Our bill on plain language in government communications

Last amended on 27 June 2010.

1. Title

This Act is the Plain Language Act of 2010.

2. Commencement

This Act becomes law the day after it receives the Royal assent.

3. Purpose

The purpose of this Act is to improve the New Zealand Government agencies’ effectiveness and accountability by requiring agencies to communicate clearly with the public.

4. Definition of key terms

Agency means a unit of government authorised by law or regulation to do a specific thing.

Covered document means any document issued by an agency to the public and includes documents on paper, on web sites, or in any other electronic form.

Plain language means language that the intended readers can easily understand and use after one reading because is clear, concise, and well-organised, and follows other guidelines of plain language writing.

5. Responsibilities of Government agencies

Requirement to use plain language in new documents. Within 12 months after this Act becomes law, each agency must use plain language in any covered document issued or substantially revised after the Act becomes law.

6. Reports to State Services Commissioner and Parliament

(a) Submission dates The State Services Commissioner must notify each agency of the submission dates for each report listed in Section 6.

(b) Initial report. Within 6 months after this Act becomes law, all agency heads must report to the State Services Commissioner on how the agency plans to meet the following objectives:

(1) Appointing a senior official to be responsible for fulfilling the requirements of this Act.
(2) Informing all agency staff what this Act requires of them.
(3) Making sure all staff are trained in plain language writing.
(4) Informing all staff which plain language guidelines they must follow. (See section 7.)
(5) Making sure the agency continues to comply with the requirements of this Act.

(c) Ongoing reports. For the first 2 years after this Act becomes law, agency heads must report annually to the State Services Commissioner on how the agency complies with section 5. After that, agency heads must provide a similar report once every 2 years.

(d) Reporting to Social Services Committee. After receiving reports from agencies, the State Services Commissioner must report to the Social Services Committee on agencies’ compliance with section 5, and may make recommendations on plain language guidelines and best practices.

7. Plain language guidelines

An agency may develop and use its own plain language guidelines, as long as they are consistent with the definition of plain language in section 4.

Examples

8. Special provisions relating to language and New Zealand law

Nothing in this Act will:

(a) Stop anyone using Maori or Sign Language, or any language other than language.
(b) Override any other New Zealand law or the Treaty of Waitangi.
(c) Affect the validity of regulations or make it harder for agencies to enforce them.