Creating Accessible Printed Materials

It is not always possible to make all your printed documents accessible to all users so it is important to remember that you should also provide a document tagline that offers to provide the information in an alternative format upon request.

How to create a document tagline

When preparing printed content, it is crucial to ensure that all potential readers, can access and understand the information effectively. Below are some guidelines to help you produce accessible print materials.

Choose Appropriate Contrast and Colours

• Ensure that there is good colour contrast between text and background content. Dark text on a light background is usually the most readable. Using a slightly tinted background, instead of stark white, can also be more accessible for users, for example a very pale pastel background.
• Avoid placing text over images. This can reduce contrast and make the text difficult to read.

Text Formatting

• Use a sans serif font such as Arial or Calibri as it is generally easier to read in print
• Avoid small fonts
• Instead of using all caps, italics, or underlining for emphasis, use bold formatting to highlight important points
• Maintain clear and consistent font usage throughout the document
• Leave space between paragraphs
• Ensure text is set horizontally and not vertically
• Don’t fit text around an image

Structured Layout

• Include clear headings and subheadings to organize content effectively Make sure these stand out from the rest of the text, possibly through bolding and larger font sizes
• Avoid complex layouts and stick to a straightforward, linear design where possible

Links and QR codes

• Ensure links are shortened on printed materials
• Ensure that the QR code is printed in a size and contrast that is easy to scan
• Include a short URL near the QR code for those who prefer to input a link directly or are unable to use a QR code

Simplify Language

• Use straightforward language and sentence structures to ensure comprehension
• Explain all abbreviations and terminologies clearly the first time they appear

Avoid Sensory Specific Instructions

• Do not rely on colour alone to convey information; always provide alternatives in text

Printing Material

• Opt for matte paper instead of glossy to reduce glare, which can be a barrier for individuals with visual impairments
• Ensure paper is at least 90gsm

By following these guidelines, you can make your printed materials as accessible as possible. If you require further advice or would like us to review a document, please contact Viki Galt, the Head of Disability Information.