Writing That Reaches Everyone: Basics and Practices for Accessible Web Content
Writing for the web isn’t just about delivering information—it’s about making sure that content is accurate, clear, and stress-free for everyone to understand. People with visual impairments, cognitive disabilities, limited Japanese proficiency, older adults, or users who are less comfortable with processing information all access the web.
That’s why writing in a way that’s easy to understand is a key part of improving web accessibility.
In this article, we’ll clearly explain the core principles of accessibility-conscious writing, along with practical techniques and real-world examples.
1. What Is Accessible Writing?
Accessible writing refers to text that is thoughtfully crafted to be easily understood by all readers. It’s especially important for the following users:
- People with visual impairments: Content must be understandable when read aloud by screen readers.
- People with diverse cognitive traits: Information should be logically organized for step-by-step comprehension.
- Non-native speakers or those less fluent in Japanese: Simpler expressions help improve understanding.
- Older adults and children: Avoiding complex kanji, using short sentences, and limiting idioms or jargon is essential.
2. Basic Principles for Writing Accessible Content
1. Use Plain Language
- Avoid complex kanji, technical terms, and loanwords—use expressions anyone can understand
- ❌ Gain consensus → ✅ Bring opinions together
- ❌ Evidence → ✅ Proof, support
2. Keep Sentences Short
- Aim to keep each sentence within 60 characters
- Use conjunctions and commas to structure and visually clarify the text
3. Make Subjects and Predicates Clear
- Sentences with vague subjects are difficult for screen reader users and those with cognitive challenges to follow
4. Avoid Relying Solely on Visual Cues
- Phrases like “Click the button on the right” or “Read the red text” can fail to convey meaning
- ✅ Use clearer expressions like “Click the [Submit] button” or “Important information is shown in bold text”
5. Structure Information Logically
- Use headings, bullet points, and tables to organize content
- Break long texts into paragraphs, with one topic per paragraph
3. Practical Techniques for Better Writing
Examples of Replacing Difficult Terms
| Complex Word | Simpler Alternative |
|---|---|
| Promptly | Right away, quickly |
| Please confirm | Please check |
| We ask for your understanding | Please understand |
| Implement | Do, carry out |
| Regarding | About |
Example of Improved Sentence Structure
❌ Before:
To use this service, you are required to follow the prescribed procedures and submit the necessary documents in advance. We appreciate your understanding.
✅ After:
To use this service, you need to complete some procedures. Please prepare and submit the documents.
The revised version is simpler, with a clear subject and predicate, making it much easier to read.
4. Prioritizing Information with the Inverted Pyramid
In accessible writing, it’s crucial to “put the most important information first.” This is known as the inverted pyramid structure and is especially effective on the web.
Example Structure:
- Conclusion or Summary (What’s important?)
- Reason or Background (Why is it important?)
- Detailed Explanation (How does it work?)
- Supplementary Info (References or related topics)
With this structure, even if users stop reading halfway, they’ll still get the key points.
5. Tools and Guidelines for Quality Writing
Checklist for Accessible Writing
- ✅ Are sentences short and clear?
- ✅ Are complex or technical terms avoided?
- ✅ Are visual cues (like color or position) avoided as the sole explanation?
- ✅ Are commas and punctuation used to make reading easier?
- ✅ Is the text suitable for screen readers?
Useful Tools
- VoiceOver / NVDA / JAWS: Check how content is read by screen readers
- Plain Japanese Checker: Test how simple the language is
- Text Readability Analysis Tools: Quantify how easy the content is to read
6. Conclusion: Accessibility Starts with Writing
Clear, simple writing is a form of kindness to all. Even without special technical skills, small choices in wording and sentence structure can make information easier to understand and more inclusive.
Key Takeaways for Better Writing:
- Choose plain, easy-to-understand words
- Write short, well-separated sentences
- Use logical structure with headings and paragraphs
- Keep subjects and predicates clear
- Communicate meaning through words, not just visual cues