General Guidelines for Documents

How we format content can significantly affect how people engage with and access information. The following guides for accessibility should be applied to all documents, regardless of the file format or authoring software.

• Descriptive Title and Meta data
• Headings and Document Structure
• Fonts and Text Size
• Colours and Contrast
• Images, Charts and Alt Text
• Links
• Lists
• Tables
• Plain Language
• Abbreviations and Acronyms

Descriptive Title and Meta Data

A descriptive title helps users quickly understand what a document is about, especially for those using screen readers or other assistive technologies. Clear and simple titles make it easy for them to decide if the document is relevant to their needs.

Meta data gives important details about a document, such as the author, keywords, and creation date. This helps users find and organize documents more easily. It also makes it easier to search for and identify documents that meet specific needs.

Headings and Document Structure

Document accessibility depends on the proper structure of the content. Screen readers can't understand text based on simple formatting like size, bold, underlines, or colors. Instead, they rely on semantic elements to help users navigate the document easily.

Heading styles break up content into smaller sections, making it easier to navigate and providing structure to the document. Headings and subheadings should follow the document's structure and use the proper hierarchy of Headings.

Use only one Heading Level 1 per document and ensure it matches the document's title. Limit the heading hierarchy to a maximum of six levels.

Heading hierarchy structure example:

• Document Title (Heading Level 1)
  • Section A (Heading Level 2)
    • Sub-Section of A (Heading Level 3)
  • Section B (Heading Level 2)
  • Section C (Heading Level 2)
  • Section D (Heading Level 2)
    • Sub-Section of D (Heading Level 3)

Ensuring proper document structure not only benefits screen reader users but everyone that uses the document by providing additional ways to navigate the document.

Fonts and Text Size

Use sans-serif fonts such as Calibri, Arial, Corbel, Verdana, Helvetica, Tahoma, and Aptos. Avoid serif or overly decorative fonts such as Times New Roman, Bodoni and Rockwell as they can make documents difficult to read.

Do not use italics or CAPS or underline to highlight important information. Use bold!

Documents should have a minimum font size of 12pt for the content of the document body and headings should be at least 18pt.

Line spacing should be a minimum of 1.5, a larger amount of line spacing also helps for readability such as double spaced documents.

Colours and Contrast

Using different colour text or backgrounds in your document can affect the readability. Check the contrast between the text colour and the background colour of the document.

WCAG 2.2 level AA Requirements

• Minimum contrast ratio 4.5:1 for normal text (12pt).
• Minimum contrast ratio 3:1 for large text (14pt or larger).

Avoid putting text on top of images and never rely on colour alone to convey meaning.

You can check your colour contrast with the WebAIM Contrast Checker.

Images, Charts and Alt Text

Alternative text describes the appearance or function of an image and is read aloud by screen readers. You provide the text you want the screen reader to read. Missing alt text is one of the most common accessibility issues and is easy to fix.

Provide complete alt text for images such as photographs, memes, icons, buttons, maps, graphs, charts, emojis, shapes, graphics, and signatures.

• Do not make alt text descriptions overly long. Keep them to 1-2 sentences.
• Be clear and descriptive—write only what you see.
• If there is text in the image, include it in the alt text.
• Avoid using phrases like "image of" or "picture of," as screen readers will automatically announce images to users.

Images and charts should have a text wrap of inline with text, so they stay within the natural flow of the document.

Do not rely on color alone when presenting information in a chart. Use patterns or descriptions to help differentiate the elements.

If the image does not have a function beyond decoration, mark the item as “decorative”.

• W3C An alt Decision Tree

Links

Links should be clear and descriptive, indicating where they will lead users. Avoid using vague phrases like "click here," as users won’t know the destination or purpose of the link.

For example: For more information, contact us.
This makes it clear that clicking the link will allow the user to contact the organization.

If the document is intended for print only (not digital), the link should be presented as a simple URL. 
For example: https://apsea.ca/contact

If the document is digital and also printed, include both a descriptive link and a simple URL.
For example: Contact us (https://apsea.ca/contact).

Underlining should be reserved for indicating hyperlinks.

Lists

When creating lists, use the appropriate list styles (bullets, numbering, or letters) available in your editing software. Ensure that lists are logically structured and used consistently to improve readability and navigation, especially for users relying on screen readers or assistive technologies.

For example:

• Apple
• Banana
• Orange
• Strawberry
• Grapes

Tables

Simple tables can be made accessible, while its best to avoid complex tables.

• Tables should be used only to present tabular data.
• Tables should have a title and headers that are properly designated.
• Position the table title above the table, not within it.
• Do not use tables for layout or design purposes.
• Avoid using merged cells, nested tables, multiple headings, or other complex layouts.
• Avoid having tables span multiple pages if possible.
• When possible, break complex tables into multiple simple tables. 

Plain Language

What is plain language?

“A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.” - International Plain Language Federation

Why is plain language important?

• Information is easy to understand by a wide audience.
• Helps ensure everyone is included – creates equity!

Where to Start?

• Use clear, simple, frequently used words.
  • For example, use instead of utilize.
  • If you need to use complex terms, define them.
• Write in short sentences and small paragraphs.
• Know your audience and write for them, specifically.
• Aim for a grade 6-8 reading level—this is the average readability for the general public, as stated by the Centre for Plain Language.
• Write the way you speak (in a conversational tone).
• Write with an active voice in the present tense.
  • Active: The dog bit the man.
  • Passive: The man was bitten by the dog.

Plain Language Tools:

• Check the readability of your documents using a Flesch-Kincaid Grade Level tool.
• Use AI to help rewrite content to a grade 6 reading level.
  • Provide AI with clear instructions such as:
    • Please put the following text into plain language at a grade 6 reading level.
  • Do not use identifying or private information for staff, clients or the organization, as AI may retain the data.
  • Always review AI generated plain language manually.

Abbreviations and Acronyms

Abbreviations and acronyms should be followed by an explanation as they can be confusing for people who aren't familiar with them or have trouble seeing or understanding them.

Examples:

• BVI (Blind or Visually Impaired)
• DHH (Deaf, Hard of Hearing)
• APSEA (Atlantic Provinces Special Education Authority)