In corrections, we deal with some of the most complex, sensitive, and high-stakes scenarios in public service. From escape attempts to inmate deaths to facility lockdowns — the incidents themselves are complicated.
Your news release shouldn’t be.
Corrections professionals often make the mistake of thinking that more formal language equals more credibility. But when it comes to public-facing communication, especially in high-stress moments, the opposite is true. Clear beats clever. Every time.
Let’s talk about why your next news release needs less legalese — and more plain English.
The Power of the K.I.S.S. Method
Keep It Simple, Spokesperson.
Using clear, direct language in your news releases helps:
- The public understand what happened — without confusion or speculation
- Media get the facts right — reducing the chance of misquotes or misinterpretation
- Your staff stay aligned — especially when media reports match internal briefings
- Your agency look transparent and trustworthy — not evasive or defensive
This isn’t about dumbing it down. It’s about making it digestible.
What to Avoid in News Releases
Overuse of policy or legal language
Don’t say:
“The individual was transported from the incident location pursuant to medical protocol.”
Say:
“The person was taken to the hospital for treatment.”
Long, winding sentences
If your sentence has a semicolon, it’s probably two sentences. Break it up. Simplify.
Jargon that only insiders understand
Terms like “segregation status,” “RHU,” or “non-contact tiered classification” mean nothing to the average reader. Use plain descriptions or define the term briefly.
🕳️ Passive voice that dodges accountability
Don’t say: “The facility has launched an internal investigation.”
Say: “An investigation has been started.”
What to Do Instead
✅ Write for a 4th–6th grade reading level
If your sentence makes you pause to reread it, the public will struggle with it too.
NOTE: If you are writing take-action instructions during a crisis or critical time, write for the 3rd-grade reading level.
✅ Use short sentences and bullet points when needed
Especially in early statements during fast-moving events.
✅ Say what you can say
You don’t have to give everything — just be honest about what’s known, and commit to updates.
✅ Review with someone outside corrections
Ask: “Does this make sense to someone who doesn’t work in a prison?”
Example: KISS in Action
Don’t write:
“An incident transpired in Unit B resulting in an individual being restrained in accordance with policy 4.06. A full administrative review is pending final documentation.”
Do write:
“During a time when all inmates are to be in their housing cell, one inmate became unrully with Unit B staff. That inmate was restrained by staff. The facility is secure, and an investigation has been started.”
One builds confusion. The other builds trust.
Plain Language = Public Confidence
If the public can’t understand you, they can’t trust you.
If media can’t quote you clearly, they’ll find someone else.
If staff can’t follow the message, rumors will fill the gaps.
Your words are your credibility. And simple is strategic.
Need Help Simplifying Your Statements?
Corrections Communicated offers templates, pre-cleared holding statements, and plain-language review services for corrections PIOs and agencies.
Download the Corrections Communications Starter Toolkit or reach out to PDR Strategies for a custom news release review process that matches your agency tone — without the jargon.
Because your message should be strong.
But your language should always be simple.