Spell It Out

A plain language toolkit
Using plain language to share workplace health and safety guidance can help protect workers on the job. While many animals use complex language to work together safely, humans have it easy. We can hashSpellItOut.

Watch the videos

YouTube video: Use words everyone can understand.

Use words everyone can understand

[Transcript]

[Dolphin 1]: Recent IH sampling data indicates the ambient noise levels in our water are far exceeding the OEL, leading to increased physical discomfort and stress among the pod.

Deborah, can you suggest some noise abatement techniques to keep exposure beneath the OEL?

[Dolphin 2]: Um, OEL?

[Dolphin 1]: Occupational Exposure Limit. Yes.

[Dolphin 2]: Noise abatement?

[Dolphin 1]: Oh. I guess what I'm trying to say is, how can we reduce the noise around us to a safer level?

[Dolphin 2]: Oh, now I get it. Well, there's a lot of noise that seems to come from...

[Narrator]: Dolphins use complex language to keep each other safe at work. But you can use plain language everyone can understand.

YouTube video: Translate technical language

Translate technical language

[Transcript]

[Ant 1]: Hey, Angelo. Anything I need to know before digging out these tunnels?

[Ant 2]: No person shall enter or be permitted to enter an excavation that doesn't comply with regulation 213/91, section 224.

Work shall not be performed in a trench unless another worker is working above ground, in close proximity to the trench, or to the means of access to it.

I guess what I'm trying to say is we need to use the buddy system.

[Ant 1]: Why didn't you just say that in the first place?

Come on, let's dig.

[Narrator]: Ants use complex language like chemical signals to keep each other safe at work.

But you don't have to. You can use plain language.

YouTube video: Spell out abbreviations and acronyms.

Spell out abbreviations and acronyms

[Transcript]

[Bee 1]: Welcome to the hive, Bob.

FYI, you'll need to read the SOP before getting on the production line.

[Bee 2]: SOP?

[Bee 1]: The hazard info is in the SDSs.

Your HSR can also help with any FAQs.

And don't forget to wear your PPE.

[Bee 2]: Huh?

[Bee 1]: I guess what I'm trying to say is you'll need health and safety training before you can start making honey.

[Bee 2]: Okay, now it makes sense.

[Narrator]: Bees use complex language like vibrations to keep each other safe at work.

But you don't have to. You can use plain language.

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How Plain Language Improves Workplace Health and Safety

When you commit to using plain language, you make it easier for workers to do their jobs safely.

Your questions answered

Plain language: language that is clear, concise, well-organized, and designed to be understood.

Your workers shouldn’t need a dictionary to understand how to do their jobs safely. By using plain language, you are sharing information workers need to know in a way they can understand. But what is plain language, and how can it help keep workers healthy and safe? We answer these questions, and more.

What is plain language?

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

Plain language is:

  • Direct
  • Effective
  • Thoughtful
  • Well organized
  • Active

Plain language is not:

  • Oversimplifying
  • Dumbing down
  • Dull
  • Unsophisticated
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How does plain language improve workplace health and safety?

All workers have the right to know how to do their job safely. When they can’t understand safe work procedures or policies, they can’t make informed decisions. This puts them at risk of harming themselves or others. By using plain language, you make sure everyone understands how to follow instructions or report a hazard to stay healthy and safe on the job.

Is plain language inclusive?

Workers with lower reading or writing skills, who speak a different first language, or are new to a workplace, all benefit from plain language. Everyone needs to be able to understand and act on health and safety guidance. Language that is not plain can cause frustration, errors, and misunderstandings, and prevent people from working safely. Plus, plain language supports a mentally healthy workplace by making workers feel comfortable to speak up, offer ideas, and improve ways of doing things.

Do I need to make changes at work?

Reviewing your health and safety records can help answer this question. Does your organization have high injury rates or low numbers of hazards being reported? Do you notice that safety procedures are not being followed? These are signs you may need to introduce plain language in your workplace.

How can I use plain language at work?

Questions to ask before sharing a message

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

Next, present the most important information first, and be clear about what you want your audience to understand.

  • 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 will distract the worker from the main message

How can I make sure I'm using plain language effectively?

Test the readability of your policies, programs, procedures, manuals, and online content.

  • Ask people who aren’t familiar with the 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 a helpful first step to identify things like word length, long sentences, and acronyms. But they cannot tell you if your audience will find your content easy to understand and use.

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Downloadable Infographic: Spell It Out - Use Plain Language to Improve Workplace and Safety

A downloadable infographic about the Plain Language Toolkit. An image of a group of bee, dolphin, and ant workers with information about how to use plain language in the workplace.
Download the infographic
(JPG, 904 KB)

If acronyms are not plain language, why do you call your organization CCOHS?

Good question. We’re the Canadian Centre for Occupational Health and Safety, commonly called CCOHS. We have a big name, and a big mission – to give employers and workers across Canada the information they need to stay healthy and safe, both physically and mentally.

We do this by translating technical health and safety guidance into messages everyone can understand. We know workers are more likely to trust and act on information they understand. And we know we still have work to do, even in our own organization. That’s why we are taking steps to encourage people to hashSpellItOut.

Get social

Encourage others to hashSpellItOut on your social media channels using the materials below.

Suggested social media posts

Suggested Social Media Post 1: Use words your audience understands.

A downloadable social media image of two ants wearing personal protective equipment. The text is a tip about how to replace technical language with plain language
Use words your audience understands to share health and safety guidance. hashSpellItOut
Download the post
(JPG, 240 KB)

Suggested Social Media Post 2: Be concise. Use short sentences.

A downloadable social media image of two dolphins. The text is a tip about how to use plain language rather than technical language
Be concise and precise. Use short sentences and language everyone understands. hashSpellItOut
Download the post
(JPG, 210 KB)

Suggested Social Media Post 3: Avoid using acronyms.

A downloadable social media image of two bees. The text shows examples of how to spell out acronyms
Avoid using acronyms to help workers understand health and safety guidance. hashSpellItOut
Download the post
(JPG, 183 KB)

Suggested Social Media Post 4: Tips for how to use plain language.

A clipboard with six bulleted tips on how to use plain language
Plain language helps keep workers healthy and safe on the job. hashSpellItOut.
Download the post
(JPG, 131 KB)

Suggested Social Media Post 5: How to check for plain language.

Three tips on how to check for plain language use in your text
Not sure you’re using plain language? Answering these three questions puts your text to the test. hashSpellItOut.
Download the post
(JPG, 133 KB)

Suggested Social Media Post 6: Reasons to use plain language at work.

A bulleted list of three reasons to use plain language at work
Using plain language can help prevent workplace injuries and illnesses. That’s why I hashSpellItOut.
Download the post
(JPG, 134 KB)
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