Think about your layout and design
|Font||Reproduction||Other formats||Producing an alternative format|
Needs to be at least size 12 point typesize – smaller sizes are difficult to read. The Royal National Institute of the Blind (RNIB) recommends using 14 point so that you reach more customers.
Consider whether your doucument will need to be photocopied and the overall effect on the clarity of the images used.
On all publications, you should include this information:
"This information is available in other formats, such as large print, audio, Braille, Word documents for screen readers, another language or easier to read format. Please contact [Hantsdirect number]." - or words to this effect. Make sure this message is in large print. Use 16-point type whenever possible. If this is not practical, e.g. on very small documents, then ideally use 14 point.
When you are producing a document or publication, think about who it is for. If it is mainly for older people, then you will need larger print, and you are very likely to be asked for a large print version or an audio version.
If the publication is for people with a learning disability, then it will need to be in an easier to read format, and also audio, as most people will find this helpful.
Some people with a visual impairment might use a screen reader so will need information in a Word document in order to use this equipment.
There is guidance on producing alternative format publications in the next section.
Producing an alternative format
See the useful contacts section for suppliers
If you are getting audio copies produced, find out if people prefer CD or tape, or get some of each. You will also need to prepare a script before you can send the text to be recorded.
Large print and screen reader:
Large print versions should not be photocopier enlarged. They will need to be made on Word documents, or ideally get the designer to produce a large print version of the original. Remember that all page references etc will need to be checked and amended accordingly. If a document is very large, then it might be appropriate to ask the person if they just want relevant sections printed, or the whole document.
Alternatively the person may use a screen reader, and will therefore want the text as a Word document so they can read it off the page.
Check with the person what they would prefer.
Easier to read versions:
If it is a small document, then you can use the guidance 668kb on producing easier to read versions, See
If it is a big document, you may want to consider outsourcing it. Make sure you leave plenty of time for this. The useful contacts section has more information.
If you are a Hampshire County Council member of staff who needs any help or advice, then contact your communications team in your department.