Presenting information

• Use simple language and short sentences.  This makes information easier to understand for everyone.
• Keep the layout of regular publications consistent for example, a monthly newsletter. But make sure that you are flexible and can give people the information in different ways.
• Use font ‘Arial’12 point for normal text.  Unless requested otherwise, use 20 point for people with visual impairments and a minimum of 14 for people with learning difficulties.
• Use simple, clear text with short sentences, simple punctuation and no jargon, acronyms or abbreviations.
• Avoid block capitals, italics or underlining. They all make text harder to read.
• Use a ragged right edge rather than fully justified text.
• Plan what you want to write. Cut out any unnecessary detail and present important ideas in a logical order.
• Use active and personal language. Using ‘you’ and ‘we’ makes your writing clearer and more direct.
• Provide information in different formats where necessary. Alternative formats include ‘easy read’ (there is more about this is presenting information for people with learning disabilities), Braille, audiotape, video, British Sign Language (BSL), and in different languages.
• Where you are using information that another organisation has produced (for example information about a venue) ask them for that information in different formats so that you can pass it on to anyone who needs it. If they are service providers, they will have duties under the Disability Discrimination Act (DDA) to provide information in this way.

Using images

• Images, when used properly, make writing easier to understand and more attractive.
• Use images, like photographs, drawings or symbols to support your text. Aim to make your material clear at a glance, even to a person who does not have good reading skills.
• It is best to stick to one type of image and avoid mixing photographs, line drawings and images.
• Images should show people from different cultures, people with disabilities etc. They can also show specific buildings or people.
• It is recommended that you place pictures to the right of the text.
• People prefer coloured pictures, rather than just black and white.
• Drawings must not be childish or patronising.
• The best drawings are often the simplest – they should not be too ‘busy’.
• Be careful about using humour to portray an idea. Humour can distract from or confuse the message and may also offend some people.
• Many people put a photograph of the writer at the end of a letter or article.

Using photographs

• Generally, photographs are the most popular kind of image with readers.
• A photograph can hold a lot of information and can easily be ‘read’.
• Photographs can help when talking about a certain person or building.
• You must always ask permission if you are taking or using photographs of people you are working with.
• Photographs have to be carefully taken to make sure they show one idea clearly. For example, a photograph of a person illustrating the idea that they are happy should not have a busy background and distract from the main idea of the picture.
• You should be aware that photographs do not always photocopy well.

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