Introduction
Everyone’s needs are different.
These guidelines provide general tips on making information more accessible. However, not everyone will want information presented in the same way. This is why it is important to ask each person how they prefer their information.
Doing this helps avoid misunderstandings and communication barriers.
We understand that services may not always have the tools, time, or funding to make information fully accessible for everyone. However, if the information is important and the person does not have support, you should:
Inform your manager
Request appropriate support
Ensure the person can understand the information
People with disabilities recognise that resources can be limited. Even so, when accessible formats such as Easy Read are available, it is always best practice to ask the person what works best for them.
General Principles
Always ask: “Is this information clear to you?”
Different people understand Easy Read in different ways
If you do not have time to explain information:
Arrange for someone else to support the person
Important information should never be left unclear
Text and Language
Use short, clear sentences
Keep one idea per sentence
Use simple, everyday words
Avoid jargon, acronyms, and specialist language
If a word cannot be simplified:
Explain it clearly
Use fewer words where possible
Avoid unnecessary descriptive language
Important:
Do not rely on complex sentence structures
Do not assume understanding
You may need to support people to read the information
Word Choice
You can use a thesaurus to find simpler words
However, not all complex words have simpler alternatives
If not, explain the meaning clearly
Layout and Structure
One subject per page
Use page numbers
Avoid columns (they are harder to read)
Keep layout clear and consistent
Do not jump between topics
Use bullet points or numbered lists where helpful
Fonts and Formatting
Use font size 14 for text
Use size 16 for headings
Recommended fonts:
Arial
Comic Sans
FS Me (Mencap font)
Use bold for key words
Avoid:
Italics
BLOCK CAPITALS
Over-styling text
These can make words harder to read.
Colour and Paper
Use clear, simple colour coding if needed
Avoid green where possible
Avoid white text on coloured backgrounds
Some people prefer coloured paper
Others may not — always ask
Images and Photographs
Use images to support understanding
Use pictures of:
People
Places
Objects
Always:
Ask permission before taking photos
Explain why the photo is needed
Get permission from:
Individuals
Businesses or building managers
Avoid childish or inappropriate images where possible.
Punctuation
Use full stops to break up information
This can make reading easier
Some people may prefer less punctuation
Always ask the person what works best
Instructions and Directions
Avoid complex maps where possible
Many people find maps difficult
Instead use:
Step-by-step instructions
Bullet points
Numbers (1, 2, 3)
Letters (A, B, C)
Preferences may vary.
Formatting Tips
Do not use abbreviations (e.g. write “do not” instead of “don’t”)
Leave plenty of space on forms
Use boxes instead of lines for writing
Keep text aligned and structured
Do not overlap text with images
Page Design
Place pictures on the left-hand side
Place text on the right-hand side
Keep spacing clear
Avoid clutter
Format and Accessibility
Use A5 size where possible (easier to hold)
Present information like a book rather than loose sheets
Provide alternative formats where possible:
Audio
DVD or digital formats
Time and Planning
Send information at least 4 weeks in advance of appointments
This allows time for:
Support
Preparation
Understanding
Additional Tips
Use a “buddy system” for support
Help people ask questions
Make information easy to find
Use clear visual supports (e.g. clocks showing time)
Use 12-hour time format where appropriate
Final Reminder
Accessible communication is not one-size-fits-all.
The most important step is simple:
Ask the person what works for them.
Useful Contacts (Check for Updates)
Office for Disability Issues (UK)
Mencap
Other accessibility organisations
Please note:
Contact details and websites may change. Always check for the most up-to-date information.
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