13.01 Introduction

The purpose of a plain-language approach in written communication is to convey information easily and unambiguously. It should not be confused with an oversimplified, condescending style. Rather, by choosing straightforward vocabulary and sentence structures and by organizing and presenting your material clearly and logically, you can save the reader time and effort and ensure that your message will be clearly understood.

The Government of Canada calls for plain language to be used in its communications with the public:

The obligation to inform the public includes the obligation to communicate effectively. Information about government policies, programs and services should be clear, objective and simple, and presented in a manner that is readily understandable. Messages should convey information relevant to public needs, use plain language and be expressed in a clear and consistent style.¹

The need to provide relevant information in a clear and simple way also applies to communications within and between departments. Many types of documents are written by public servants for other public servants: memorandums, information on employee benefits, health and safety manuals, work plans, departmental policies, performance appraisals and so on. Use of plain language will help ensure that your message comes across clearly and that readers take appropriate action.

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13.02 Focussing on the reader

The starting point of any writing project should be to identify the intended readership, the purpose of the material and the desired impact. Before you start writing, ask yourself the following questions:

Who are the intended readers?

Are you writing for specialists, young people, all taxpayers, or a group whose first language is not English?

What do the readers need to know?

Do they need the details or just an overview, the historical context and the reasons behind the decision or merely an explanation of the decision’s impact on them? What needs to be emphasized?

How will the readers use the information?

Will they use it to make a decision, to determine whether they are eligible for something, to carry out a procedure? Will they need to read the entire document or concentrate on one or two sections?

Use a personal tone in your writing. Address your readers directly and include examples, where appropriate, to illustrate important points.

For example, write

• You must be a landed immigrant or permanent resident to apply. To find out how to become a landed immigrant or permanent resident, contact an Immigration Centre (the addresses are given on page 6).

not

• It is incumbent upon applicants who do not possess a status of landed immigrant or permanent resident prior to the submission of their application to communicate with the appropriate Immigration Centre in order to take the necessary steps to obtain such a status.

© Services publics et Approvisionnement Canada, 2024
TERMIUM Plus^®, la banque de données terminologiques et linguistiques du gouvernement du Canada
Outils d'aide à la rédaction – The Canadian Style
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