Plain language law

New Zealand law explained for everyone

Plain Language Act 2022

Preliminary provisions

6: What documents must use plain language

You could also call this:

“Which government documents need to be easy to understand?”

This law talks about documents that government agencies must write in plain language. These documents are called “relevant documents”. Here’s what you need to know:

A relevant document is one that’s in English and meant for the general public, not just specific people. It’s something that:

  • Tells you about services the agency provides or how to get those services
  • Explains how to give information to the agency
  • Helps you understand how to follow rules the agency is in charge of
  • Informs you about rules that might affect your rights
  • Teaches the public about something important

Documents can be on paper or on a computer screen, like a webpage.

The law says it’s okay to use Māori language in these documents too.

If an agency makes a form or template that will be sent to lots of people, it counts as a relevant document. But just because a document might be shared under the Official Information Act or released to the public doesn’t automatically make it a relevant document.

If only part of a document fits these rules, then only that part needs to be in plain language.

Remember, this law is about making sure you can understand important information from the government more easily.

This text is automatically generated. It might be out of date or be missing some parts. Find out more about how we do this.

View the original legislation for this page at https://legislation.govt.nz/act/public/1986/0120/latest/link.aspx?id=LMS701263.

Topics:
Government and voting > Government departments
Rights and equality > Anti-discrimination
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“Plain language means using simple words everyone can understand”

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“Rules for changing from the old law to the new law”

Part 1 Preliminary provisions

6What documents must use plain language

  1. In this Act, a document for which a reporting agency is responsible is a relevant document if—

  2. the document is in English (but see subsection (3) and section 15 ); and
    1. the agency considers that the intended audience for the document is the public generally (rather than 1 or more particular persons); and
      1. the document—
        1. provides information about what services are provided by, or on behalf of, a reporting agency or information about how to obtain those services (including any document that is necessary to obtain any of those services); or
          1. provides information about filing, registering, or lodging information with, or giving information to, a reporting agency; or
            1. explains to the public how to comply with a requirement that a reporting agency administers or enforces; or
              1. provides information to the public about a requirement that a reporting agency administers or enforces that may affect their rights or interests; or
                1. provides information as part of a public education initiative.

                  2. Examples

                  A department publishes on its Internet site a guide to the services it provides (including how to apply for those services). The intended audience is the public generally.

                  The guide is a relevant document. The department must take reasonable steps to ensure that the document uses plain language.

                  A member of the public (A) applies for a service. The department sends A an email about their application. The intended audience is only A (rather than the public generally).

                  The email is not a relevant document. The duty under section 9 does not apply.

                2. In this section, document means anything that sets out text—

                3. in a visible and tangible form and medium (for example, in print); or
                  1. in a visible form by electronic means (for example, a page on an Internet site).

                    1. Nothing in this Act prevents or restricts a reporting agency from including te reo Māori in any relevant document.

                    2. The following applies for the purposes of subsection (1)(b):

                    3. a standard form or template for a document that is intended to be sent to members of the public must be treated as being a document referred to in subsection (1)(b):
                      1. a document does not satisfy subsection (1)(b) only because—
                        1. it would be made available under the Official Information Act 1982 if a request for the document were made under that Act; or
                          1. a reporting agency proactively releases the document for the purpose of making official information available to the public.

                          2. If a document contains a part that meets the requirements in subsection (1) and a part that does not, section 9 applies only to the part that meets those requirements.