Making your communications accessible

Consider the best channel and format for your audience

The accessible and inclusive content we produce must be tailored to the different target audiences and their needs. We must consider the best channel to get the information to them as well as the best format. This includes:

digital communications – websites, social media, emails, electronic direct mail
written communications – documents (printed and digital)
visual communications – video and images
audio and verbal communication – how we talk to people, how we deliver presentations in person or via electronic platforms including radio, television commercials, film and video, webinars, podcasts and social media.

Alternative formats

Always consider alternative formats for people with diverse communication needs.

Some alternative formats include:

Accessible documents and websites
Large print
Audio
Video (using captions)
Auslan
Braille
Easy English

If you are unsure, reach out to the relevant disability or community groups for advice.

Creating accessible communications

Making documents accessible

Before you start

What is the key information you are trying to communicate?
Who is your target audience and what are their needs?
What is the best format(s) to reach your target audience?

Order and structure

Start with a clear structure
Set out your table of contents with a proper headline structure (not more than 5 levels of headlines)
Group information when possible
Repeat information if needed
Background information can be included but should sit in the “background”

Plain English

Write in plain English to a level that should be easily understood by a 12-14 year old
- Write short paragraphs focused on a single idea
- Use short sentences
- Use clear and inclusive language

Design and format

Use an easy-to-read format
Use a plain background and ensure there is enough colour contrast
Graphs and tables can be difficult to understand, make graphs and tables simple and explain them where necessary
Align text to the left of the page (avoid justifying text)
Don’t put too much text on a page
Leave space between paragraphs
Use heading styles to define the text and structure

Images

Images can help people with low literacy to understand text
Insert images next to the text
Try to use the same style of text throughout your document
Add alternative (alt) text to images

Fonts

Tasmanian Government fonts have been chosen to be accessible
Fonts should be at least for 12pt for copy text
Avoid using upper case (capitals), lower case letters are easier to read·
Do not underline text unless it is a link
Avoid using italics, use only for legislation and Latin names
Lower case letters are easier to read

Colour

Do not use colour alone to convey information
People who can't see color won't find a "blue button" unless it's presented in another way
Some color combinations are hard to see, such as for those with color blindness or due to age
Ensure colour contrast is appropriate, minimum AA is required

Accessible PDFs

Making PDFs accessible means ensuring that everyone can easily read and understand the content. Here's how you can do it:

Add descriptions to images: Include descriptive text for images so people who use screen readers can understand them.
Use proper headings and structure: Organise the document with clear headings and subheadings to make it easy to navigate.
Include alternative text for links: Describe where the link is taking the user, so they know what to expect when they click on it.
Ensure colour contrast: Make sure text and background colours have enough contrast so they are easy to read.
Enable text copying: Allow users to copy text from the PDF for those who may need to use text-to-speech tools.
Check reading order: Make sure the content flows logically when read out loud by a screen reader.
Test accessibility: Use accessibility tools to check the PDF and make sure it's easy for everyone to use.

Resources

Plain English

Microsoft Word

Adobe PDF

Other

Making websites accessible

Accessibility for websites is important because it ensures that everyone, regardless of their abilities or disabilities, can access and use the internet effectively. It promotes inclusivity by removing barriers to information and services, allowing people with disabilities to participate fully in online activities. It is not just a legal requirement.

Always:

Use clear and simple language.
Provide alt text for images so people who can't see them understand what they show.
Use headings, lists, and bullet points to organise content clearly.
Make sure links describe where they are taking the user.
Ensure colours have enough contrast so the text is easy to read.
Allow users to resize text and navigate the website using only a keyboard.
Provide captions and transcripts for audio and video content.
Make forms and interactive elements accessible for keyboard users.
Test the website with accessibility tools and ask people with disabilities to test the functionality.

Resources

Making emails accessible

Accessible emails are a fundamental aspect of inclusive communication, legal compliance, and ethical responsibility.

Write a clear subject line that explains what the email is about.
Keep the email simple without fancy designs or too many pictures.
Describe any images using words for people who can't see them.
Use easy-to-read fonts and make sure the text is easy to see against the background.
Organise the email with clear headings, paragraphs, and lists to make it easier to read.
Don't rely only on colours to give information; explain things with words too.
Make sure links describe where they are taking the reader and aren't generic like "click here."
Make sure people can use the keyboard to move around and use things like buttons or forms.
Check the email is easy to use for people who might need help using computers.
Include contact information or additional instructions for people who might need extra help.

Resources

Making social media accessible

Accessible social media ensures everyone, regardless of their abilities, can participate. Incorporating accessibility features makes platforms more inclusive and welcoming.

Accessible social media enhances engagement, expands reach, and promotes diversity. This contributes to a fairer and more inclusive online environment.

Tips to ensure social media is accessible

Always add alt text
Add video captions
Write accessible text (use plain English)
Create accessible visuals
Don’t use or rely on memes and emojis
Stay up to date with the platform’s accessibility features.
Use feedback to improve your social media presence

Resources

Meta (Facebook and Instagram)

X (formerly known as Twitter)

Accessibility at X page

YouTube

Vimeo

Making Pinterest inclusive for all levels of vision

TikTok

Making events and venues accessible

Ensuring accessibility at events fosters a more inclusive society and creates opportunities for all individuals to participate and thrive.

Check if the venue is easy to get to, with options for accessible transportation and parking nearby.
Make sure the venue has ramps or elevators for people who use wheelchairs or have mobility issues.
Ensure there are accessible restrooms with enough space for wheelchair users.
Provide seating options that accommodate different needs, such as chairs with arms or spaces for wheelchairs.
Make sure the event space is well-lit and free of obstacles for people with visual impairments.
Offer alternative formats for materials, such as large print or electronic versions, for people with visual or cognitive disabilities.
Train staff or volunteers on how to assist people with disabilities and be respectful and inclusive.
Ask attendees about any specific accommodations they may need in advance and try to meet those needs.

Resources

Additional resources

Audio and video