10 minutes
Blind and low-vision people Give written information in the format the person chooses, describe instead of pointing, and stop building visual-only steps into your process.
What you’ll be able to do Provide written and visual information to blind and low-vision people in a format they choose, describe rather than point, and identify visual-only steps in a process that create barriers. Compare the responses to this question and explain your choice: What is missing from the worker's response? Document a next step for Blind and low-vision people: Take one form or notice your team sends and check it: is it real text, does it have headings and labeled fields, and does anything depend on color or position alone? Fix what fails or route it to the owner. Ask the format, then honor it Blindness and low vision cover a wide range: people with no sight, people who read large print or use magnification, people with a narrow field or no central vision, people whose vision changes with light or fatigue. The formats they use differ accordingly. Some read braille; many do not. Some use a screen reader that speaks the text on a screen; some use screen magnification; some prefer audio; some prefer large print at eighteen-point type or larger with strong contrast. The only way to know is to ask: “What format works best for you for written information?” Then provide that format, not the one that is easiest for the office.
Electronic documents are accessible only when they are built that way. A screen reader needs real text it can read, headings it can navigate by, form fields with labels, images with descriptions and links that say where they go. A scanned PDF is a picture of words; a screen reader finds nothing. A form that says “check the box on the right” or “items in red are required” assumes sight. These are the barriers most often built into human-services processes, and most can be fixed by whoever owns the document.
In person, small habits carry the weight. Say who you are when you approach, and tell the person when you step away. Describe rather than point: “The chair is directly in front of you, about two steps” instead of “right there.” If you are guiding, offer your arm and let the person take it; do not grab, push or steer. Read documents aloud fully, including what you are asking the person to sign, and read their answers back. A signature guide or a raised-line template can help someone sign independently.
Formats, and what each needs from you Large print Accessible electronic Audio Braille A qualified reader
Usually eighteen-point or larger, a plain font, strong contrast, no text over images, and the same content as the standard document. Ask the person which size works; some need larger.
A real-text document with headings, labeled form fields, described images and descriptive links. Works with screen readers and magnification and lets the person complete a form independently. A scanned image does not qualify.
A recording or a live reading of the full content. If you read a document aloud, read all of it, including the fine print and what the signature means, and read the person's answers back.
Produced through the responsible alternative-formats route; allow time. Not every blind person reads braille, so ask rather than assume.
A person who reads and, if asked, scribes, neutrally and completely. Family members and companions may not be neutral and should not be the default.
Find the visual-only step What you can change You control whether the forms, notices and steps your team owns depend on sight alone.
What to watch for Do not assume a document is accessible because it is a PDF. Open it and try to select the text. If you cannot, neither can a screen reader.
Your next step Audit one high-use form for real text, headings, labeled fields and color-only cues. Fix it or send it to the owner with the specific defect named.
Works, or creates a barrier? Asking which format the person prefers and providing that one.
Choose a category Works Creates a barrier A notice that says items in red must be completed.
Choose a category Works Creates a barrier Saying your name when you approach and telling the person when you leave.
Choose a category Works Creates a barrier A scanned application saved as a PDF.
Choose a category Works Creates a barrier Reading the whole document aloud and reading the person's answers back before they sign.
Choose a category Works Creates a barrier Taking the person's arm and steering them to a chair.
Choose a category Works Creates a barrier Check matches Reset In the room and on the page Describe, do not point
“The signature line is at the bottom of the page, on the left.” “Your case manager is at the far end of the table, to your right.” Direction and distance, not gestures.
Offer your arm
If the person wants a guide, offer your arm and let them hold it just above the elbow. Walk half a step ahead and mention steps, doors and turns.
Real text
If you can select and copy the words, a screen reader can read them. If it is an image, it is silent.
Never color alone
Required fields marked in red only, errors shown only by color, a status shown only by a colored dot: add a word or a symbol as well.
Read it all back
When you complete a form for someone, read each answer back and read what the signature means before they sign. Their application, their check.
Carry this forward There is no single accessible format. Ask which the person uses: large print, an accessible electronic document, audio, braille or a reader, and provide that one.
A screen reader needs real text, headings, labeled form fields and described images. A scanned image, a color-only cue or an unlabeled checkbox is a locked door.
In person, say who you are, describe rather than point, offer your arm rather than taking theirs, and tell the person when you are leaving.
A scenario decision about a visual-only form, a completed sort of practices that work and practices that block, and a knowledge check.
Take one form or notice your team sends and check it: is it real text, does it have headings and labeled fields, and does anything depend on color or position alone? Fix what fails or route it to the owner.
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