A Reminder About the Use of Plain Language in Your Notices: DWC Rule 124.2

Clarity is key to communication. A document must be readable and legible to serve its purpose. In the midst of busy schedules and relentless emails, formatting requirements can easily fall by the wayside, but we want to highlight the administrative rule requirements for filing a plain language notice (PLN) in DWC Rule 124.2 (Requirements for Insurance Carrier Notifications).

This rule details an insurance carrier’s requirements for explaining its actions and the basis of those actions to the injured employee or claimant beneficiary. An often forgotten provision is found near the end of the section, and added to many of the instructions on the PLNs:

Rule 124.2(o) states that “All notices to a claimant under this section must be stated in plain language and in no less than 12-point font.”

This particular requirement ensures that the insurance carrier or self-insured employer’s communications are both readable and legible. In this digital age, it has become increasingly important to check that any PLNs are stated in plain language and printed in 12-point font or larger.

Plain language is language that is clear and understandable – and as simple as the situation allows. The website www.plainlanguage.gov is a helpful resource for examples of plain language and provides guidelines. Here is such an example:

Why did DWC settle on a 12-point font requirement? This requirement also stems from the plain language initiative. When documents are scanned and copied, clarity can be reduced. A larger font can make all the difference.

Remember the format guidelines provided in DWC Rule 124.2(o), and…in all things, be clear!