Checklist for Alternative Formats

No significant benefits Minor benefits Major benefits
No significant benefits Minor benefits Major benefits

Print
The typeface is clear and easy to read, such as Tiresias LP font or Arial
Kerning between characters is sufficient so as to ensure legibility
A minimum type size of 12 point is used
A medium type weight is used
Constant use of capital letters or italics is avoided
Blocks of text are not underlined
Word and letter spacing is even
Linked paragraphs are not widely spaced
Initials or words should not be divided or split across line breaks
The space between one line and the next should be at least 1.5 to 2 times the space between the words on a line*
Line space should be about 120% of the type size**
A line of body text should normally contain 60 to 72 characters, or about 10 to 12 words
There is a clear contrast between text and images and the background colour
Printing text over photographs or images is avoided
Yellow with blue and green with red combinations are avoided
There is an adequate margin around columns to differentiate them
A vertical rule of at least 1 point thickness should be used to separate columns if space is limited
Information is conveyed in test as well as images
Captions for images are used in a consistent way
If text is wrapped around an image, the image is on the right hand side of the page
Illustrations are line drawings with thick, dark strokes or outlines
Paper is matt, silk or uncoated
Paper should weigh over 90gsm

Large print
Type size is 16 point or larger
The typeface is clear and legible, for example Tiresias LP Font

Braille
Text is edited for the reader before transcription
The document follows a logical order
A contents list is included at the beginning
Images are described

Audio and DAISY
Important information is placed at the start of one side of the audio tape or as one track on a CD
The first words on a tape or CD should make it clear who it is from and what is on it
The length of the actual recording is stated
Information is not split between two sides of a tape or different CDs
The listener is notified when they need to turn the tape over or change CDs, and when the recording has finished
There is a contents list
For an audio CD, the track numbers are included within the contents list
For audio cassettes, specific place finding is achieved by marking the start of each item in some way

Electronic documents
The document has been created using either plain text, Microsoft Word, Rich Text Format or Portable Document Format
All text is set as ASCII, ANSI or Unicode characters
Special symbols are avoided
The font colour is set to default or auto
When using Microsfot Word, headings are given a "heading level"
In plain text documents headings are preceded by a plus sign
There is a contents list or summary at the beginning of the document
There are text descriptions for images
Alternative text is added to images in Microsoft Word and PDF format

PDF
The document is a searchable text file not an image-only scan
Any form fields are fillable
Form fields have descriptions
Form fields have a preset tab order
The structural elements of a document are identified using tags
The document has a logical, easy-to-follow reading order
Graphics, links and form fields have alternate texts
Navigational aids such as links and bookmarks have been included
A document language is specified
The document uses fonts that allow characters to be extracted to text
Security settings are not set so that they interfere with screen readers

Email
Email is created using plain text format
If email is created as an HTML document there is also a plain text version too
Unusual characters such as mathematical symbols are avoided
There is a clear meaningful subject line
For email newsletters, ensure the first line of the email is the same as the subject header, which should include the full title of the newsletter, and the issue number and date
Attachments are named properly
When attaching files in two formats make sure this is noted in the body of the text

*The RNIB (2007) states that, as a general rule, the space between one line and the next should be "at least 1.5 to 2 times the space between the words on a line". See Alternative Formats guideline for references.

**The Plain English Campaign (2001), state that normally line space should be "about 120% of the type size". See Alternative Formats guideline for references.

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