7.1 Plain Language Principles & Clear Documentation
Key Takeaways
Plain language names the actor, action and result in a form the audience can use.
Separate observation from an unsupported accusation or inference.
Use result, evidence and next step to explain a data discrepancy constructively.
Edit for accuracy, meaning, sentence structure and unnecessary length.
7.1 Plain Language and Clear Documentation
Core skill: CBSA Writing Skills concerns clear, correct documents in plain language suited to an audience. The OTEE does not test recall of enforcement statutes, report-form numbers or courtroom procedure.
Give the reader the needed fact
A clear sentence identifies who did what, when and with what result. Compare “The form was reviewed and a correction was made” with “Mina reviewed the form and corrected the date.” The second sentence names the actor and action. Passive voice is not always wrong, but unexplained passive voice can hide useful information. Prefer active voice when the actor matters.
| Wordy wording | Plain alternative | Benefit |
|---|---|---|
| Due to the fact that | Because | Shorter cause statement |
| At this point in time | Now | Direct time reference |
| Conducted a review of | Reviewed | Clear action verb |
| In the event that | If | Direct condition |
Structure a short report
Start with the most important finding, then supply the facts needed to understand it. Put events in chronological order when sequence affects meaning. Separate an observation from a conclusion: “The two totals differ by 15” is an observation; “the report is fraudulent” is a much stronger claim that requires evidence. If a number is uncertain, identify the source and what still needs checking rather than treating it as established.
A useful three-part pattern is: result, evidence, next step. For example: “The submitted totals do not match the source table. The table sums to 420, while the summary says 435. Please verify the extra 15 before publication.” The message is direct, factual and constructive. It gives an internal client enough detail to act without blame.
Match language to the reader
A traveller may need a simple explanation and an immediate next step. An internal reviewer may need exact fields, dates and values. Both deserve correct information. Define an abbreviation the first time it matters, avoid unexplained jargon, and put conditions beside the action they govern. A sentence can be grammatical yet unclear because a modifier attaches to the wrong noun. Read the sentence as someone who has no access to your private assumptions.
Edit in four passes
- Accuracy: Are the names, dates, numbers and sources supported?
- Meaning: Could a reasonable reader understand who acted and what happened?
- Structure: Are the sentences complete, ordered and connected?
- Length: Can an unnecessary phrase be removed without losing a condition?
Do not remove a required exception for the sake of brevity. If a scenario supplies a fictional policy, explain that policy accurately in the answer; do not add real CBSA legal details that the stem did not give.
The CBSA’s official Writing Skills samples include word relationships and sentence arrangement. These exercises transfer to clear reporting, but our examples are practice adaptations rather than a claim that live items require specialized report drafting.
Which sentence states the actor and action most clearly?
A review of the form was conducted and a correction was made.
Mina reviewed the form and corrected the date.
The correction of the date occurred in the process of review.
There was a review by someone of the form.
A report summary says 435 cases, but its source table sums to 420. Which note is most useful?
The report is obviously fraudulent.
Your team always makes mistakes.
The summary says 435; the source table totals 420. Please verify the 15-case difference before publication.
Everything looks fine.
Which phrase is a plain-language replacement for “due to the fact that”?
For the purpose of
Because
At this point in time
In accordance with
Sections you finish are checked off in the contents.