When designing and developing written communication, remember the importance of selecting an easy to read font size, good spacing and a clear font type. This will make your written communication easier to read by all members of the public. Show
Key guidance in the design of documents includes: Use at least 12 pointUse a minimum of 12-point font size for comfortable reading generally. A person’s speed of reading increases as the size of text is increased. Tip Different fonts look bigger than others – the size of the ‘x’ is usually the best guide. If the size of the ‘x’ is small in the font you have chosen (such as Times New Roman), it is better to use a 14-point font. For example,
Use a clear, easy to read fontUse a clear and easy to read font that people are familiar with and recognise easily. It is best to use clear, easy to read sans serif fonts like Verdana or Helvetica. Font style and font size will make written communication easier to read for members of the public. Comparisons between easy and more difficult to read fonts are illustrated below: Tips Where possible, make your services usable by a wider audience by offering written communication in alternative formats, such as large print (14-point font or more), Braille or ‘easy to read’. ‘Easy to read’ is designed to be easier to both read and understand. It is of specific benefit for people with intellectual difficulties and may benefit younger readers and people with very low literacy levels. Typically, ‘easy to read’ content is supported by images and graphics that help explain the text. Make important points stand outPeople often scan through documents, brochures and letters, so it is useful to emphasise important information, headings or paragraphs of text. The general guidance in emphasising important information is to:
People recognise the shape of familiar words, rather than reading each individual letter. Setting a word in CAPITAL LETTERS, italics or underlining distorts the shape of the word, which makes it more difficult to read, particularly for people with visual difficulties. Use bold or bigger sized font to emphasise textTo show the importance of a word or parts of your text, use a bolder type weight or bigger sized text . However, bold text should be used for emphasis rather than being used consistently in the main body of the text. Text should be set horizontallyText at an angle or following a curved line can be more difficult to read. People should not have to rotate your document to read it. Avoid splitting a word between two linesAvoid splitting a word between the end of one line and the beginning of another as it disrupts the flow of the text. When using Microsoft Word, and similar programmes, this can be controlled by turning off the hyphenate function. Templates with accessible formattingSome organisations may develop their own templates with embedded accessible formatting for documents such as letters, reports and lists which can also be used to produce documents which will be published online. Use accessible formattingFor reports or documents that provide a lot of information, provide a structure for your document using:
To create a table of contents that’s easy to keep up-to-date in Microsoft Word or similar programmes, first apply heading styles – Heading 1 and Heading 2, for example – to the text that you want to include in the table of contents. Word finds those headings, uses them to build the table of contents, and can update the table of contents anytime you change the heading text, sequence, or level.
Use a consistent and logical layoutUse a consistent layout for each section to make information easier to find for the user. Use recurring features; such as positioning headings, logos and page numbers in the same place in each section. This acts as a navigational aid for users. Use:
Use left aligned textAvoid justified text as it can lead to large spaces of text between words. This can make sentences more difficult to read, particularly if a person uses text-to-speech software. Limit each paragraph to one ideaIt is important that you do not overload readers with information. Therefore, it is recommended that each paragraph is limited to one idea. The following considerations are recommended for paragraph formatting:
Use images and graphs that are relevant to the textAn image should either support the main body of text or be accompanied by a text caption explaining its significance. Images are particularly useful for readers who have literacy, numeracy or learning difficulties or where English is not their first language. Some key guidance when using images includes:
Use spacing to make your text easier to readGood use of white space instead of a cluttered page makes your text much easier to read. Ensure your paragraphs have enough space between them. This measurement is controlled by the “Spacing - After” option in the “Paragraph” feature in Microsoft Word. 12-point spacing between paragraphs is generally a good choice. Ensure that lines of text within a paragraph also have sufficient spacing. This measurement is controlled by the “Line spacing” option in the “Paragraph” feature in Microsoft Word. Single line spacing between one line and the next should be the minimum in the body of your text. However, avoid line spacing of one and a half lines or more, as it is harder to read successive lines as a coherent text when they are too far apart. Create a clear space separating columnsIf you are using columns make sure the space between the columns (the gutter) clearly separates them. Where the gutter is too narrow between columns, a person with visual difficulties may read straight across from one column to the adjacent one. Images should not break text flowFor text wrapped around an image, you should place the image on the right side of the page rather than the left. By placing the image at the right side of the page, it does not disrupt the flow of the text when the person is reading. Do not convey information just through imagesAll images either should support the main body of text, or should be accompanied by a text caption explaining its significance. Ensure good contrast between text and background colourFor all documents, from letters and statements to brochures and reports, it is important that you consider the colours used, specifically, the colour of the text and the background. The selected colours affects how easy it is to read the information being communicated. Key guidance on colour contrast is as follows:
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