2.0 Plain language: Canada.ca Content Style Guide

Plain language requirements

The use of plain language is a requirement of the Directive on the Management of Communications.

Writing in plain language doesn't mean over-simplifying or leaving out critical information. Using plain language actually makes critical information accessible and readable for everyone.

By writing plainly and simply, you:

• increase the chances that people will find, read and understand your information from any device
• make your information more accessible to people with disabilities
• allow people who are reading your information on a small screen to see essential information first
• save resources when editing and translating your text
• improve task completion and cuts costs by, for example, reducing enquiries

2.1 Start with the most important information

Start your content with the most important information, and be direct. When people scan web pages, they tend to start in the top left hand corner and scan to the right and down. As they move down the page, they scan less and less to the right.

Organize your content using an inverted pyramid structure to:

• guide your audience to the information they need to complete their task
• place supporting and relevant details toward the end of the text

The inverted pyramid structure is divided into four sections, from top to bottom. It shows the order of information on a web page.

• First:
  • start with the most important idea, step or information
• Second:
  • add details and tasks in order of importance
  • keep all task related content in the centre of the page
  • use links to direct people to key information and tasks
• Third:
  • include information for audiences who want to learn more or have more knowledge of the topic or service, but only if it makes sense
• Fourth:
  • add links only if they relate to content that supports completion of the task on the web page (for example, laws or publications)

2.2 Use simple and common words

Replace long words with short, simple and everyday words that most people understand and use. Simple words have 2 syllables or less. They're easier to scan than long, complex words.

Example of simple and common words

Write: ask
Instead of: make a request

Write: you must
Instead of: you shall

Write: to
Instead of: in order to

Write: before
Instead of: prior to

Write: get
Instead of: obtain

See how this rule applies in French

• 2.2 Utiliser des mots simples et courants

2.3 Use active voice and positive form

Whenever possible use the:

• active voice instead of the passive voice
• positive form instead of the negative form

2.4 Use verbs instead of nouns formed from verbs

Avoid using nouns that are formed from verbs. They can be vague. Verbs alone clearly express the action needed.

Examples of the use of verbs instead of nouns

Write: apply
Instead of: submit your application

Write: consider
Instead of: take into consideration

Write: modify
Instead of: make a modification

Write: needs
Instead of: is in need of

Always use the simplest form of a verb. When possible, use the present tense.

See how this rule applies in French

• 2.4 Utiliser des verbes plutôt que des noms formés à partir de verbes

2.5 Avoid jargon, idioms and expressions

Where possible, avoid using jargon, idioms and expressions. Use the clearest, most popular term for your audience.

Legal and technical terms and "government-speak" confuse most people.

People who don't speak English or French might use online tools to translate text. These tools don't always translate idioms and expressions accurately.

Examples of jargon, idioms and expressions

Jargon: bench warrant (an order by a judge to arrest someone who didn't show up in court or comply with certain conditions)

Idiom: to hire a helping hand (meaning to hire an employee)

Expression: attack your least favourite task first (meaning do your least favourite task first)

If you must include jargon familiar to your target audience, be sure to:

• explain it using simple, familiar words or give an example to help non-specialists understand
• never use jargon to explain jargon

Examples of statements that avoid the use of jargon

Write: You have to file your income tax return (T1) by April 30.
Instead of: You have to file your T1 return by April 30.

Write: Learn about savings plans that can help you save enough money to retire.
Instead of: Learn about different types of savings plans that will let you build up your retirement nest egg.

See how this rule applies in French

• 2.5 Éviter le jargon et les expressions familières ou imagées

Identify keywords your audience is using to find your content

Tools you can use to see which search terms are most popular:

• Google Trends
• Google Keyword Planner
• Bing Keyword Research
• Mozilla Firefox's Keywords Everywhere 

Refer to your analytics to find out which search terms your audience uses to find related content.

2.6 Use simple sentences

Keep sentence structure simple by putting the subject and the verb at the beginning of the sentence and by using the subject + verb + object construction. This structure helps the reader understand what the subject of the sentence is doing by placing the subject first, followed by the verb.

Avoid complex and compound sentences. They generally contain too much information for people to understand when they're scanning.

Examples of simple sentences

Write: Learn about Canada's transportation system. Find information about using paved roads, bike trails, airports and ports across the country.
Instead of: Canada's vast transportation system enables millions of people each year to travel throughout the country, around the world, and to work and back. From this page you can access a wealth of transportation information related to travelling and commuting.

Replace complex sentence structures with direct statements.

Examples of direct statements

Write: You have until April 30 to file your tax return.
Instead of: The period of time that you have to file your tax return ends on April 30.

Replace noun strings (a series of 2 or more nouns used to name something) with direct statements.

Examples of statements that avoid chains of nouns

Write: The evaluation team will submit its final report on the training program in September.
Instead of: The training program evaluation team will submit its final report in September.

Surround a long sentence with shorter ones because it helps people understand the long sentence.

See how this rule applies in French

• 2.6 Utiliser des phrases simples

2.7 Use short sentences and paragraphs

Be concise. Use as few words as possible to express an idea. By being concise, you'll help everyone, even specialists, complete the task they set out to do.

Keep sentences and paragraphs short to make them easier to scan on any screen size. People who have learning disabilities may find it difficult to scan and understand long sentences and paragraphs.

Try to keep sentences under 20 words. You can do this by: 

• breaking long sentences into shorter ones
• limiting each sentence to 1 idea
• removing unnecessary words

Examples of shortened sentences

Write: We received your request for funding and approved it.
Instead of: We received your request for funding, which we've thoroughly reviewed and approved in a timely manner.

Write: We'll consider any type of investment.
Instead of: Any type of investment will be taken into consideration.

Try to keep paragraphs to 3 sentences. You can do this by:

• developing 1 main idea per paragraph
• presenting a series of more than 2 ideas or words as a vertical list
• using a short form for a long title instead of repeating it

See how this rule applies in French

• 2.7 Utiliser des phrases et des paragraphes courts

2.8 Explain references to legislation

When explaining a requirement that comes from an act or regulation, avoid mentioning the act or regulation by name. Include only the information people need to complete the task.

If you must include the name of the act or regulation, always give a plain-language description. First, explain what your audience needs to know and why they need to know more about the act or regulation. Then, you may add the reference to the act or regulation.

Examples of references to legislation

Write: You can apply for your child to become a Canadian citizen after they arrive in Canada as a permanent resident.

Related links

• Citizenship Act, section 5.1

Instead of: After your child arrives in Canada as a permanent resident, you can apply for citizenship on the child's behalf under section 5.1 of the Citizenship Act.

See how this rule applies in French

• 2.8 Expliquer les références aux lois

2.9 Check the reading level of the content

Check the reading level of your text. Make sure that it meets the reading level you're targeting based on the literacy needs of your audience. Do this every so often while you're writing content. You can use various tools to do this.

Readability tools help you check if content is too wordy or complex. Writing content at a reading level above grade 8 can make it difficult for many people to understand or complete their task.

Use a readability tool

You can use a readability tool like Flesch-Kincaid to check the reading level of your English content. This tool is available as part of Microsoft Word. It generally reflects the years of education needed to understand the text.

To use Flesch-Kincaid:

1. in Word 2010 and later, click the File tab, and then click Options
2. click Proofing
3. under When correcting spelling and grammar in Word, make sure the Check grammar with spelling check box is selected
4. select Show readability statistics  

You can check the reading level of a whole page or just part of a page. To check the reading level:

1. accept any tracked changes
2. place periods at the end of any bulleted items and headings (remove the periods before publishing)
3. highlight the text in your Word document
4. click the Review tab
5. click Spelling & Grammar
6. when Word has finished checking the text, it will ask whether you want to check the rest of the content
7. click No

If your text contains technical terms that consist of long, multi-syllable words that you need to use for your specialized audience, remove these terms before you test the content for readability to see whether the surrounding text can be simplified. Reinsert the technical terms once you've simplified the surrounding text.

The Readability Statistics dialog box will appear and show the Flesch-Kincaid grade level.

A screen capture of Microsoft Word's readability statistics dialog box shows that a sample of text got a Flesch-Kincaid reading level of 5.8.

In newer versions of Microsoft Word, search for "Flesch-Kincaid" using the help feature.

See how this rule applies in French

• 2.9 Vérifier la lisibilité de votre contenu