Before
and After
Toronto
Municipal
Reports

The Toronto City Clerk’s office launched a clear language initiative in 2006. One goal is to make staff reports to Council and committees much more concise and accessible for the public, as well as for councilors and other decision makers.

Working with clear language consultants from Colborne Communications and Clear Language and Design, City Clerk staff analyzed a large sample of staff reports. One common problem they found was excessive use of the passive voice in report recommendations. Passive voice hides the person making the recommendations and makes it hard to know who is responsible for carrying them out. Here is a short example of how to recast recommendations in the active voice:

Before

Recommendations:

It is recommended that:

  1. the Terms of Reference for a review of Toronto’s Governance System as outlined in Appendix 1 be approved;
  2. a 3-member external advisory panel be invited to participate in the review and undertake an engagement process with members of Council, civic leaders, community members, and other key stakeholders;
  3. the Mayor canvas Members of Council regarding potential panel candidates who will have the confidence and trust of the public and Council, and that the Mayor report directly to Council as soon as possible recommending the panel members and chair;

After

The City Manager recommends:

  1. Council approve the terms of reference for a review of Toronto’s Governance System (Appendix 1).
  2. Council appoint a three-member external advisory panel to undertake the review, engaging members of Council, civic leaders, community members, and other key stakeholders.
  3. The Mayor be responsible for canvassing Members of Council for the names of panel candidates who would have the trust of the public and Council.
  4. As soon as possible, the Mayor recommend the panel members and a proposed chair to Council.