Our bill on Plain English in Government Communications

Read it, celebrate it, see it being edited under your very nose! This is the latest draft of a bill that Plain English Power intends to present to Members of the incoming New Zealand Government after the 2008 election. This was last amended on 26 July 2008.

Obviously, a high priority of Plain English Power is that the bill should be written in plain English.
We'd like to know: can you understand this bill at first reading?

1. Title

This Act is the Plain English in Government Communications Act of 2008.

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:
(a) means any document issued by an agency to the public that:

(b) includes documents on paper, on web sites, or in any other electronic form.

Plain English means English that:
(a) the intended readers can easily understand and use after one reading; and
(b) is clear, concise, and well-organised, and follows other guidelines of plain English writing.

5. Responsibilities of Government agencies

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

(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 English writing.
(4) Informing all staff which plain English guidelines they must follow. (See section 7.)
(5) Making sure the agency continues to comply with the requirements of this Act.

6. Reports to State Services Commissioner and Parliament

(a) 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.

(b) 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 English Guidelines

An agency may develop and use its own plain English guidelines, as long as they are consistent with the definition of plain English 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 English.
(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.

We’d like to know: can you understand this Bill at first reading?
If not, please tell us what is unclear.