How to Write Accessible Technical Documentation.

Did you know that over 1 billion people worldwide have accessibility needs or differing abilities? As technical writers, it's our responsibility to ensure that our content is accessible and inclusive, making it usable for everyone. Whether you're working on user manuals, API documentation, or system guides, a few simple steps can ensure your technical documentation is accessible to all users, including those with visual, auditory, or cognitive impairments.

This article explores writing accessible technical documentation that everyone can understand and use.

1. Use Clear, Simple, and Inclusive Language

At the core of accessible technical writing is clarity. Your goal is to make your documentation as easy to understand as possible for all users, regardless of their technical expertise. To achieve this, avoid jargon, unnecessary complexity, and ambiguous terms.

For example, instead of: "The system will initiate a preemptive operation to bypass the failover state, resulting in a necessary overrun of operational thresholds."

You could use: "The system will start a backup process to prevent errors, which might cause temporary delays."

This makes the content easier for users with cognitive disabilities or limited technical knowledge to digest. Moreover, always use inclusive language. Avoid making assumptions about the reader’s gender or experience level. Instead of saying “you guys” or “he or she,” use terms like “users” or “everyone.”

2. Make Your Content Screen Reader Friendly

For users with visual impairments, screen readers are essential tools that read text aloud. To ensure your content works well with screen readers, structure it properly and use descriptive text.

• Use Proper Heading Structure: Structure your content with clear headings (H1, H2, H3) to help screen readers provide context and allow for easy navigation.

For Example:

• H1: System Setup GuideH2: Step 1: Install the SoftwareH3: Download the Installation File

This makes it easier for users to find information and follow the documentation step by step.

• Provide Descriptive Links: Avoid vague terms like “click here.” Instead, use link text that describes what users will find when they click.

For example, instead of: "For more information, click here."

Use: "Click here to view the full installation guide."

• Add Alt Text for Images: If your documentation contains images or screenshots, include descriptive alt text that explains what’s shown. This helps users rely on screen readers to understand the content.

For example: "Screenshot of the user dashboard with the ‘Settings’ tab highlighted in the top-right corner."

These steps ensure that your content is fully accessible to screen reader users.

3. Pay Attention to Color Contrast

Color contrast is critical in ensuring that users with visual impairments, including color blindness, can read and navigate your documentation.

• Ensure High Contrast: Make sure there’s enough contrast between your text and background. For optimal legibility, use dark text on a light background or light text on a dark background.

For example: Black text on a white or light gray background provides clear contrast.

• Avoid Relying on Color Alone: Users with color blindness may miss information if it’s conveyed by color alone. Always use additional cues, such as text labels or icons.

For example, instead of: "Click the green button to submit."

You could use: "Click the green ‘Submit’ button."

These adjustments ensure that users of all visual abilities can read and understand your documentation.

4. Offer Text Alternatives for Multimedia Content

Today’s technical documents often include videos, diagrams, or animations. To ensure these are accessible to users with hearing impairments, provide text alternatives such as captions, transcripts, or detailed descriptions.

• Provide Captions and Transcripts: If your documentation includes videos or audio, ensure they are accompanied by captions or transcripts. This is especially helpful for users who are deaf or hard of hearing and those who prefer reading over listening.

For example: Include a video tutorial transcript describing each step of the software installation process.

Adding these alternatives creates a more inclusive environment for all users, ensuring they have full access to the information.

5. Test Your Documentation for Accessibility

Once your documentation is written, it’s important to test it for accessibility. Tools like Microsoft’s Accessibility Checker can help you identify potential issues with headings, color contrast, and other important accessibility features. Regular testing will help you ensure that your content meets accessibility standards and is usable by everyone.

Conclusion

Writing accessible technical documentation benefits everyone, not just users with disabilities. You can create inclusive and user-friendly content by using clear and simple language, ensuring compatibility with screen readers, improving color contrast, and offering multimedia alternatives. Accessible documentation isn’t just a legal or ethical requirement—it’s a way to improve the overall user experience.

Whether you’re creating a product manual, API reference, or system guide, making your documentation accessible ensures that all users, regardless of their abilities, can engage with your content. After all, accessible documentation is better documentation.

By following these best practices, you’re contributing to a more inclusive digital world where all users can access and benefit from your content.