Guidelines for
Producing Clear Print
Round Table on Information Access
for People with Print Disabilities
Guidelines for Producing Clear Print
Copyright © 2011 Round Table on Information Access for People with Print Disabilities
This work is licenced under the Creative Commons
Attribution-NonCommercial-NoDerivs 3.0 Unported License.
To view a copy of this licence, visit http://creativecommons.org/licenses/by-nc-nd/3.0/
or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco,
California 94105, USA.
Published by Round Table on Information Access for People with Print Disabilities Inc.
PO Box 229
Lindisfarne, Tasmania 7015
Australia
Email: [email protected]
Web address: http://www.printdisability.org
National Library of Australia Cataloguing-in-Publication entry
Title: Guidelines for producing clear print /
Round Table on Information Access for People with Print Disabilities.
ISBN: 9780980706437 (pbk.)
Subjects: Printing--Handbooks, manuals, etc.
People with visual disabilities--Services for.
Large print books--Standards.
Blind--Books and reading--Standards.
Other Authors/Contributors:
Round Table on Information Access for People with Print Disabilities.
Dewey Number: 686.224
About these guidelines
These guidelines are published by the Round Table on Information Access for
People with Print Disabilities Inc. The Round Table is an umbrella
organisation which brings together producers, distributors and consumers of
information in alternative formats to print; blindness agencies, tertiary
institutions and government departments in Australia and New Zealand.
These guidelines are available from Round Table in accessible formats.
Acknowledgements
Compiled by the Large Print Working Party of the Round Table on Information
Access for People with Print Disabilities.
Working Party leader: Elisabeth Wegener, St Edmund's School
To the many members of the Round Table who have contributed to the
production of these Guidelines and especially those individuals who have
been directly involved in the process—thank you.
In particular, Round Table would like to acknowledge the input of Moira
Clunie, Royal New Zealand Foundation of the Blind and Round Table
Executive Committee.
Round Table wishes to acknowledge the generosity of the Royal National
Institute of Blind People, UK in allowing unrestricted usage of their See it
Right Guidelines.
Contents
Introduction......................................................................................................1
Clear print checklist..........................................................................................4
Clear text formatting.........................................................................................6
Clear layout....................................................................................................15
Clear graphics................................................................................................19
Printing and binding .......................................................................................22
Reformatting into large print...........................................................................23
Special types of print material........................................................................32
References ....................................................................................................37
Round Table Guidelines for Producing Clear Print 1
Introduction
These guidelines have been produced to help print designers to improve the
legibility of books, reports, newsletters and other printed material. The
guidelines are also intended for those adapting existing printed material into
large print for people with low vision.
Producing clear print is no more difficult than any other approach to print
design, but it may require more initial thought about typography and layout.
Incorporating clear print principles will result in a document which is more
accessible for all readers.
What is clear print?
Clear print is an approach to print design that creates legible, uncluttered
documents which are easier to read.
In a clear print document:
• information is easy to locate.
• layout is simple, consistent and logical.
• text is legible and well spaced.
• graphics are clear and legible.
• presentation of information does not rely solely on graphics.
• documents are printed and bound for ease of reading.
A clearer, more legible document is more readable—therefore clear print
benefits everyone, but especially benefits people with vision loss. Using these
clear print guidelines should help your document reach as many people as
possible by making it more accessible.
What is large print?
Large print is text which is bigger than the standard print size and designed
using clear print principles.
Large print documents can be designed and printed in the same way as
regular print. If reformatting from existing print, this may involve enlarging the
text, reformatting or reflowing the text, modifying the artwork and the layout of
Round Table Guidelines for Producing Clear Print 2
the publication. For most types of information, large print can be produced
effectively using standard word processors and printers.
When producing large print, you should always follow clear print guidelines.
This document also includes guidance on reformatting existing material into
clear large print.
How do people with low vision read print?
People are affected in different ways by their vision impairment and use
different methods when reading. These methods become more effective when
documents are designed using a clear print approach.
The most basic strategy involves not using any vision aids at all, just relying
on any remaining vision an individual may have. In order to read the text, the
reader may position the printed page very close to their eyes. This means that
the reader can only see a very small amount of the total page at a time.
Magnifiers are very popular reading aids. These range in size and technical
sophistication from simple hand-held optical magnifiers to computerised
devices which can adjust text size and colour contrast. Magnifiers tend to limit
the amount of the page that can be seen at a time, quite often to as little as
one or two words. Magnifiers work more effectively if the document placed
under them is completely flat. A key point to remember with magnifiers is they
will only enlarge the existing text—so if the original is of poor quality, this poor
quality is only made larger—it is still difficult to read.
Scanners and optical character recognition (OCR) software can provide
information access for people unable to read regular print. Documents can be
scanned and read on a computer through enlargement or the use of speech
software. OCR is most effective on documents that have a simple layout and
use an easily recognisable font.
Reformatting text into large print is another way of making print accessible for
people with low vision. This may involve adjustments such as reflowing text,
making headings clearer or easier to locate. If an individual requires text to be
in a very large text size in order to read it effectively, it may be more effective
to consider magnification technology or other accessible format options rather
than producing the material in large print.
Round Table Guidelines for Producing Clear Print 3
Some people
rely on their
remaining
vision to read
Electronic
magnifiers limit
the amount of
the page visible
at a time
Round Table Guidelines for Producing Clear Print 4
Clear print checklist
F A simple, clear font has been used.
F All text is of an appropriate size.
F Use of block capitals, italics and underlining is limited.
F Text is left aligned and set horizontally.
F Text is not condensed or stretched.
F Space between lines and paragraphs is adequate.
F There is good contrast between text and background.
F Layout is simple, consistent and logical.
F Heading styles are consistent throughout the document.
F Page margins are wide enough to allow flat binding.
F Page numbers are visible and in a consistent location.
F There is adequate space or a vertical line between columns.
F Tables have visible borders, with adequate space between text and
border.
F Table headings are repeated at the top of each page, and cells are not
split across page breaks.
F Text boxes and images are easily located and do not interfere with the
flow of text.
F Graphics are clearly designed.
F No information is conveyed solely on graphics or colour.
F Text within graphics is clear, consistent and the same size as the main
text.
F In contents lists, indexes and glossaries, page numbers are visibly linked
to the reference.
F Paper is thick enough to prevent show-through.
F Document is bound so that it can be opened flat.
Round Table Guidelines for Producing Clear Print 5
Checklist for reformatting into large print
F Copyright permission obtained if required.
F Text meets clear print guidelines.
F Graphics meet clear print guidelines.
F No information is conveyed solely through graphics or colour.
F Original print page numbers have been inserted.
F The needs of the individual reader have been accommodated.
Round Table Guidelines for Producing Clear Print 6
Clear text formatting
Choosing a font
The word "font" refers to the appearance of a "family" of characters used for
printing. In addition to the upper and lower case version of each letter, it
includes italics, numbers, punctuation marks and symbols.
A clear print document should use fonts which are clear and easy to read.
Qualities to look for in a font are:
• plain rather than stylised.
• easily distinguishable characters.
• open counterforms (that is, the blank spaces inside open letterforms like e
and o).
• a large "x-height" proportional to point size (that is, the height of a lower
case x compared with the overall size of the letters).
• prominent ascenders and descenders (that is, the parts of the letter that
appear above or below the main body of the letter, for example the tail of a
lower-case g, or the vertical bar in a lower-case h).
• uniform stroke thickness.
• even spacing between letters.
Avoid fonts that are highly stylised, ornate, decorative or handwriting-style.
Serifs
Serifs are details on the ends of some of the lines that make up letters and
symbols. Serif fonts include serifs on their letters, and sans serif fonts do not.
There is little evidence to suggest that one category is easier to read than the
other in general, but sans serif fonts are more commonly used for large print.
Large or complex serifs may reduce legibility and should be avoided.
Easily distinguishable characters
It is important to choose a font with easily distinguishable characters. In some
fonts, it may be easy to confuse certain characters, for example I (capital i)
with l (lower case L), and t with f.
Round Table Guidelines for Producing Clear Print 7
It is also important to ensure that the numbers are distinct. Certain numbers
such as 3, 5 and 8 can easily be misread. In certain typefaces, 0 and 6 can
also be confused.
Examples of clear fonts
Clear sans serif typefaces
Arial Gill sans
Century Gothic Tahoma
Clear serif typefaces
Garamond Bookman
Palatino Times
Examples of highly
stylised or ornate fonts
which should be avoided
Gigi Brush Script
Curlz MT XwãtÜw|tÇ fvÜ|Ñà
Pristina CASTELLAR
Kirsten Chiller
Using fonts
Font size
The size of the text is a vitally important aspect of clear print design. In
general, larger text is easier to read, particularly for people with low vision.
Often, books and newspapers use type sizes between 8 and 10 point. Clear
print documents should use a minimum type size of 12 point.
Consider the audience for your document. If the document is designed for
older people or for people with low vision, consider increasing the text size.
Large print uses a larger text size than standard documents—from 16 point to
36 point or larger. If preparing a large print document for an individual who
has low vision, use their preferred font size, if known.
Round Table Guidelines for Producing Clear Print 8
Font size is an
important aspect
of clear print
design. These
examples show the
same piece of text
in 8 point Arial and
14 point Arial
The latest technology (8 point)
Access to information for people with a print disability, be it in traditional formats
such as large print, braille and audio, or in newer and emerging electronic
technologies such as the world wide web, structured e-text, e-commerce and
interactive voice response, ensures that all people have access to the thoughts
and ideas which make a society.
The latest technology (14 point)
Access to information for people with a print
disability, be it in traditional formats such as
large print, braille and audio, or in newer and
emerging electronic technologies such as the
world wide web, structured e-text, e-commerce
and interactive voice response, ensures that
all people have access to the thoughts and
ideas which make a society.
Font weight
Fonts are often available in light, normal, semi-bold (medium) or bold weights.
The light options should be avoided, since letters are not dark or thick enough
to provide good contrast with the background, particularly if coloured paper is
used. Most readers find normal or bolder font weights easier to read. People
with low vision often prefer bold or semi-bold weights to normal ones.
Light weight
Round Table's strength is the diversity of knowledge
and experience in the production and use of alternate
format materials embodied by its members.
Normal weight
Round Table's strength is the diversity of knowledge
and experience in the production and use of alternate
format materials embodied by its members.
Semi-Bold weight Round Table's strength is the diversity of
knowledge and experience in the production and
use of alternate format materials embodied by its
members.
Bold weight Round Table's strength is the diversity of
knowledge and experience in the production and
use of alternate format materials embodied by its
members.
Round Table Guidelines for Producing Clear Print 9
Font style
Most people read by recognising word shapes rather than individual letters.
When whole words are set in italics or block capitals, the shape of the word is
altered since letters are set at an angle or all the same height. This makes
words harder to read, so clear print design should aim to avoid long passages
of italic or block capital letters. If you need to add emphasis to your text, try a
bolder font weight. If it is necessary to use italics, make certain that they are in
the same font type as the body of the text, and choose a font that has a clear
italic. If necessary, block capital letters may be used to give emphasis to titles,
single words or short phrases.
Underlining should also be avoided as it makes it more difficult to recognise
the shape of the words. This is because the underline intersects with the letter
descenders (tails of letters like p and g). If it is essential that underlining is
used, increase the space between the letters and the underline to ensure that
the line does not intersect with the words.
The use of italics,
underline and block
capitals inhibits
readability
This in-depth experience is drawn on by the Round
Table to prepare its standards and guidelines on the
production of alternate formats.
This in-depth experience is drawn on by the Round
Table to prepare its standards and guidelines on the
production of alternate formats.
This in-depth experience is drawn on by the Round
Table to prepare its standards and guidelines on the
production of alternate formats.
THIS IN-DEPTH EXPERIENCE IS DRAWN ON BY
THE ROUND TABLE TO PREPARE ITS
STANDARDS AND GUIDELINES ON THE
PRODUCTION OF ALTERNATE FORMATS.
Mathematics and use of fonts
If mathematical symbols are being used in a clear print document, make sure
that the font selected includes clear, adequately large mathematical symbols.
Where there are expressions with superscripts and subscripts in a document,
it may be necessary to increase the base font for mathematical expressions
throughout the document or the font size of the superscript/subscript.
Round Table Guidelines for Producing Clear Print 10
Text Layout
Text alignment
In general, text should be left aligned with a ragged right margin.
Fully justified text, which is aligned to both the left and right margins, distorts
the spacing between the words and can create stretched or cramped lines of
text. Readers with low vision can mistake large gaps between words as the
end of lines, particularly when using a magnifier to read the print.
Aligning text to the right, which produces a ragged left margin, also makes
text more difficult to read for people with low vision. This is because each new
line starts in a different place and is difficult to find.
Centred text, where each line starts and ends in a different place, is even
more difficult to follow and should not be used for blocks of text. You can,
however, centre titles or main headings.
The way text
is justified can
have a
significant
impact on its
readability
Left aligned text
A draft version of the proposed amendments to the
Copyright Act was released in October 2006 for comment.
This followed extensive representations to the copyright
department of the Attorney Generals.
Right aligning text makes it more difficult to find the
start of the next line
A draft version of the proposed amendments to the
Copyright Act was released in October 2006 for comment.
This followed extensive representations to the copyright
department of the Attorney Generals.
Fully justified text can produce confusingly large gaps
between words
A draft version of the proposed amendments to the
Copyright Act was released in October 2006 for comment.
This followed extensive representations to the copyright
department of the Attorney Generals department.
Round Table Guidelines for Producing Clear Print 11
Word and character spacing
It is best to keep the same amount of space between each word. Do not
condense or stretch single words or lines of text to fit your line length since
this makes the text more difficult to read.
Splitting words over two lines by using hyphens disrupts reading flow, so
should be kept to a minimum.
Text direction
Generally, all text should be set horizontally. Text set at an angle or following
a curved line is more difficult to locate and read. Text set vertically is
extremely difficult for a reader with low vision to follow, and should not be
used.
V
e
r
t
i
c
a
l
T
e
x
t
i
s
h
a
r
d
t
o
r
e
a
d
Round Table Guidelines for Producing Clear Print 12
Line spacing
The space between lines of text, also known as leading, needs to be
adequate. If the space between lines is too narrow, the print can be difficult to
read. Lines of text may appear to merge with the text on the lines above and
below, making it difficult to recognise word shapes. For larger font sizes, more
spacing is required between lines.
Insufficient line
spacing can give the
text a cramped look
and make it less
legible.
12 point text on 12 point leading
Copyright Changes
The proposed changes incorporate the addition of
the Bern convention 3- step test. This in effect means
it is not an infringement of copyright to make a copy
of a publication as long as it is a special case, does
not interfere with the rights of the author to benefit
from their work or that the copying does not unduly
prejudice the intellectual property of the owner.
12 point text on 17 point leading
Copyright Changes
The proposed changes incorporate the addition of
the Bern convention 3- step test. This in effect means
it is not an infringement of copyright to make a copy
of a publication as long as it is a special case, does
not interfere with the rights of the author to benefit
from their work or that the copying does not unduly
prejudice the intellectual property of the owner.
Round Table Guidelines for Producing Clear Print 13
Paragraph spacing
Adding vertical space between paragraphs helps to divide up the text and
enhances readability.
In some situations, it may be suitable to increase the size of the indent on the
first line to help separate paragraphs.
Examples of
paragraph
spacing
Paragraphs in 12 point with 10 point spacing between
paragraphs
There are currently around 300,000 Australians who are
blind or have low vision. In addition, there are many others
who are unable to read standard print with ease due to a
physical disability or a learning disability.
One of the barriers to participation in the community is a
lack of access to information, and for these Australians it is
critical to ensure the best possible access to a wide range
of information in alternative formats.
Paragraphs in 12 point with 10 point spacing between
paragraphs plus indent
There are currently around 300,000 Australians who are
blind or have low vision. In addition, there are many others
who are unable to read standard print with ease due to a
physical disability or a learning disability.
One of the barriers to participation in the community
is a lack of access to information, and for these Australians
it is critical to ensure the best possible access to a wide
range of information in alternative formats.
Contrast
Good contrast between the text and the background on which it is printed is
extremely important for legibility. Contrast is affected by several factors,
including paper colour, printing inks and the size and weight of the text.
The contrast between the colours is generally more important for legibility
than the specific colours used. Black on white provides the best contrast.
Some specific colour combinations should be avoided to help ensure your
Round Table Guidelines for Producing Clear Print 14
document is legible for people with colour vision deficiencies: red-green,
green-yellow, and blue-yellow.
Some people prefer to read white text on a black background because it
reduces the amount of glare from the page. If using white text on a block of
colour, make sure that the background colour is dark enough to provide good
contrast to the text. Pay special attention to text weight and size when
reversing out text, since white text on a coloured background appears smaller.
Try to avoid switching between dark on light and light on dark on the same
page, as this can be difficult for the eye to adjust to.
Poor colour contrast examples:
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
Good colour contrast examples:
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
To facilitate and influence the
production and use of quality
alternative formats for people
with print disabilities...
Round Table Guidelines for Producing Clear Print 15
Clear layout
The layout of a well designed clear print document should be simple,
consistent and logical. It is important to use features which make the layout
easy to follow, and information easy to find. Remember that consistency is the
key when designing and reproducing publications to make them accessible to
people with low vision.
Page layout
Page layout should be simple and uncluttered. Different elements of
information on the page such as headings, photographs, text and captions
should be carefully designed and clearly separated.
Layout should be predictable and consistent so that information can be
located easily. Consider that for readers with low vision who may be using
magnification technology, only a small part of the page is visible at a time. For
this reason, it is best to avoid placing information on the right hand side of the
page without connecting it visually to the left margin, as it may be overlooked
by a reader who is not viewing the whole page at once.
Page size
Choose a page size that is manageable and fits the required information
easily. It can be physically difficult to handle large page sizes such as A3,
especially for readers who read best by holding print close to their eyes. Large
sized paper may be appropriate for large graphics or complex tables.
Margins
If you are producing bound documents, make sure that the central margin is
wide enough to avoid text printing close to the centre of the spine. This allows
the document to be laid flat so that it can be used with magnification or a
scanner.
Round Table Guidelines for Producing Clear Print 16
Navigational aids
Recurring features, such as headings and page numbers, are easier to find if
they are always placed in the same position on the page. These serve as
navigational aids and help the reader to find the information they need quickly.
Icons and visual aids can help readers navigate around a document and
identify sections, points and headings. Ensure that icons are clear and easily
distinguishable.
Even if the actual icon is not easily
distinguishable to a reader with low
vision, the colour and form can act
as a location guide
Writing Activity
Reading Task
Other useful aids for navigating the document could include a list of contents,
and horizontal lines to separate different sections of the document.
Headings
Headings within a document provide the reader with important information
about the text. The size and prominence of the heading should reflect its
importance in the context of the document. Be sure to use consistent heading
styles throughout the document.
Page numbers
Page numbers should be in a predictable location and with an adequate font
size, which may be slightly smaller than the main text size.
Contents pages, glossaries and indexes
Contents pages, Glossaries and Indexes should be formatted so that the
referenced page numbers are easy to locate. Either place the number close to
the reference, or use leader dots between the reference and number so that
the reader can follow the line visually to locate the number.
Round Table Guidelines for Producing Clear Print 17
Columns
When setting out text in columns, make sure the space between the columns,
also known as the gutter, clearly separates them. Columns that are too close
together may introduce confusion as the reader may read across the page
rather than down. If space is limited, use a vertical line of at least 1 point
thickness to separate the columns.
Columns that are too close together
Each year the Round Table runs a
conference to facilitate and influence
the production and use of quality
alternative formats for people with print
disabilities. Conferences showcase
examples of best practice in the
provision of accessible information to
people with a print disability in the
workplace and the community centre,
including businesses, agencies,
tertiary institutions, libraries,
Commonwealth, State and local
government.
Columns with a clear blank space between them
Each year the Round Table runs a
conference to facilitate and
influence the production and use of
quality alternative formats for people
with print disabilities. Conferences
showcase examples of best practice
in the provision of accessible
information to people with a print
disability in the workplace and the
community centre, including
businesses, agencies, tertiary
institutions, libraries,
Commonwealth, State and local
government.
Columns with a clear dividing line between them
Each year the Round Table runs a
conference to facilitate and influence
the production and use of quality
alternative formats for people with
print disabilities. Conferences
showcase examples of best practice
in the provision of accessible
information to people with a print
disability in the workplace and the
community centre, including
businesses, agencies, tertiary
institutions, libraries, Commonwealth,
State and local government
.
Round Table Guidelines for Producing Clear Print 18
Tables
Tables need to have sufficient space around text within the cell so that the cell
contents do not merge visually with the borders of the table. Border lines
should be visible to make it easier for the reader to locate information.
Tables should be formatted so that headings are repeated if the table extends
over more than one page. Individual rows should not be split across pages.
If using background colour within table cells, ensure that there is good colour
contrast between the text and its background.
Generally, text in a table should be left aligned within each cell. It is often
more appropriate to right-align numbers.
Table with insufficient cell margins
ISBN TITLE PRICE QUANTITY TOTAL
1 84000160 7 Garden Planning $15.00 100 $1500.00
1 84000159 3 Water Gardening $15.00 2 $30.00
1 84000157 7 Garden Structures $10.00 47 $470.00
1 84000151 8 Pruning $15.00 3 $45.00
Table with increased cell margins
ISBN Title Price Quantity Total
1 84000160 7 Garden Planning $15.00 100 $1500.00
1 84000159 3 Water Gardening $15.00 2 $30.00
1 84000157 7 Garden Structures $10.00 47 $470.00
1 84000151 8 Pruning $15.00 3 $45.00
Text boxes
Text boxes should be consistently located and should not interfere with the
flow of text. They should be positioned between paragraphs as close as
possible to the text to which the box is referring.
If using background colour within a text box, ensure that there is good colour
contrast between the text and its background.
Boxes should have a clear border line, at least 1pt thick. Ensure that there is
sufficient extra space between text and the box border so that they do not
merge visually.
Round Table Guidelines for Producing Clear Print 19
Clear graphics
Graphics such as diagrams, graphs and illustrations can be used to convey
important information. Decorative graphics can be used to break up blocks of
text or provide navigational aids.
However, while graphics can aid understanding, it is important that
information is not conveyed to the reader through graphics or colour alone. All
graphics should either support the main body of the text, or should be
accompanied by a text caption explaining their significance.
Consider that even though people with low vision may be able to see an
image, they may only see a small part of it at a time, which they have to
mentally piece together to understand the complete picture.
Text and graphics
Text labels within a graphic should be of the
same size as the main text. Labels should
normally be placed horizontally.
Avoid setting text labels over images if
possible. Setting text over an image can reduce
contrast, making it harder to read. Readers
may not expect to find text within images, so it
can easily be overlooked.
If labels need to be placed over graphics, place
inside a text box, and ensure that there is
sufficient contrast between the text label and
the background it appears on. Figure 1 shows
an example of this.
Make sure that image captions are located in a consistent position throughout
the document so that the reader can predict the location.
Colour contrast
Make sure graphics can be understood without colour. Printing a copy of the
graphic in black and white is a simple way of assessing whether the main
features contrast adequately.
Figure 1 German barns in the
Barossa, South Australia
Thatched roof
Timber support
Round Table Guidelines for Producing Clear Print 20
Avoid combining yellow with blue, green with red, or green with yellow as
these colour combinations are particularly difficult for people with colour vision
limitations to distinguish.
Layout of graphics on a page
When placing graphics on a page, ensure that there is adequate spacing
between graphics and the surrounding text. If you are wrapping text around a
graphic, wrap it around the left side so that the start of each line is on the left
margin and is easier to find. Wrapping text around the right side of a graphic
means that lines of text start in different places, making them more difficult for
the reader to find.
Avoid placing graphics in the middle of a column. This can be confusing as
the reader has to skip over the picture to rejoin the line of text and can
sometimes lose their place, or go to the start of the next column.
Spacing between graphics
Avoid overlaying graphics, as this creates complex images which are difficult
to interpret visually. Ensure that there is adequate spacing between graphics.
Placing graphics over
one another makes
interpretation difficult
Round Table Guidelines for Producing Clear Print 21
Types of graphics
Illustrations and cartoons
Ideally illustrations should be line drawings with thick, dark strokes or outlines.
Pictures with undefined edges, such as watercolour paintings, highly stylised,
abstract images and those that use a continuous tone are more difficult to
see.
If designing cartoons, make sure text size and style is legible and that
graphics are simple.
Photographs
If photographs are being used, these should not be too grainy or contain a lot
of detailed information which could be lost to readers with low vision. The
important part of the image should be obvious.
Photographs should have a good contrast. A picture in which a dark coloured
foreground image is set against a light coloured background will be easier to
understand than a picture where the tonal values of its colours are equivalent
to each other. Make illustrations and photographs as large as possible without
being grainy.
When using halftone screens, (illustration created by dots of varying sizes
which form a "continuous tone") be aware that these can become coarse and
distorted when enlarged. This results in a hazy image that is often hard to
see.
Maps, graphs and diagrams
Maps, graphs and diagrams should all be clearly defined with good contrast.
Try to avoid "cluttered" diagrams as this will make interpreting diagrams very
difficult.
If diagrams are very complex it may be possible to reduce the amount of
information by creating more than one diagram, graph or map.
Ensure that any coloured or patterned areas are distinctive enough to be
easily identified.
Round Table Guidelines for Producing Clear Print 22
Printing and binding
Paper
There are three important factors to consider when choosing paper:
1. How much light the paper reflects. Avoid glossy papers, as light will
reflect off the surface and obscure the print. Preferably choose matt, silk or
uncoated paper.
2. Amount of "show through". It is important to choose paper that is thick
enough so that the text printed on one side can not be seen on the other side
to the extent that it interferes with legibility. If it is not possible to choose paper
thick enough to prevent show-through, print single sided.
3. Colour of paper. Choose a paper colour that will give an adequate
contrast between the text and background. Generally, white paper with black
text produces the best contrast. For some readers, this produces too much
contrast and off-white, buff or coloured paper is preferred.
Binding
Documents should be bound on the left to enable them to be opened out flat.
Readers who rely on scanners or magnifiers need to be able to place the
document flat, so care should be taken with the number of pages in your
document and the binding methods you choose.
Some book binding methods can make it difficult to open a document so that
it is completely flat. Staples work well for shorter documents. Wire binding
allows a larger document to be bound and still be opened out flat for use
under a magnifier.
Round Table Guidelines for Producing Clear Print 23
Reformatting into large print
There are a number of issues which arise when an existing document needs
to be reformatted into clear, large print. Educational and specialist
organisations often need to reformat material and usually will need to adapt
the existing material to improve the readability and clarity of presentation.
It is important that the reformatted document provides the same information
as the original print and retains as much as possible of the original document,
including formatting and graphics, except where this contravenes clear print
guidelines. This is especially important in educational settings, where students
may be accessing a large print version while their classmates use the original
print.
When reformatting an existing print document into large print, refer to the
clear print guidelines—for example it may be necessary to choose a clearer
font and increase leading as well as simply increasing the font size.
Digital files
When files are obtained from a regular source; such as a work place, school
or tertiary educational provider, it will expedite the conversion to large print if
the files are correctly and clearly formatted initially. It may be worth providing
specific training to raise awareness of the issues within organisations to make
the production of large print more efficient.
Several simple adjustments will help to make the conversion more efficient.
Some examples are:
• ensuring that the original print document follows clear print principles.
• the use of templates and styles.
• effective use of tables.
Copyright
By reformatting existing material into large print, you are making a copy of the
work, so it is important to be aware of relevant copyright legislation.
If you do not hold copyright for the original print document, creating a large
print document may require obtaining the original print publisher's permission,
Round Table Guidelines for Producing Clear Print 24
negotiating a license or using a print disability exception in your national
copyright legislation.
Depending on the copyright authority you are using to make the large print
copy, it may be necessary to include information about the original publisher,
the reformatting publisher and the copyright permission or license details in
the text of the large print version.
Photo-enlargement
Enlarging information using a photocopier will not produce clear large print if
the original does not follow clear print principles.
Photocopy enlargement may not produce material in an adequately large font
size. Text in particularly small type, for example an extracts from a train
timetables, may need to be further enlarged.
Print quality may be poor compared with computer generated material which
has been digitally printed.
Text formatting
Font size and style should be appropriate for use by the reader. Readers with
low vision will often have a preferred font size which optimises their access to
the text. If producing material for an individual, it is important to use their
preferred font size, if known.
Italics should be avoided where they only serve a visual function. Italics and
bolding are sometimes used to highlight text for a specific purpose within a
document. These may be words which are in the glossary, which are being
emphasised or various other purposes. Care must be taken to ensure that the
intention of the original document is retained. For example, where both italics
and bold are used within a single passage of text to provide different kinds of
emphasis, it would not be appropriate to simply replace the italicised words
with bold.
Ensure that there is adequate spacing between lines and paragraphs of text.
When using indents at the beginning of each paragraph, the size of the indent
may need to be increased proportionate to the font size to make it easier to
locate.
Round Table Guidelines for Producing Clear Print 25
Page layout
Make sure that layout is simple, consistent, logical and meets clear print
guidelines. Remember that consistency is the key when designing and
reproducing publications to make them accessible to people with low vision.
Use of white space, headings and icons in documents can provide a source of
relief from the text for readers with low vision.
Page margins may need to be reduced in order to increase the amount of text
on each page. Margins should not be less than 1.5 cm, and should be
adequate to allow the document to be bound and opened completely flat.
Page size
Choose a page size that is manageable and fits the required information
easily. It can be physically difficult to handle large page sizes such as A3,
especially for readers who read best by holding print close to their eyes.
Large sized paper may be appropriate for large graphics or complex tables. In
some cases, B4 paper may be more appropriate than A3.
Headers and footers
Headers and footers can both be useful in large print; however they should be
separated from the surrounding text to avoid confusion. A line can help
provide this distinction.
Footers are preferable to headers as they are easier to avoid if the information
is not required. Footers should contain information relevant to the document,
including the document name and page number.
Headings
Headings within a document provide the reader with important information
about the text. The size and prominence of the heading should reflect its
importance in the context of the document, and should reflect the heading
hierarchy of the original publication. Be sure to use consistent heading styles
throughout the document.
Boxes
Information in boxes needs to be included and should be in the same font size
as the text. Wherever possible the same colours and style of box should be
retained unless this is contrary to the clear print guidelines. For example, if
Round Table Guidelines for Producing Clear Print 26
using background colour within a text box, ensure that there is good colour
contrast between the text and its background. One method of ensuring good
contrast is to replace a coloured background with a coloured border line.
Boxes should have a clear border line, at least 1pt thick. Ensure that there is
sufficient extra space between text and the box border so that they do not
merge visually.
Where a box appears beside or in the middle of text in the original print, it may
need to be relocated in the large print version. In this case the box should be
positioned between paragraphs as close as possible to any text to which the
box is referring.
Tables
It can be difficult to reformat tables in large print. There are various methods
which can be used to make this easier:
• it may be useful to change the orientation of the page from portrait to
landscape.
• a key or description in the accompanying text can be used to reduce the
amount of information in the table.
• complex tables could be split into more than one table.
• some tables can be converted into lists.
Table headers should be repeated if the table continues for more than one
page. Generally, individual rows should not be split across pages.
Page numbers
Page numbers and the title of the document should be included in a footer,
normally the same size as the body of the text. If the body of the text is in a
very large font it may be necessary to reduce the font size in the footer.
Original print page number
When a document is converted to large print, the print page numbers from the
original document should be retained in the large print. This is especially
important in educational settings, where students with low vision may be
accessing a large print version while their classmates use the original print.
Round Table Guidelines for Producing Clear Print 27
These can be indicated in a number of ways, but must be consistent within
the document. The numbers need to be easily distinguished from the
surrounding text and should be unambiguous.
Some common methods of indicating the print page number are:
• position the print page number on the right margin and indicate by leader
dots.
• position the print page number on the left margin and increase the leading.
• include a border line above the print page number.
The preferred thickness of handwritten text depends very much on the
individual. However, a slightly thicker line will increase the size of the
............................................................................................................... p12
handwriting, making it easier to see. Above a certain thickness, lines run into
each other and become difficult to read. Therefore,
The preferred thickness of handwritten text depends very much on the
individual. However, a slightly thicker line will increase the size of the
p12
handwriting, making it easier to see. Above a certain thickness, lines run
into each other and become difficult to read. Therefore,
The preferred thickness of handwritten text depends very much on the
individual. However, a slightly thicker line will increase the size of the
p12
handwriting, making it easier to see. Above a certain thickness, lines run into
each other and become difficult to read. Therefore,
Footnotes and endnotes
Footnotes should usually be located on the same page where the reference
occurs, so that they are easy to locate. However if there is a significant
number of footnotes, other options may need to be explored. Methods of
organising footnotes include:
• placing them together at the end of the document as endnotes.
Round Table Guidelines for Producing Clear Print 28
• creating a separate endnote section at the end of each chapter or section.
• placing footnotes on the facing page.
• creating a separate large print volume. This option may be useful where
there are almost as many footnotes as text (for example, in some editions
of Shakespeare).
Footnote text should be the same size as main font size of the document.
Footnote reference numbers may be slightly smaller.
Graphics
Consider whether all graphics in the original text are necessary for the clear
print version. Do they provide the reader with information or are they a
distraction and provide visual clutter? Graphics which contribute information
or enhance the text should always be included.
Graphics should not interrupt the flow of the text, and if necessary should be
repositioned. Care should be taken to ensure that images are clearly
separated from the surrounding text and that they are not too small or
complicated.
Icons
Many documents contain simple icons which serve as navigational aids or
indicators of recurring features. These should be retained from the original
wherever possible, but may need to be adjusted or relocated to improve their
clarity and readability.
Simplifying Graphics
In some cases it may be necessary to simplify the graphics to make them
easier for a reader with low vision to interpret. Consider that even though
people with low vision may be able to see an image, they may only see a
small part of it at a time, which they have to mentally piece together to
understand the complete picture.
Writing Task – writing about the text
Round Table Guidelines for Producing Clear Print 29
If altering a graphic, consider the important components of the graphic and
what information it conveys.
Simplifying a graphic may involve:
• splitting a graphic into multiple images, for example splitting a complex
graph that shows two data sets into two separate graphs. Complex
collages, maps and diagrams may need to be presented both in their
original format and a deconstructed format to allow for interpretation.
• showing only the important details. If extraneous information in the
graphic is reduced or removed, take care to ensure that the graphic
remains structurally correct.
• increasing contrast. Where increased contrast is required on a diagram,
line thickness and style can be adapted and areas can be coloured or
shaded using distinctive patterns. If a key is required it should be in a
prominent position.
When enlarging graphics, scale diagrams need to be handled with particular
care to ensure that the scale remains correct.
Contrast can be improved by lightening
Round Table Guidelines for Producing Clear Print 30
Complex images may need to be presented both in their original format
and a deconstructed format
Colour
Where the original graphics included colour, the enlarged version should also
be in colour. When using colour, make sure that:
• colours or patterns are clearly differentiated from each other.
• colour is not the only means of conveying information.
• for individuals who have limitations in colour perception, reformatting takes
into account the needs of the individual.
Labelling graphics
Ensure that any labelling on diagrams is the same size font as the body of the
text and does not impede the interpretation of the graphic.
Graphic headings should normally be placed above the graphic, regardless of
where they appear in the original. Any labelling such as 'not drawn to scale'
should be placed at the top left of a diagram so that it is not overlooked.
Essential labelling lines or arrows should be straight and of a suitable
thickness. Preferably, labelling lines should not intersect. If lines are close to
one another they should be clearly differentiated.
Simplifying the labels within a graphic and providing a key may assist in
reducing clutter. If a key is required it should be in a prominent position.
Round Table Guidelines for Producing Clear Print 31
Verbalisations and tactiles
Written descriptions and verbalisations may be necessary for complex
graphics. Care should be taken to keep all descriptions neutral and concise.
For further information of this topic please see the Round Table Guidelines for
Conveying Visual Information.
In some situations it may be useful to provide a tactile version of graphics.
Covers
The covers of any texts which are reformatted into large print should be the
same as the original. This allows for easy identification.
Work produced in a very large font size may need to be split into separate
volumes. If this is the case the volume number and the total number of
volumes (e.g. volume 3 of 4) should be placed at the beginning of the book.
The volume number (i.e. volume 3) can be placed on the cover and/or spine
for easy identification.
Round Table Guidelines for Producing Clear Print 32
Special types of print material
Forms
When designing forms or questionnaires, use the clear print guidelines. In
particular:
• ensure that text is left aligned and well spaced
• avoid using italics, block capitals or underlining
• ensure that there is good colour contrast between text and background
As well as these points there are some issues specific to forms which will
make it easier for someone with a vision impairment to follow and complete.
Tick Boxes
When people are asked to choose from a list of answers and tick the
appropriate box, it is preferable have the tick box on the left before the
appropriate answer.
This avoids a jagged column of tick boxes on the right hand edge or large
spaces between the tick box and the answer.
Example of form tick boxes
Please indicate which workshop you will be
attending:
F Braille
F Large print
F Audio
Leader Lines
If there is a gap between a question and the space for completing the answer,
always provide a leader line between the two. Make sure that any leader line
is formatted differently from an answer-line, for example use a dotted line as a
leader line and a solid line as an answer-line.
Round Table Guidelines for Producing Clear Print 33
Example
of leader
lines
Please indicate any special requirements
Information __________________________________
Dietary ...... __________________________________
or
Mobility ....................... ______________________
Answer Spaces
Solid answer-lines and the lines around the boxes should be at least 1 point.
Ensure that you provide plenty of space for details or answers, as some
people with low vision may have larger than average handwriting.
Round Table Guidelines for Producing Clear Print 34
Posters
To maximise the reach of any posters you are displaying, you should aim to
follow the clear print guidelines in this book. In particular:
• keep the layout simple.
• use clear, easily recognisable fonts.
• avoid using italics, underlining, or large amounts of block capitals.
• ensure there is good colour contrast between the text and its background.
• do not place text over images or a textured background.
• make sure the poster colour contrasts well with the wall it is placed on.
• use strong, clear images that convey a clear message.
Posters are used in a variety of ways and in a variety of situations. The further
away someone is from a poster at the point they are expected to read it, the
larger the text will have to be in order to ensure the message is accessible to
as many people as possible.
Within a confined space, such as a waiting room or within a corridor, it is
easier to specify font sizes. In situations such as these we would recommend
that you use a minimum font size of 26 point. This size should only be used
for the smallest information on the poster such as the contact information.
It is important to position the poster so that people with restricted areas of
vision are more likely to notice it. The core information of your poster should
be positioned between 1400 mm and 1700 mm from the ground.
There will always be some people who cannot read information provided on
posters. In a work or educational environment it is common for posters to
promote internal events. This practice can lead to the exclusion of colleagues
or students with vision impairment. Additional methods of conveying the
information should be found, such as the use of email or an intranet.
Round Table Guidelines for Producing Clear Print 35
Examination and assessment material
When designing examination or assessment material, use the clear print
guidelines. When reformatting material into large print for an individual
student:
• ensure that material is provided in the font style and size, paper size and
colour which has been assessed by their vision support specialist to give
the student best access to the material.
• keep all visual material, and retain page layout, colour and text formatting
from the original document except where it contravenes clear print
guidelines.
• follow the guidelines for reformatting graphics. If necessary, clarify with the
examiner what information a student is expected to obtain from the
graphic. If no appropriate adaptation can be made, consider approaching
the examiner to provide a verbal description of the graphic or a substitute
question.
• provide all information in clear large print, in the same font size as the
main paper - for example answer booklets and reference material. Provide
the original print copies for reference as well as large print versions.
• ensure that line numbers and original print page numbers are retained.
Where references are made to page numbers, clarify whether these are
the original print page numbers or the reformatted large print page
numbers.
• ensure that answer spaces are large enough to allow for larger
handwriting. Where the size of an answer space reflects the length of
answer required, ensure this is indicated in the large print version.
• keep page layout consistent and simple. Avoid splitting questions over
more than one page if possible, and keep diagrams and graphics with the
questions they relate to.
For detailed information on making examinations and assessment accessible
to people with vision impairment, refer to Round Table's Guidelines on
Accessible Assessment.
Round Table Guidelines for Producing Clear Print 36
Round Table Guidelines for Producing Clear Print 37
References
RNIB. (2006). See it Right: Making information accessible for people with
sight problems. RNIB.
Round Table on Information Access for People with Print Disabilities. (2005).
Guidelines on Conveying Visual Information. Round Table on Information
Access for People with Print Disabilities.
Round Table on Information Access for People with Print Disabilities. (2011).
Guidelines for Accessible Assessment. Round Table on Information Access
for People with Print Disabilities.
