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Sentences and paragraphs in plain language

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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:

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 direct and be brief. 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:

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:

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 the active voice

Sentences in the active voice are direct, clear and easier to understand. Their structure is logical and easy to follow because the subject is the doer of the action:

Avoid the passive voice

In a passive sentence, it may be unclear who or what is doing the action. This makes the sentence harder to understand. The structure of a passive sentence is:

Use the active voice to make it clear who is responsible for the action.

Example: Using active voice

Write: We may ask you to provide proof of citizenship. (active)
Don’t write: You may be asked to provide proof of citizenship. (passive)

Write: You must file your returns electronically. (active)
Don’t write: Your returns must be filed electronically. (passive)

The passive voice is useful in some cases. For more on this topic, consult:

Use the positive form

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.

Examples: Using positive sentences

Positive: You're entitled to part of the deduction.
Negative: You're not entitled to the entire deduction.

Positive: The procedure will be effective.
Double negative: The procedure will not be ineffective.

Positive: You may claim a child born in 1972 or earlier as a dependent if they have a mental or physical disability.
Double negative: You may not claim anything for a dependent child born in 1972 or earlier, unless the child has a mental or physical disability.

Exception: When using the negative is acceptable

If something has serious consequences, you may use the negative to explain that something is not 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.

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