Purpose

This standard sets how staff write and format workplace documents. It reduces reading load for people with dyslexia. It also helps busy readers and second-language speakers.

The settings below draw on the British Dyslexia Association style guide.

1. Fonts and text

• Use a sans serif font, such as Arial, Verdana or Calibri.
• Set body text to 12 to 14 point. Larger is fine on request.
• Use bold for emphasis.
• Avoid italics, underlining and all capitals.
• Make headings at least 20 percent larger than body text.

2. Spacing and layout

• Set line spacing to 1.5.
• Add space between paragraphs and around headings.
• Left-align text. Do not justify it.
• Avoid multiple columns.
• Keep lines short. Aim for 60 to 70 characters.

3. Colour and contrast

• Use dark text on a light background.
• Offer cream or soft pastel backgrounds if a reader asks for them.
• Avoid patterned or image backgrounds behind text.
• Do not use colour alone to show meaning.

4. Structure

• Start with the main point or the action needed.
• Use clear headings so readers can scan.
• Use numbered steps for processes.
• Use bullet points instead of long paragraphs.
• Use tables for comparisons.
• Add a contents list to documents longer than a few pages.

5. Writing style

• One idea per sentence.
• Plain, common words.
• Active voice.
• Spell out acronyms on first use.
• Avoid double negatives.
• Give clear instructions.

6. Email standard

• Subject line states the action and the deadline.
• Main request in the first two lines.
• Bullet points for details.
• One topic per email.
• Attachments in an editable format, not scanned images.

7. Audio and video alternatives

• Make documents work with text-to-speech tools.
• Use real headings and styles so screen readers can follow them.
• Add alt text to images and charts.
• Offer a short audio or video summary for key policies.
• Caption all videos and provide transcripts.
• Record training sessions so staff can replay them.

8. Meetings

• Send the agenda and papers in advance.
• Summarize decisions in a short follow-up list.
• Do not ask people to read aloud without notice.

Compliance check before sending

Ownership

Standard owner: ________ Date adopted: ________ Next review: ________