Making information accessible for everyone
One of the biggest barriers many people face is information that isn’t accessible. When information is hard to understand, it can reinforce exclusion and discrimination and prevent people from getting the support and services they need.
Everyone has the right to receive information in a way they can understand. Small changes in how we write, design and share information can make a big difference. Not just for people with learning disabilities, but for everyone.
At The Advocacy Project, we’re always learning and improving how we do this. We don’t have all the answers, but we try to look at everything through a plain English and accessibility lens, guided by those with lived experience, including our jargon-busting work led by our Synergy team.
A deeper dive
Click below on the headings below to find out more
Writing in plain English - a practical guide
Plain English is the minimum standard for accessible written information. It means writing clearly, directly, and without unnecessary complexity — so people can understand what’s being said and what they need to do.
Good plain English writing:
- Uses everyday words, not jargon or technical language
- Keeps sentences short and focused (one main idea per sentence)
- Is clear about what action is needed, and by when
- Speaks directly to the reader, using “you” and “we”
Practical tips:
- Keep sentences under 25 words
- Avoid abbreviations and acronyms where possible
If difficult words are unavoidable, explain them clearly - Use active language: “We will contact you” rather than “You will be contacted”
- Be consistent and use the same words for the same ideas, even if it feels repetitive
- Use numbers (3) instead of words (three), and avoid percentages or large figures where possible
Ask yourself:
- Is this information needed now, or just “in case”?
- Could this be said more simply without losing meaning?
- A good test is to read your writing out loud. If it doesn’t sound like how you’d explain it in conversation, it probably isn’t plain English.
What is Easy Read - and when to use it
Easy Read is a specific way of presenting information using short, clear sentences supported by simple images. It’s particularly helpful for many people with learning disabilities, but not everyone, which is why knowing your audience matters.
Easy Read usually includes:
- One idea per sentence
- Simple, jargon-free language
- Clear images that directly support the text
- Plenty of white space
- A consistent layout
When Easy Read is helpful:
- when sharing important information about rights, choices or decisions
- When people need to understand something independently
- When information may feel complex, unfamiliar or stressful
Things to avoid:
- Overloading pages with too much text or too many images
- Using abstract or symbolic images unless you know your audience uses them confidently
- Making content feel childish. Accessible information is still for adults
Our Easy Read work is delivered with people with learning disabilities, not just for them. We can:
- Check whether your information is accessible
- Convert information into Easy Read
- Provide feedback and award our Quality Mark when information meets accessibility standards
Supporting different communication needs
Not everyone prefers written information. Some people find reading difficult, tiring, or inaccessible and may need information in other formats or with additional support.
Ways to support different needs include:
- Offering information face-to-face or over the phone
- Providing audio, video, or visual formats
- Using captions, transcripts, and image descriptions (alt text)
- Allowing extra time for understanding and questions
- Design and layout matter
- Use a minimum font size of 12 point (14 point where possible)
- Use clear, sans-serif fonts and left-aligned text
- Avoid italics, block capitals, underlining, and justified text
- Break text into short sections with clear headings
- Make sure colour contrast is strong and readable
Digital accessibility
- Use proper heading structures in documents and PDFs
- Make sure screen readers can navigate all content
- Add alt text to images
- Caption videos and provide transcripts for audio
Advocacy glossary - common words and definitions
Advocacy basics
Advocacy
Support to help you say what you want, understand your rights, and have your voice heard. An advocate is on your side.
Advocate
An independent person who helps you understand information, express your views, and challenge decisions.
Independent
Not part of the NHS, council, care provider, or organisation making decisions about you.
Statutory Advocacy
Advocacy you have a legal right to under the law.
Non-statutory or Community Advocacy
Advocacy that is not a legal right but may still be available locally.
Mental health and legal terms
Mental Health Act
The law that allows people to be detained and treated for mental health reasons.
Section
Being detained under the Mental Health Act.
Community Treatment Order (CTO)
Rules someone must follow after leaving hospital under the Mental Health Act.
Nearest Relative
A legal role under the Mental Health Act. This is not always the same as next of kin.
Mental capacity and decision making
Mental Capacity
Whether someone can understand, remember, weigh up information, and communicate a decision.
Capacity Assessment
A check to see whether someone can make a specific decision at a specific time.
Presumption of Capacity
The law says everyone should be assumed to have capacity unless proven otherwise.
Decision-Specific
Someone may have capacity for one decision but not another.
Unwise Decision
Making a decision others disagree with does not mean someone lacks capacity.
Supported Decision Making
Helping someone make their own decision using time, communication aids, or support.
Lacks Capacity
When someone cannot make a specific decision even with support.
Best Interests
A decision made for someone who lacks capacity, based on what matters to them.
Court and legal processes
Court of Protection
Court that makes decisions for adults who may lack mental capacity, including decisions about money, care, health, or where someone lives.
Deputy
A person appointed by the Court of Protection to make decisions for someone who lacks capacity.
Lasting Power of Attorney (LPA)
A legal document where someone chooses who will make decisions for them if they lose capacity.
Legal Right
Something the law says must be provided.
Legal Challenge
Questioning whether a decision was made lawfully.
Judicial Review
A court process that looks at whether a public body followed the law when making a decision.
Health and social care processes
Assessment
A process to understand someone’s needs and decide what support they should get.
Care Plan
A written plan explaining what support someone will receive and how.
Review
A meeting to check whether support is still right.
Eligibility
Whether someone meets the legal rules to receive support.
Personal Budget
Money allocated to meet care needs.
Direct Payment
When a personal budget is paid directly to someone to arrange their own support.
Safeguarding and rights
Safeguarding
Action taken to protect someone from abuse or neglect.
Safeguarding Concern
A worry that someone is being harmed or at risk.
Reasonable Adjustments
Changes services must make so disabled people can access care fairly.
Consent
Agreeing to something after it has been clearly explained.
Informed Consent
Consent given with full understanding of options and risks.
User involvement and co-production
User Involvement
People with lived experience actively shaping services or projects.
Experts by Experience
People with lived experience paid or supported to share their knowledge.
Co-production
Working together as equals to design, deliver, and review services.
Consultation
Asking for opinions without sharing decision-making power.
Feedback
Sharing views about what works and what does not.
Learning disability and project terms
Learning Disability (LD)
A lifelong condition affecting how someone understands information and learns skills.
Accessible Information
Information provided in ways people can understand, such as Easy Read or audio.
Easy Read
Information using simple words and pictures.
Lived Experience
Knowledge gained through personal experience.
Peer Researcher
Someone with lived experience trained to gather stories or feedback.
Oral History
Recording people’s memories and experiences as part of history.
Trauma-Informed
Working in a way that recognises past harm and avoids causing distress.
When things go wrong
Being Refused Advocacy
When someone who may be entitled to advocacy is told they cannot have it.
Complaint
A formal way to say something went wrong and ask for it to be put right.
Escalation
Taking an issue to a higher level if it is not resolved.
Want to be more accessible in your work?
Our easy read conversion service can help you create clear, accessible Easy Read information that everyone can understand.