Use Proper Heading Styles

Instead of just increasing the font size or making text bold to look like a heading, use the built-in heading styles from the Google Docs toolbar. These heading levels help screen readers understand the structure of your content. Always start with Heading 1 for your main title. Then use Heading 2 for main sections and Heading 3 for sub-sections under those. Follow a proper order and don’t skip levels. For example, a Heading 3 should come after a Heading 2, not directly after a Heading 1.

This simple structure not only makes your content easier to read but also improves accessibility for users with visual impairment. You can read more about accessible heading structures to understand how to apply them better.

Write Descriptive Link Text

When adding links, avoid phrases like click here or read more. These don’t tell the user where the link will take them. People using screen readers often navigate by jumping through links, so it’s important that the link text clearly describes the destination. For instance, if you’re linking to a blog about writing accessible documents, use the blog title as the link text. This helps users quickly find what they’re looking for and reduces confusion.

Add Alt Text to Images

Images should always have alternative text, also called alt text, so users with low or no vision can understand the content through screen readers. Alt text should describe what the image shows and what role it plays in the document. Try to keep it under 150 characters and be as clear as possible. One helpful tip to write your alt text is to imagine you’re describing the image over a phone call to someone.

If you’re unsure how to write strong alt text, you can read more about it here.

Keep Good Color Contrast

If you’re changing text or background colors for visual appeal, make sure there’s enough contrast between them. Low contrast can make text hard to read, especially for people with vision issues. The general rule is to keep a contrast ratio of at least 4.5 to 1. A safe option is black text on a white background. If you want to learn more about color combinations that work well, check out this guide on color contrast for accessibility.

Use Accessibility Checker Tools

Before sharing your document, run it through an accessibility checker. It can catch issues like missing alt text, skipped heading levels, and poor contrast. PREP's accessibility checker is one such tool that makes this process easy and quick. You can read more about how it works here.

Add Clear Document Titles and Metadata

Start by giving your document a proper title. A clear title helps users understand what the document is about before they even open it. Also, fill in metadata like author name, subject, and keywords. This improves both accessibility and searchability.

Format Text for Better Readability

Stick to clean fonts and a font size of at least 11 or 12 points. Avoid using all caps, decorative fonts, or large blocks of italic text. Break up long paragraphs into shorter ones and use enough white space to make reading easier.

Structure Tables the Right Way

Use header rows in your tables so screen readers can announce them properly. Avoid merging or splitting cells unless necessary. Keep your tables simple and well-organized. This helps everyone, not just those using assistive tech.

Use Lists for Step-by-Step Content

If you're presenting instructions or steps, use numbered or bulleted lists. This helps readers scan the content quickly and improves flow. It's much easier to follow than long paragraphs with information buried inside.

Give Clear Instructions and Context

Be direct when guiding readers. If you include a link or chart, explain what it’s for. Give enough context so readers know what to expect. This helps reduce confusion and supports users with learning difficulties or attention issues.