Accessibility in writing ensures everyone can access and understand your content, regardless of their abilities. With over 1 billion people worldwide living with disabilities, creating accessible content isn’t just helpful – it’s essential. Here’s a quick breakdown of how to make your writing more inclusive:

• Use Clear Language: Write simply and avoid jargon. Aim for an 8th-grade reading level for general audiences.
• Structure Content Well: Use headings, short paragraphs, and white space to improve readability.
• Add Alt Text: Describe images for screen readers.
• Ensure High Contrast: Use text colors that are easy to read against the background.
• Test Accessibility: Combine automated tools (like Axe or WAVE) with manual reviews and user feedback.

Accessibility benefits everyone, from users with disabilities to businesses looking to reach a wider audience. Start small – write clearly, structure effectively, and test often. Accessible content isn’t just good practice; it’s the foundation of inclusive communication.

How to write good alt text – Making images accessible with alternative text

Main Rules for Accessible Writing

Accessible writing ensures that all readers can easily understand your content. By following a few key principles, you can make your writing clear and inclusive for everyone.

Write Clearly and Concisely

Clear, straightforward writing is a must. The International Plain Language Federation explains that “A communication is in plain language if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information”.Here’s how to achieve this:

• Keep sentences short – aim for 20-25 words.
• Use active voice for clarity.
• Stick to familiar, everyday words.
• Speak directly to the reader using “you.”
• Define any technical terms or acronyms.

For general audiences, aim for an 8th-grade reading level, while specialized content can target a 12th-grade level. Tools like Hemingway Editor can help you check readability.

“If any man wishes to write in a clear style, let him first be clear in his thoughts.” – Johann Wolfgang von Goethe

Once your writing is clear, organizing it effectively is the next step.

Structure Content Effectively

Good organization helps readers follow along and understand your message. According to WCAG guidelines, a clear structure benefits both visual readers and those using assistive technologies.

Structure Element	Purpose	Accessibility Benefit
Headings	Define content hierarchy	Helps screen readers navigate
Short Paragraphs	Break up information	Reduces mental fatigue
Topic Sentences	Highlight key points	Improves comprehension
White Space	Separates ideas visually	Enhances readability

“A plain-language translation of a complex document should be a true translation: it should contain the same complex ideas and content expressed in a more accessible way, rather than removing ideas until things seem more simple.” – Zoe Gross, Autistic Self Advocacy Network (ASAN)

Use Text Formatting Wisely

Formatting plays a big role in making content easier to read. WCAG 2.1 offers guidelines to improve text readability:

• Ensure a contrast ratio of at least 4.5:1.
• Left-align text for better flow.
• Choose simple fonts like Arial or Helvetica.
• Use generous line spacing.
• Avoid relying solely on font styles (like bold or italics) to convey meaning.

For digital content, proper HTML tags make your text accessible to keyboard navigation and assistive tools.

“When trying to create truly cognitively accessible writing, nothing can be as important as the access.” – Zoe Gross, Autistic Self Advocacy Network (ASAN)

Formatting should always serve a purpose – making your content easier to understand and navigate for all users, no matter how they interact with it.

Making Different Content Types Accessible

Adapting accessibility practices to different types of content ensures everyone can engage, regardless of their abilities.

Website and Blog Content

In the U.S., over 53 million people live with disabilities, and in 2020 alone, there were 3,500 lawsuits filed over web accessibility issues – 74% of them targeting eCommerce sites.To make web content more accessible:

• Ensure proper contrast ratios: Use at least 4.5:1 for regular text and 3:1 for larger text.
• Set readable font sizes: A base font size of 16px is recommended, with the ability to zoom up to 200%.
• Add descriptive alt text: Every image should have alt text that clearly describes its content.
• Provide transcripts and captions: All audio and video content should include transcripts and closed captions.

“Ensuring web accessibility for people with disabilities is a priority for the Department of Justice. In recent years, a multitude of services have moved online and people rely on websites like never before for all aspects of daily living.” – ADA.gov

An example of good web accessibility is Patagonia‘s website, which features intuitive navigation, proper ARIA tags, high-contrast color schemes, and detailed alt text for images.Accessibility isn’t just for websites – it’s essential for documents too.

PDF and Word Documents

Start by formatting your document correctly in programs like Microsoft Word, and always run the Accessibility Checker before converting to PDF.Key tips for accessible documents:

• Use the built-in heading styles for clear structure.
• Add alt text to all images and graphics.
• Keep tables simple and include clear headers.
• Enable “Document structure tags for accessibility” when saving as PDF.
• Set the document’s language.
• Ensure the reading order is logical and easy to follow.

“Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.” – Microsoft Support

Beyond websites and documents, accessibility is vital for everyday communication.

Emails and Social Media

With 2.2 billion people worldwide experiencing vision impairments, digital communication must be accessible.

“Creating accessible social media means ensuring that everyone can access your content. No matter their physical or cognitive abilities.”

Platform	Key Accessibility Features	Best Practices
Email	Simple layouts, sans-serif fonts	Use 11-12pt font size, add alt text to images
Social Media	CamelCase hashtags, image descriptions	Place emojis at the end, include video captions
Both	High contrast colors, plain language	Avoid all caps, spell out acronyms first

Since 72% of adults with disabilities use smartphones, optimizing content for mobile devices is especially important.

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Software and Tools for Accessibility

Creating accessible content goes beyond writing guidelines – it requires the right tools to test, refine, and improve your work. Specialized software can simplify testing and help ensure your content meets accessibility standards.

Testing Tools

Harvard University uses Siteimprove to evaluate digital content for accessibility. Here are some popular accessibility testing tools:

Tool	Type	Key Features
Siteimprove	Automated	Identifies issues, tracks progress, and provides actionable recommendations
Axe DevTools	Automated	Offers automated testing, guided testing, linting, and CI/CD integrations
Axe Auditor	Manual	Provides a structured manual testing approach with predefined issues
Axe Monitor	Automated	Scans entire websites, including authenticated areas, with continuous monitoring

Axe DevTools, which boasts over 400,000 weekly users, is widely adopted by companies like Microsoft and Google. It can address up to 80% of accessibility issues during development.

“Having tools that allow you to automate the scans and integrate them into your build process helps a lot because you don’t have to rely on somebody remembering to do it as part of your release process– it just happens automatically.” – Bob Andreasen, Executive Director of Software Quality Assurance, Harland Clarke

These tools are essential for addressing accessibility concerns and can also assist with features like multilingual support and readability improvements.

BeLikeNative

BeLikeNative is a language tool designed to rephrase, translate, and refine text in over 80 languages. It claims to boost productivity by 66% and save users 85 hours per month.Key features include:

• Adjustable settings for language, tone, and style
• Algorithms aimed at improving clarity
• Compatibility across platforms with clipboard integration
• Integration with popular writing tools

Reading Assistance Tools

Screen readers and text analysis tools play a crucial role in evaluating content accessibility. For example, in November 2024, Princeton University introduced an accessibility checker for CKEditor5, showcasing advancements in this area.Features to look for in reading assistance tools:

• Text-to-speech with natural-sounding voices
• Customizable fonts and color schemes for better readability
• Screen masking options to help users focus
• Built-in translation tools
• Optical Character Recognition (OCR) capabilities

While automated tools can resolve up to 80% of accessibility issues, manual testing remains critical for addressing context-specific challenges.

Check and Fix Accessibility Issues

Ensuring content is accessible requires a mix of automated tools, manual reviews, and real user feedback. Automated tools can quickly flag many common issues, but manual testing is essential to catch context-specific problems that tools might miss.

Testing Methods

Testing Method	Strengths	Limitations	Best For
Automated Testing	Fast, consistent results	Misses context-specific issues	Initial scans
Manual Expert Review	Detects complex issues	Time-intensive, needs expertise	Detailed evaluations
Keyboard Navigation	Verifies tab order/focus	Limited to interaction testing	Interactive elements
Screen Reader Testing	Checks content announcement	Requires specific expertise	Text and media elements

Key areas to focus on during testing include:

• Ensuring all interactive elements work with keyboard navigation.
• Confirming focus indicators are clear and visible.
• Testing screen reader compatibility across various platforms.
• Checking color contrast and overall text readability.

In addition to technical testing, feedback from actual users is invaluable for refining accessibility.

Get User Input

After completing technical tests, gathering input from users is essential. The Web Accessibility Initiative (WAI) highlights this importance:

“Involving people with disabilities throughout your design and development process can be more effective and yield better results.”

To gather meaningful feedback:

• Set Up Feedback Channels Offer multiple ways for users to share accessibility feedback, such as:
  • Website forms
  • User testing sessions
  • Surveys
  • Observation sessions
• Conduct Targeted User Testing Engage diverse users to uncover a wide range of accessibility challenges.
• Organize and Prioritize Issues Track reported issues and address them based on:
  • Severity of impact
  • Number of users affected
  • Complexity of the fix
  • Compliance requirements

Regular Updates

Accessibility isn’t a one-time task – it requires ongoing attention. Regular reviews, alongside automated checks and user feedback, help maintain high standards. To keep accessibility in check:

• Audit quarterly, test new updates, and monitor user feedback.
• Stay updated with the latest WCAG guidelines.

Build a sustainable process by:

• Defining clear testing protocols.
• Training team members on accessibility practices.
• Keeping detailed records of accessibility changes.
• Using version control for accessibility features.
• Reporting progress and status to stakeholders.

Finally, always retest after implementing fixes to ensure no new issues have been introduced. This iterative approach helps maintain accessibility while meeting evolving user needs and technical changes.

Wrap-up

Key Points Review

Creating accessible content involves focusing on clarity and inclusiveness. Here are some principles to guide you:

Aspect	Requirements	Tips for Implementation
Structure	Use clear headings and sections	Apply built-in styling to maintain a proper hierarchy
Language	Write plainly and concisely	Avoid technical jargon and terms that may exclude or offend
Media	Add alternative text and captions	Provide transcripts for audio and video content
Navigation	Use descriptive link text	Ensure links clearly explain their purpose
Testing	Perform regular audits	Combine automated tools with manual checks

By following these principles, you can make your content more accessible and user-friendly. The table above serves as a quick reference to help you implement these strategies effectively.

Next Steps

Take these steps to improve accessibility in your content:

1. Start with the Basics
   • Use clear and logical heading structures.
   • Write in straightforward language.
   • Add descriptive alternative text for all images.
   • Test headings and alt text using tools like the Web Developer extension.
2. Improve Content Quality
   • Write clear instructions and error messages.
   • Ensure content works for both visual and auditory accessibility.
   • Add visual indicators for interactive elements.
3. Commit to Regular Testing
   • Schedule accessibility audits every 4–6 months.
   • Use tools like WAVE or AXE to identify issues.
   • Gather feedback from users with disabilities to understand their challenges.
   • Document changes and track improvements over time.

These steps will help you create content that is easier to access and more inclusive for a wider audience. Start small, and build up your efforts as you go!

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