Write in plain language

Plain language means writing so the reader can find what they need, understand it, and use it. The Canada.ca Content Style Guide says this is required for Government of Canada communications, and the same habits make workplace notes easier to read.

Use familiar words. The guide gives examples such as:

• ask instead of make a request
• before instead of prior to
• get instead of obtain
• to instead of in order to

If you must use a technical word, explain it in short, clear words.

Use the active voice when you can. Name who does the action:

• Write: “Please send the form to the office by Friday.”
• Instead of: “The form should be sent by Friday.”

The guide’s own examples include “We may ask you to provide proof of citizenship” (active) rather than “You may be asked…” (passive).

Keep sentences and paragraphs short.

• Aim for sentences under 15 to 20 words.
• One main idea in each sentence.
• One main idea in each paragraph, and no more than three sentences.
• Start with the subject and the verb so the reader sees who is doing what.

Use lists when you have two or more steps or items. Numbered lists are for order or steps. Bullet lists are for items that are not a ranked sequence.

Read a draft out loud. If you run out of breath, the sentence is probably too long.