Why compose accessible printed materials?
Print materials can be both visually appealing and accessible when designed with inclusivity in mind. From using the proper fonts to incorporating complementary, eye-catching colors, creating something easy to read for those with (or without) a disability is the right thing to do.
Best Practices for Composing Print Material
Use Plain and Simple Language:
- Plain language should be used to create the most effective form of communication in your print materials. Plain language is a writing style where messages are conveyed straightforwardly.
- Print materials in plain language take the reader less time to read and understand because it tells them exactly what they need to know without unnecessary words or expressions.
The correct font choice can give the reader a positive and straightforward reading experience.
- Use a standard, medium-weight sans serif font. Sans serif fonts look cleaner and less distracting, making them easier to see and read.
- Fonts such as Helvetica and Verdana are examples of sans-serif fonts.
- Avoid serif, cursive, or any stylized fonts that may be difficult to see.
- Avoid fonts that are extra thin, extra bold, or extra italicized.
- At minimum, try to use a 12-point font. Larger font sizes, such as between 14- to 18-point, will be easier to read.
Using proper heading structure helps the reader understand and read through the document organizationally.
- When using headings in a printed document, use the provided heading styles in your application to create the document. H1, H2, H3 up to H6.
- Avoid denoting headings by just making text larger or bold.
- Using heading styles will also benefit users needing a digital document copy. Sometimes, people may request digital versions of a printed document, so they can utilize a screen reader to help read the document. Screen readers will also announce each heading and its heading level while traversing the email.
Properly using spacing and alignment, such as white space and not crowding text, can benefit people with low vision and cognitive disabilities. White space is the part of a document that separates text, images, tables, etc.
Text alignment can also affect how a person can read your print material.
- Use wide margins and leave space between paragraphs.
- Avoid large, lengthy blocks of type.
- Try to keep the text left aligned. The beginning of each line is consistent and easy to find.
- Right-aligned text creates an uneven left margin, and each line of text starts in a new place.
- Justified text places variable spaces between words, which can be challenging to read and confusing to the reader.
Do not rely on color alone to convey meaning.
Choosing the right colors for your printed documents can help those with low vision or who are visually impaired or individuals with color blindness.
Colors for fonts and graphic elements should provide sufficient light/dark contrast against their background.
When making text and images accessible, it is essential to remember that only brightness is visible to all users. For example, red text on a green background may disappear entirely for people who are color blind, have low vision, or view documents in grayscale. Your design should always have a clear contrast between light and dark.
You can test color blindness accessibility by printing your page with a black-and-white printer or desaturating your page.
Graphics and Images
- Avoid putting images or graphics behind text because it makes the text difficult to read. If an image is the main way your print material conveys information, ensure that the image is accessible.
- If an image contains text, it is best practice to always provide an alternative plain text version of the information in the image, even if the image is deemed accessible.
- The same instructions for color contrast apply to images as well. If there isn't sufficient light/dark contrast, the contents of the image may be lost and confusing to the viewer.
Event Flyers
- Don’t overload the flyer with too much information.
- Try to use actual text rather than images or pictures of text.
- Use font that is clear and easy to read.
- Don’t use a busy background. If you have to, don’t put important information in that area.
- Label images with alternative text or captions.
Type of Paper
If you can choose what type of paper that is used to print your document, try to choose a paper that increases readability for people who have low vision, use a video magnifier, digital reading aids, or reading pens.
- Choose a paper that is not glossy and does not have a significant amount of glare.
- Off-white paper with a matte finish is the most readable.
- When you are printing on both sides of a sheet, you will want to use at least 24 pound paper. Heavy enough so that the print does not show through on the other side.
Offer a Digital Version
Always keep a digital version of the print material. If someone requests a digital copy for accessibility purposes, you can email them the document. Digital copies can be read using assistive technology or printed out in alternative sizes upon request.
Additional ADA Accessible Tips for Printed Materials
Avoid the use of hyphens when possible. This break in text can make reading more difficult.
Incorporate graphics or images within your printed materials to help break up large paragraphs of text.
Do not put graphics behind text, as this can be difficult to read.
Add symbols of accessibility to your printed materials so readers know they can navigate the document or ask for additional materials from your business or institution if available. This symbol of inclusivity can go a long way in forming a brand reputation.
Alternative formats are highly recommended to be available if a reader requests them. Examples of these alternative formats are large print (18-point font), braille, and audio versions of print materials.
Additional resources for creating visually accessible materials