Web Access Centre

Writing for the web - Web Access Centre

Summary: Clearly written text is essential for us all when reading on the web.

Rationale
Techniques
Testing tips
Further information
Website Accessibility Initiative compliance
Other pages about text

Web access centre - design and management resources

Rationale

Use of jargon and unnecessarily complex or technical language can make it difficult for people to understand content. It is not safe to assume that everyone who visits your site will understand over complex or industry specific language.

For example, a website about stocks and shares may use lots of financial jargon and technical language. However, people with no knowledge of the subject may have come to do research or may be new to the subject completely.

Additionally, over use of emphasis and punctuation can be difficult to read. It is even more difficult to listen to. CAPITALISATION carries extra emphasis in a screen reader, and may sound like shouting. IN ADDITION TO THIS CAPITALISATION IN SENTENCES AND PARAGRAPHS CAN BE DIFFICULT TO READ VISUALLY AND CAUSE PROBLEMS FOR PEOPLE WITH DYSLEXIA.

Information presented in a clear, consistent manner, significantly increases both the usability and accessibility of a site. People who use screen magnification software will not have to fathom out the meaning and tone of your site and will more easily understand content on pages; and people with reading problems are not given confusing or cluttered visual clues.

Techniques

Jargon and technical language should be avoided where possible. Even if you feel your users will know technical or industry specific language used on your site assumptions shouldn’t be made, as a user may be new to the field or carrying out research. Provide a glossary where necessary and, where possible, explain uncommon or complex words within the context of the sentence that uses them.
Capitals used for whole phrases, sentences and paragraphs can be difficult to read for some users (the shapes of lower case letters are easier to see) and, in the context of online communication, whole words in capitals appear TO BE VERY LOUD, creating the feeling of being shouted at! Text should be presented in standard sentence case.
Italics on monitor screens can, for some people, create a shimmering effect that makes them much more difficult to read. Occasional individual words in italics can be acceptable, but as with the use of capital letters, it should be avoided for whole phrases, sentences or paragraphs. This is commonly seen in Terms and Conditions, Privacy Policies and other legal documents that have been designed initially for print, and simply placed on a website unaltered. These documents should be reformatted before being placed on a website.
Underlining whole phrases, sentences or paragraphs may produce similar problems of legibility, as this obscures part of the shape of letters. It should also generally be avoided except in the case of hyperlinked text, since underlining is commonly understood to indicate a hyperlink. So the use of underline for text that isn't a hyperlink has the potential to confuse users.
Justified text should also be avoided, as it doesn't work well online, having large variations in the gaps between words, makes the content difficult to read. In particular, the often large gaps between words in justified text can cause real problems for those using screen magnification, who can be “fooled” by the large gaps into thinking they have reached the end of a line of text, and move down to the start of the next line, only to find that it doesn't make sense. Until browsers become generally better at rendering justified text, it is best avoided.
Acronyms and abbreviations should use ABBR or ACRONYM to expand the meaning. As well as using the “acronym” and “abbr” elements to give the expanded form of acronyms and abbreviations, it is good practice to use the expanded form when the acronym or abbreviation is first used on a page, with the contracted form following it in brackets. The contracted form can then be used elsewhere on the page. For example, we normally refer to the "Royal National Institute of the Blind (RNIB)" when first mentioning the organisation, then subsequently refer to "RNIB". Common sense should be used, however, since some acronyms are so well known and commonly used that it may be unnecessary to give the full form (for example, “BBC”, "ITV" etc).
Link text, ALT text, page titles and headings should be clear and to the point. Put the key information at the start of the link, ALT or heading. This makes it easier for the eyes to scan and is especially helpful to screen reader and braille output users who listen to pages very quickly and sometimes only to the start of sentences.

Where possible, to aid navigation, try using the same link text as page titles or headings. This helps all users confirm that they are indeed on the correct page. It is also helpful for screen reader and braille output users as they can navigate around a page by listing links and headings.

Testing tips

Browser - Manually check that pages are clear and easy to read. Check that large blocs of text are not presented as capitals or italics.

Further information

The Plain English Campaign website – provides information on clear writing for all formats including print and the web.
The Plain English Internet Crystal Mark Scheme – this scheme offers a Crystal Mark to websites that have been independently audited by the Plain English team.
Writing for the web - resources from Jacob Neilson's Useit website.
Plain Language US Federal resources - quick tips and checklists for writing for the web.

Website Accessibility Initiative compliance

14.1 Use the clearest and simplest language appropriate for a site's content. Priority 1
12.3 Divide large blocks of information into more manageable groups where natural and appropriate. Priority 3
14.3 Create a style of presentation that is consistent across pages. Priority 3

For more information on techniques visit the Web Accessibility Initiative techniques page.

Other pages about text

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Content author: webaccess@rnib.org.uk

Last updated: 07/03/2008 11:43

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