Writing for Accessibility
What
When writing for your website or documents, keep your text short and simple.
Why
Simplifying the writing on a website benefits everyone; those with cognitive issues, people for whom English is a second language, or people on the go.
How
Avoid acronyms and always spell out on first reference
Use capitalization sparingly
Do not underline text that is not a link; underlining text is a website convention for links
- Have something to say that readers want to know
- Choose simple words
- Write short sentences
- Keep paragraphs short
- Eliminate fluff words
- Don’t ramble
- Don’t repeat yourself
- Edit ruthlessly
Tools
A readability checker allows you to either check a URL or enter in text. It returns a grade level that users must be to understand the text entered.
What
Use the built-in headings in the text editor to create sections on the page.
Why
Most people use headers and subtitles to scan pages, particularly those using screen readers. In fact, users of the JAWS screen reader are able to aggregate all headers on a given screen for easier scanning. Users can use this list to select content to read. So use headers to "chunk" your content and make the header titles easy-to-understand descriptions of the content that follows.
How
- Use the built-in headers in the text editor
- Use the text editor built-in formatting to create headings and NOT your own formatting (e.g., capitalization, bold, italics, etc.)
- Use proper order of headings as you would with a formal outline
- Your first header must always be Heading 2
- Do not skip any levels.
CORRECT: Heading 2 followed by Heading 3
INCORRECT: Heading 2 followed by Heading 4
What
Make sure users can predict where links navigate even if the link text is taken out of context.
Why
People using screen readers are able to aggregate links on a given screen for easier scanning. Users can use this list to select the link for navigation. All users benefit from an accurate description of where a link will take them.
How
- Never use text "Click Here" or "Read More" to describe a link
- Links should be descriptive
- Links can be longer than one or two words to make sense
Example
Bad link description:
To learn more about Columbia University Libraries, click here.
Good link description:
Learn more about Columbia University Libraries.
What
When creating lists or sections on a page, use the built-in lists and headers.
Why
Screen readers understand built-in formatting and can appropriately format it. Formatting created offhand is not understood and will not be properly formatted by screen readers.
How
Use the built-in formatting for bulleted lists, numbered lists, and headers
What
At Columbia University, writing in plain and accessible language means communicating clearly with our diverse community — students, faculty, staff, alumni, and the public. Each group comes with different backgrounds, expertise, and needs. Knowing your audience allows you to present information in ways that are both inclusive and effective.
Why
In a higher education setting, effective communication is essential. Students rely on accurate and approachable materials to succeed academically. Faculty and researchers need accessible content to share knowledge broadly. Staff and administrators depend on straightforward communication to support services. Writing for your audience helps ensure that resources at Columbia University are open, understandable, and equitable for all.
How
- Use language that reflects Columbia University’s diverse community and feels approachable to readers of varying academic and cultural backgrounds.
- Match the level of detail to your audience — for example, avoid jargon when writing for prospective students or the general public, but provide technical precision in research-focused contexts.
- Prioritize what your audience needs to know — whether it’s how to access campus resources, how to engage in scholarly dialogue, or how to participate in the broader life of the university.