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Plain language

How plain language helps our users and how we implement plain language writing on Alberta.ca.

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User-centered content

“Plain language (also called plain writing or plain English) is communication your audience can understand the first time they read or hear it.”

Overview

Plain language is:

  • brief
  • easy to understand
  • written for your audience, not for you

Plain language helps the average to professional user consume online content quicker. It helps users find what they are looking for and understand what they need to do. It saves people time, makes content more accessible and increases brand reputation.

Plain language tips

See also the Web writing style guide for detailed guidance on writing style (voice and tone), page structure, formatting, punctuation and preferred terms to use on Alberta.ca.

  • Accessibility

    Write content that is screen reader-friendly by:

    • writing descriptive headings that convey meaning and structure
    • writing descriptive link text
    • including alt tags for images
    • spelling acronyms fully on first use
    • using descriptive headings for tables
    • removing text in images – screen readers cannot read it

    Writing for Web Accessibility is a resource that helps you write accessible web content for people with disabilities.

  • Audience

    • Before you start writing, know who you are writing for.
    • Know the language your audience uses. ‘Plain language’ can mean different things for different audiences.
    • Know what task your audience is trying to accomplish with your content.
    • Consider your audience’s emotional state as well. Some topics require sensitive language.

  • Page organization

    Go to Basic web page structure for a more detailed description of page organization.

    • Use descriptive page titles:
      • For example, instead of ‘Wildfire Operations’, use ‘How we fight wildfires’.
    • Use descriptive leads.
    • Organize content so it flows logically.
    • Put the most important information at the top of the page:
      • Do not assume people will read everything on your page.
      • People scan pages in an ‘F’ pattern and look for visual cues (headers or lists) to find the info they are looking for.

  • Paragraphs

    • Make paragraphs as short and scannable as possible.
    • The most important information goes at the top.
    • Maximum of 5 sentences per paragraph.
    • One idea per paragraph.
    • Use headers and sub-headers with short, descriptive titles.

  • Sentences

    • Use short sentences.
    • Break long sentences up into 2 sentences.
    • Keep sentences between 20 to 25 words.
    • Write for a grade 8 reading level.
    • Use active voice instead of passive voice.
    • Use lists, especially for items of 3 or more.
    • Use tables for data.
    • Use images sparingly, and only images that support the content.

  • Words

    Cut out filler words and jargon:

    • Instead of ‘You may possibly be eligible to apply for this program’ say ‘You may be eligible for this program’.
    • See Simplify your language below.

    Use the same words your readers would use when doing a web search:

    • Go to Analytics and keyword research to help find keywords.
    • Look at social media and online forums for ideas of common words or phrases your audience uses.

    Use descriptive link text, not generic commands:

    • Instead of ‘Click here to download the application form’, write and link ‘Download the application form’.

Simplify your language

Instead of:Use this:
accommodationhousing
administerdo
after this is accomplishedthen
and alsoand
assistance, supporthelp
at an early datesoon
communicate with stafflet staff know
gives you the opportunity tolet’s you
in accordance withaccording to, in line with, following
in addition toplus, and
in the absence ofwithout
in order toto
in the event ofif
individualperson, you
is/are able tocan
methodway
obtainget
prior tobefore
provides you with the opportunity tolet’s you
requestask
require assistanceget help
result incause, make, lead to
requiredmust
the amount of time thathow long
utilize, implementuse
various optionsoptions

Shorten sentences

Original versionSuggested revision
There are numerous organizations engaged in this process.Many organizations are involved.
The photo supplied is to be in a digital format (jpg or png) with the full name of the applicant as the name of the file. Remit by email to [email protected].The photo must be in jpg or png format, with the applicant’s full name as the file. Email to [email protected].
A cemetery will not consent to the opening of a grave site without a permit.You need a permit to open a grave site on a cemetery.
When in the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area.If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away.
It is your responsibility to make sure that all of the information on any form submitted to a registry agent is truthful, correct and accurate.Ensure the information on the forms is accurate.
Put your cancellation request in writing and submit it by mail to the registry agent of your choice.Write a cancellation request and mail it to a registry agent.
The minor has witnessed the commission of the eligible offence or the immediate aftermath of the eligible offence first-hand by being physically in attendance and in proximity to the commission of the violent crime.The minor witnessed the start or immediate aftermath of the crime first-hand.
The registration of a condominium plan, which for the purposes of the Municipal Government Act and the Land Titles Act is a plan of subdivision, has the effect of cancelling the certificate of title to the parcel described in the plan except as to the mines and minerals, and causing the issuance of a separate certificate of title for each unit described in the plan.Registering a condominium plan cancels the existing land title certificate (except for mines and minerals) and new certificates are given to each unit described in the plan.

Resources

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