Accessibility

Choose words carefully

Short, familiar, concrete

Choose words that are short, familiar, and concrete.

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:

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:

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:

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

Write Not
cancelled, cancelling
centre center
combatting combating
counselling or counsellor counseling or counselor
dependant (noun)
dependent (adjective)
fact sheet factsheet
focussing focusing
frequently asked questions (FAQs) Frequently Asked Questions (FAQs)
grey gray
jeweller, jewelry
judgment judgement
meter (device)
metre (measurement)
panellist panelist
practice (noun)
practise (verb)
referring refering
travelling 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
accommodation housing
apparent clear
appropriate proper
approximate about
assist help
at the present time now
attempt try
benefit help
collaborate work with
complete fill out
consider think about
demonstrate prove, show
determine find, decide
documentation documents
file (verb) give, send
 
When using file as a legal term, it’s helpful to define it.
however but
in order to to
is able to can
maximum most, greatest, largest
minimum least, smallest
modify change
no later than by
notify tell
obtain get
on a monthly basis monthly
option choice
participate take part
prior to before
provide give, offer, say
reason for why
receive get
request ask
require need, must
submit give, send
submit an application apply
terminate end, stop
the amount of time that how long
time period time, period
utilize use
various options options
witnessed saw

There are many good online substitution lists, such as:

Here’s a good explanation of the value of using shorter words. It’s about medical writing but relevant to legal information:

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.

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