Sentences and paragraphs in plain language
On this page
- Use simple sentence structure
- Use short sentences and paragraphs
- Use active voice rather than passive voice
- Use positive instead of negative sentences
Use simple sentence structure
Simple sentence structure helps the reader quickly understand the subject of the sentence and what it is doing.
To keep sentence structure simple:
- Put the subject and the verb at the beginning of the sentence
- Keep the subject and the verb close together
- Use the subject + verb + object construction
Avoid complex and compound sentences that generally contain too much information for people to understand when they're scanning a page.
Examples: Replacing complex sentence structures with simple sentence structure
Write: You have until April 30 to file your tax return.
Don’t write: The period of time that you have to file your tax return ends on April 30.
Write: Learn about Canada's transportation system. Find information about using paved roads, bike trails, airports and ports across the country.
Don't write: 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.
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 their task.
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:
- Break long sentences into shorter ones
- Limit each sentence to 1 idea
- Remove unnecessary words
Examples: Using short sentences
Write: We received your request for funding and approved it.
Don't write: 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.
Don't write: Any type of investment will be taken into consideration.
Try to keep paragraphs no longer than 3 sentences:
- Develop 1 main idea per paragraph
- Use a list to present a series of more than 2 ideas
- Use a short form for a long title instead of repeating it
To make content easy to scan, sometimes paragraphs may be only 1 sentence long.
Example: Using short paragraphs
Write:
Your SR&ED claim will generally be processed within 60 calendar days of the date we receive your completed claim and your income tax return for the year.
Refundable claims selected for review will generally be completed within 180 calendar days of the date we receive your completed claim.
For detailed information about processing times, review the SR&ED program service standards.
Don't write:
Your SR&ED claim will generally be processed within 60 calendar days of the date we receive your completed claim and your income tax return for the year. Refundable claims selected for review will generally be completed within 180 calendar days of the date we receive your completed claim. For detailed information about processing times, review the SR&ED program service standards.
Use active voice rather than passive voice
In an active sentence, the subject does the action. The sentence is clear and direct.
In a passive sentence, it may be unclear who or what is doing the action.
Use the active voice to make it clear who is responsible for the action. Active voice also helps you write more concise sentences.
Example: Using active voice
Active: We may ask you to provide proof of citizenship.
Passive: You may be asked to provide proof of citizenship.
Use positive instead of negative sentences
Whenever possible, tell people what they may or must do instead of what they may not or must not do. Avoid negatives, double negatives and exceptions to exceptions.
However, if something has serious consequences, you can use the negative to explain that something isn't possible or should not be done. For example: Do not try to locate the source of carbon monoxide. Leave your home immediately and move to fresh air.
Examples: Using positive sentences
Using a positive instead of a negative sentence
Write: You're entitled to part of the deduction.
Don't write: You're not entitled to the entire deduction.
Replacing the double negative in a sentence
Write: The procedure will be effective.
Don't write: The procedure will not be ineffective.
Using the positive for an exception
Write: You may claim a child born in 1972 or earlier as a dependent if they have a mental or physical disability.
Don't write: You may not claim anything for a dependent child born in 1972 or earlier, unless the child has a mental or physical disability.
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