Creating accessible communications

Simple ways to make your church's communications easier for everyone to use.

Good communication helps people feel welcome, understand what’s happening, and take part in church life. But sometimes how we present information can make it harder to access.

People have different needs. Some may have difficulty seeing or hearing, some may struggle to read, and others may process information differently. Even something as simple as a poster with very small text can keep someone from learning about an event.

Making your communications accessible doesn’t have to be complicated. Whether you’re creating a poster, writing a newsletter, or posting on social media, a few small changes can make a big difference.

Write clearly and simply

Plain English makes information easier for everyone to understand, including people who find reading difficult or aren’t familiar with church language.

When writing:

  • Use everyday words – Avoid complicated language and explain church terms that visitors might not understand.
  • Keep sentences short – Try to communicate one idea at a time.
  • Use helpful headings – Break up longer pieces of writing so people can find what they’re looking for.
  • Explain abbreviations – Don’t assume everyone knows what PCC, LLM, or other church abbreviations mean.
  • Put important information first – Make it easy for people to understand what they need to know or do.

For example, instead of: “The PCC will convene following the Eucharist.”

You could write: “The church council will meet after the Communion service.”

Ultimately, Plain English isn’t about talking down to people, it’s about making sure your messages can be understood and that everyone can participate in church life.

Make posters and printed materials easy to read

Posters, leaflets, service sheets, and newsletters should be easy to read, without people struggling with small text or complicated layouts.

A few things to remember:

  • Use clear fonts – Choose simple, easy-to-read fonts and avoid decorative lettering for important information.
  • Make text large enough – Use a comfortable reading size, especially for posters that may be viewed from a distance.
  • Use contrasting colours – Dark text on a light background, or light text on a dark background, is usually easiest to read.
  • Keep backgrounds simple – Avoid putting text over busy photographs or patterns.
  • Leave plenty of space – Don’t try to squeeze too much information onto one page.
  • Avoid relying on colour alone – Use words or symbols alongside colour to explain information.

It’s also worth checking how your design looks when printed. Text that seems perfectly readable on your computer screen may be much smaller on an A5 leaflet.

Remember: A simple, clear poster will often work better than one filled with photographs, decorative fonts, and lots of information.

Make websites and newsletters accessible

Whether you’re writing for your church website, creating an email newsletter, or preparing a document, think about how people will read and navigate the information.

  • Use clear headings – Use the built-in heading styles in Word and your website editor rather than just making text larger or bold.
  • Write meaningful links – Use “Read our safeguarding guidance” rather than “Click here”.
  • Keep paragraphs short – Break up long sections of text and leave space between paragraphs.
  • Avoid complicated layouts – Keep tables and columns simple so information is easier to follow.
  • Check documents before sharing – Microsoft Word has a built-in accessibility checker that can help you find common problems.

Where possible, put important information directly on your website rather than only in a downloadable PDF.

People should also be able to find basic information about your church, such as service times, contact details, and accessibility arrangements, without having to search through several pages.

Make social media posts accessible

Social media can help churches reach new people, but not everyone sees or experiences posts in the same way.

Try these simple steps:

  • Describe your images – Add alternative text (alt text) so people using screen readers can understand what’s in a photograph or graphic.
  • Include important details in your post – If you’re sharing an event poster, include the date, time, location, and booking information in the caption as well.
  • Add captions to videos – This helps people who are deaf or hard of hearing, and those watching without sound.
  • Check automatic captions – Software can make mistakes, especially with names, places, and church terminology.
  • Make hashtags readable – Capitalise the first letter of each word, for example #ChurchForEveryone.
  • Keep emojis to a minimum – Screen readers may read out each emoji’s description, making a post harder to follow.

Don’t rely on social media as the only way to share important information. Some people may not use these platforms, so consider including the information on your website, in your newsletter, or on a printed notice.

Think about people’s different needs

Accessibility isn’t just about fonts, colours, or technology. It’s about making sure people can find, understand, and use the information they need.

Some people may need large print, a digital version of a printed document, or information explained in a different way.

Where possible, offer alternatives and ask people what would help them. For example, you could include this sentence on event publicity:

“If you need this information in another format, please contact us.”

You don’t need to produce every possible format for everything you publish. What matters is thinking about people’s needs from the beginning and being willing to make changes.

It’s also worth asking people in your congregation for feedback. Those who face barriers are often best placed to help you understand what needs improving.

Before you publish

Take a moment to check:

  • Is the language clear and easy to understand?
  • Is the text large enough and easy to read?
  • Is there enough contrast between the text and background?
  • Have I included all the important information?
  • Can someone understand the message without seeing the images?
  • Are video captions accurate?
  • Have I considered whether anyone might need the information in another format?

You don’t need to be an expert to make your communications more accessible. Start with these simple steps, listen to feedback, and keep improving.

Further help and advice

These organisations offer more guidance and practical advice:

If you’d like advice on making your church communications more accessible, contact the Communications Team at comms@yorkdiocese.org.uk.