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