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Publishing Basics

Official Languages

Texts published in both official languages must be of comparable quality in both languages, and the message must be as clear in one language as in the other. The visual presentation must also be comparable, according to the logic of the language: same font and size of text characters, headings and subheadings; and same presentation of graphical elements.

For more information on the visual presentation of official languages, consult Appendix A of the Federal Identity Program Policy.

For style and usage conventions for French texts, consult the Guide de rédaction et de révision d'Industrie Canada.

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Plain Language

According to the Communications Policy of the Government of Canada, members of the public have the right to ready access to information and to have it presented in plain language.

Make sure your texts are written in language that is clear, objective and easily understood by your intended audience.

Here are a few tips to help you.

  • Keep sentences short.
Instead of:
  The policy does not appear to be well understood by line management in the region, even though this group has a primary responsibility for implementing the policy. [27 words]
Use:
  The regional managers who are most responsible for carrying out this policy do not seem to understand it well. [19 words]
  • Use verbs over nouns.
Instead of:
  The requirement of the Department is that employees work seven and one-half hours a day.
Use:
  The Department requires employees to work seven and one-half hours a day.
  • Avoid or explain technical words.
Instead of:
  These factors have contributed to a more bimodal distribution of earnings.
Use:
  These factors help make the rich richer and the poor poorer.
  • Eliminate unnecessary words.
Instead of:   Use:  
  with regard to   about
  by means of   by
  in the event that   if
  notwithstanding the fact that   although
  in view of the fact   because
  subsequent to   after
  • Use simple words.
Instead of:   Use:  
  endeavour   try
  facilitate   help
  strategize   plan
  utilize   use

For more information on plain language, consult the following resources:

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Non-Sexist Language

For details on the elimination of stereotyping in written communications, consult The Canadian Style, Chapter 14 (see Suggested Reference Works).

Words, actions and graphic material that assign roles or characteristics to people solely on the basis of their gender have no place in Industry Canada texts. There are no hard and fast rules concerning gender bias, and most cases call for a certain amount of good judgment.

Careful word choice is the easiest way to avoid inappropriate references to gender.

instead of: manpower
chairman
spokesman
waiter or waitress		 say: human resources
chair
spokesperson
server

Another way is to avoid using the masculine pronoun "he" or "his" when referring generically to any person.

instead of: Each manager must prepare his own work plan.
say (best): All managers must prepare their own work plans.
or: Each manager must prepare his or her own work plan.
or (passive): Work plans must be prepared by each manager.

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Checking Your Facts

Fact checking is a very time-consuming task. It involves verifying proper names of persons and organizations, addresses, titles, references to other publications, dates, page numbers, quotations, and sources for tables and figures.

Photocopying any original source material in both official languages as you compile it is an excellent way to track your facts if questions arise later.

Note especially whether the names of policies, programs, associations or organizations exist in both official languages or in just one. Do not give unofficial translations as this will only mislead the translators, editors and proofreaders.

Foreign names and references in particular should be checked carefully, because unfamiliar spellings are more difficult to catch.

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Reflecting Diversity

The Communications Policy of the Government of Canada states that "institutions must ensure their publications and other communication materials depict the diverse nature of Canadian society in a fair, representative and inclusive manner."

Texts must respect the requirements of the Canadian Multiculturalism Act and take into account differences among and within the various regions of Canada.

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Writing for the Web

All writing, regardless of whether it is published in print or electronically, should be clear, objective and easily understood. Following plain language principles is the best way to achieve this.

However, the brain processes information differently onscreen than on paper, and it is important to consider this when producing electronic texts. An excellent resource is Writing for the Web by Crawford Kilian (see Suggested Reference Works).

Here are some tips:

  • Chunk information into short sentences, short paragraphs and short pages.

  • Use white space between paragraphs and bulleted items to ease eye strain.

  • Minimize punctuation in bulleted lists to ease eye strain.

  • Use headings and subheadings to help with quick navigation.

  • Make sure there are logical breaks between pages.

  • Use personal language (“you”) in the active voice to invite a response.

  • Watch out for non-web language (“as mentioned earlier”).

  • Keep links intuitive (put links on appropriate words instead of URLs; avoid expressions like “Click here”).

  • Use underlining only for links.

  • Do not put text in full capitals (except for acronyms and initialisms).

See also:

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Media-Related Communications Products

Media-related communications products include news releases, backgrounders, media advisories, speeches, media lines and Qs & As.

As with other Industry Canada print and electronic publications, these items should be clear, objective and easily understood. Following plain language principles is the best way to achieve this.

Make sure your media-related communications products adhere to the style rules in this guide. While The Canadian Press Stylebook (see Suggested Reference Works) is often used by journalists, do not use it as your primary reference manual for Industry Canada products.

There are very specific formatting rules for media-related communications products. Formatted templates detailing proper fonts, spacing, headers, footers, graphics and more are available online to Industry Canada employees.

 

 
Date Modified: 2006-02-20 Back to Top Important Notices