Readability vs. Accessibility: Writing That Works for Everyone

Published October 03, 2025 • 8–12 min read

Understand the difference between readability and accessibility and learn practical techniques to make content usable for all readers, including assistive technology users.

Why Both Matter

Readability estimates how hard a text is to process based on sentence length and word complexity. Accessibility covers whether people can access, perceive, and operate your content—including people using screen readers, magnifiers, or keyboard-only navigation. You can have high readability and still fail accessibility if your structure, contrast, or semantics are broken.

Core Principles You Can Apply Today

Use descriptive headings in a logical outline (H1→H2→H3). Break paragraphs after one idea. Prefer familiar words over jargon, and define terms on first use. Add alt text that conveys intent, not decoration. Provide captions or transcripts for audio and video. Avoid idioms and culture‑specific references in how‑to docs.

Screen Reader Considerations

Write link text that makes sense out of context (e.g., “Download sample data” instead of “Click here”). Use lists for procedures, not comma‑spliced sentences. Keep tables to essential data and include headers. When presenting code, label language, and show input/output side-by-side.

Color and Contrast

Body text should meet WCAG contrast ratios for normal text. Avoid communicating with color alone—pair with labels or icons. Ensure your focus states are visible for keyboard users, and do not remove the outline without offering a clear alternative.

Measure, Don’t Guess

Combine readability scores with accessibility checks. Run your text through a readability tool, then run the page through automated accessibility tests and manual keyboard checks. Track issues in docs the same way you track bugs in code.

A Short Checklist

Headings form an outline; lists for steps; clear link text; alt text with purpose; transcripts for media; keyboard‑accessible interactions; sufficient contrast; simple sentences where possible; define terms; avoid idioms.

Accessibility Writers Can Control

Unique, descriptive link text (“Download CSV”), not “click here”.
Headings that form a logical outline (H2 → H3).
Alt text that states purpose, not decoration.
Tables with headers and summary context.
Plain language near any legal or security statement.

Pairing Scores with Real Edits

Lowering grade level shouldn’t remove precision. Keep domain terms, but shorten scaffolding around them and add a quick definition on first mention.

Screen‑Reader Considerations

Keep heading levels in order; don’t skip from H2 to H4.
Use lists for steps instead of long inline instructions.
Write link text that states the action or destination.
Describe charts in one sentence before the graphic.

Color‑Dependent Meaning

Don’t rely on color alone to communicate state (“errors in red”). Provide text and icon indicators as well so readers with low vision understand the message.

Keyboard & Focus Language

When describing UI, include keys and focus order: “Press Tab to move to Password, then Enter.” This improves clarity for screen‑reader and keyboard users.

Captions & Transcripts

For multimedia, provide transcripts and meaningful captions. Summarize the goal of the clip so readers decide quickly whether to watch.

Contrast & Status Language

Whenever color conveys meaning in screenshots or UI, add text: “Error: password too short” instead of relying on red alone. Mention the state change in the sentence, not just visually.

Form Guidance

Put the instruction before the input (“Enter a 12‑character password”).
Use examples inline (e.g., YYYY‑MM‑DD).
Place error messages near the field and in the summary list.

Error Messaging Language

Make errors actionable and accessible: say what went wrong, why, and how to fix it. Place the message near the field and in a summary at the top.

“Password too short. Use at least 12 characters.”
“Card expired. Enter a new expiration date.”
“File type not supported. Upload PNG or JPG.”

Link Purpose & Context

Screen‑reader users navigate by links. Use descriptive text that stands alone, e.g., “Download the CSV template”.

Focus Order & Instructions

When describing flows, reflect tab order and control names exactly. “Choose Settings → Security → Two‑factor.” This helps both keyboard and screen‑reader users.

Tables that Work for Everyone

Use <th> for headers; provide a caption.
Keep column labels short and unambiguous.
Explain abbreviations once above the table.