How to write accessible web content

Writing accessible web content means creating information that people can find, understand and use, regardless of ability, literacy level or how they access the web.

Accessible content supports people with disability, but it also improves usability for everyone. Clear structure, simple language and thoughtful design help users complete tasks more easily, reduce confusion and build trust.

Accessible web content is not just about meeting technical standards. It is about communicating clearly with real people.

Confirm your audience

Before you write anything, be clear about who your audience is and what they need to do with the information.

Ask yourself:

• Who will read this content?
• What do they already know?
• What do they need to understand or do next?
• Are there barriers that might make this content harder to use?

Your audience may include people with disability, people with low literacy, people using screen readers, people accessing content on mobile devices, or people who are time-poor or distracted.

Writing with these users in mind helps make your content clearer and more effective.

Use clear and simple language

Clear language is one of the most important parts of accessible web content.

Good accessible writing:

• uses everyday words where possible
• avoids jargon and acronyms, or explains them when needed
• keeps sentences short
• uses active voice
• avoids unnecessary detail.

You do not need to remove all complexity, but you should remove anything that does not help the reader understand the message or complete a task.

As a general guide, aim for a reading level that suits a broad audience – we usually recommend grade 7 to 9. This helps people with different literacy levels and reduces cognitive load for everyone.

Structure content so it’s easy to scan

Most people do not read web content from start to finish – they scan.

Clear structure helps users find what they need quickly and supports people using assistive technology.

Accessible structure includes:

• clear and descriptive headings
• short paragraphs
• lists for steps or key points
• a logical order.

Headings should describe the content that follows. Avoid vague headings like “Overview” or “More information” where possible.

Good structure benefits screen reader users, keyboard users and people with cognitive disability.

Make links meaningful

Links should make sense on their own.

Avoid vague link text like:

• click here
• read more
• learn more.

Instead, use link text that describes where the link goes or what it does. This helps screen reader users and improves clarity for everyone.

Write clear instructions and actions

If your content asks people to do something, the instructions need to be clear and specific.

Accessible instructions:

• are written in the order people need to follow them
• avoid relying on visual cues like ‘click the red button’
• explain what will happen next.

You should not assume users can see, hear or interact with content in a particular way.

Support readability and comprehension

Accessible web content supports understanding, not just access.

To improve readability:

• avoid large blocks of text
• keep sentences and paragraphs short
• use consistent language
• explain important terms.

If content is complex, consider whether a plain language version or an Easy Read version is also needed.

Test your content with users

Accessibility cannot be fully checked by automated tools alone.

User testing helps you understand:

• if people can find key information
• if the language makes sense
• where people get confused
• if the instructions are clear.

Testing with people with disability is especially important, but testing with any users will improve content quality.

Keep reviewing

Accessible web content needs regular review. As information changes, content should be updated and checked to make sure it is still clear, accurate and usable.

Poor-quality web content can:

• confuse users
• create barriers
• undermine trust
• fail to meet accessibility goals.

Investing in skilled writers, designers and user testing helps ensure your web content is genuinely accessible, not just technically compliant.

How can we help you?

Writing accessible web content takes time, skill and experience. It involves understanding audiences, accessibility standards and best practice in clear communication.

We can help you review, write and test web content so it is accessible, usable and effective for the people who need it.

Find out more on our Services page.