Presenting information in a well thought-out fashion is critical to making sure that it is as accessible as possible to everyone. Your access group should apply these guidelines when producing your own documents, and pass on the advice to information-providers whenever possible.

Clear print design

There are a number of guidelines for standard text print that help to make it more accessible and legible for all readers. It is impossible to devise a 'print standard' that meets all needs of blind and partially sighted people, as every person has different requirements. However, the following guidelines are an inexpensive and easy way to achieve a clear standard of print.

Font style

• Avoid highly stylised typefaces, such as those with ornamental, decorative or handwriting styles. Try to use a maximum of two fonts on a document to avoid it looking messy. Recommended fonts are Arial, Helvetica or a similar sans serif font.

• A font size of 14 point is the recommended minimum size by the RNIB (equivalent to a minimum x-height of 2mm, or more ideally, 2.3mm). Underlining should not be used.

• In terms of font weight, avoid light typefaces, and print in bold if possible.

• Avoid using italics in large amounts of text.

• Do not use capital letters in continuous text or headings as these are harder to read than lower case.

• Space out words and letters evenly, and leave reasonable space between separate lines of type.

• Leave a larger space between paragraphs.

• Provide plenty of space on forms.

• Align text to the left margin, as this makes it easier to find the start of the next line, and keeps the spaces even between words. Avoid justified text, as the uneven word spacing it creates can make reading more difficult.

• Use headings to break up large chunks of text, and use bullet points or symbols, especially on signage.

• Illustrations should complement the text, not hide it. To enable documents to be transcribed as Braille or audiotaped editions, the text should not rely heavily on illustrations.

• To enable the print to be legible, there must be adequate contrast between the type and the paper on which it is printed. Black type on white or yellow paper gives a very good contrast. The use of glossy paper (art or matt art) should be avoided, as this can make print difficult to read.

For further advice on clear print, refer to RNIB’s See It Right guidelines.

Other document formats

Documents in easy read format help some disabled people, particularly those with learning disabilities, understand information easily. This format uses pictures to aid understanding of text. For further information on easy read formats:

• visit the People First website
• download the former Disability Rights Commission’s publication How to Use Easy Words and Pictures

The British Dyslexia Association has published a Dyslexia Style Guide to help support the production of information that is accessible to people with dyslexia.