By Sally Pritchett
CEO
Writing a great report is one thing. Making sure it’s accessible for your readers is another.
Accessibility goes beyond font size or colour contrast – it’s also about creating content that people can understand and engage with. And that starts with how we write, structure and design our reports.
Whether you’re creating an annual review, industry insights piece or ESG update, here are five practical ways to make your report more accessible and digestible.
Keep language simple
Complex language, overly long sentences, unfamiliar words – all things that make writing more inaccessible. Using simpler language and keeping sentences clear and concise can make it easier to your audience to stay engaged as they read.
- Swap complex or long words for simpler alternatives (e.g. use ‘help’ instead of ‘assist’)
- Break up long sentences, and write the way you speak
Top tip: Read your content out loud. If it sounds unnatural or clunky, rework it until it flows in a similar way to how you’d speak.
If you’re looking for more ways to write in a clear, inclusive way – not just in reports but across all your channels – our guide to creating authentic, accessible and inclusive communications is a good place to start.
Don’t assume knowledge
Acronyms, industry terms and technical jargon can quickly alienate readers unfamiliar with the topic. If you must include them, always explain the term the first time you use it.
Writing in a way that assumes no prior knowledge isn’t patronising – it’s inclusive. It means anyone, whether they’re new to the subject or an expert, can follow your report without confusion.
Structure matters – break content down
No one wants to read pages of big blocks of text. Well-structured content is easier to scan, understand and remember. Think about what you’re trying to say – and how you can say it in fewer words or in an easier to digest way.
- Use clear headings and subheadings to break up text
- Make information easier to scan with bullet points and numbered lists
- Highlight key messages with callouts or visual elements
Use inclusive visuals
Not everyone processes information the same way. Visual elements like infographics, diagrams and charts can help bring your content to life. However, it’s important to ensure any visuals you use are accessible.
- Choose high-contrast colours and legible fonts
- Avoid using colour alone to differentiate data – also use patterns for each section of a chart or graph
- Add meaningful alt text to images for screen reader users
- Avoid overuse of decorative visuals that distract from your message
Top tip: Consider whether the message would still be clear if the image didn’t load.
Make it keyboard and screen reader friendly
If your report is digital, it should be usable without a mouse. For many readers, that’s not a preference – it’s a necessity.
- Use proper heading styles (H1, H2, etc.) to support screen readers
- Avoid embedding important text in images or PDFs without selectable content
- Ensure links are descriptive (e.g. ‘Download the 2025 Report’ instead of ‘Click here’)
Top tip: Use built-in accessibility checkers, like Microsoft Word’s tool. If possible, ask real users to test your report and provide feedback.
A report that’s easy to read is more likely to be read and remembered. By applying these five tips, you’ll create content that’s more inclusive, more engaging and more effective.
Need support making your next report more accessible?
We’re here to help. Whether you need hands-on design or just want to talk it through, get in touch, or explore our award-winning report expertise and inclusive comms guidance here.