Print materials can create unintentional barriers to people with visual impairments. Creating accessible print communications that benefit everyone will help ensure that your message comes through clearly to your audience. These guidelines will aid in creating event flyers, print handouts, and more that is inclusive to everyone. This provides everyone with equally effective and timely access to the same information.
Composing Print Material
Plain Language
Plain language should be used to create the most effective form of communication in your print materials. Plain language is a style of writing where messages are conveyed in a simple, straight-forward manner.
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.
To learn more about writing in plain language, see the plainlanguage.gov website.
Text
Font
The correct choice of font can provide the reader with a positive and simple 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 Arial, Calibri, Helvetica, and Verdana are examples of sans serif fonts.
- Avoid serif, cursive, or any stylized fonts that may be difficult to see.
- Fonts such as Times New Roman, Georgia, or Old English are examples of fonts you should not use.
- 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.
Headings
Using proper heading structure helps the reader understand and read through the document in an organized way.
- When using headings in a printed document, use the provided heading styles in the application you are using 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 who need a digital copy of the document. 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.
Please see the articles, how to create heading hierarchy and creating accessible emails to get more detail on how to create a good heading structure
Spacing and Alignment
Properly using 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.
- Use wide margins and leave space between paragraphs.
- Avoid large, lengthy blocks of type.
Text alignment can also affect how a person is able to read your print material.
- Try to keep 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 difficult to read and confusing to the reader.
Color
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.
Color Contrast
Colors for fonts and graphic elements should provide sufficient light/dark contrast against their background. When making text and images accessible, it is important 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 are viewing documents in grayscale. There should always be a clear contrast between light and dark within your design.
You can test color blindness accessibility by printing your page with a black and white printer or desaturating your page.
Please see the following articles for more information of color contrast:
Images
Graphics and images are a great way to enliven materials and grab the viewer's attention to support your messages. 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 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.