Plain Language and Large Print as Practical Accessibility Tools

A resident receives a notice in the mail. It explains an important update to a service they rely on. The information is technically accurate and complete, but the sentences are long, the terms are unfamiliar, and the text is small and tightly spaced. The resident reads it once, then again. They put it aside for later, unsure of what action to take or whether they need to respond at all.

This is a common breakdown in communication. The sender followed the required process, but important notices sometimes pass through many reviewers to ensure accuracy and timing. With each round of edits, the language becomes more precise, but harder for the public to read. The message reaches people, but not in a clear or accessible way.

Accessibility is often defined as making information available. Just as important is whether people can easily understand and act on that information. When material is difficult to read, confusing, or visually hard to process, people may technically have access but still be unable to use it effectively. Closing this gap starts with how content is structured and written.

From Access to Action

Barriers to understanding appear in many forms. They can come from unclear wording, complex sentence structure, dense layouts, or text that is physically difficult to read. These barriers affect people with cognitive disabilities, visual impairments, or limited literacy, as well as anyone navigating something new. They also affect people reading in a second language, even when a translation is available.

Clear and accessible communication supports independence. It empowers people to understand information, make decisions, and complete tasks without needing additional assistance. Plain language plays a central role in making that possible.

Plain Language Benefits a Wider Audience

The benefits of plain language extend beyond people with specific accessibility or language needs. Many readers simply prefer clear, straightforward communication, especially when they are busy, stressed, or encountering information they’re not familiar with. In this way, plain language works like other familiar accessibility features. Curb cuts, for example, were designed for wheelchair users but are now used by parents with strollers, travelers with luggage, and delivery workers. Captions support people who are deaf or hard of hearing, but they are also used in noisy environments or by people who prefer to read along. Plain language works in a similar way. It removes unnecessary friction and makes information easier for everyone to use.

When plain language is used, people are less likely to seek clarification. They do not need to call an office or visit in person to understand what a notice means. The information speaks for itself.

How Plain Language Reduces Communication Barriers

Plain language is a way of writing that helps readers quickly understand and use information, without losing meaning.

This approach is particularly important when people need to take action. Whether someone is reviewing eligibility requirements, following medical instructions, or responding to a notice, clarity directly affects outcomes.

How to Apply Plain Language

Several practices support plain language:

• Use familiar vocabulary instead of specialized terminology when possible.
• Keep sentences concise and direct.
• Use active verbs that clearly describe the action required.
• Organize information in a logical order.
• Highlight key instructions or deadlines.
• Avoid unnecessary complexity.

Shorter sentences are generally easier to follow. Many guidelines recommend keeping sentences around 15-18 words when possible.

For a side‑by‑side example of formal language and plain language, see our plain‑language example PDF.

Benefits and Policy

Clear and simple communication has clear benefits:

• Improved clarity: Plain language removes ambiguity, making it easier for readers to understand the intended message.
• Increased trust: Straightforward communication builds credibility and confidence.
• Time and cost savings: Reducing confusion decreases follow-up questions and rework.

These benefits support more effective communication overall.

Plain language is also supported by policy. The Plain Writing Act of 2010 requires U.S. federal agencies to communicate clearly with the public. While the law applies at the federal level, many state and local organizations follow similar principles, often guided by accessibility requirements and public transparency initiatives.

When Plain Language Is Most Effective

Plain language is useful whenever information is intended for a broad or diverse audience. It is particularly important when people need to navigate services, complete tasks, or respond to information.

This approach is valuable for public-facing content such as:

• Government forms, eligibility requirements, and other information pertaining to public services
• Public health messaging
• Medical documents, including treatment instructions and medication details
• Customer communications, including billing and service updates
• Emergency or time-sensitive notifications
• Websites and digital interfaces with diverse user groups

Plain language also plays an important role in multilingual communication.

Plain Language and Translation

Professional translators are trained to work with complex, technical, and specialized content. They can accurately convey meaning across languages, even when the source material is dense or highly detailed.

At the same time, clear source text makes it easier to transfer meaning accurately and consistently.

When original content includes long sentences, ambiguous phrasing, or unnecessary complexity, translators may need to spend more time interpreting intent rather than conveying it. This can introduce variability, particularly across large or ongoing projects.

Plain language helps reduce this risk. When content is structured clearly and written directly, translators can focus on accuracy and consistency.

Clear source content also makes it easier to adapt tone and reading level for different audiences. Language providers can support this process by aligning translated content with plain-language principles, ensuring clarity across all target languages.

For multilingual communication, clarity at the start improves outcomes at every stage.

Large Print: Making Information Easier to Read

Clarity alone is not always enough. Even when information is written in plain language, it must still be presented in a way that is easy to scan and navigate.

This is where formatting and accessibility come into play.

Large print is one of the most practical and widely used ways to improve readability for people with low vision. Many individuals can read standard text if the size and layout are adjusted. Large print allows them to read independently, without relying on assistive technologies.

Large print can also benefit older adults, as well as people who do not have a diagnosed vision impairment but find small or dense text difficult to read.

Common large print features include:

• Body text around 16 to 18 point font
• Larger headings to support navigation
• Simple sans-serif fonts such as Arial or Verdana
• Increased line spacing
• High contrast between text and background
• Left-aligned text with clear paragraph spacing
• Clean layouts with limited visual clutter

These choices make text easier to scan and reduce visual fatigue.

Large print is one of several accessibility formats. Others include braille, audio, captioning, and digital accessibility features. Providing multiple formats helps ensure that people can access information in the way that works best for them.

For detailed guidance on large print formatting, including recommended font sizes, spacing, and layout, see the American Council for the Blind’s large print guidelines.

Applying Accessibility Principles to Digital Content

As more information is shared online, accessibility concerns extend beyond print.

Digital accessibility guidelines, such as the Web Content Accessibility Guidelines (WCAG), emphasize features that support readability and usability. These include sufficient color contrast, the ability to resize text, logical content structure, and compatibility with assistive technologies such as screen readers and voice navigation tools.

Making digital content accessible also depends on how information is organized and presented. Clear navigation, consistent layouts, and well-structured headings help users move through content efficiently, especially when using assistive technologies or accessing information across different devices.

The same principles apply across formats. Clear writing, readable text, and thoughtful structure make information easier to access, whether it appears in print, on a website, or on a mobile device.

For more on how translation, accessibility standards, and digital design work together, see our article on The Intersection of Translation and Accessibility in Digital Content.

Bringing It Together

Plain language and accessible formatting address different aspects of the same challenge. While plain language focuses on making information understandable, accessible formats, including large print, improve how information is presented and navigated. Together, they support a broader goal: clear, actionable communication.

Returning to the original scenario, a clearer notice written in plain language and formatted for readability changes the experience. The reader understands the message. They know what steps to take. The information serves its purpose.

That is how accessible communication should be measured: by clarity, usability, and action.