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Frequently Asked Questions

Q Is plain language about “dumbing down” a text?
A No, the primary goal of plain language is to organize and present information in a way that is easy to read for your intended audience.

If your audience consists of medical professionals, it’s okay to include terminology they will understand. By doing so, you show that you respect your audience’s knowledge, level of education and literacy skills.

On the other hand, if your audience is the public—and if you are aware of Canada’s 2003 adult literacy statistics—you will start with the same kind of respect and you will make the text easy to read—at a Grade 8 level instead of a University degree level.

Your document is in plain language when your target audience understands it.
Q Who can use the PLS?
A Any organization, company, voluntary sector organization, or level of government, can use the PLS.

CPHA is based in Ottawa but the PLS serves clients from across Canada. See a list of our Clients from three key sectors.
Q How do I find out how much it will cost to revise or change my document?
A Costs are calculated on a per-project basis. For a free cost estimate, contact the Plain Language Service at pls@cpha.ca or by phone at 613-725-3769.
Q What is your turn-around time?
A It depends on the length of a document and how complex it is. The PLS has worked on one-page brochures and 150-page guidebooks.
Q What approach to plain language does the PLS use?
A We move from the “big picture” to the details. Here’s how an average PLS client will use our service.

Assessment/Cost Estimate

A plain language assessment will identify the current readability level of your text. It will also provide you with general information on the level of effort needed to improve the readability and organization of your document. The PLS can also provide advice on clear design (see below) of a plain language document.

This service is free and includes an estimate of the costs for a plain language revision.

Plain language revision

This process will revise your document to a literacy level that is appropriate for your target audience. It may involve
  • revising vocabulary to make it simpler,
  • reducing sentence and list lengths,
  • changing the tone to ensure the text speaks directly to your readers, and
  • explaining concepts, as needed.

In most cases, the process includes two steps.

Step 1 – The plain language editor will produce a revised draft of your text for your review and input.

Step 2 – Based on your feedback, the editor will produce a second and final draft of the text.

Copy-edit

A copy-edit strives to improve the overall readability of a document by focusing on the mechanics of the text including grammar, punctuation, and sentence length.

Clear design

Clear design is the design or redesign of your document, including graphics, so that readers can more easily understand the message you want to communicate.

Translation

Following a plain language revision, we offer a specialized translation service that adapts the English text into French plain language.
Q Does the PLS offer training in how to develop plain writing skills?
A Yes, we refer interested clients to a trainer with many years of experience in the field. You will need to work directly with the trainer to determine a time, place and fees for your training event.

CPHA also presents plain writing workshops. Sessions can be a full day, a half day or tailored to meet your group’s needs. Contact the PLS for more information.