Making Documents Accessible Homepage
Who does this leaflet affect?
Any person who produces any printed information for consumers about their products or services, for example, menus, food packaging, shelf-edge tickets, advertisements.
What should be done to ensure that printed documents are more accessible?
Type
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The size of the type (known as point size) significantly affects legibility and is one of the most important features to bear in mind. A minimum of 12 point type should be used for all publications. However, RNIB recommends the use of 14 point to reach more people with sight problems.
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The choice of typeface is less important than size and contrast. As a general rule, stick to typefaces that people are familiar with and will recognise easily.
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Avoid italic, simulated handwriting and ornate typefaces as these can be difficult to read.
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Avoid capital letters as they are generally harder to read. A word or two in capitals is fine but avoid the use of capitals for continuous text.
Avoid light type weights. People with sight problems often prefer bold or semi-bold weights to normal ones.
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If using white type, make sure the background colour is dark enough to provide sufficient contrast.
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If you print documents with numbers in them, choose a typeface in which the numbers are clear. Readers with sight problems can easily misread 3, 5, 8 and 0.
Spacing and Alignment
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Keep to the same amount of space between each word. Do not condense or stretch lines of type. The RNIB recommends aligning text to the left margin as it is easy to find the start and finish of each line and keeps the spaces even between words. It is best to avoid justified text as people can mistake large gaps between words for the end of the line.
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Make sure the margin between columns clearly separates them. If space is limited, use a vertical rule.
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The space between one line of type and next (known as leading) is important. As a general rule, the space should be 1.5 to 2 times the space between words on a line.
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It is helpful if recurring features, such as headings and page numbers, are always in the same place. A contents list and rules to separate different sections are also useful. Leave a space between paragraphs as dividing the text up gives the eye a break and makes reading easier.
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Partially sighted people tend to have handwriting that is larger than average, so allow extra space on forms. This will also benefit people with conditions that affect the use of their hands, such as arthritis.
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Ideally, line length should be between 60-70 letters per line. Lines that are too long or too short tire the eyes. The same applies to sentence and paragraph lengths, which should also be neither too long nor too short.
Printing
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Paper - Avoid glossy paper because it makes it difficult to read. Choose uncoated paper that weighs over 90gsm. As a general rule, if the text is showing through from the reverse side, then the paper is too thin.
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Format - When folding paper, avoid creases which obscure the text.
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People who use screen magnifiers need to place the document flat under the magnifier, so try not to use a binding method that may make it difficult to flatten the document.
Setting Text
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Avoid fitting text around images if this means that lines of text start in a different place, and are therefore difficult to find. Set text horizontal as vertical set text is extremely difficult for a partially sighted reader to follow, for example setting text over images, or photographs. This will affect the contrast and, if a partially sighted person is avoiding images, they will miss the text.
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The contrast between background and the type is also extremely important. The better the contrast, the more legible it is. Contrast will be affected by the size and weight of the type.
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This leaflet is not an authoritative statement of the law and is intended for guidance only, reference should be made to the legislation for more detailed information.
Further business advice and information can be obtained from:
Staffordshire Trading Standards, 14 Martin Street, Stafford, ST16 2LG
Tel: 08453 303 313
Minicom number: 01785 276207
All of our information leaflets are available in a range of formats and languages, including Braille and large print. If this would be useful to you or someone you know, please contact us.
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