Writing accessible content

Overview

Writing accessible content means creating text that can be understood and used by the widest possible audience, including people with cognitive disabilities, learning difficulties, or language barriers. Clear, well-organized content benefits everyone and is essential for true accessibility.

In Microsoft Word, accessible content combines good writing practices with proper document structure and formatting to create documents that work for all users and assistive technologies.

Writing in plain language

Plain language makes content more accessible by using clear, straightforward communication:

Key principles of plain language

  • Use everyday words instead of jargon or technical terms
  • Write short, clear sentences (typically 15-20 words)
  • Use active voice when possible
  • Break up long paragraphs into shorter ones
  • Use parallel structure in lists and series

Example: Plain language revision

Before: "In order to facilitate the implementation of the aforementioned procedural modifications, it is incumbent upon stakeholders to expedite their comprehensive review of the documentation."

After: "To start these changes, please review the documents quickly."

Benefits for accessibility

  • Easier comprehension for users with cognitive disabilities
  • Better understanding for non-native speakers
  • Improved screen reader experience
  • Faster reading and scanning for all users

Content structure and organization

Well-structured content helps all users navigate and understand information:

Organizing content logically

  • Start with the most important information
  • Use a logical flow from general to specific
  • Group related information together
  • Use transitions between sections
  • Provide clear conclusions or summaries

Using headings effectively

  • Write descriptive, informative headings
  • Keep headings concise but meaningful
  • Use parallel structure across headings at the same level
  • Avoid headings that are questions unless appropriate

Paragraph structure

  • Start each paragraph with the main idea
  • Keep paragraphs focused on one topic
  • Limit paragraphs to 3-4 sentences when possible
  • Use topic sentences to introduce concepts

Language and terminology

Consistent and clear language use improves accessibility:

Terminology guidelines

  • Define technical terms when first used
  • Use terms consistently throughout the document
  • Create a glossary for complex documents
  • Avoid acronyms and abbreviations when possible
  • Spell out acronyms on first use

Word choice considerations

  • Choose specific, concrete words over vague terms
  • Use positive language when possible
  • Avoid idioms and cultural references
  • Be mindful of reading level

Reading level considerations

Aim for a reading level appropriate to your audience. For general public documents, Grade 8-9 level is often recommended. Use Word's readability statistics to check your content.

To check readability: File > Options > Proofing > Check "Show readability statistics"

Clear instructions and procedures

When providing instructions, clarity is essential for accessibility:

Writing effective instructions

  • Use numbered lists for sequential steps
  • Start each step with an action verb
  • Be specific about what to click, select, or do
  • Include expected outcomes when helpful
  • Provide alternative methods when available

Example: Clear instructions

  1. Click the File tab in the ribbon.
  2. Select Save As from the menu.
  3. Choose your desired location in the file browser.
  4. Enter a filename in the File name field.
  5. Click Save to save your document.

Describing interface elements

  • Use exact names for buttons, menus, and options
  • Describe location when helpful ("upper right corner")
  • Include keyboard alternatives when available
  • Consider users who might not see visual elements

Inclusive and accessible language

Using inclusive language ensures all readers feel welcomed and understood:

People-first language

  • Use "person with a disability" rather than "disabled person"
  • Avoid outdated or offensive terms
  • Focus on the person, not the disability
  • Use neutral, respectful language

Gender-inclusive language

  • Use gender-neutral terms when possible
  • Avoid assumptions about gender roles
  • Use "they/them" as singular pronouns when appropriate
  • Consider diverse family structures and relationships

Cultural sensitivity

  • Avoid cultural assumptions
  • Use examples from diverse contexts
  • Consider international audiences
  • Be mindful of religious and cultural holidays

Best practices

  • Write for your specific audience
  • Test your content with real users when possible
  • Use consistent terminology throughout
  • Provide context for complex concepts
  • Include relevant examples and illustrations
  • Review and edit for clarity and conciseness
  • Consider how content sounds when read aloud
  • Use bullet points and lists to break up text
  • Provide summaries for long documents
  • Keep sentences and paragraphs reasonably short

Related WCAG resources

WCAG 2.1 success criteria

Techniques

Back to top