3. Accessible Text & Writing

Text is the foundation of almost everything you publish. Clear, well-structured, high-contrast text is the single biggest accessibility win — and it helps every reader.

Write in plain language

Plain language means short sentences, common words, and one idea at a time. It helps people with cognitive or learning disabilities, non-native speakers, and anyone reading quickly on a phone.

• Keep sentences short; prefer everyday words over jargon.
• Put the most important point first.
• Spell out an acronym the first time you use it.
• Break long text into short paragraphs and lists.

Set targets you can measure

Plain language is easier to keep up when you can check it, not just sense it. Aim for short sentences and a simple reading level — and measure them.

• Sentences: aim for about 20 words or fewer; split any sentence over ~25.
• Paragraphs: one idea each, just a few short sentences.
• Reading level: write for a general audience — around an 8th–9th-grade (lower-secondary) level.

Write so it reads aloud cleanly

Screen readers speak your text, so write the way you would say it: prefer the active voice and the present tense, and choose short, common words.

Use real headings and structure

Headings are not just big bold text — they are signposts. Screen-reader users jump from heading to heading to scan a page, exactly like a sighted reader skims. In Word or your CMS, apply the built-in Heading 1, Heading 2, Heading 3 styles instead of manually enlarging text.

• Use one main title (Heading 1), then Heading 2 for sections, Heading 3 for sub-sections.
• Do not skip levels (don’t jump from Heading 1 to Heading 3).
• Never fake a heading by just making text big and bold.

Make link text meaningful

Screen-reader users often pull up a list of all links on a page. “Click here” or “read more” repeated ten times tells them nothing. Make the link text describe its destination.

Use lists for lists

When you have a series of items, use a real bulleted or numbered list (the list button in your editor), not dashes or asterisks typed by hand. Real lists are announced as lists by screen readers and are easier for everyone to scan.

Color and contrast

Text must stand out clearly from its background. WCAG Level AA sets minimum contrast ratios:

Never rely on color alone

About 1 in 12 men has some color-blindness. If color is the only way you show meaning, those users miss it. Always add a second signal — text, an icon, or a label.

Avoid putting important text inside an image

Text baked into an image (a poster, a quote card, an infographic) cannot be read by a screen reader, cannot be enlarged cleanly, and may have poor contrast. WCAG AA asks you to avoid “images of text” where possible.

• Prefer real, selectable text over text inside a picture.
• If you must share a text-heavy graphic, repeat the wording in the post caption and in the image’s alt text.

A few more text habits

• Avoid long stretches of ALL CAPS — screen readers may spell them out and they are harder to read.
• Avoid fully justified text; it creates uneven “rivers” of space that hinder some readers.
• Use a clean, standard font at a comfortable size; don’t rely on decorative fonts for key information.
• Set the correct document/page language so screen readers use the right pronunciation.

Text checklist

• Sentences are short and in plain language.
• Sentence length and reading level are kept low (checked with a tool where possible).
• Real heading styles are used, in order, without skipping levels.
• Links describe their destination (no bare “click here”).
• Lists use the real list tool, not hand-typed dashes.
• Text contrast passes AA (4.5:1, or 3:1 for large text).
• Meaning is never shown by color alone.
• Important text is real text, not trapped inside an image.
• Content language is set correctly.