Five Accessibility Tips for Creating Documents

June 4, 2026

Across Canada, 5.2 million people reported difficulty accessing print materials on the 2023 Survey of Accessible Print Materials (Government of Canada, 2023). Accessibility begins at the document creation stage. By designing with accessibility in mind from the outset, you can create materials that are easier for everyone to read, navigate, and understand. The five tips below provide a great starting point for creating accessible documents.

Five Tips

1. Use a clear and consistent heading structure
   • Use built-in heading styles (e.g., Heading 1, Heading 2)
   • Avoid manually formatting headings (e.g., bolding or enlarging text only)
   • Organize content so it can be easily navigated
   • Structure content in a logical hierarchy
2. Choose a font that is easy to read
   • Use sans-serif fonts such as Arial, Verdana, or Calibri (sans-serif is a typeface that does not have the small projecting lines, known as "serifs," at the ends of strokes)
   • Avoid decorative or complex fonts
   • Ensure text remains readable when zoomed or magnified
3. Align text to support readability
   • Use left-aligned text for body content
   • Avoid fully justified text formatting
   • Use adequate line spacing (e.g., 1.15 to 1.5)
   • Keep spacing between words consistent
   • Avoid using line breaks to control spacing. Instead use proper paragraph spacing
4. Do not use colour alone to convey meaning
   • Ensure meaning is accessible regardless of how colour is perceived
   • Combine colour with text labels, patterns or formatting, and clear wording to allow colour blind individuals and screen readers to distinguish between different cues in the text
5. Add concise and meaningful Alt Text to images
   • Write brief descriptions that convey the purpose of the image
   • Include relevant context, not just visual details
   • Review and edit auto-generated alt text for accuracy

How This Helps

• Improves navigation and usability: Structured headings allow users (and screen readers) to quickly skim and move through content
• Enhances readability for diverse users: Clear fonts and consistent alignment reduce visual strain and support people with dyslexia and other disabilities
• Supports users with low vision: Readable layouts and scalable text remain clear when magnified or zoomed
• Reduces cognitive load and reading fatigue: Predictable structure and spacing make content easier to follow and process
• Ensures access beyond visual cues: Information is still understood by people who cannot perceive colour or who use assistive technologies
• Provides equivalent access to visual content: Alt text ensures people using screen readers receive the same meaningful information as sighted users

Learn more

• Accessible Design Principles | Toronto Metropolitan University
• How To Create Accessible Documents | Government of Canada
• Alternative Text and Long Description Best Practices | Government of Canada

References

Government of Canada, S. C. (2023, October 3). Print material accessibility in Canada, 2023. https://www150.statcan.gc.ca/n1/pub/89-654-x/89-654-x2023003-eng.htm

Incorporate one or more of these tips to create accessible documents and ensure better access to information. Stay tuned tomorrow for five tips on how to make meetings accessible.