Words in plain language

On this page

• Use simple and common words
• Avoid jargon, idioms and expressions
• Use verbs instead of nouns
• Use gerunds and the infinitive correctly
• Replace noun strings with direct statements

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.

Examples: Using simple and common words

Write: ask
Don't write: make a request

Write: you must
Don't write: you shall

Write: to
Don't write: in order to

Write: before
Don't write: prior to

Write: get
Don't write: obtain

Avoid jargon, idioms and expressions

If 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.

Jargon: words or expressions that a particular profession or group uses and that are often difficult for others to understand. For example, a bench warrant (an order by a judge to arrest someone who didn't show up in court or comply with certain conditions).

If you must include jargon, it must be 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

Example: Using familiar words instead of jargon

Write: You have to file your income tax return (T1) by April 30.
Don't write: You have to file your T1 return by April 30.

Idiom: a phrase that has a meaning you wouldn't be able to understand from the meanings of the individual words. For example, to hire a helping hand (meaning to hire an employee).

Expression: a word or group of words used in a particular situation. For example, attack your least favourite task first (meaning do your least favourite task first)

Example: Using familiar words instead of expressions

Write: Learn about savings plans that can help you save enough money to retire.
Don't write: Learn about different types of savings plans that will let you build up your retirement nest egg.

Use verbs instead of nouns

Avoid using nouns that are formed from verbs. Nouns can be vague, but verbs clearly express the action needed. Always use the simplest form of a verb. When possible, use the simple present tense.

Examples: Using verbs instead of nouns formed from verbs

Write: apply
Don't write: submit your application

Write: consider
Don't write: take into consideration

Write: modify
Don't write: make a modification

Write: needs
Don't write: is in need of

Use gerunds and the infinitive correctly

Gerunds are words that are formed with verbs, but act as nouns. This is done by adding "ing" to the end of a verb.

Use gerunds when the content supports your audience's understanding of something, but no direct action is taken.

For example, the heading "Buying a computer" might contain different computer options, specifications, ratings, and so on. However, "Buy a computer" would be used for the act of actually buying it.

Example: Using the gerund to support understanding of a topic

Write: Operating a registered charity
Don't write: Operate a registered charity

Example: Avoiding the gerund when your audience needs to complete a task

Write: Submit the documents
Don't write: Submitting the documents

Replace noun strings with direct statements

Noun strings are a series of 3 or more nouns in a row that are used to name something.

It can be hard to understand the meaning of a noun string because it is sometimes difficult to tell the difference between the nouns behaving as nouns and the nouns behaving as adjectives. As a result, noun strings are harder to read and tend to confuse people.

Example: Replacing noun strings

Write: The evaluation team will submit its final report on the training program in September.
Don't write: The training program evaluation team will submit its final report in September.