Communications Guide - Fran O'hara

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Accessibility Guidelines 5 In order for people to relate to the Commission, they need to understand what we are aiming to do. When you write, focus on the outcome that you want to achieve for older people. Instead of “ending fuel poverty,” use “reducing fuel bills.” If in doubt, ask older people to read your work to check. Using clear and simple text with short sentences, simple punctuation and no jargon will help get your message across more effectively. Plain English, like Clear Print, benefits everyone, but is essential for anyone with a learning disability. Here are some suggestions: • One sentence should express one idea. • Use short paragraphs, grouping ideas on one theme in each paragraph. • Never use a long word when a short one will do. For example consider using “home” rather than “accommodation”, or “help” rather than “assistance.” • Eliminate unnecessary words. For example, use “now” instead of “at the present moment in time.” • Eliminate unnecessary phrases. Ask yourself whether phrases such as “it has to be said that” add anything to your document. • Limit the use of jargon and technical terms. Unless you are certain that every reader understands them, if you have to use them, explain them. • Try not to use abbreviations. Where you do use them, spell them out the first time, or if you haven’t used them for a few pages. • Be direct. Address the reader as “you” and refer to yourself as “I” or “we”, readers respond much more positively to this direct style of writing. • Write in an active rather than a passive voice. For example, write “we will hold meetings...” rather than “meetings will be held...” • Avoid negatives as they tend to confuse people. For example, “you will limit your choice of course dates if you do not respond by ...” is better expressed positively as “you will have more choice of course dates if you respond by...” • Punctuation should be simple but accurate. A well-punctuated document is easy to understand. • Think carefully about your tone of voice. For example, when you find yourself writing about “persons” instead of “people” you can be sure your writing is becoming distant from your audience. Communications Guide Page 5.1
Accessibility Guidelines 5 Section 5.2: Clear Print Clear Print is easier for everyone to read. • Do not use blocks of capital letters, italics or underline words: CLEAR PRINT IS EASIER FOR EVERYONE TO READ Clear Print is easier for everyone to read. Clear Print is easier for everyone to read. • Titles of publications should use quote marks, for example: Older People’s Commissioner for Wales, “The challenges facing older people in Wales." • Use numbers which are clearly distinguishable from each other. • Left align all text. • Ensure there is a good contrast between the text and its background. • Ensure recurring features, such as headings and page numbers are always in the same place. • Leave a space between paragraphs, use the enter key for this, rather than automatic spacing. • Avoid setting text around or over images. • All text should be set horizontally and be careful not to place any text too close to the edge nearest to the document’s spine. • Ensure there is an adequate gutter (space) between columns. • Information conveyed in images should have supporting explanatory text. • Avoid using glossy paper. • Structure documents using headings and check the document map. • Avoid repetitive headings and be clear. • Make sure documents are available in an accessible format like Word. • Use long hyperlinks, not “click here” or just one word. • Write dates as 7 February 2009, instead of 7th February 2009. • Don’t put information in text boxes as screen readers can’t always find them, use borders instead. Communications Guide Page 5.2
Page 1 and 2: Communications Guide July 2011
Page 3 and 4: 1 Introduction
Page 5 and 6: Introduction 1 Section 1.2: Communi
Page 7 and 8: 2 Our Audiences who we communicate
Page 9 and 10: 3 About the Commission who we are
Page 11 and 12: About the Commission - who we are 3
Page 19 and 20: Copy and Editorial Guidelines 4 Sec
Page 21 and 22: Copy and Editorial Guidelines 4 Usi
Page 27 and 28: Copy and Editorial Guidelines 4 Ope
Page 29 and 30: Copy and Editorial Guidelines 4 Out
Page 31: Accessibility Guidelines 5 Section
Page 35 and 36: Accessibility Guidelines 5 Section
Page 37 and 38: Design Guidelines 6 Section 6.0: Lo
Page 39 and 40: Design Guidelines 6 Reversed logo -
Page 41 and 42: Design Guidelines 6 • Use the pri
Page 43 and 44: Design Guidelines 6 Section 6.4: Co
Page 45 and 46: 7 Photography and Illustration Guid
Page 47 and 48: Photography and Illustration Guidel
Page 49 and 50: 8 Templates

Communications Guide - Fran O'hara

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