House style guide
CLEO is committed to communicating in a way that’s clear, inclusive, and accessible. We want our information to be easy to understand and relevant to our audience.
Having a house style guide helps us achieve these goals.
This guide applies to all information that CLEO produces. That includes our communications materials, social media, emails, newsletters, annual reports, announcements about training, and content on our websites.
And, at the heart of what we do, our public legal education materials must always:
- be clear, accurate, and practical, and
- help people understand the law and exercise their legal rights.
Introduction
Welcome
Welcome to CLEO’s updated house style guide. This guide applies to all information that CLEO produces.
This is the first time that we’ve put it online and made it available to others.
Some of our existing content may not reflect what’s in the guide. We’re updating our styles going forward so they’ll apply to new content.
Others who produce public legal information
We hope that you find our style guide useful in your own work.
We know that some of the points we make and references we include will be more relevant to CLEO staff.
CLEO staff
Please refer to the guide often so you become familiar with it and comfortable following it.
You may notice some changes, especially in our section on contractions. And we added information on clear design. The section on Inclusive language will be coming soon.
The editors will do a complete review of the guide once a year. But we’ll also make changes as they’re needed. So if you have questions or want to suggest a change or addition, let one of the editors know.
We’ll highlight recent changes and updates in the What’s in style? section.
Style sheets
Some projects and areas of work may need their own style sheets. Style sheets list choices that differ from what’s in this guide or apply to specific types of content.
If you have questions or want help developing a style sheet, contact one of the editors.
General reference materials
For topics not covered in this house style guide, refer to:
- Editing Canadian English, 3rd edition, 2015
- The Canadian Press Caps and Spelling
- Canadian Oxford Dictionary, 2004
All of these are available in the CLEO office.
What’s in style?
The editors will be doing virtual training about the style guide for all CLEO staff on Thursday, November 21, from 2 to 4 p.m. The training will highlight some of the main features and show you how best to use the guide.
Before the training, please spend some time using the guide. And bring your questions to the training. We’ll send more details closer to the date.
We plan to make the session fun and informative.
Back to topPlain language
Overview
CLEO is part of the international plain language movement. We are members of:
Plain language influences all that we do and all aspects of this style guide.
Plain language standard and guidelines
CLEO endorses and aims to comply with the International Plain Language Standard developed by the International Organization for Standardization (ISO).
The standard and its 4 basic principles provide a framework for doing plain language work and plain language training.
ISO definition of plain language
A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.
ISO principles
- Readers get what they need (relevant)
- Readers can easily find what they need (findable)
- Readers can easily understand what they find (understandable)
- Readers can easily use the information (usable)
Doing plain language work means following all 4 principles.
Read more on the website for the International Plain Language Federation.
Key aspects of plain language
Know your audience
Knowing who you’re writing for is key.
Spend time thinking about who your audience is. For example:
- What’s their level of education?
- What are their language and literacy skills?
- What are their demographics, such as age and cultural background?
- Do they have a disability?
- What will their state of mind be when they read your information? For example, will they be stressed, angry, or afraid?
Think about the information you’re writing:
- What does your audience need to know?
- What do they already know?
- What will they understand?
Address your reader
Write in a way that’s conversational and informal. Write the way you would speak to someone.
Speak directly to your reader. Address your reader as “you”. This helps your audience relate more to what you’re telling them.
For certain types of writing, this may not be the best approach, for example, a funding or research report or some communications materials. But whenever possible, it’s best to address your reader directly.
Have a purpose
Be clear about why you’re writing your content.
Ask yourself:
- What do you want to achieve?
- What do you want your readers to do or know after they read your content?
Make it easy to follow
Set up your content in a way that’s easy for your readers to follow.
Break it up into short sections.
Use headings and subheadings to help the reader follow the flow of the content. Use the headings to show readers what’s coming up next.
Read more in the sections on:
Back to topWriting tips
Active voice
Use strong, active verbs rather than the passive voice.
Sentences written in the active voice are easier to understand. It’s clearer who is doing what to whom.
Instead of: A door-to-door contract can be cancelled by the customer within 10 days.
Write: You can cancel a door-to-door contract within 10 days.
You might use the passive voice when:
- you want to emphasize the object of the action, not the doer
Example: If you miss the deadline, your benefits will be cut off.
- you do not know who is doing the action or they’re not important
Example: The law was passed in 2017.
Using comparisons
When you present information that compares different situations or presents an “if-then” scenario, use a table or a chart when possible.
For example, how much someone on Ontario Works can claim in child-care expenses depends on the type of child-care provider they use. Can I work and get OW at the same time? uses a table to help the reader see what applies to them.
Sentences
Keep them short
Keep sentences short and make only one point per sentence.
Keep your average sentence length to 15 words and aim for a maximum length of 25 words.
Break up and vary length
Break up long sentences.
Write: You get money from another source to pay for your child care, for example, money from your local government. This is called a fee subsidy.
Not: You get money from another source to pay for your child care, for example, money from your local government, which is called a fee subsidy.
You might also break a long sentence into a bulleted list.
Varying the length of your sentences makes the content more interesting to read.
Start with a conjunction
It’s okay to start a sentence with a conjunction like:
- and
- but
- so
- or
They help your reader see connections and let you break up long sentences.
When you start a sentence with a conjunction, you do not need a comma after the conjunction.
Example: It’s possible to make a will yourself. But it’s usually a good idea to talk to an estates lawyer before making one.
The exception is a structure where a phrase appears after the conjunction and before the main subject.
Example: The protestor refused to move. And, right after that, the police took them away.
Everyone benefits
These principles apply to readers with any level of literacy and to all types of writing. By being concise, you help everyone. And no one ever complains that something is too easy to understand.
For example, research shows an overwhelming preference for plain language across education levels.
Paragraphs
Short paragraphs are easier to read and understand. Long paragraphs discourage readers from trying to understand your content.
Limit each paragraph to one topic.
Keep most of your paragraphs to 3 sentences or less. But vary the length of your paragraphs.
Remember that paragraphs with one sentence are okay and often an effective way to stress a point.
Headings
Use sentence case
Write headings in sentence case. This means capitalizing only the first word and proper names.
Write: Get legal help
Not: Get Legal Help
Example: Appeal to the Social Benefits Tribunal
Keep them short
Keep headings as short as possible.
For example, in print documents aim to keep headings to one line, if possible, and 2 lines at the most. This is important because when translating from English to French, headings will be considerably longer.
Adopt a consistent style
Be consistent in the style of headings you use.
You might start your headings with a simple verb.
Example: Get legal help
Or use a gerund, which is a verb acting as a noun. Read more in:
Example: Getting legal help
You could use headings that are statements.
Example: What to include in your application form
Or you could use questions.
Example: What must I include in my application form?
Highlight important words
Overview
Use bold to highlight up to a few key words but not entire sentences. If you use too much bold in a sentence or paragraph, it loses its effect.
Write: When you give notice to your landlord, do it in writing.
Not: When you give notice to your landlord, do it in writing.
The most important part of the sentence is “in writing”.
Do not set words in italics. Italics are difficult to read, especially online.
To keep your writing less formal, do not use italics or quotation marks for the names of acts and statutes.
Never use ALL CAPS, unless the word is an abbreviation or acronym. PRESENTING TEXT IN ALL CAPS IS VERY HARD TO READ. This applies to headings as well.
Bold or quotation marks?
In most cases, use bold if you want to highlight a term, rather than putting it in “quotation marks”.
Read about the type of quotations marks to use and how to use them in the section Quotation marks.
Do not highlight using bold and quotation marks together. Be consistent. Decide which approach you’ll use in a document or web resource.
Sometimes, it might be easier for the reader if you set aside a term with quotation marks. There are no set rules about this. You need to use your judgment.
What do I need to do when a family member dies? explains that when someone dies at home, their death is either attended or unattended. Readers need to understand the difference. But these are not words that have to stand out like they would if bolded.
Example: If your family member’s death is “attended”, this means that the doctor or nurse who was treating them was there when they died.
If your family member’s death is “unattended”, the person who finds them should call 911.
You might use quotation marks around a word that has a common meaning but has a specific meaning in your content.
Example: Service Canada could decide that you did not find a job in a “reasonable” time. If this happens, they can tell you to look for other types of jobs.
Including too many quotation marks clutters up the text. And applying too much bold takes away from the effect of highlighting what’s important.
Legal terms
When you use a legal term, you may want it to stand out in some way. You can do this by bolding the term or putting it in quotation marks.
The best way to handle this depends on the context. And it’s important to be consistent in the choices you make.
For example, use bold when you want to draw the readers’ attention to the term.
Example: The term tenancy means your legal right to live in your place.
When you’re discussing a legal concept and want to give an alternate or more common name for it, you could bold the term or use quotation marks. It depends on how much you want the term to stand out.
In the example below, if you want to emphasize the term, you could bold the words house arrest. If you do not want the term to stand out but convey that it’s a legal term, you could write “house arrest”.
Use: You serve a conditional sentence in the community and there are strict conditions that you must follow. This is sometimes called house arrest.
Or: This is sometimes called “house arrest”.
In Taking time off work: For new and expecting parents, quotation marks point out a complicated phrase that comes directly from the law. The law is not clear on what it means.
Example: This includes all new parents, not just the parent who gives birth. It also includes anyone who:
- is in what the law calls “a relationship of some permanence” with a parent of the child, and
- is going to treat the child as their own.
Positive rather than negative
Present information in the positive, rather than the negative.
Let people know what they can do, not what they cannot do.
Write: You can appeal when you get a decision.
Not: You cannot appeal until you get a decision.
Avoid negatives, double negatives, and exceptions to exceptions.
Presenting complex information
If a law or rule is complex or has a lot of exceptions, you may need to divide the information into shorter paragraphs.
Keep in mind that it can be difficult to present complex information in a bulleted list.
And it may help to say that the situation is complicated.
This is often a good place to add that it’s helpful to get legal help or advice.
Titles
If you want to highlight the title of a publication, a section heading, or the name of a form, use bold rather than quotation marks.
Example: For information about applying for OW, see CLEO’s Need welfare? How to apply to Ontario Works.
Example: If you do qualify financially, the ODSP office will give you a Disability Determination Package.
Giving examples
Needs of your reader
Always think of the context and the needs of your readers when you give examples.
Use examples when they’ll help the reader understand an abstract topic.
Example: When an OW worker is in your home, they can look only at things that are in “plain view”. This means that they cannot open and look inside places where you keep things, like closets, drawers, or the refrigerator.
Cautions about using examples
Using examples is not a substitute for explaining abstract and complex information as clearly as possible.
And it’s important to be clear that you’re giving examples and not an exhaustive list of possibilities. This is especially true when you have a longer list of examples.
Take care when giving examples if readers’ situations can vary greatly and examples would apply to only a small number of readers.
Do not use examples that mislead the reader, either giving false hope or no hope at all.
When not to use examples
In the example below, the law does not list reasons that are acceptable for being late. And the decision‑maker can use discretion about whether to let the person have more time. So instead of giving examples, we suggest that people get legal advice.
Example: If you miss the deadline for sending in the Appeal Form, you can ask for more time. You should explain on the form why you’re late.
A community legal clinic may be able to help you if you need to explain why you missed the deadline.
Page references in print
Be consistent in how you refer to other pages within print materials. Give your reader clear directions.
You can give a simple instruction.
Example: Read more about who is a dependent child on page 10.
For clarity, you might need to be specific about where the information is on a page. You could say which heading it’s under.
Example: See What to do when separating or divorcing on page 10.
If information spans more than one page, you may want to tell the reader this to ensure they read everything on that topic.
Example: There are examples in the chart on pages 3 and 4.
Capitalization
Overview
Use judgement and be consistent when deciding when to capitalize words. Too much capitalization distracts the reader.
Sometimes capitalizing a word can help avoid confusion. For example, shorten the Social Security Tribunal to Tribunal rather than tribunal.
Job titles
When referring to someone’s job title, capitalize the title.
Example: Jess Reekie is the Executive Director.
For more general references, lowercase the title name.
Example: The executive director met with the funder.
Example: Use Power of Attorney for Personal Care when referring to the proper document. But use power of attorney, when being used in a more general way. See Power of Attorney for Personal Care.
Governments and organizations
Make sure to follow the official spelling for a department, benefit, or organization.
Capitalize specific levels of government, departments, and ministries.
Example: Government of Ontario
Example: Ontario government
As a general rule, use lowercase for short forms, informal names, and unofficial titles, like “the department”.
But it may be easier for your readers if you refer to a ministry by its full name and then call it “the Ministry”. The key is to be consistent in how you handle this.
Example: Ministry of Labour becomes the Ministry
Different levels of government are often inconsistent in how they name and capitalize related benefits.
Example: Canada child benefit
Example: Ontario Child Benefit
Depending on the audience, avoid using provincial government and federal government. Not all readers will understand these terms. Be more specific. Use Government of Ontario or Government of Canada.
Once you identify the level of government, you can use “government” on its own after that.
Documents and forms
When referring to documents and forms, use the full name on first reference, for example, Notice of Appeal – Income Security – General Division.
After that, use a shorter but capitalized version of the name, for example, Notice of Appeal or the Notice.
Other
For other capitalization issues, follow the guidelines in The Canadian Press Caps and Spelling. There’s a copy in the CLEO office.
Back to topContractions
Overview
Note: In this version of the style guide, we’ve changed our approach to contractions. So some of our older content does not reflect what we say in this section.
Using contractions sets a more conversational and less formal tone.
But we must always think about the needs of our readers. For that reason, we have guidelines for using them.
The Contractions section of Content Design London’s – Readability Guidelines has more detailed instructions. We based our approach on their recommendations.
If you do not see a contraction listed in this section, it’s likely one that’s less common and more complex. So it’s best to avoid using it.
Use simple positive contractions
Use simple positive contractions, such as:
- I’m
- it’s
- I’ll
- there’s
- they’re
- we’ll
- we’re
- what’s
- where’s
- who’s
- you’re
- you’ll
Avoid complex and conditional contractions
Avoid complex and conditional contractions. People with cognitive challenges or lower literacy levels find it hard to recognize and understand contractions that:
- are used less often, and
- convey a complex tense.
Avoid complex and conditional contractions, such as:
- could’ve
- I’ve
- should’ve
- there’ll
- they’ll
- they’ve
- would’ve
- you’ve
Avoid negative contractions
Research shows that many readers:
- find negative contractions difficult to read
- misread them as the opposite of what they say
Even people with higher literacy levels can misread negative contractions. This can happen when they are rushed, stressed, or multi-tasking.
Avoid negative contractions, such as:
- aren’t
- can’t
- didn’t
- doesn’t
- don’t
- hasn’t
- isn’t
- shouldn’t
- weren’t
- wouldn’t
It’s most important to avoid negative contractions in our public legal information content, for example, in our printed booklets and on Steps to Justice.
In other writing, you can choose to use them if you’re confident that your readers will not find them challenging. But remember, readers at all levels can misread them.
Contractions in legal writing
Using contractions is becoming more accepted in many types of writing. For example, Joe Kimble advocates using them in legal writing. See The case for contractions in Judicature, Vol. 6, No. 3 (2023).
Back to topCompounds and hyphens
Overview
Aim to be clear and consistent. What will be easiest for your reader to understand?
Use consistent spellings in any material you’re working on.
Compound words can be written as:
- hyphenated (co-worker, step-parent)
- open (seat sale)
- closed or solid (courthouse, website)
As they’re more commonly used, compounds often move from open to hyphenated to closed.
There’s never been a consistent set of rules for compounds. But here are some general rules to follow:
- Hyphens are seldom used in compound nouns that are well-established like high school teacher or mental health professional.
- Hyphenate to avoid doubling a letter as in co-ordinate or co-operate.
- Compound adjectives are often hyphenated before the noun like 12‑year‑old child.
- Use hyphens if the meaning could be confused as in resign or re-sign or if a compound could be difficult to read correctly as in co-opt.
Established style guides have detailed sections about compounds and lists of examples. Our goal is to highlight what’s most relevant to our work. We can add more details and examples based on what you need.
Spelling of common compounds
These are the spellings we recommend for our information.
Recommended spellings | |
child care (noun) | not childcare |
child-care (adjective) | for example, child-care expenses |
co-operate | not cooperate |
co-operation | not cooperation |
co-worker | not coworker |
decision-maker | for example, substitute decision‑maker |
not E-mail or e-mail | |
front-line worker | not frontline worker |
home care (noun and adjective) | |
health care (noun) | |
health-care (adjective) | for example, health-care costs |
in person (adverb) | for example, the hearing was held in person |
in-person (adjective) | for example, in-person hearing |
lay off (verb) | |
layoff (noun) | |
non-binary | not nonbinary |
non-profit (noun and adjective) | |
payday | |
paycheque | |
pay stub | |
percent | not per cent |
self-employed (noun and adjective) | |
stepchild | |
step-parent | |
subtopic |
For more information, refer to:
- The Canadian Press Caps and Spelling
- The Canadian Press Stylebook
- Editing Canadian English
You’ll find these books in the CLEO office. Or ask one of CLEO’s editors for guidance.
You might create a custom style sheet for compound words that:
- relate more directly to your content, or
- you spell differently than what’s in our list.
Lists
Bulleted lists
Using lists makes your information easier to understand and follow. They help break up text and create white space.
Start your list with a lead-in phrase or sentence to provide context, followed by a colon.
Consider writing the lead-in to avoid “and” or “or” before the final item. This lets the reader know right away what kind of list it is.
Keep lists short and simple, especially if they include points the reader needs to remember or use to make decisions.
Include between 3 to 5 items, and 3 is optimal. Use between 5 and 7 items only if the list items are very short, for example, a few words.
You can present the items in your list as phrases or as full sentences with a period at the end.
Make sure to:
- use parallel construction and start each item in a list the same way, for example, with a verb or noun
- use minimal punctuation and do not use any punctuation when possible
- limit a list to one and no more than 2 levels
Example with phrases and no punctuation:
If the police stop you when you’re driving, you must give them:
- your driver’s licence
- ownership papers
- insurance papers
Example with full sentences:
Here are some reasons to choose an option other than court:
- You have more control over what happens.
- It can be faster and cheaper.
- It can be less upsetting and stressful.
Example to avoid “and” before final item:
You have the right to do all of the following:
- make as many phone calls as you need to find a lawyer
- talk to your lawyer in private before deciding to make a statement
- have your lawyer with you when the police speak to you
- call an adult you trust for support
Example with “or” before final item:
If an adult commits these crimes, they could:
- be fined up to $5,000,
- go to prison for up to 6 months, or
- pay the fine and go to prison.
Numbered lists
Use a numbered list if you want to:
- stress that there are a certain number of items or tasks that a reader must do
- show that steps must be followed in a certain order
Example:
If you live together, Ontario Works will decide you are spouses if all 3 of the following are true:
- You have been living together for at least 3 months.
- One of you supports the other financially or the two of you support each other.
- You “live together as a couple”, not as two single people. This means that your relationship is like a marriage.
Punctuation
Use simple punctuation
Avoid complex punctuation like semicolons, parentheses, and dashes.
Ampersand (&)
In general, do not use ampersands (&) because not all readers will be familiar with them. This applies to headings and regular text.
Use “and” unless the ampersand is part of an official name, like Community Advocacy & Legal Clinic.
Commas
Use with “for example”
Always put a comma after “for example”. Put a comma before as well if it’s part of a sentence.
Example: The pay stub must give the pay period, for example, April 16 to May 1.
Use serial commas
Use serial commas. They help avoid confusion.
Use: Your attorney can be a family member, a close friend, or anyone else you trust.
Not: Your attorney can be a family member, a close friend or anyone else you trust.
Dashes
Dashes are used to punctuate a break within a sentence. But for basic readers, this can be confusing. It’s best to keep sentences short and limit them to one idea.
Hyphens
Do not hyphenate words so they break over 2 lines. This includes compound words. For example, for a word like “step-parent”, do not make a break between “step-” and “parent”.
Parentheses
As a general rule, do not use parentheses.
It’s a common practice in legal writing use parentheses to:
- define a term, or
- identify content as an aside or an exception.
But some people do not read text that’s set inside parentheses. And if they do read it, they may not easily see its relationship with the rest of the sentence.
Write: Sign your tenancy agreement. This is also called a lease.
Not: Sign your tenancy agreement (lease).
Quotation marks
Use “double” not ‘single’ quotation marks.
For print materials, use smart or curly quotes.
Example: These are “curly quotes”.
For online information, straight quotes are more readable.
Example: These are "straight quotes".
Put punctuation outside quotation marks, unless the punctuation is part of a passage being quoted or a direct quote that someone said.
Example: If you inherit more than $100,000, you need to set up a “discretionary trust”.
Example: Ask yourself, “Do I want to go to jail?”
Read about when to use quotations marks to highlight text in Highlight important words.
Back to topVerbs
Keep it simple
Use common, simple verb tenses like present and past.
Use present tense
Present usually works for both present and future situations.
Write: If you do not do this, OW counts the money as income in the month you get it.
Not: If you do not do this, OW will count the money as income in the month you get it.
Words ending in “ing”
When you add “ing” to the end of a verb, it becomes a present participle form of the verb or a gerund, which is a noun.
Because it’s best to keep verb tenses simple, avoid adding “ing” when possible.
Write: There are 3 ways to make a complaint with the Ontario Motor Vehicle Industry Council. You can:
- use the online complaint form
- call the complaints department
- email the complaints department
Not: The 3 ways to make a complaint with the Ontario Motor Vehicle Industry Council are:
- using the online complaint form
- calling the complaints department
- emailing the complaints department
But in headings, there may be times when it works better to use the “ing” form.
Example: Applying for assistance or Appealing a decision
Avoid nominalizations
Avoid using nominalizations, which are also called hidden verbs or frozen verbs.
These are verbs that are turned into nouns by adding an ending like “tion” and “ment”.
Write: The Family Responsibility Office enforces support orders and collects support payments.
Not: The function of the Family Responsibility Office is the enforcement of support orders and collection of support payments.
Read more in Avoid hidden verbs by plainlanguage.gov.
Phrasal verbs
Be careful about using phrasal verbs, especially if the audience includes a lot of readers who are learning English.
A phrasal verb is a verb that’s followed by a preposition or an adverb. This combination creates a meaning different from the original.
Examples of phrasal verbs:
- check out
- give up
- put off
- rule out
- get over
- take over
- turn down
- work out
Numbers
Use digits
Write numbers as digits. They are easier for readers to notice on a page. This is especially helpful for readers with lower literacy.
It’s also better for online content where readers skim and the numbers will stand out more.
Write: It can take as long as 6 months to get a work permit.
Not: It can take as long as six months to get a work permit.
Exceptions:
Spell out numbers at the beginning of a sentence.
Write: Two witnesses signed the document.
Not: 2 witnesses signed the document.
It’s often best to spell out “one”. Using the numeral “1” can look too much like the letter “I” and could confuse your reader.
Sometimes “two” rather than “2” will be easier for the reader to understand the sentence.
Example: Ontario Works might say that the two of you are still a couple.
Example: If you agree to it, you get two 15-minute breaks instead of one 30-minute break.
Example: The two of you have 2 options.
A more common style is to spell out numbers up to nine and use numerals for 10 and above. You may decide to adopt this style if you think it’s better suited to your readers or the type of information.
Do not repeat numbers
Avoid the traditional legal approach of writing every number twice.
Write: The sentence was 9 years.
Not: The sentence was nine (9) years.
Commas
Include commas in numbers over 1,000.
Write: 1,000 or 12,000
Not: 1000 or 12000
Ranges
Use “to” for number ranges, not a hyphen.
Example: You must have at least 420 to 700 insurable hours.
Present numbers visually
If your information has a lot of numbers, you may want to present them visually using a table or chart. Readers will find it easier to pick out what applies to them.
Example: In Your rights at work, see the minimum wage chart.
Example: The February 2023 edition of On the Radar uses a chart to compare new and old court fees.
Show calculations
When explaining to the reader how to figure out or calculate an amount, it’s helpful to present this in more than one way.
Explain the general rule and give an example. Then, if possible, show the calculation visually or using a diagram.
Example: Can I work and get ODSP? describes how to figure out what ODSP will take from someone’s benefits based on what they earn from working. Then this is presented in a chart.
Example: We’re married. How do we divide our property and debts if we separate or divorce? describes how to calculate net family property and then shows the calculations in 2 charts.
Percentages
Use %
Use the % sign rather than spelling out percent. For example, say 10% rather than 10 percent.
Consider other options
The concept of percentage is complex. And it will be challenging for some readers.
Instead of 50%, say half, if you think your readers will understand that better. Or say 6 out of 10, rather than 60%.
If you’re using a percentage, explain it with an example.
Example: The car repair shop can charge you up to 10% more than their written estimate. For example, if the estimate was for $1,000, the final repair bill could be up to $1,100. But it cannot be more than that.
Dates
Write dates out in full to avoid confusion.
Do not use abbreviations for months, like Jan. for January.
Do not use ordinal numbers like March 15th. Leave out the “th”.
Write: January 1, 2017
Not: 01/01/2017 or Jan. 1, 2017, or January 1st, 2017
When listing the month and year, do not put a comma
between them.
Write: January 2017
Not: January, 2017
When a full date appears in a phrase or sentence, follow it with a comma.
Example: The rule applies only to child support payments that you owed on January 1, 2017, or after that date.
When you include the day of the week in a full date, always put a comma after the day.
Example: The hearing is on Tuesday, July 14, 2024.
Time
When writing about time, choose the clearest style for your reader. For example, to avoid confusion, use the words “noon” or “midnight”.
Remember that the 12-hour clock is more common in Canada.
Write: 5 p.m.
Not: 1700 hours
When giving a specific time, be as concise as possible. Use 7 a.m. rather than 7:00 a.m.
Write: a.m. and p.m.
Not: am and pm
Always indicate whether the hour is a.m. or p.m.
Example: Collection agencies can contact you only at certain times. These are:
- Mondays to Saturdays between 7 a.m. and 9:30 p.m.
- Sundays from 1:30 p.m. to 5 p.m.
You can also use terms like morning, afternoon, and night.
Example: Collection agencies can contact you only at certain times. These are:
- Mondays to Saturdays between 7 in the morning and 9:30 at night
- Sundays from 1:30 to 5 in the afternoon
Phone numbers
Overview
Do not put brackets around the area code. Put hyphens between numbers.
Example: 416-555-1111
Include an option for readers with hearing loss when it’s available, such as a TTY number.
Use toll-free options, unless there’s a reason to include a local number.
Print information
In our printed public legal information, when listing one or 2 phone numbers, put them in the text and make them bold.
Example: To order these publications, visit cleo.on.ca or call 416-408-4420.
Example: To find your local clinic, visit legalaid.on.ca/legal-clinics or call 1-800-668-8258. For TTY, call 711.
Make sure the full phone number appears on one line.
For 3 phone numbers or more, consider putting them in a list. But only if you have space.
Example:
Toll-free: 1-800-668-8258
Fax: 1-705-633-9222
TTY: 711
Choose words carefully
Short, familiar, concrete
Choose words that are short, familiar, and concrete.
Read more in Choose your words carefully by plainlanguage.gov.
Abbreviations and acronyms
What are they?
An acronym is an abbreviation whose letters are pronounced as a word, for example, ACTO for Advocacy Centre for Tenants Ontario.
An initialism is an abbreviation whose letters are pronounced as letters, for example, ODSP for Ontario Disability Support Program.
How to use them
Use the full name followed by the abbreviation in parentheses on first reference, for example, Ontario Disability Support Program (ODSP). Then use ODSP on its own.
Re-introduce the full name and abbreviation if content is long or is broken into several sections.
On Steps to Justice, include the full name and abbreviation in each answer and step.
Using periods in acronyms
Do not use periods in all-capital abbreviations.
Example: SBT for Social Benefits Tribunal
Use periods if the abbreviation is geographical or refers to a person.
Example: U.S. for United States
Example: A.B. Lastname
Do not repeat words
Be careful not to introduce redundancy when using a short form.
Example: SIN is short for Social Insurance Number. So do not use SIN number.
Example: PDF is short for Portable Document Format. So do not use PDF format.
Needs of the reader
Carefully consider when to use abbreviations and make sure they meet the needs of your reader.
For the reader, an acronym can be a jumble of letters that you’ve assigned meaning to.
You’re asking the reader to remember both the acronym and what it means while they read your material. Be aware of what you’re asking your reader to do every time you use one.
This means using acronyms sparingly. Avoid having print or web pages filled with acronyms. Keep in mind that text in all caps is harder to read.
Ask yourself, is it a short form that the reader needs to know and will see in other contexts?
For example, when deciding how to shorten Landlord and Tenant Board, check:
- how it refers to itself on its website and on forms
- how it’s referred to in other public information that your reader will come across
This can change over time. LTB is now the standard abbreviation. But, in the past, it was “the Board”.
When there’s no acronym
To shorten a long name or term when there’s no commonly used abbreviation, use a word from the full name.
Do not create an acronym. For example, rather than using HRTO for the Human Rights Tribunal of Ontario, you might choose Tribunal.
When not to use an acronym
For some serious and sensitive topics, acronyms may not be appropriate. They could be seen as erasing or glossing over an important issue.
For example, when possible, use:
- Missing and Murdered Indigenous Women, Girls, and Two-Spirit People not MMIWG2S
- female genital mutilation not FGM
- First Nations, Métis, and Inuit not FNMI
An exception is using hashtags in social media if they’re created by a community affected by an issue.
Other abbreviations
Spell out “page rather than using “p.” or “pg”.
You might use a short form in more formal material. But using “page” is clearer for any audience.
And/or
Do not use “and/or” as its meaning is not clear. It’s difficult for readers to understand. And writers often use it incorrectly.
Used correctly, “and/or” means “X or Y or both”. Rewrite to reflect that meaning.
Instead of: It’s made of flour, butter, and/or margarine.
Write: It’s made of flour and either butter or margarine or both.
Instead of: For committing these crimes, an adult could be fined up to $5,000 and/or go to prison for up to 6 months.
Write: For committing these crimes, an adult could:
- be fined up to $5,000,
- go to prison for up to 6 months, or
- get both sentences.
Avoid jargon
Use words your reader knows.
Avoid legal terms unless your reader needs to know them.
And if you need to include a legal term, give a clear definition.
Example: The first step is to ask Service Canada for a “reconsideration” of the decision. This means that you ask them to review and change their decision.
Example: An acquittal means that the court found you not guilty.
Collective nouns
In our legal information materials, when referring to organizations or government departments, we suggest using they or their. Do not use it or its.
This includes tribunals, and programs like the Canada Pension Plan, Children’s Aid Society, Ontario Works, and the Ontario Disability Support Program.
Example: The Ontario Disability Support Program (ODSP) has rules about who they include as part of your household.
Note: For your content, you might decide the singular is better. If you choose to use “it”, make sure to be consistent.
Avoid Latin phrases
Overview
Latin phrases are often used in the law.
Do not use them unless the reader needs to know what they mean. And then always include a clear definition.
For example, if you need to refer to a subpoena, make sure to explain what it means.
Common examples
Etc.
Do not use “etc.”, which is a short form for “et cetera”. It means “and others” or “and so on”.
A common mistake is to use it at the end of a list that starts with:
- for example
- such as
- like
You’ve already made it clear that you’re giving a selection and not a full list.
Write: This can include your living expenses for things like groceries and rent.
Not: This can include your living expenses for things like groceries, rent, etc.
E.g. and i.e.
Do not use “e.g.” or “i.e.” for “for example” and “such as”.
Most readers will not know their original Latin meanings of “exempli gratia” and “id est”.
Write: The pay stub must have the pay period, for example, April 16 to May 1.
Not: The pay stub must have the pay period, e.g., April 16 to May 1.
There are many other Latin phrases to avoid including:
- ad hoc
- per
- vice versa
- status quo
See longer lists in:
- Latin Phrases in English
EnglishClub - 51 Common Latin Phrases Used in English (That You Should Know)
Books ‘N’ Backpacks
Idioms
Idioms are culturally specific sayings. Avoid using these because not all of your readers will understand them.
Examples:
- win hands down
- butterflies in your stomach
- off the top of my head
If you’re not sure if something is an idiom, there are a lot of online lists, such as:
- A to Z IDIOMS
The Idioms
Be careful of commonly used phrases that may not be idioms, but that many readers may not understand.
Examples:
- starting point
- make up the difference
- start fresh or fresh start
Avoid noun strings
A noun string is a series of words, often nouns and adjectives, that appear in front of the word they modify.
Example: pre-approved credit card credit limit increase acceptance form
The longer it is, the more difficult it is to understand. Readers get confused trying to figure out the meaning.
Get rid of any descriptive words that are not needed. Rewrite to clearly show how the words relate to each other. For example, use a verb instead of all nouns and adjectives.
Not: a workers’ rights promotion rally
Write: a rally to promote workers’ rights
Not: a legal rights education program
Write: a program to teach people about their legal rights
Not: community legal clinic worker safety protection development project
Write: project for developing procedures to protect the safety of workers at community legal clinics
Not: elder abuse rural prevention plan
Write: plan for preventing elder abuse in rural areas
Read more in:
- Untangle confusing noun strings to make your meaning clearer
Write Limited - Avoid noun strings
plainlanguage.gov
Online meetings
Tribunals and courts use remote and online tools to hold hearings and meetings.
These are described using many different terms such as:
- virtual or online hearing
- teleconference
- video conference
- telephone hearing
- video hearing
Be consistent in your content. For example, use the same term in a booklet, announcement, or Steps to Justice question.
Check if the tribunal or court has a clear and consistent term that they use.
If there’s no set term, use as simple a term as possible. For example, online hearing may be clearer than virtual hearing. Telephone hearing may be clearer than teleconference.
Explain what the term means if that would help the reader.
You may also want to explain what the reader needs to do to prepare for the online or telephone event.
Spelling choices
Overview
Canadian spelling combines British and American spellings. But there are some general guidelines to follow:
- use “our” not “or” as in colour, favour, labour
- use “ll” as in panellist, travelling
When you’re not sure of a spelling, refer to:
- The Canadian Press Caps and Spelling
- Canadian Oxford Dictionary
You’ll find these books in the CLEO office.
Tip: When working in MS Word, choose English (Canada) as your Language setting.
Spellings to watch out for
cancelled, cancelling | |
centre | not center |
counselling or counsellor | not counseling or counselor |
dependant (noun) | |
dependent (adjective) | |
focussing | not focusing |
grey | not gray |
jeweller, jewelry | |
judgment | not judgement |
meter (device) | |
metre (measurement) | |
panellist | not panelist |
practice (noun) | |
practise (verb) | |
referring | not refering |
travelling | not traveling |
Troublesome words
Fewer or less
Fewer is for numbers and nouns you can count. Less is for amounts and things you do not count.
Example: There are no consumer laws to protect you when you buy from a private seller. This means that you have fewer options if something goes wrong.
Example: When can a parent pay less child support?
Example: If you’re asking for $25,000 or less, you can make a claim in Small Claims Court.
Can or may
Use can to convey what someone or something is able to do. Use may to convey permission or possibility.
Example: If you got a written estimate, the repair shop can charge you up to 10% more than the estimated amount.
Example: You may need different kinds of help and support when you leave an abusive relationship.
May or might
In general, may is the better choice if the likelihood of something happening depends on using discretionary power.
Might suggests an outcome that depends on a more arbitrary decision-making process or other factors that are not predictable.
Example of when to use “the police may enforce your court order”:
Use may to convey that the police have a responsibility or power to exercise discretion in deciding whether to enforce.
Example of when to use “the police might enforce your court order”:
Use might to emphasize that:
- their decision-making is somewhat arbitrary, or
- the chance that they’ll enforce could depend on other factors, such as whether they know that there’s an order.
General guidance on may or might:
Taken from Practical Grammar: A Canadian Writer’s Resource, 2nd edition, page 105:
- may denotes possibility or permission (he may attend; yes, you may be excused)
- might is a kind of past tense of may (he might have attended; I asked if I might be excused), with a weaker meaning than may
Taken from Grammar Girl (no longer available online):
- something that may happen is more likely than something that might happen
- use may when the outcome is likely and might when the outcome is less likely or uncertain
- use might for everything in the past tense
Where to put “only”
One of the most common modifiers that gets misplaced is only.
Only is a limiting modifier along with:
- nearly
- simply
- almost
Limiting modifiers limit the word or phrase they modify. And they belong before that word or phrase.
Putting only in the wrong place confuses the meaning. And especially in legal information, this can cause serious problems for your readers.
Version 1: You must give only the following documents.
Means: These are the only documents you must give.
Version 2: You must only give the following documents.
Means: All you have to do is give these documents.
Version 1: People are only eligible for that benefit for the months they’re on Ontario Works.
Means: This is the only benefit people can get when they’re on Ontario Works.
Version 2: People are eligible for that benefit only for the months they’re on Ontario Works.
Means: They can get that specific benefit only while they’re on Ontario Works.
Version 1: We offer only a limited number of in-person workshops.
Means: Of the workshops we offer, the in-person ones are limited.
Version 2: We only offer a limited number of in-person workshops.
Means: The only type of workshops we offer are ones that are in-person.
Version 1: Employees who work less than one year are entitled to only one week’s notice.
Means: All these employees can get is one week’s notice.
Version 2: Only employees who work less than one year are entitled to one month’s notice.
Means: These are the only employees who can get one week’s notice.
Use simple words and phrases
Many readers find it difficult to understand words with 3 or more syllables. This includes people with lower literacy and people with learning disabilities.
And longer words make it more difficult for readers to scan your text.
Get rid of as many complex and multi-syllable words as you can.
And look for phrases that you can shorten.
Instead of | Use |
a number of | some |
additional | extra, more, added |
apparent | clear |
appropriate | proper |
approximate | about |
assist | help |
at the present time | now |
attempt | try |
benefit | help |
complete | fill out |
demonstrate | prove, show |
determine | find, decide |
file (verb) | give, send When using file as a legal term, it’s helpful to define it. |
however | but |
in order to | to |
maximum | most, greatest, largest |
minimum | least, smallest |
modify | change |
no later than | by |
notify | tell |
on a monthly basis | monthly |
option | choice |
participate | take part |
prior to | before |
provide | give, offer, say |
reason for | why |
receive | get |
submit | give, send |
terminate | end, stop |
time period | time, period |
utilize | use |
witnessed | saw |
There are many good online substitution lists, such as:
- Use simple words and phrases
plainlanguage.gov - How to Write Good Legal Stuff (see Part 2, starting on page 6)
Eugene Volokh and J. Alexander Tanford
Here’s a good explanation of the value of using shorter words. It’s about medical writing but relevant to legal information:
- How cutting out syllables improves your readability score
Health Writer Hub
Words that have different meanings in law
Everyday words
Some words have a common, everyday meaning. But mean something else in a legal context.
For example:
- file
- party
- serve
- waive, waiver
When using party as a legal term, it’s helpful to define it.
Different areas of law
Some words have different meanings depending on the area of law. You may need to include a definition that applies to your content.
For example:
- spouse
- common-law
- family member
- dependent child
When using an everyday word in a legal context, make sure to explain what it means. Do not assume that your reader will know. For example, when using party as a legal term, it’s helpful to define it.
Back to topUsing hyperlinks
Print information
As with phone numbers, make hyperlinks bold.
You can often shorten a URL by leaving out www. or https://.
Example: settlement.org rather than https://settlement.org
Example: lso.ca rather than https://lso.ca/
Not all links work this way so be sure to check.
Make sure that a link goes to an exact location when possible. Otherwise, give concise instructions about how to reach the correct page.
Example: Visit the Law Society website at lso.ca and click on “Public Resources”.
For French content, make sure to give a French web address whenever there is one.
Example: cleo.on.ca/fr
Short URLs
We can create short URLs in place of full hyperlinks for websites we own the domain for. This includes CLEO, Steps to Justice, and CLEO Connect.
Use a shortened URL whenever you can in print material.
Use: stepstojustice.ca/emp-ins
Not: https://stepstojustice.ca/legal-topic/employment-and-work/employment-insurance/
You should also use short URLs if you need to spell out a hyperlink in online information, such as an email announcement or social media post.
Check the list of existing short urls first. You’ll find that document here: Short_URLs.xlsx
If you need a new one, there are instructions in that document.
Online information
Select a short phrase as your anchor text with up to 5 words. Do not include punctuation, like a period or comma, with the text.
When possible, start with a verb.
If possible, put the anchor text at the end of a sentence so the user reads the context before clicking on the link.
Example: Immigration, Refugees and Citizenship Canada has information about when foreign workers need a work permit.
Avoid “click here”
Identify a link so it flows as part of the text. Do not use phrases like:
- click here
- learn more
- read more
These phrases do not tell the user where the link is going.
They’re also not accessible for users of many assistive technologies and do not work with screen readers.
Use: Watch the webinar.
Not: Click here to watch the webinar.
There’s more information in:
- Don’t click here — Why nondescript links aren’t helpful
Write Limited - Don’t use “click here”: And other common hyperlink mistakes
Medium - Links and Hypertext
WebAIM