DOD INSTRUCTION 5025.13
D
OD PLAIN LANGUAGE PROGRAM
Originating Component: Office of the Performance Improvement Officer and Director of
Administration and Management
Effective: January 23, 2020
Change 2 Effective: February 9, 2024
Releasability: Cleared for public release. Available on the Directives Division Website
at https://www.esd.whs.mil/DD/.
Reissues and Cancels: DoD Instruction 5025.13, “DoD Plain Language Program,”
April 11, 2013, as amended
Cancels: Director for Administration and Management Memorandum,
“Requirements and Initial Implementation of Public Law 111-274, ‘Plain
Writing Act of 2010,’ (the Act) in the Department of Defense (DoD),”
November 22, 2011
Approved by: Lisa W. Hershman, Chief Management Officer of the Department of
Defense
Change 2 Approved by: Jennifer C. Walsh, Performance Improvement Officer and Director of
Administration and Management
Purpose: In accordance with the authority in DoD Directive 5105.53 and the January 11, 2021 Deputy
Secretary of Defense Memorandum, this issuance:
• Establishes policy, assigns responsibilities, and provides procedures for the DoD Plain Language
Program, pursuant to Public Law 111-274 (also known as the “Plain Writing Act of 2010,” and referred
to in this issuance as the “Plain Writing Act”), and the September 13, 2011 Deputy Secretary of Defense
Memorandum.
• Promotes DoD use of clear, concise, and well-organized language in documents and websites (as
defined in this issuance) to effectively communicate with intended audiences. This is in accordance
with guidance in the January 21, 2009 Presidential Memorandum and the April 13, 2011 Office of
Management and Budget Memorandum.
• Establishes the DoD Plain Language Committee.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
TABLE OF CONTENTS 2
TABLE OF CONTENTS
SECTION 1: GENERAL ISSUANCE INFORMATION .............................................................................. 3
1.1. Applicability. .................................................................................................................... 3
1.2. Policy. ............................................................................................................................... 3
1.3. Summary of Change 2. ..................................................................................................... 4
SECTION 2: RESPONSIBILITIES ......................................................................................................... 5
2.1. Performance Improvement Officer and Director of Administration and Management
(PIO/DA&M). ..................................................................................................................... 5
2.2. Director, Washington Headquarters Services (WHS). ..................................................... 5
2.3. DoD and OSD Component Heads. ................................................................................... 6
SECTION 3: PROCEDURES ................................................................................................................ 7
3.1. Using Plain Language. ...................................................................................................... 7
3.2. Training. .......................................................................................................................... 10
3.3. DoD and OSD Component Head Plain Language Contacts. .......................................... 10
3.4. DoD Plain Language Committee. ................................................................................... 11
3.5. Compliance Reporting. ................................................................................................... 11
GLOSSARY ..................................................................................................................................... 12
G.1. Acronyms. ...................................................................................................................... 12
G.2. Definitions. ..................................................................................................................... 12
REFERENCES .................................................................................................................................. 14
TABLES
Table 1. Plain Language Concepts ................................................................................................. 7
FIGURES
Figure 1. Procedures for Users Outside DoD to Request Language Clarification ........................ 8
Figure 2. Procedures for DoD Personnel to Request Language Clarification ............................... 9
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 1: GENERAL ISSUANCE INFORMATION 3
SECTION 1: GENERAL ISSUANCE INFORMATION
1.1. APPLICABILITY.
a. This issuance applies to OSD, the Military Departments, the Office of the Chairman of the
Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of Inspector
General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all
other organizational entities within the DoD (referred to collectively in this issuance as the “DoD
Components”).
b. The Office of Inspector General of the Department of Defense will serve as a non-voting
observer on the DoD Plain Language Committee. The Inspector General of the Department of
Defense will determine the appropriate level of involvement or participation so as to not impair
the Office of Inspector General of the Department of Defense’s independence.
1.2. POLICY.
a. The DoD:
(1) Implements a plain language program.
(2) Requires DoD personnel to use plain language concepts in its documents and on its
websites. Documents and websites requiring technical or specialized language should be as clear
and concise as possible.
(3) Maintains the DoD Plain Language Website (referred to in this issuance as “the
Website”) at https://www.esd.whs.mil/DD/plainlanguage as the official DoD source for Plain
Writing Act requirements, training, and compliance information.
(4) Offers, on the Website, a chance for users outside DoD to provide feedback on
unclear DoD communications in covered documents as defined in this issuance.
(5) Offers a chance for DoD users to provide feedback on unclear DoD communications
in documents or websites.
(6) Publishes an annual report on the Website describing DoD Component compliance
efforts in accordance with the Plain Writing Act; the January 21, 2009 Presidential
Memorandum; and the April 13, 2011 Office of Management and Budget Memorandum.
b. All DoD personnel who regularly write or edit documents and manage or create content
for websites must take plain language training, either via the Website or as described in Section 3
of this issuance. All other DoD personnel are encouraged to take plain language training.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 1: GENERAL ISSUANCE INFORMATION 4
1.3. SUMMARY OF CHANGE 2.
The change to this issuance:
a. Adds the requirement to follow plain language guidelines in the management of or content
creation for websites.
b. Removes the information collections paragraph in accordance with DoD
Instruction 8910.01.
c. Reinforces records management requirements in accordance with DoD
Instruction 5015.02.
d. Corrects administrative errors and updates references.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 2: RESPONSIBILITIES 5
SECTION 2: RESPONSIBILITIES
2.1. PERFORMANCE IMPROVEMENT OFFICER AND DIRECTOR OF
ADMINISTRATION AND MANAGEMENT (PIO/DA&M).
The PIO/DA&M:
a. Serves as the senior official for plain language to oversee DoD Component
implementation of the Plain Writing Act.
b. Establishes DoD policy, standards, and procedures for implementation and compliance
with the Plain Writing Act through the DoD Plain Language Program.
2.2. DIRECTOR, WASHINGTON HEADQUARTERS SERVICES (WHS).
Under the authority, direction, and control of the PIO/DA&M, the Director, WHS:
a. Manages and administers the DoD Plain Language Program.
b. Develops and maintains DoD-specific policy and procedural information.
c. Communicates Plain Writing Act requirements to the DoD and OSD Components and
offers training options on the Website.
d. Maintains the Website to:
(1) Provide Plain Writing Act requirements, training, and compliance information.
(2) Collect amendment requests on DoD covered documents.
(3) Publish the DoD Annual Plain Writing Act Compliance Report.
e. Compiles implementation data for the DoD Annual Plain Writing Act Compliance Report
and publishes the report on the Website.
f. Monitors amendment requests on DoD covered documents submitted through the Website.
Reviews requests received to determine their legitimacy and, if warranted, routes amendment
requests to the appropriate DoD or OSD Component for further action.
g. Chairs the DoD Plain Language Committee.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 2: RESPONSIBILITIES 6
2.3. DOD AND OSD COMPONENT HEADS.
The DoD and OSD Component heads:
a. Require the use of plain language concepts in all new or substantially revised documents
and websites.
b. Communicate Plain Writing Act requirements throughout their respective Components
and oversee compliance.
c. Require Component personnel who regularly write documents and manage or create
content for their websites to complete plain language training in accordance with Section 3 of
this issuance.
(1) Component heads may direct personnel to repeat plain language training, if needed.
(2) Components using contractors to help write documents and manage or create content
for their websites will ensure that relevant contracts entered into after the effective date of this
issuance include a requirement that employees of the contractor complete plain language training
and use plain language when performing those duties.
d. Designate a Component plain language contact to serve as a representative on the DoD
Plain Language Committee and implement the procedures in Section 3 of this issuance. Provide
written documentation of the designation and any changes in that designation to WHS at
whs.mc-alex.esd.mbx.dod-plain-lang[email protected].
e. Encourage Component personnel to seek clarification from within their organization, as
appropriate, before submitting an amendment request on the Website.
f. Ensure annual reports and documentation cited within this issuance are retained in
accordance with the DoD Component records management policies, procedures, and records
disposition authorities approved by the National Archives and Records Administration and in
accordance with DoD Instruction 5015.02 and Chapters 29, 31, and 33 of Title 44, United States
Code.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 3: PROCEDURES 7
SECTION 3: PROCEDURES
3.1. USING PLAIN LANGUAGE.
a. When drafting new documents, revising existing ones, or creating or updating websites,
DoD personnel will follow the Federal Plain Language Guidelines available at
https://www.plainlanguage.gov, and use its resources at
https://www.plainlanguage.gov/resources/ as appropriate.
(1) Specialized language may be required depending on the intended audience, but
language and document or website organization should be as clear as possible.
(2) DoD personnel may also use the DoD Brand Guide at
https://www.defense.gov/Brand-Guide/ or the DoD Visual Style Guide at
https://www.dimoc.mil/VI-Training/DoD-VI-Style-Guide/, as appropriate.
b. Key concepts of plain language to keep in mind are noted in Table 1.
Table 1. Plain Language Concepts
Be Clear • Use plain language whenever possible; avoid jargon
• Avoid overuse of acronyms (if used, make certain they are
established upon first use)
• Use the active voice
• Organize and filter information with readers’ needs in mind
• Format the document so that it’s easy to read and understand
• Use tables or figures if that’s the best way to show information
Be Concise • Remove unnecessary words
• Write sentences with 20 words or fewer and that contain a single
thought, action, etc.
• Use seven sentences or fewer per paragraph
Be Specific • Include only information that the reader must know
• Use words with precise meaning
• Include details that are directly relevant to the main point
c. Procedures for users outside DoD to request amendment of covered documents and
websites are in Figure 1 of this issuance. Procedures for DoD personnel to request amendment
of all documents (including covered) and websites are in Figure 2 of this issuance.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 3: PROCEDURES 8
Figure 1. Procedures for Users Outside DoD to Request Language Clarification
USER
- Fill out and submit amendment
request on DoD Plain Language
Website.
WHS
-
Evaluate amendment requests.
-
If valid:
•
Forward to proper DoD or OSD Component plain
language contact.
•
Inform user of current status.
COMPONENT PLAIN LANGUAGE CONTACT
-
Determine document author or website manager/content
creator.
-
If clarification on amendment request is needed, contact user.
-
Forward amendment request to author or website
manager/content creator.
-
Inform user of current status.
AUTHOR OR WEBSITE MANAGER/CONTENT CREATOR
-
Evaluate amendment request and determine appropriate way
ahead:
•
Immediate revision using plain language standards.
•
Revision on next edition.
•
Current language is justified and necessary.
-
Inform user and Component plain language contact of
determination.
COMPONENT PLAIN LANGUAGE
CONTACT
-
Note resolution of amendment request.
-
Include resolution in annual report to WHS.
WHS
- Include resolution of amendment request i
n
a
nnual plain language report published o
n
the Website.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 3: PROCEDURES 9
Figue22. Procedures for DoD Personnel to Request Language Clarification
USER
Request clarification from colleagues or internal sources.
Contact document author or website manager and request clarification.
If this doesn’t resolve the issue, request Component plain language
contact engage the author or website manager’s Component.
USER’S COMPONENT PLAIN LANGUAGE
CONTACT
- Discuss plain language issue with author or website
manager’s Component plain language contact.
AUTHOR OR WEBSITE MANAGER’S COMPONENT
PLAIN LANGUAGE CONTACT
Forward amendment request to appropriate office. If
necessary, discuss plain language issue with document
author or website manager.
Inform user’s Component plain language contact of
current status.
AUTHOR O
R WEBSITE MANAGER
Evaluate amendment request and determine appropriate way
ahead:
Immediate revision using plain language standards.
Revision on next edition.
Current language is justified and necessary.
Inform author or website manager’s Component plain
language contact of determination.
AUTHOR OR WEBSITE MANAGER’S
COMPONENT PLAIN LANGUAGE CONTACT
Inform user’s Component plain language contact of
determination.
Include resolution of internal plain language concerns on
annual report to WHS in space for “Other Information” as
appropriate.
Figure 2. Procedures for DoD Personnel to Request Language Clarification
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 3: PROCEDURES 10
3.2. TRAINING.
a. DoD and OSD Components are responsible for training their personnel. The Military
Departments are responsible for ensuring that periodic, annual, or institutional training programs
prepare their respective Service members to contribute successfully while assigned to the Joint
Staff and Combatant Commands. When assigned to the Joint Staff and Combatant Commands,
Service members will be guided by and responsive to the writing guidelines and staff processes
of their assigned staff or command. The Components may use training already available to them
if it addresses aspects of plain language. At a minimum, training information must address the
concepts listed in Table 1.
b. DoD personnel who regularly write and edit documents and manage or create content for
websites must take plain language training upon beginning their assignment. All other DoD
personnel are encouraged to take plain language training. All DoD personnel are encouraged to
refresh their training annually.
c. New DoD personnel should receive plain language training as part of their orientation
training.
3.3. DOD AND OSD COMPONENT HEAD PLAIN LANGUAGE CONTACTS.
DoD and OSD Component plain language contacts will:
a. Help Component personnel understand and follow the policy and procedures of the DoD
Plain Language Program as stated in this issuance.
b. Identify Component personnel who regularly write or edit documents and manage or
create content for websites, ensuring they receive plain language training.
c. Oversee requested review of the Component’s documents (including covered) and
websites.
(1) Review amendment requests forwarded from WHS and received from other
Component plain language contacts.
(2) Decide how best to handle amendment requests, in coordination with appropriate
parties.
(3) Work with the document author or website manager or content creator to respond to
the user or Component plain language contact concerned as quickly as possible with the decision
reached in Paragraph 3.3.c.(2) of this issuance.
d. Work with Component personnel to improve communication efforts.
e. Approve and submit annually required information as described in Paragraph 3.5. of this
issuance.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
SECTION 3: PROCEDURES 11
f. Serve as a representative on the DoD Plain Language Committee.
3.4. DOD PLAIN LANGUAGE COMMITTEE.
a. The Director, WHS, or a representative, chairs the Committee.
b. Committee membership includes DoD and OSD Component plain language contacts and
other administrative staff carrying out plain language efforts who are full-time or permanent
part-time government employees or military members.
c. The Committee will meet annually, or as needed, to:
(1) Help revise policy and guidance.
(2) Monitor DoD compliance with the Plain Writing Act.
(3) Share plain language best practices and resources.
3.5. COMPLIANCE REPORTING.
a. DoD and OSD Component plain language contacts must prepare annual compliance
information (see Glossary) using the DD Form 2960, available on the Website.
b. Examples of information to be reported include:
(1) For covered documents and websites:
(a) Number of amendment requests received.
(b) Number of amendment requests resolved.
(c) Number of amendment requests denied and the justification for those denials.
(d) Status and number of amendment requests still outstanding.
(2) Verification that the OSD or DoD Component complies with training requirements in
accordance with Paragraph 2.3.c. of this issuance.
c. DoD and OSD Component plain language contacts must submit DD Form 2960 no later
than March 15 of each year to whs.mc-alex.esd.mbx.dod-plain[email protected].
DD Form 2960 will record compliance information gathered from the previous calendar year
(January through December).
d. WHS will compile and publish the DoD Annual Plain Writing Act Compliance Report on
the Website. It will be published annually by April 13 in accordance with the
September 13, 2011 Deputy Secretary of Defense Memorandum.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
GLOSSARY 12
GLOSSARY
G.1. ACRONYMS.
A
CRONYM
M
EANING
DD
Department of Defense (form)
PIO/DA&M
Performance Improvement Officer and Director of Administration
and Management
WHS
Washington Headquarters Services
G.2. DEFINITIONS.
These terms and their definitions are for the purpose of this issuance.
T
ERM
D
EFINITION
amendment request
Any inquiry from a user requesting that a covered document or
website be changed or revised using plain language.
compliance
information
Any information demonstrating efforts towards implementation of
and compliance with the Plain Writing Act. May include, but is not
limited to, the number of personnel who have completed training;
operational process changes to promote the use of plain language;
and documentation of amendment requests and responses.
covered document
Any document or publicly accessible website that is necessary for
obtaining any Federal Government benefit or service, provides
information about any Federal Government benefit or service, or
explains to the public how to comply with a requirement the Federal
Government administers or enforces. Does not include a regulation.
document
A written document, including official communications, created by
DoD personnel that requires user(s) to understand and implement the
information it contains.
DoD Annual Plain
Writing Act
Compliance Report
A comprehensive report, required by the Plain Writing Act, that is
annually published on the Website. It documents DoD compliance
information and ongoing implementation efforts.
DoD and OSD
Component plain
language contacts
An individual selected by their Component head to be responsible for
overseeing Component implementation efforts and compliance with
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
GLOSSARY 13
T
ERM
D
EFINITION
the Plain Writing Act, and to serve as the Component’s Plain
Language Committee representative.
DoD personnel
All DoD civilian employees and Service members.
OSD Component
One of the offices that compose OSD whose principal reports directly
to the Secretary or Deputy Secretary of Defense.
plain language
Language that is clear, concise, well-organized, and consistent with
other best practices appropriate to the subject or field and intended
audience. Such language avoids jargon, redundancy, ambiguity, and
obscurity.
user
Any reader of a document or covered document or user of a website
who needs information in the document, covered document, or
website to perform their work duties, obtain a Federal Government
benefit or service, obtain information about a Federal Government
benefit or service, or comply with a requirement the Federal
Government administers or enforces.
website
A publicly accessible or internal website maintained by a DoD
Component that requires user(s) to understand and implement the
information it contains.
DoDI 5025.13, January 23, 2020
Change 2, February 9, 2024
REFERENCES 14
REFERENCES
Deputy Secretary of Defense Memorandum, “Implementation of Public Law 111-274, the ‘Plain
Writing Act of 2010,’ in the DoD,” September 13, 2011
Deputy Secretary of Defense Memorandum, “Re-establishment of the Assistant to the Secretary
of Defense for Intelligence Oversight and the Director of Administration and Management,”
January 11, 2021
DoD Directive 5105.53, “Director of Administration and Management (DA&M),”
February 26, 2008
DoD Instruction 5015.02, “DoD Records Management Program,” February 24, 2015,
as amended
DoD Instruction 8910.01, “DoD Implementation of the Paperwork Reduction Act,”
December 5, 2022
Office of Management and Budget Memorandum, “Final Guidance on Implementing the Plain
Writing Act of 2010,” April 13, 2011
Presidential Memorandum, “Transparency and Open Government,” January 21, 2009
Public Law 111-274, “Plain Writing Act of 2010,” October 13, 2010
United States Code, Title 44
