Plain language checklist
Last updated on April 24, 2026Plain language makes information easier to find, read and understand. When people understand what they read, they need fewer explanations and make fewer mistakes. It saves people and government time and money and improves the accessibility of your content.
Steps to take
Use this checklist before publishing:
- Use a clear, descriptive page title, search results usually show the page title so it must describe the page content clearly
- Does the page start with the main point? Is it obvious who and what the page is for?
- Is it easy to scan and pick out the main points? Use clear, descriptive headings to identify sections of your content
- Does the content in each section have a clear purpose?
- Keep paragraphs to one topic, aim for no more than 5 sentences
- Use lists instead of long sentences whenever possible
- Write short sentences. Ideally no more than 15 to 20 words
- Cut down your word count. Remove words that do not add meaning
- Use simple, common words. If you need to use complex terms, define them or provide examples. If you’re using many complex terms, consider creating a glossary
- Use inclusive language
- Avoid using ministry, organization or program names unless required
- Define acronyms the first time you use them
- Only include critical information. Limit policy information unless necessary
- Use the active voice in the present tense
- Use a conversational tone. Use first and second person (we, us) rather than third person (he, she, it, they)
- Aim for a Grade 8 reading level or lower. Test the readability of your content using a tool such as the HemingwayApp online tool (external link) for non-sensitive information
- Have someone else review your content
Resources
- Writing for the Web: Plain Language Training
- WebAIM Writing Clearly and Simply Guide (external link)
- Plain Language Course
Related Web Content Accessibility Guidelines (WCAG)
Quick links to the Web Accessibility Initiative: