Accessible formats
Alternative formats are different versions of document that are accessible to people with different communication needs. They include Easy Read and Easy English, large print documents, audio version of documents, Braille and more.
If you have different formats, remember to tell people in an accessibility statement. Include a contact email so people can ask for the version they need.
Top tips for creating accessible documents
- Structure is important—use paragraphs and headings.
- Use plain language—keep it simple. See our plain language section for more tips.
- Use descriptive links—ensure hyperlinked text shows clearly where a link leads.
- Only use tables to display data.
- Use accessibility checkers.
- Find out more about accessibility features in:
Easy Read
Easy Read helps everyone understand information quickly. Pictures are prioritised to help readers know what some words mean and headings are used to guide the reader.
Easy Read focuses on what the reader must know, and what they need to do.
Easy Read uses:
- Short words.
- Short sentences.
- Clear ideas.
- One thought per line.
- White space.
- Clear headings.
- No metaphors.
- An active voice.
Easy English
Easy English helps people understand important information. It uses simple words and short sentences and avoids slang, idioms and complex grammar. A document with an Easy English layout uses clear headings, space between lines and helpful images.
Easy English uses:
- Very common words.
- Sentences under 8 – 10 words.
- One idea per sentence.
- No idioms or figures of speech.
- Clear, direct instructions.
- Supportive images.
Before you start writing an Easy Read or Easy English document ask yourself
- What information do you need people to know?
- What do you need people to do when they have the information?
Think about your language
- Use plain language, short sentences and make sure you clearly state what action people need to take—vote, rsvp, take a detour.
Structure
- Easy Read and Easy English documents summarise the main ideas.
- Highlight hard words in bold.
- List hard words in a list at the bottom of the document. Call it a word list.
Images
- Images in the document should be the same style e.g. all cartoons, or all photos.
- Images should show important information.
- Symbols like ticks or crosses can help show important information.
- Images should be on the left of the document—with text on the right-hand side.
- Images should take up one third of the space—text should take up two thirds.
Large print
Large print versions of documents should increase from font size 12 to a minimum font size 16.
People with low vision can then magnify size 16 font so they can read it.
Audio files
Audio files are documents that are read out loud. Include a time-coded audio file. Use headings so people can navigate to the information they need.
Braille
Braille should be supplied on request. Keep the document layout as simple as possible so it is easier to transcribe.
Languages
Ensure you have culturally inclusive practices that recognise that many people from culturally and linguistically diverse backgrounds with disabilities may speak a language other than English. Communicating effectively through an interpreter will ensure access to information, supports and services for people with difficulties communicating in English.