Patient-Friendly Document Committee
Checking Readability Level
DIVERSITY
EQUITY
INCLUSION
Checking for reading difficulty helps us create documents that better meet patients’ needs.
Don’t Use Microsoft Word for Readability
• Microsoft Word’s readability function, which uses the Flesch-Kincaid formula, is not always reliable or
valid. We do not recommend using Word for readability.
• Instead this handout will describe how to use the “SMOG” (Simple Measure of Gobbledygook) formula.
The SMOG formula scores a bit higher, so the UNMH goal for reading level is 8th grade using the
SMOG. This is very close to a score of 6th grade using the Fry Readability Formula. The Fry is harder to
use both manually and on-line. So use the SMOG instead.
Analyzing Readability on the Web
» Choosing the Text to Analyze
✓✓ Try to use at least 30 sentences or 300 words. Small samples may not give an accurate score.
✓✓ Use only complete sentences. Choose samples of connected, flowing text.
✓✓ Cut and paste the text you’ll analyze into a new document. Rename it to keep track of the two
versions.
» Preparing the Text
You must prepare your text first or you’ll have problems with accuracy. See samples of original and
prepared text on back.*
✓✓ Delete all headings and subheadings.
✓✓ Delete incomplete sentences (parts of a sentence such as, “your last headache”).
✓✓ Delete periods that are not really the end of a sentence. If you don’t, your software may “see” many
more sentences than are really there. This will give an artificially low score.
Examples of periods you need to remove:
– after numerals in a numbered list (1. or 2.)
– with abbreviations (Jill M. Sanchez, M.D. or Q. & A.)
– in e.g., or i.e.; in decimals (12.9%); and in a.m. and p.m. (9 a.m.)
✓✓ Delete bulleted lists unless the text in each bulleted line is a complete sentence. If it is a sentence, you
can use it (for example, “Record the date of your headaches” can be used but not, “your headaches.”)
✓✓ Resave the document with its new name.
» Analyzing the Text
✓✓ Copy the prepared text from the document you’re working in.
✓✓ Go to: http://www.online-utility.org/english/readability_test_and_improve.jsp.
✓✓ Find the big empty box below the 2nd paragraph where you’ll see, “Enter text (copy and paste is fine)
here:” and paste the text into the box.
✓✓ Click on
. Next you will see a results screen which includes the SMOG.
(over)
UNM Hospitals O ffice of Diversity, Equity and Inclusion. For more resources: http://hospitals.unm.edu/dei/literacy.shtml
Reading the Results
These are helpful numbers, but
look at the SMOG Grade Level
score below first.
The SMOG score is the most
informative. See “What Good
Scores Look Like” below.
Here you will find
a list of sentences
you could revise
for easier reading.
What Good Scores Look Like
Measures
A Good Score
Fixing a Score That’s Too High
SMOG Grade Level
7 or 8 (rounded to the nearest whole
number)
Your text needs to be at SMOG 10 or lower before you submit it for
health literacy review.
Syllables per Word
Less than 1.5
If it’s 1.6 or higher, you’re using too many long words. Try using
shorter words where possible.
Word per Sentence
10 to 15 words
Look for sentences you can shorten.
*Sample of Original Text and Text Prepared for Analysis
Original Text (Before Being Prepared)
Here is an example of text taken from a page of a
booklet.
• Text from the first two sets of bullets can be used
because each bullet is a complete sentence. You
cannot use the last column’s text because the
bullets are not sentences.
• Also, note that you would not use the headings.
Prepared Text Ready to Paste into Readability Program
Adults should get at least 2 hours and 30 minutes each week of aerobic physical activity that requires moderate
effort. You need to do this type of activity for at least 10 minutes at a time. Adults should also do strengthening
activities at least 2 days a week. Strengthening activities include push-ups, sit-ups and lifting weights (see page 7 for
more ideas on what activities to do, how much, and how often. Pick an activity you like and one that fits into your
life. Find the time that works best for you. Be active with friends and family. Having a support network can help you
keep up with your program. There are many ways to build the right amount of activity into your life. Every little bit
adds up and doing something is better than doing nothing. To learn how to avoid injury, see page 13.
3/8/12
UNM Hospitals O ffice of Diversity, Equity and Inclusion. For more resources: http://hospitals.unm.edu/dei/literacy.shtml