role in USDA’s plain writing activities. He believes we cannot carry out our mission effectively if we 

cannot communicate clearly with those whom we serve. In October 2011, Secretary Vilsack issued a 

memorandum to all USDA employees, emphasizing the importance of using plain language to communicate 

with all of USDA’s customers. You can find this memorandum on the last two pages of this report and at 

USDA’s Plain Writing Web site, at http://www.usda.gov/plain-writing. In September 2012, Secretary 

Vilsack gave his highest award, the Secretary’s Honor Award for Exceptional Service to USDA’s Plain Writing 

Act implementing team at a public ceremony to highlight the importance of plain writing at USDA.

EMPLOYEE OUTREACH: ACTIONS TO DATE

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

on October 13, 2011.

Agricultural Marketing Service (AMS)

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

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

documents, including regulations.

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

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

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

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

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

using the principles of Plain Language.

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

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

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

upcoming Agency Plain Writing workshops.

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

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

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

United States Department of Agriculture 41
Plain Writing Act • 2013 Compliance Report

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

been trained. 

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

for managers of cooperative research agreements to develop a consistent format for progress reports 

and to increase the number of research outputs that are written in Plain Language. The TM WriterEditor conducts reviews of materials and provides immediate feedback to authors on the Plain 

Language requirements.

Agricultural Research Service (ARS)/National Agricultural Library

ARS published an article about the Act, USDA resources, and future ARS resources in the 

February 2012 and March 2013 edition (out this week) of the agency’s newsletter. That newsletter 

reaches about 8,400 employees. ARS has also posted a link to the USDA Plain Writing site on the 

new ARS Web site and will launch an information campaign between 4/1-6/28/13 to encourage all 

ARS employees to use the online plain writing training and resources. 

Animal and Plant Health Inspection Service (APHIS)

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

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

• We emphasized the importance of Plain Language in all written communication in an “Inside APHIS” 

(newsletter for all employees ) article.

Economic Research Service (ERS)

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

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

training, and writing training sessions for employees. 

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

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

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

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

CNPP employees.

Food Safety Inspection Service (FSIS)

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

Office of Program Evaluation, Enforcement and Review. The list was distributed and used to write, 

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

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

SharePoint site.

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Foreign Agricultural Service (FAS)

FAS notified employees through our intranet announcements to all employees, emails, and our public 

Web site.

Forest Service (FS)

• The Chief of Staff, acting on behalf of the Forest Service Chief, sent a memo directing the 

Forest Service’s top executives nationwide to designate field coordinators for implementing the Plain 

Writing Act. The executives chose public affairs directors at the regional office and research station 

level, who in turn coordinated with local field offices.

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

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

information on Plain Writing Act implementation.

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

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

Webpage, the Chief’s Office posted a checklist prepared by USDA, tailored to Forest Service needs, 

to help writers use plain language.

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

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

blog for the general public.

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

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

and another link to writing-related training materials available to Forest Service employees 

through AgLearn.

Grain Inspection, Packers, and Stockyard Administration (GIPSA)

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

plain language requirements and listed writing courses in AgLearn.

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

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

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

• GIPSA plans on conducting another webinar in May on plain language or writing basics as identified 

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

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

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

supporting webinars. 

• GIPSA is planning AgLearn training for all Project Managers within its Technology and Science Division 

on Plain Writing within the third quarter of FY 2013.

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National Agricultural Statistics Service (NASS)

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

Checklist (issued October 2011).

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

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

http://www.usda.gov/plain-writing and contains specially created NASS plain writing materials 

(webpage created October 2011).

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

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

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

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

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

the intranet).

National Institute of Food and Agriculture (NIFA)

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

writing training via AgLearn.

• We began editing Requests For Applications to ensure compliance with the Act.

Natural Resources Conservations Service (NRCS)

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

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

Writing Compliance Report.

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

held via video teleconference. 

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

• NRCS included Plain Writing Act articles in the April 2012, July 2012, October 2012, and 

January 2013 editions of NRCS’ Executive Correspondence Management Team Newsletter. In 

addition to articles about Plain Writing and compliance with the Act, we provided Plain Writing tips 

and resources for our employees to use in their daily writing. 

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

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

ongoing dialogue about the importance of Plain Writing and providing plain writing resources for 

them. 

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

providing plain writing resources for employees. 

Risk Management Agency (RMA)

• Email to all employees

• Staff meetings

• Reviewers continue to work with writers to improve writing standards

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Plain Writing Act • 2013 Compliance Report

Rural Development (RD) 

• Posted information on the Act on the agency intranet.

• Published an article on the Act and its requirements in the internal agency news bulletin.

Office of Advocacy and Outreach (OAO)

• Assigned a contact for Plain Writing. 

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

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

• Provided information on Plain Writing Act training. 

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

Office of the Assistant Secretary for Civil Rights (OASCR)

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

Office of Budget and Program Analysis (OBPA)

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

Plain Language last year. 

Office of Communications (OC)

Web Communications:

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

through the Webmaster and Social Media communities. OC provides guidance for optimized use of 

various web and social media channels, which includes using plain language and a conversational tone 

through popular social media tools, including Facebook and Twitter.

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

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

writing blog posts to use plain language and to avoid bureaucratic jargon, legalese and overuse of 

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

http://youtu.be/NN2I1pWXjXI. 

Press and Editorial:

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

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Plain Writing Act • 2013 Compliance Report

Office of the Chief Economist (OCE)

• We posted information on the Act on the agency intranet.

• We distributed information on the Act and Web-based resources to all staff members. 

• We distributed signs throughout with availability of the “Federal Plain Language Guidelines.” 

• We asked staff to take optional AgLearn course: Introduction to Plain Writing Act.

Office of the Chief Information Officer (OCIO)

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

employees in the Offices of Technology Planning, Architecture, and e-Gov (TPA&E) and Policy and 

Directives (P&D) on specific Plain Writing practices and expectations.

• OCIO has posted documents on the USDA Departmental Directives page, which is accessible to all 

USDA employees and the public.

Office of the Inspector General (OIG)

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

that employees use when writing, we have also incorporated links to the Act’s resources.

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4. Training

INTRODUCTION

Successful implementation of the Act requires a trained workforce. Many different staff members across 

USDA craft the kinds of documents we have committed to writing in plain language. In order to ensure that 

they have the ability to do so, we have offered many different courses throughout the Department.

SPOTLIGHT: AGLEARN CLASS—INTRODUCTION TO PLAIN LANGUAGE

We created this course to give employees a single source that provides information about the Plain Writing 

Act, explains why plain language is important, and teaches the basics about writing. USDA has many courses 

about writing, but none that specifically addressed the Act and the guidance materials posted at 

plainlanguage.gov.

This 30-minute online course addresses why plain language is important and 

teaches the major principles of plain language and how to be “plain.” The course 

is accessible to people with disabilities. The primary audience is USDA 

employees who develop documents for the public. Additionally, other 

government agencies have begun to use the course for their employees, and we 

posted a publicly available version on the USDA Plain Writing page. You can 

take the course at: https://aglearn.usda.gov/customcontent/OES/OESPlainWriting-web/startCourse_USDA-PWTR01_1455.html

We had no budget for this project. We used existing Program and Department software, and USDA staff 

volunteered to create the course in addition to their regular duties.

Approximately 500 USDA employees have taken this course. The Pentagon Force Protection Agency will use 

the course to train 8,500 more. Roughly 80% of the USDA course participants were satisfied with the course 

and would recommend it. Two typical comments: “I was very impressed with the content of this training 

course. It was very easy to understand and it did not become weighted down with too much information. I am 

confident that my plain language writing skills, which were adequate, will significantly improve.” And: “I've 

been a writer/editor for 30 years, and still found this course to be an excellent refresher.” 

SPOTLIGHT: RMA TRAINS EVERY EMPLOYEE

USDA’s Risk Management Agency (RMA) helps producers manage their business 

risks and helps stabilize rural economies. RMA’s mission is serving America’s 

agricultural producers through effective, market-based risk management tools 

and solutions to strengthen the economic stability of agricultural producers and 

rural communities. 

To fulfill this mission, RMA manages the Federal Crop Insurance Corporation 

(FCIC) which operates the Federal Crop Insurance Program. Managing an 

insurance program makes it especially important that RMA documents are 

The Center for Plain 

Language recognized 

“Introduction to Plain 

Language” with a 

ClearMark award.

USDA’s Risk 

Management Agency 

trained every employee 

-- in a classroom setting 

– on how to use plain 

language principles in 

their writing.

United States Department of Agriculture 47
Plain Writing Act • 2013 Compliance Report

understandable. Therefore, the Agency committed to provide classroom training on plain language to 

every employee. 

RMA’s 470 employees are found in fourteen locations around the country. RMA provided customized training 

at each location. The certified trainer used actual RMA documents in the training. The six-hour sessions were 

personalized to each RMA location. Maximum class size was 30 people, and each course included one-onone feedback on in-class writing assignments.

To reinforce the knowledge gained, one regional office had enhanced plain writing training with an expert. 

This office now is the model for the Agency. Twenty regional office writers had one-on-one training as they 

send publications and news releases through clearance. This taught them how plain writing applies to them 

and their communication with their audiences. The Agency’s public affairs specialist is writing a new style 

manual specific to RMA’s plain writing needs.

“We believe over time that plain language crop insurance documents will help producers better understand 

their responsibilities and duties. This will help improve compliance and reduce costs due to errors,” stated 

Michael Hand, Deputy Administrator for Compliance.

WHO WE’RE TRAINING

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

• loan officers who provide guidance to potential applicants;

• program staff who develop forms and regulations;

• inspectors who send notices to plants that USDA inspects;

• contract officers who prepare notices of contract opportunities;

• foresters who develop land management plans;

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

stakeholder communications products; and,

• IT specialists who develop webpages for our programs.

HOW WE’RE TRAINING THEM

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

PLAIN network, contractors, and online training. More than 13,500 people in USDA have taken one or more 

writing courses on our on-line training system, AgLearn.

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Plain Writing Act • 2013 Compliance Report

Agricultural Marketing Service (AMS)

Training / Date Employees Trained

AMS initiated a Plain Language workshop starting with 

our National Organic Program (NOP) employees. We 

also frequently discuss the importance of clear writing at 

our NOP staff meetings, and distribute positive 

feedback received from customers to the full team to 

reinforce the benefits of the Plain language writing 

approach. 

Date: January 23, 2013

18

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

writers on audience analysis; to improve writing 

structure, language clarity, grammar, and use of active 

voice; and to teach writers how to write effective 

procedure documents.

Date: Six half-day modules were held between 

July 2012 and November 2012

20

Aglearn Module on Business Writing: How to Write 

Clearly and Concisely

Date: April 2012-March 2013

21

Plain Network “Train-the-Trainer” Boot camp

Date: Employees started attending the boot camp in 

2012 and are still completing the boot camp 

requirements. 

3

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

Training / Date Employees Trained

In-house training

Date: September 2011

FOIA staff, editorial staff, IS writing staff, 

outreach staff, technical support staff 

(approximately 12 persons)

Promoting awareness about online training module

Date: Periodic communication through agency 

newsletter and various other means 

Will launch information campaign in April 2013 to 

encourage employees to use online plain writing training 

and resources.

AgLearn module (PowerPoint) for use by field 

locations is in development.

Animal and Plant Health Inspection Service (APHIS)

Training / Date Employees Trained

In-house face-to-face training

Date: Ongoing

Approximately 140 employees have taken 

and passed intensive courses with -9 hours inclass time and 6 hours homework. Of these,

approximately half have taken two 

additional courses with 7 hours of in-class 

time and 4 hours of homework. Each of these 

classes includes extensive exercises and 

feedback on in-class and homework.

More than 150 people have taken a halfday course highlighting plain language 

principles.

PLAIN provided training – live

Date: Ongoing

Nearly 50 employees have taken PLAINprovided training.

Online training

Date: Ongoing

APHIS has recommended sets of online 

training (AgLearn) – 1,368 of these courses 

have been taken by APHIS employees.

Writing coaching

Date: Ongoing

APHIS is pilot testing a Virtual Writing 

Center where trained volunteers are 

available to staff members who want oneon-one coaching and feedback on their 

writing.

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Economic Research Service (ERS)

Training / Date Employees Trained

Plain writing training at presentation, media and writing 

trainings

Date: January 2013

Approximately 122 employees

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

Training / Date Employees Trained

PLAIN training—this resulted in the creation of a 

tipsheet on plain writing that we subsequently 

distributed to all FNS employees

Date: Fall 2011

2 FNS coordinators and correspondence 

liaison

PLAIN training workshops and posting of plain writing 

resources online

Date: December 2011

FNS’ Supplemental Nutrition and Benefit 

Redemption Division staff

Email to supervisors in FNS from the FNS Human 

Resources Division, identifying online training modules 

for their use with employees who might need additional 

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

have taken the training modules identified in the email.)

Date: March 2012

Agency supervisors

Food Safety Inspection Service (FSIS)

Training / Date Employees Trained

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

Enforcement, and Review.

Evaluation and Enforcement Division, Federal 

State Audit Branch

Office of Management (All Minneapolis 

offices)

PLAIN provided training – live 379

Training document for intranet content contributors 

written in plain words to assist users.

Date: November 4, 2011 - Present

Webinars and online training

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Foreign Agricultural Service (FAS)

Training Employees Trained

Classroom

Date: 11/26/12

24

Forest Service (FS)

Training/Date Employees Trained

In September 2011, in response to a data call, 

Forest Service staffs across the country identified 

employees involved in writing documents covered by the 

Plain Writing Act. The Forest Service estimated that 

about 1,500 employees, as a major part of their jobs, 

wrote or edited documents covered by the act. Of 

these, about 1,200 employees were believed to need 

further training.

Date: Various

1,500 employees

The Chief’s Office recommended that all Forest Service

employees consider adding at least one plain writing 

course to their individual development plans. Employees 

could take advantage of training opportunities through 

USDA’s AgLearn program, which includes at least two 

relevant online modules: “Introduction to the Plain 

Writing Act” and “Business Writing: How To Write 

Clearly and Concisely.” Forest Service staffs committed 

about 1,200 employees to take one or both modules, 

covering all those in need of training under the Plain 

Writing Act.

AgLearn training materials are subject to change. In 

December 2012, the Forest Service coordinator for Plain 

Writing Act implementation reviewed 13 AgLearn 

training materials related to writing, including 11 hourlong training modules (such as “Business Writing: How To 

Write Clearly and Concisely”). The coordinator briefly 

described each training material reviewed and posted 

the descriptions through a link on the Forest Service’s 

Plain Writing Act Webpage.

Date: Various

1,200 employees

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Training/Date Employees Trained

In house (agency staff or contractor) 

Date: 8/10

10 (Policy Analysis staff)

In house (agency staff or contractor) 

Date: 6/11

84 (Business Correspondence staff)

In house (agency staff or contractor) 

Date: 8/11

90 (Business Correspondence staff)

Online training

Date: 10/11–3/12

1,168 (various staffs)

In house (agency staff or contractor)

Date: July 2012

Approximately 40 (Washington Office 

staffs)—course in plain writing for Website 

design and formulation

In house (agency staff or contractor)

Date: Planned for spring 2013

Approximately 80 (Washington Office 

staffs)—a Plain Writing Act coordinator took 

a train-the-trainer course in summer 2012 

and is preparing to offer training in plain 

writing

In house (agency staff or contractor)

Date: Planned for April 2013

Approximately 20 (International Programs 

staff)—a writing workshop to ensure that 

program managers who write reports for 

partners and collaborators know what is 

expected and are getting the facts right

In house (agency staff or contractor) 

Date: January 2012

Approximately 40 (Employee Relations 

Specialists)—How to Draft Charge/Penalties 

writing

In house (agency staff or contractor) 

Date: Spring 2012

Approximately 50 (Human Resources 

Specialists)—Policy-writing class

In house (agency staff or contractor) 

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

Approximately 80 (HR/ER Specialists)—

Congressional Briefing Seminars, including 

how to create draft responses to 

congressional inquiries

In house (agency staff or contractor)

Date: Winter 2012-13

1 (NEPA writer/editor for the Pacific 

Southwest Region)—a one-on-one TEAMS 

Enterprise Unit training course (40 hours) 

covering plain writing of NEPA documents

In house (agency staff or contractor)

Date: January 16-17, 2013

20-30 (Modoc National Forest staff)—a 

NEPA 101 course

In house (agency staff or contractor)

Date: Ongoing

ca. 90 (Controlled Correspondence staff)—

periodic informal training by professional 

writer/editors

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Training/Date Employees Trained

In house (agency staff or contractor)

Date: May 16-18, 2012

1 (Conservation Education staff)—

“Fundamentals in Writing”

Grain Inspection, Packers, and Stockyard Administration (GIPSA)

Training/Date Employees Trained

Leadership Development Program: Writing Skills 

Training Webinar

Offered to all GIPSA employees –

41 participated and completed

November 14, 2012

AgLearn 41 employees have completed 35 webbased writing courses.

ongoing

National Agricultural Statistics Service (NASS)

Training/Date Employees Trained

In-house training

Date: July 2012

2 

Online training

Date: Fall/Winter 2011/2012 and continuing

Required of public affairs staff (8 persons); 

promoted as available to all staff

We created a 2-hour plain writing workshop, “Writing 

Plainly and Effectively: Ten Tips to Clearer Writing,” for 

working groups within NASS to take together. The 

course summarizes key Plain Writing principles in ten 

tips (lessons), using NASS-relevant examples.

Date: The first session was held in February 2013. 

Additional sessions are planned for working groups 

within Divisions.

Teams with similar writing needs take the 

workshop in small group settings.

Regular communication with staff through tip sheets, 

internal newsletter, and inserts in weekly leadership 

memo to field offices.

Date: Periodic communication through various means 

All staff

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National Institute of Food and Agriculture (NIFA)

Training/Date Employees Trained

In-house training

Date: 2012

80

Natural Resources Conservations Service (NRCS)

Training/Date Employees Trained

In-house Forums for Supervisory Employees

Date: Forums held on September 11 & 13, 2012

70

In-house training for Administrative Staff Members

Date: Training held on April 24, 2012, May 16, 2012 

and May 17, 2012

33

NRCS Plain Writing Webinar

Date: Completed in AgLearn between April 11, 2012 

and February 11, 2013

200 (this webinar was originally viewed by 

all 11,700 NRCS employees)

Business Writing: Know Your Readers and Your Purpose

Date: Completed in AgLearn between April 25, 2012 

and January 18, 2013

17

Business Writing: How to Write Clearly and Concisely 

(AgLearn)

Date: Completed in AgLearn between April 5, 2012 

and February 1, 2013

413

Business Writing: Editing and Proofreading

Date: Completed in AgLearn between April 23, 2012 

and January 20, 2013

17

Business Grammar: Parts of Speech

Date: Completed in AgLearn between April 3, 2012 

and December 27, 2012

14

Business Grammar: Working with Words

Date: Completed in AgLearn between 3, 2012 and 

December 27, 2012

13

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Training/Date Employees Trained

Business Grammar: The Mechanics of Writing

Date: Completed in AgLearn between April 10, 2012 

and January 2, 2013

25

Business Grammar: Punctuation

Date: Completed in AgLearn between April 5, 2012 

and December 27, 2012

11

Business Grammar: Sentence Construction

Date: Completed in AgLearn between April 17, 2012 

and January 8, 2013

13

Business Grammar Common Usage Errors

Date: Completed in AgLearn between April 10, 2012 

and February 1, 2013

27

Writing Under Pressure: The Writing Process

Date: Completed in AgLearn between April 16, 2012 

and January 18, 2013

10

Writing at Work: How to Write Clearly, Effectively and 

Professionally

Date: Completed in AgLearn between April 5, 2012 

and October 5, 2012

8

Plain Writing Resources on 

my.NRCS intranet.

Date: NRCS leadership will continue to provide 

employees regular plain writing updates and direction 

to maintain plain writing as a priority with customer 

service and program implementation.

All agency employees (10,379)

Risk Management Agency (RMA)

Training/Date Employees Trained

One on one training with regional writers as they send 

publications and news releases through clearance so 

they can learn how plain writing applies to them and 

how they communicate with their audience

Date: Ongoing

20

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Training/Date Employees Trained

Springfield regional office had extended plain writing 

training with a plain writing expert and now is the 

model for the agency.

Date: Summer 2012

10

All RMA employees were trained on Plain Writing Act 

and implementation.

Date: Summer 2012

470 (all employees)

Additional training to staff in 2013/14 as budgetary 

resources allow

Date: Additional training to staff in 2013/14 as 

budgetary resources allow

Additional training to staff in 2013/14 as 

budgetary resources allow

Online Courses in AgLearn

• Introduction to the Plain Writing Act

• Introduction to Plain Language

• Business Writing: Know Your Readers and 

Your Purpose

• Business Writing: How to Write Clearly 

and Concisely

Date: Ongoing

37 employees

49 employees

8 employees

59 employees

Rural Development (RD) 

Training/Date Employees Trained

Webinar on Plain Language training

Date: April/May 2013

All RD Employees (National Office and Field)

Office of Advocacy and Outreach (OAO)

Training/Date Employees Trained

PLAIN provided training – live

Date: February 29, 2012

Online training

AgLearn Plain Writing course 101 

Date: February 29, 2012

27

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Training/Date Employees Trained

Plain Language: Improving Communication from the 

Federal Government to the Public 

http://www.plainlanguage.gov.

27

Office of the Assistant Secretary for Civil Rights (OASCR)

Training/Date Employees Trained

In-house training

PLAIN provided training – live

Date: March 20, 2013

21

Online training – AgLearn

Date: January 31, 2012

46

Office of Budget and Program Analysis (OBPA)

Training/Date Employees Trained

In house (agency Staff or contractor) 

PLAIN provided training – live

Webinars

Online training

Date: September 2011 to Present

10 users through AgLearn

Office of the Chief Economist (OCE)

Training/Date Employees Trained

In house (agency Staff or contractor) – live

Office of the Chief Information Officer (OCIO)

Training/Date Employees Trained

In-house training, provided as a component of a

Professional Development Series, on the Use of Plain 

Writing: Active vs. Passive Voice

Date: September 19, 2012. This training will be

offered on a recurring basis, either as a refresher for 

current staff or as part of the orientation process for 

new OCIO employees

33

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Office of the Executive Secretariat (OES)

Training/Date Employees Trained

Online training – AgLearn

Date: Ongoing

6

Office of the Inspector General (OIG)

Training/Date Employees Trained

Each year, as part of OIG’s professional development 

training, employees are given instruction in writing 

plainly and simply. In 2012, that instruction included a 

discussion of the Plain Writing Act and specific training 

in how to write clearly, plainly, and directly.

Date: Summer 2012 (seven sessions at each field office)

270 auditors

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5. Ensuring Compliance

INTRODUCTION

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

SPOTLIGHT: CORRESPONDENCE DIRECTIVE AND APPENDIX

USDA’s Correspondence Directive addresses letters, emails, reports and other 

official written Department communication, whether distributed by mail, fax or 

electronically. A team of employees updated the directive to mandate that all 

correspondence be written using clear, concise language.

The directive will include an Appendix that describes methods of document 

testing that may be used for routine documents and for high-profile, highconsequence documents to validate and improve reader understanding.

Additionally, the team has rewritten the accompanying Correspondence Manual 

to ensure that the manual is in plain language, and provides appropriate 

examples and resources for writers and employees who approve documents.

The Directive and Manual are currently in Departmental clearance.

SPOTLIGHT: FOREST SERVICE REVIEWS

Reviews of Forest Service documents are increasingly focused on plain language with regional offices, 

research stations and many individual forests and grasslands implementing systems to ensure compliance with 

the law. 

For example, in 2012, the Office of Regulatory and Management Services, when 

responding to Freedom of Information Act requests, is required to use technical 

and legal language. However, those technical and legal sentences are followed 

with a plain language explanation. 

Perhaps one of the more aggressive changes will be see in the first phase of the 

agency’s website redesign, which debuts in 2013 and is centered on providing users with information they can 

use and easily understand.

A revised USDA 

correspondence directive 

and manual require the 

use of plain language 

and further aligns the 

Department with the Act. 

An appendix also 

references types of 

testing writers can use 

to ensure their 

documents are clear and 

understandable to the 

reader.

Forest Service focuses 

on Plain Language 

while reviewing 

documents.

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COMPLIANCE EFFORTS (BY AGENCY)

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

Agricultural Marketing Service (AMS)

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

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

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

prior to posting. 

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

review and supervisor review within USDA and with subject matter specialists. A writer-editor (who is 

an expert in Plain Language) and Web Design Specialist (who is expert in formatting documents for 

maximum online readability and impact) review periodicals. Reports go through the Associate Deputy 

Administrator, who has 20 years’ experience in writing for nontechnical audiences and has edited 

journals and newsletters. Reports are reviewed by subject experts in academics and industry as 

needed. All materials go through a communications specialist prior to posting.

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

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

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

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

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

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

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

materials meet plain language requirements.

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

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

Our editors have been trained in and incorporate this element into their work. ARS plain writing staff 

has trained photo caption editors to ensure that they are written plainly. National Ag Library (NAL) 

staff has also trained FOIA, Editorial, Public Affairs and other staff, including interns, on plain writing.

Animal and Plant Health Inspection Service (APHIS)

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

review system to ensure documents are plainly written. Additionally, the Administrator’s office reviews 

the majority of correspondence for clarity. Each program unit has staff members trained in Plain 

Language, and the Agency emphasizes the need for clear, direct and straightforward communications 

with our stakeholders.

Economic Research Service (ERS)

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

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

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Foreign Agricultural Service (FAS)

The Foreign Agricultural Service has put new systems in place to ensure publicly available materials 

are plainly written. For example, the FAS Public Affairs staff plays a greater role in reviewing 

documents for the agency website to ensure that the economic analysis can be understood by noneconomists. In preparation for the launch of the new FAS website, the agency will provide training in 

how to write for the web. That training includes an emphasis on clear, easy-to-understand writing.

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

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

during the drafting and clearance process for covered documents.

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

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

including them in individual development plans as appropriate. 

Food Safety Inspection Service (FSIS)

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

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

Opportunity and Civil Rights performance elements. The new component allows all of this office’s 

employees to count plain language training as one of the measures to submit to supervisors in 

consideration for earning a rating of “exceeds.” We have also encouraged supervisors have also to 

request that employees attend plain writing training, as needed.

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

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

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

the consumer is able to obtain the information presented. 

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

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

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

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

Foreign Agricultural Service (FAS)

The Foreign Agricultural Service has put new systems in place to ensure publicly available materials 

are plainly written. For example, the FAS Public Affairs staff plays a greater role in reviewing 

documents for the agency website to ensure that the economic analysis can be understood by noneconomists. In preparation for the launch of the new FAS website, the agency will provide training in 

how to write for the web. That training includes an emphasis on clear, easy-to-understand writing.

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Forest Service (FS)

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

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

Forest Service Office of Communication, followed by another review by the USDA Office of 

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

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

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

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

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

readers. Among other things, he ensures that it is plainly written. Periodically, during staff meetings, 

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

• In 2011, the Forest Service’s Office of Communication began upgrading the agency’s Website to 

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

the redesign is expected to be launched in 2013.

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

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

place:

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

relations actions to ensure that they are drafted correctly.

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

Relations actions to ensure consistency.

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

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

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

Staff prior to Director signature.

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

• The Forest Health Protection program established an internal review system for documents and an 

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

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

program fact sheets posted online to ensure consistency and accuracy.

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

reviewers who review all covered documents to ensure that they are plainly written. For example:

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

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

o Forest planners review and edit scoping documents and all major planning documents for 

NEPA compliance and readability. NEPA documents are regularly reviewed for plain writing 

and ease of reading.

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

plain writing. For example:

o Before issuing new directives and regulations, the Directives and Regulations team works with 

program managers to ensure that the writing is clear, concise, simple, and easy to understand 

by all readers. 

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

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

written.

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

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

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

and the types of information or records being withheld.

• Key public document review: For the fiscal year 2014 Forest Service budget justification overview 

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

drafting the overview in accordance with plain writing principles.

• Key public document review: For documents such as the Forest Service Strategic Plan and the annual 

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

rewriting summary statements by the Chief in accordance with plain writing principles.

• Key operational document review: In implementing the Plain Writing Act, the Forest Health Protection

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

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

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

• Key operational document review: For the Chief’s Office management reviews of Forest Service

regional performance (about two reviews per year), the Chief’s Office tasks a professional 

writer/editor with writing the subsequent reports in accordance with plain writing principles.

Grain Inspection, Packers, and Stockyard Administration (GIPSA)

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

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

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

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

present the information. 

National Agricultural Statistics Service (NASS)

• NASS named an employee for compliance issues.

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

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

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

leadership memos to field offices).

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

various publications.

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

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

National Institute of Food and Agriculture (NIFA)

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

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

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

grants receive Plain Writing training via AgLearn. The plain writing coordinator is editing grant 

writing templates to ensure they comply with the Act.

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Natural Resources Conservations Service (NRCS)

• Agency designated three national headquarters contacts for plain writing.

• Plain Writing icon and link posted to NRCS Web site

• Plain Writing resources posted to agency intranet for employees

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

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

with all agency employees nationwide. 

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

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

• Regular reminders and training courses for all national headquarters staff including 

senior management.

• Reviewing and approving public communications for accuracy, timeliness, usability, and clarity.

Office of Advocacy and Outreach (OAO)

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

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

• Clearance process being developed in conjunction with correspondence protocol.

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

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

Office of the Assistant Secretary for Civil Rights (OASCR)

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

compliance with the Plain Writing Act.

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

Office of Budget and Program Analysis (OBPA)

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

reviewing all departmental significant regulations for programmatic accuracy and completeness.

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

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

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

rulemaking preambles are not exempted, and long-standing policies currently in effect require 

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

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

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

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

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

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

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

reviewing all departmental significant regulations for programmatic accuracy and completeness. 

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

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

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

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

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

requirement when reviewing all departmental significant regulations for programmatic accuracy and 

completeness.

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 reviews all publications released to the public for clarity and consistency according to the GPO 

Style Manual. OC coordinators further review publications for accuracy and consistency with 

departmental programs and policies.

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

to intended audiences. 

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

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

inherent to the process. Speeches are often posted to the web. 

Office of the Chief Economist (OCE)

• OCE Rewrote and redesigned our Web site. 

• Reviewed actions with World Agricultural Outlook Board Chair Gerald Bange

Office of the Chief Information Officer (OCIO)

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

has been altered. We are training OCIO on the new Department Directives process and the Plain 

Language Act, as the two overlap significantly. Part of the Lean Six Sigma effort includes periodic 

retraining that includes the course on the Plain Writing Act that is described above

• OCIO leadership is committed to continual process improvements using two-way sharing of 

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

Writing Act with Departmental employees nationwide

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Office of the Inspector General (OIG)

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

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

readable they are for the general public, and those comments are integrated into the text.

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6. USDA Plain Writing Web Sites

THE DEPARTMENT’S PLAIN WRITING WEB SITES

The USDA Plain Language Web site is at http://www.usda.gov/plain-writing. The page includes tools and 

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

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

Information Network’s Web site.

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

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

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

available at:

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

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

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)

New ARS Web site will be launched this spring. Links to the department’s plain writing Web site is 

part of the new design/content.

Animal and Plant Health Inspection Service (APHIS)

We have an intranet site and a sharepoint site (both for internal agency use) that have Plain 

Language resources for employees, including links, courses, checklists and templates. We have also 

organized resources by problem area (excessive acronyms, active/passive voice, English as a second 

language assistance, etc.)

Food Safety Inspection Service (FSIS)

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

Program Development SharePoint site.

Foreign Agricultural Service (FAS)

FAS/Public Affairs office added a link on FAS’s public Web site to the department’s plain language 

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

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Forest Service (FS)

• 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 Webpage has links to the 

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

also has links to public-facing plain writing Websites, a checklist for writers, and a list of 13 writingrelated AgLearn training modules, along with brief descriptions.

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

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.

National Institute of Food and Agriculture (NIFA)

Links to the Office of Management and Budget and PLAIN

Natural Resources Conservations Service (NRCS)

• my.NRCS.gov intranet site 

• My.NRCS.gov NRCS Correspondence Manual 

• Quarterly NRCS Correspondence Newsletter

Risk Management Agency (RMA)

The RMA intranet has a plain language web page on the Cultural Transformation site.The Web site is 

transparent and easy to navigate and provides useful information to employees and agency partners.

Rural Development (RD) 

Links to OMB and PLAIN

Office of Advocacy and Outreach (OAO)

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

• Email: AdvocacyandOutreach@osec.usda.gov

• Links to OMB and PLAIN

Office of the Assistant Secretary for Civil Rights (OASCR)

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

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

• Links to OMB and PLAIN on webpage

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Office of Communications (OC)

OC maintains the Department's centralized Plain Writing webpage 

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

Office of the Chief Economist (OCE)

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

Office of the Chief Information Officer (OCIO)

All of OCIO’s information can be reviewed at

http://www.ocio.usda.gov/policy-directives-records-forms

Office of the Executive Secretariat (OES)

Links to OMB and PLAIN

Office of the Inspector General (OIG)

OIG is in the process of developing a style guide that provides comprehensive writing guidance 

instructing employees on how to write plainly. This guide provides links to Plain Writing Act resources, 

and is the basis for training provided to employees.

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7. CUSTOMER SATISFACTION 

INTRODUCTION

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

– both the letter of the law and its intent.

SPOTLIGHT: USING EMPLOYEE SUGGESTIONS TO REVISE DOCUMENTS

Packers and Stockyards Program of the Grain Inspection Packers and 

Stockyards Agency established an internal Change Control Working Group 

several years ago. This group receives proposed change requests from 

employees, reviews them, and recommends those warranting change to the 

management team for approval and implementation. 

The proposed changes include changes to web content, forms, brochures, or 

other materials for the public. Employees submitted change requests prompted 

by conversations they had with members of the livestock and poultry industries 

who asked for clarification of information they read on the GIPSA Web site or in a program brochure. 

Employees also submitted change requests based on trends they saw in how industry members seem to not 

understand certain instructions in program forms. 

Both types of change requests have resulted in the management team assigning employees to make necessary 

revisions to improve the writing in program materials.

HOW WE SOLICIT COMMENTS AND WHAT PEOPLE ARE SAYING

The following list highlights some of the ways USDA agencies are receiving feedback about their writing. 

Some agencies are also receiving comments about how Plain Writing training has improved the way USDA 

communicates with its customers.

Agricultural Marketing Service (AMS)

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

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

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

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

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

information.”

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

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

Grain Inspection Packers 

and Stockyards uses

employee suggestions 

to identify documents 

that need to be written 

in Plain Language.

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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.

Economic Research Service (ERS)

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

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

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

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

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

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

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

satisfaction with written work.

Food Safety Inspection Service (FSIS)

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

consumers on a daily basis about the Food Safety Education Staff’s educational products. The Hotline 

has never received negative feedback from any individual or group of people regarding the 

products FSES produces. 

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

questions from the programs and more quickly receiving their responses. Other areas have also 

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

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

Foreign Agricultural Service (FAS)

To date, we have not received any complaints.

Forest Service (FS)

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

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

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

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

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

letters, brochures, Websites, and other materials in a way that the public can clearly understand. We 

appreciate your feedback. To comment on USDA written materials, write to USDA, ... or call ...”

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Grain Inspection, Packers, and Stockyard Administration (GIPSA)

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

• Visible Thread, a company that...

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

years ago. Based on employee suggestions, this group has recommended changing and clarifying 

documents – which were subsequently revised -- based on customer questions and industry trends.

National Agricultural Statistics Service (NASS)

• NASS is gradually rewriting some of its web pages with a specific emphasis on writing the content and 

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

• The year-long emphasis on direct, plain communication with all U.S. farmers on the importance of the 

Census of Agriculture to their operations and to agencies and institutions that make decisions affecting 

them has resulted in slightly higher response rates than at the same time during the previous census 5 

years ago. This higher return is despite the agency’s reduced budget for follow-up activities. 

The National Agricultural Statistics Service wrote and designed census materials with careful attention 

to plain language principles. However, since the materials were prepared months before they were 

mailed, one item – a postcard encouraging farmers who have not yet responded – got through the 

process without a plain language review. In tone and content, its message was different from other 

Census materials, harsher, less explanatory, less reader friendly. 

The impact was immediate and striking: as the errant post card reached farmers’ homes, the number 

per hour of calls spiked to 4,800 – at this level, NASS would need 578 enumerators to deal with 

customer inquiries. Instead NASS has functioned well with 160. The experience highlighted how 

effective the rest of the materials were in telling why the Census matters and encouraging recipients to 

respond. 

• In late spring 2013, NASS will conduct an internal and external evaluation of its Census 

communications materials and messaging. For the first time, NASS will include questions in the postCensus evaluation to measure the readability of the materials to help gauge the effectiveness of the 

plain language effort.

Natural Resources Conservations Service (NRCS)

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

• Direct customer feedback

• Surveys 

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

ns%20for%20my.NRCS.docx

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Risk Management Agency (RMA)

RMA has not received any formal comments but we are receiving positive feedback when we talk to 

customers.

Office of Advocacy and Outreach (OAO)

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

comprehension of program information and delivery of service.

Office of the Assistant Secretary for Civil Rights (OASCR)

OASCR is currently developing an employee skills assessment tool which will include a plain language 

component. 

Office of Budget and Program Analysis (OBPA)

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

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

Office of Communications (OC)

Agencies periodically express feedback/ appreciation for positive customer response to publications 

reviewed by OC. As an example, last year an OC writer/editor was included in an FSA 

Administrator’s Award for Service to Agriculture for her review of the publication Your Guide to FSA 

Farm Loans. The publication “led to increased awareness of program availability for socially 

disadvantaged and beginning farmers and ranchers.” 

Office of the Chief Economist (OCE)

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

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

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

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

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

before publication. 

Office of Inspector General (OIG)

OIG’s public-facing Web site (http://www.usda.gov/oig/) includes all of OIG’s published products as 

well as information on how to contact the agency regarding its writing. OIG also operates a hotline 

number that the public can use to directly contact the agency.

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Communicating with USDA about Plain Writing

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

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

older documents we should consider revising. Please e-mail us at plainlanguage@osec.usda.gov, call 

202-720-7100, or mail a letter to us at:

Maureen Wood

USDA Plain Language Coordinator

Office of the Executive Secretariat

U.S. Department of Agriculture

1400 Independence Avenue SW Washington, D.C. 20250

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Plain Writing Act • 2013 Compliance Report

8. Agency Coordinators 

Information

INTRODUCTION

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

implementation of the Plain Writing Act and ensure the Department complies with the Act. The following

officials, listed in the order shown in the USDA organizational chart, ensure that their agency or office

produces public documents in plain language.

Agency/Office

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing Coordinator(s)

Agricultural Marketing Service (AMS) Karen T. Comfort Lisa Ahramijian

Antoinette Carter

Michael Smith

Dana Stewart

Becky Unkenholz

Agricultural Research Service (ARS)

National Agricultural Library (NAL)

Tara Weaver-Missick Mary Conley

Animal and Plant Health Inspection Service 

(APHIS)

Beth Gaston Beth Gaston

Economic Research Service (ERS) John Weber

Dale Simms

Mary Conley

Farm Service Agency (FSA) Leigh Allen Rebecca Shively

Food and Nutrition Service (FNS)

Center for Nutrition Policy and Programs 

(CNPP)

Richard Lucas Richard Lucas

Food Safety Inspection Service (FSIS) Chuck Williams

Linda Russell

Vince Fayne

Linda Russell, Laura Reiser

Sandie Burrell/Karen Jackson

Andreas Keller

Foreign Agricultural Service (FAS) Sally Klusaritz Joseph Migyanka

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Plain Writing Act • 2013 Compliance Report

Agency/Office

Senior Agency Official 

Responsible for Plain 

Writing

Plain Writing Coordinator(s)

Forest Service (FS) Tim DeCoster Hutch Brown

Kathryn Sosbe

Grain Inspection, Packers, and Stockyard 

Administration (GIPSA)

Mike Schmidt Mike Schmidt

National Agricultural Statistics Service (NASS)

National Institute of Food and Agriculture 

(NIFA)

Sue King, NASS

Scott Elliott, NIFA

Mary Conley

Natural Resources Conservations Service 

(NRCS) Terry Bish

Suzanne Austin-Kashawlic

Risk Management Agency (RMA) Barbara Leach Michelle Bouchard

Bill Crews

Velerie Eddleman

Rural Development (RD) Rural Utilities Service: 

Rural Housing Service: 

Rural Business and 

 Cooperative Service:

Michelle Brooks

Karen Jacobs

Ken Meardon

Office of Advocacy and Outreach (OAO) Marilou Flores Marilou Flores

Office of the Assistant Secretary for Civil 

Rights (OASCR)

Winona Lake Scott Marshella Hines

Office of Budget and Program Analysis 

(OBPA)

Andrew Perry Andrew Perry

Office of Communications (OC) Cheryl Normile Cheryl Normile

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

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

Information Officer 

Matthew Patrick

David Simpson

Office of the Executive Secretariat (OES) Maureen Wood Ann Marie Gogniat

Office of the General Counsel (OGC)

Peter McHare Peter McHare

Office of the Inspector General (OIG) Michael Martin Michael Martin

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United States Department of Agriculture 78

USDA 

?"?=Zii5 

it ~ States Department of Agriculture 

Office of ltle Secrelary 

Washington, D.C. 20250 

Dear USDA Employees, 

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

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

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

will save us money too. 

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

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

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

a more open and accessible organization. 

In further support of these goals, last fall the President signed the Plain Writing Act of 2010. 

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

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

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

administer or enforce. 

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

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

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

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

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

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

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

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

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

farmer did not understand a regulation. 

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

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

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

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

learn more about the Act. 

An Equal Opponunoty Ef11)1oyef 
Plain Writing Act • 2013 Compliance Report

United States Department of Agriculture 79

Included in the newly updated Plain Language web page you will find resources that will help 

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

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

AgLeam courses, and plainlanguage.gov website to learn about and get training regarding 

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

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

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

it happen in the months and years ahead. 

Sincerely, 

CLCJ ~~A~ Thomas J. vQ' • 

Secretary