Ensure all documents are accessible

Quick Actions

Use plain language and avoid technical jargon when possible.
Include infographics, diagrams, and visual explanations to break down complex concepts.
Add a written description (alt text) to every visual, so people who cannot see it can still understand it.
Use labels or patterns alongside colour to show meaning. For example, if a chart uses red and green, also add labels or different patterns.
Use real-world examples to ground abstract ideas.
Maintain a living glossary of technical terms and acronyms.
Include a summary page at the beginning of each document outlining its purpose, key content, and its relevance to other work.
Ensure all documents including drafts, meeting notes and final publications are accessible from the start, and throughout the collaboration process not just at the end of the process.
Publish standards in accessible formats like properly structured Word documents and tagged PDF documents.

Train chairpersons and committee members in accessible document creation practices.

Create and verify PDF accessibility (Acrobat Pro) talks about how to use Acrobat Pro to make a PDF document accessible.
Guidelines for creating accessible documents (Accessibility Standards Canada) helps prevent the most common accessibility barriers. This includes barriers faced by people who use screen readers or other assistive tools.
Harvard Digital Accessibility Services - Accessible Documents has detailed information on headings, alt text, contrast, document structure, and making Word, PDF and other types of documents accessible.
WebAIM: Writing Clearly and Simply focuses on plain language, short sentences, clear structure, and avoiding jargon where possible.
AbilityNet - Creating accessible documents is useful for plain-language document design, tables, lists, images, and readable formatting.
Plain Language and Accessibility Checklist (Stiff) is a two-part checklist for assessing written content. The plain language section covers audience focus, structure, word choice and usability. The design section covers headings, spacing, fonts, colour contrast and links. Each section has a simple score, and the checklist points to readability tools such as Microsoft Word's Editor and the Hemingway App.

UK – British Standards Institution (BSI) uses accessible PDFs with proper headings, tags, and alternative text, and provides plain language summaries. They also offer multilingual versions of key documents for non-native speakers.
Australia – Standards Australia creates structured documents with proper headings for screen readers and plain language guides for complex terms. Peer reviews ensure accessibility before publication.
Germany – German Institute for Standardization (DIN) provides documents in multiple formats (PDF, Word, HTML) with proper tagging and plain language versions for cognitive accessibility. They also collaborate with experts to simplify technical language.