EXECUTIVE ORDER 01.01.2024.25

Maryland Plain Language Initiative

A. Definitions.

(1) “Plain Language” means writing that is clear, concise,

well-organized, and follows other best practices appropriate to the subject or field and intended audience.

(2) “State Agency” means a department, agency, commission, board, council, or other body of State government subject to the direction and supervision of the Governor.

(3) “Written Communication” means information on State agency websites and other written documents produced by State agencies intended for the public.

B. Establishment. There is a Maryland Plain Language Initiative, housed in the Maryland Digital Service in the Department of Information Technology.

C. Partners. The Maryland Digital Service will partner with the Department of Disabilities and the Governor’s Office of Community Initiatives to leverage their expertise for content reviews and testing with individuals with disabilities. The Chief Digital Experience Officer will work with other relevant agencies and external stakeholders as necessary to implement the Maryland Plain Language Initiative.

D. Duties. The Maryland Plain Language Initiative shall include:

(1) An assessment of the State’s capacity, needs, and resources to implement best practices in the use of plain language standards.

(2) The creation of the Maryland Plain Language Plan to enhance the accessibility of all written communication produced by State agencies, including through publishing plain language standards.

E. The Maryland Plain Language Plan shall:

(1) Include focused plain language efforts as part of any website design or redesign effort.

(2) Include plain language evaluation during discovery efforts to evaluate or improve any public facing application or system.

(3) Include recommendations to build capacity, develop resources, provide training, and conduct pilot projects.

(4) Identify plain language standards, which include the use of:

a. Everyday words that convey meanings clearly and directly;

b. Present tense and active voice;

c. Short, simple sentences;

d. Definitions of only those words that cannot be properly explained or qualified in the text; and

e. Layout and design that help the reader understand the meaning of the document, including adequate white space, bulleted lists, helpful headings, and other proven techniques.

(5) Consider the following in development:

a. Designating a plain language contact for each State agency;

b. Developing a style guide, templates, and resources for all State agencies;

c. Conducting pilot projects on written documents targeted at the public and collecting feedback to improve plain language efforts;

d. Developing a training plan so each State agency is trained about the use of plain language; and

e. Identifying available resources, including contracted services, to carry out any section of the Plan.

F. The Maryland Digital Service shall report to the Governor annually by December 31 on the State’s progress toward achieving the goals of the Maryland Plain Language Initiative.

G. All State agencies shall, in support of Maryland’s core mission to leave no one behind, implement the recommendations of the Maryland Plain Language Plan, in phases as outlined in the Plan.

H. This Executive Order shall be implemented in a manner that is consistent with all applicable statutes and regulations. Nothing in this Executive Order shall operate to contravene any State or federal law or to affect the State's receipt of federal funding.

I. If any provision of this Executive Order or its application to any person, entity, or circumstance is held invalid by any court of competent jurisdiction, all other provisions or applications of the Executive Order shall remain in effect to the extent possible without the invalid provision or application. To achieve this purpose, the provisions of this Executive Order are severable.

Effective Date: July 23, 2024.