CAN-ASC 3.1 Plain Language: Public review draft – 6. Program Planning

6.1.1 Make information clear and understandable

The organization shall develop communications with clear and understandable language, including using language for the nature of the material and the intended audience.

Note: See the Resources of the Language Portal of Canada for modern writing guidelines and its accessibility glossary. Other resources are provided in Annex C.

6.1.2 Consider all aspects of communication

The organization shall use a style and tone in language appropriate to the audience, the purpose, the genre, the context, and the medium of communication, and

1. Use familiar language unless a topic is unfamiliar and requires knowing technical terms, then those must be defined.
2. Prefer positive language, instead of negative.
3. Avoid the negatives, like not and don't, except to give warnings or communicate danger or to correct information or inaccuracies.
4. Use respectful language always. and
5. Use a conversational tone if it is appropriate and if it will increase clarity.

Notes:

1. For example, a positive tone could be: "We are used to working more autonomously." A negative tone could be: "We are not used to such constant supervision."
2. Tell the audience what it is able to do rather than what it is not able to do.
3. Serious or urgent subjects should be discussed with a proper tone and style, such as brevity for urgent action or compassion in trauma.

6.1.3 Use personal language to talk to the audience directly

The organization shall use pronouns to direct the message to the audience, and:

1. Use first-person pronouns ("we, us, our") to refer to the organization.
2. Use second-person pronouns ("you, your") for the audience.
3. Use first-person singular ("I") when using the audience's voice.
   Note: For example "By signing this document, I understand and agree to the terms of the application" and "When do I have to return the application?"
4. Use gender-neutral, or gender-free, pronouns, nouns, and phrases that are culturally appropriate.

Note: Examples of language:

1. parent or people with children, not mother or father,
2. they, them, theirs as a singular, 3rd person pronoun,
3. the plural form of noun and pronoun, and
4. when possible, avoid the pronoun and restructure the sentence.

6.1.4 Be sensitive to audience preferences for self-identity

The organization shall consult audience members so that, when referring to race, ethnic group, or a disability, it uses the term the audience prefers.

Note: Advocacy groups and people with lived experience often publish a style guide showing preferences. Resources are in Annex C and the Bibliography.