MakeYourWritingClear

Make Your Writing Clear

Clear Writing, also known as “Plain Language” or “Clear Language” says what you mean and helps you get your message across the first time. Using this style of writing will help you identify what your reader needs. As an employer, it’s important to communicate clearly. A few simple adjustments can have a big impact on your workforce. Applying Clear Writing guidelines can save you time and money by


  • helping employees to understand information and instructions the first time 
  • decreasing confusion and misunderstandings 
  • setting clear expectations, so your workforce can use their time more efficiently
  • providing accessible information and materials, which can increase the productivity and retention of your workforce
  • increasing safety because everyone understands the procedures (which safety equipment to use, which areas to stay away from, etc.)
  • spending more time on work tasks instead of asking questions or trying to understand the message
  • improving communication between departments/customers/clients 
  • reducing conflict because everyone knows their roles and job expectations


The purpose of Clear Writing is to recognize that all readers have different needs.  Everyone processes information in different ways. Employees may have learning challenges or speak English as an additional language. Using Clear Writing increases the chance that your reader will take the actions that you want. It makes documents accessible and easy to read. This is a skill that develops over time. Any effort that you put into your writing will pay off, literally and figuratively!

Before and After (PDF)



How Can I Get Started With Clear Writing?

The best place to start is with documents and communication that already exist at your business. Some examples include


  • contracts (employees and customers)
  • policies and procedures
  • job postings
  • signs/posters
  • flyers and advertisements
  • task lists
  • schedules
  • receipts
  • email and other digital communication


Check out the resources in this section to see the difference Clear Writing can make to readability. We’ve included a PDF called Before and After Clear Writing which is an example of the power of Clear Writing.

Would you like to have your existing documents reviewed for Clear Writing? You can contact your local Learning Network to ask them for a quote on doing a clear writing audit. You can find a recognized Clear Writing service provider near you here.


Whether you’re editing an existing document or creating a new one, you can use the Clear Writing Checklist. The checklist has 3 categories including


  • language and tone
  • organization
  • layout and design


Each category is intended to help you create a document that not only reads clearly but is also visually accessible. 


Clear Writing follows the principles of the Accessibility for Ontarians with Disabilities Act (AODA). It focuses on creating documents and communications that can be accessed by accessibility devices, such as screen readers. 


It’s very likely that these documents already exist in your workplace. To build clear communication at your workplace, you may want to assess existing documents for clear writing. Here are some quick and easy strategies you can use to write more clearly.


Strategies You Can Use to Write More Clearly


If you’re creating documents using Microsoft Word, consider turning on your readability stats. 

  

The readability stats tell you


  • the average length of your sentences
  • the reading level
  • what percent of your text is in the passive voice


To learn more about turning on readability statistics, go here.


The accessibility feature will give you valuable information by identifying content that is


  • difficult to read by assistive devices
  • difficult to read by persons with disabilities



To learn more about turning on the accessibility checker and its uses, go here.


Clear Writing Checklist

Clear Writing Guidelines


If you’d prefer to create your own documents using clear writing principles, you can follow the guidelines below to assist you. We’ve included a Guidelines Checklist PDF for you to download in the resources for this section.


1) Language and Tone


Write directly to your reader (use the 2nd person like you/your, we/our).

Original Applicants are encouraged to contact the agency for further information.

Better Please call us if you have any questions.


Avoid using acronyms.

Original PPE is required.

Better Personal Protective Equipment (PPE) is required. 


Avoid jargon and explain words in their context. 

Original Every season, your sprayer should be calibrated. 

Better Every season you should calibrate your sprayer. Do this by measuring the output of each nozzle. This will make sure that each one is putting out the same amount of spray. 


Use the active voice – the subject does the action.

Original The task should be completed by Friday. 

Better Complete the task by Friday. 


Use a positive tone. 

Original If you haven’t glanced over the new policies, you may want to do so to be aware of some new changes and additions. 

Better Read the new policy for changes and additions we’ve made.



2) Organization


Use bullet points to pull out key information. 

Original Qualifications include grade 12 diploma or equivalent, bachelor’s degree or 2-3 year college program, successful completion of an apprenticeship program and a valid driver’s license. 

Better Qualifications include

  • grade 12 diploma or equivalent
  • bachelor’s degree or 2-3 year college program 
  • successful completion of an apprenticeship program
  • valid driver’s license



Write sentences that are short and simple (15 words max).

Original A viable agricultural base strengthens the rural community and likewise, agriculture benefits from close ties to the community, business, education, social and recreation facilities.

Better A strong agricultural base strengthens the rural community.  Agriculture benefits from close ties to community, business, education, social and recreation facilities.



Get to the point – start with your main point, then explain details.

Original On February 1, 2023 you wrote your exam. To pass you need at least 70% on each individual test. Your scores for each subject area were over 70%. Congratulations – you passed your test.

Better Congratulations – you passed your test!  On February 1, 2023 you wrote your exam. To pass you need at least 70% on each individual test. Your scores for each subject area were over 70%. 



Write instructions in the order they need to be done. 

Original Clock out after you finish your task.

Better Finish your task, then clock out. 



Use headings that summarize the text your reader is about to read. 

Original "Attention!"

Better "Information on New Government Grants"



3) Layout and Design 


  • use bold or larger text to highlight information – avoid italics, underlining, shading and using all uppercase letters
  • use a font that is clear and easy to read
  • left justify the body of the document
  • make sure that there is enough contrast between text colour and the background 
  • if printing material, use matte or low-gloss paper (high gloss can be difficult to read because it creates a glare)
  • use appropriate graphics – make sure the graphics are relevant to the text, don’t put text on top of graphics

Resources

How Can I Get Started With Clear Writing?

Before and After

Clear Writing Guidelines

Clear Writing Checklist
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