Making your information accessible

A guide to commissioning and sharing Easy Read versions of your organisation’s information.

What is accessible information?

Accessible information means information that people can read, understand and use.

This type of information is especially important for people who find it harder to read or understand standard information. This could be because of a disability, sensory loss, or another communication need.

Some common types of accessible information, also known as accessible formats, are:

• Large print

• Braille

• Easy Read

• British Sign Language

• Audio recordings

Most people have heard of these accessible formats, but Easy Read is not as well known.

What is Easy Read?

Easy Read turns complex information into something that is easier to understand. It uses:

• Short, simple sentences

• Clear, everyday words

• Pictures that help explain the text

Easy Read is often used by people with a learning disability. But at Easy Read Online, we have found that many other people find it useful too. For example:

• People who speak English as a second language

• Neurodiverse, like autistic people

• People with low literacy

• Older people with memory problems

• The general public, especially when information is complex or full of jargon

Easy Read can help make sure everyone understands the information that matters to them.

Why should your organisation create accessible information?

There are 3 important reasons:

1. To include everyone. People with learning disabilities have the right to understand information and be part of decisions that affect them.

2. To close the information gap. Without accessible information, some people are left out, confused, or misinformed.

3. It’s the law. The Equality Act 2010 says you must make reasonable adjustments to your services. This includes providing accessible information. If you don’t, it may count as discrimination.

There are 1.5 million people with a learning disability in the UK, and 1 in 6 adults with low literacy. Many rely on public services every day, but often struggle to get the information they need.

One of our clients told us that in a recent consultation, 11% of all responses came from people who used the Easy Read version. This included:

• People with learning disabilities

• People with English as a second language

• Neurodivergent people

• People with low literacy

• Older people with dementia

• General members of the public

A huge number of service users would have been excluded if the organisation had not provided an Easy Read version.

How can your organisation create Easy Read information?

Some organisations try to make Easy Read documents themselves. But this can be hard because of:

• Not enough time – deadlines can be tight.

• Busy staff – staff may not have the time or skills to do it well.

• Lack of tools – Easy Read often needs special images and software.

• No lived experience – it’s best to work directly with people who have learning disabilities to make sure your Easy Read is clear and useful.

Instead, you can hire a specialist Easy Read company. But how do you choose a good one?

Here are some questions to ask:

• Do they work with people with learning disabilities to check the work?

• Can they produce different types of Easy Read materials?

• Can they show examples of their previous work?

• Do other organisations recommend them?

• Do they understand the needs and rights of people with learning disabilities?

• Are they active in the accessibility or inclusion community?

How can you share your Easy Read documents?

If you’ve taken the time to create an Easy Read version of your information, make sure people can find and use it!

Here are some tips:

Train your team

• Make sure all staff know what Easy Read is and where to find it.

• Staff should feel confident sharing Easy Read versions when asked.

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Use social media

• Announce when you’ve created an Easy Read document.

• If you worked with a specialist company, say so; it builds trust.

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Put it online clearly

• Add a link to the Easy Read version near the top of your web page.

• Use an Easy Read symbol to make it stand out, like this one!

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Include it in printed materials

• Put the Easy Read version next to the standard one.

• The more visible, the better.

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Tell people directly

• Contact local self-advocacy or learning disability groups.

• Email them a link to the Easy Read document, call them, or post a printed copy.

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Mention it in your main document

• At the front of your standard document, include a note like: “For an Easy Read version of this document, visit (link) or contact us on (phone/email).”

How can Easy Read Online help?

We are a team that specialises in making Easy Read information.

We have created 1000s of Easy Read documents for councils, charities, the NHS, government departments, housing associations, arts and culture services, international organisations, and more.

We can produce Easy Read in many formats:

• PDFs (print-ready and accessible versions)

• Interactive documents with fillable fields and tick boxes

• Word documents

• Audio or video

• Printed booklets

• Text-only and image-only versions for websites or online surveys

• PowerPoint presentations

• Translations into other languages

We work closely with people with learning disabilities. For example, our local Mencap group checks many of our documents and gives feedback, helping us improve.

We also offer a checking service. If you’ve made your own Easy Read document, we can review it and help you make it clearer and more accessible.

To learn more about our services click here.

Sources

NHS England. Accessible Information: Implementation plan. 2015. https://www. england.nhs.uk/wp-content/uploads/2015/07/ access-info-imp-plan.pdf

Mencap. How common is learning disability in the UK? 2025. https://www.mencap.org.uk/learning-disability-explained/research-and-statistics/how-common-learning-disability

Department of Health. Making written information easier to understand for people with learning disabilities. 2010. https://webarchive.nationalarchives.gov.uk/ukgwa/20130812104657/http:/odi.dwp.gov.uk/docs/iod/easy-read-guidance.pdf

Disability Justice Project. Accessible information and communication discrimination guide. 2025. https://www.disabilityjustice.org.uk/learn-more-and-take-action/accessible-information-and-communication-discrimination-guide/#law