Spell It Out

Use Plain Language to Improve Workplace Health and Safety

Using plain language to share workplace health and safety messages can help protect workers on the job.

What is plain language?

Plain language is the use of clear words and phrases in short, logical, sentences.

What plain language is

• Direct
• Effective
• Thoughtful
• Well organized
• Active

What plain language is not

• Oversimplifying
• Dumbing down
• Dull
• Unsophisticated

Using plain language at work

Questions to ask before creating a message

• Who is my audience?
• What is my main message?
• What am I asking workers to do or understand?

Put your text to the test

• Ask people who aren't familiar with your content to review it for clarity and logic. Are they able to locate, understand and act upon the information?
• Read the text out loud, or use a screen reader, to identify what can be clearer and more concise.
• Work with your web team to set up usability testing for your online content.
• Don't rely on readability tools. They are helpful to identify long words, sentences, and acronyms, but they cannot tell you if your audience will understand the information easily.

Plain language tips

• Present the most important information first.
• Be clear about what you want to achieve.
• Be concise. Use shorter, familiar words.
• Organize and present the information clearly and logically. For example, list actions to be taken in the correct order.
• Break up long sentences and paragraphs.
• Divide instructions into steps or bulleted lists.
• Use active voice. For example, write: "John removed clutter from the walkway to prevent slips, trips, and falls" rather than "the clutter was removed from the walkway by John to prevent slips, trips, and falls."

Things to avoid

• Acronyms and short forms
• Industry or business terms
• Unneeded words
• Legal or bureaucratic tones
• Complex or abstract words
• Details that distract from the main message

For more tips, visit ccohs.ca/spell-it-out