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Easy read

Easy read is a format that uses images alongside simple words to make written information clearer. 

See an example of an easy read document (PDF) on gov.scot. 

Who easy read is for 

Easy read is designed for people with learning or intellectual disabilities. 

But it can also help others, such as:  

  • neurodivergent people  

  • people with hearing or visual impairments 

  • people whose first language is not English 

  • parents or carers of disabled people 

  • people who have problems with reading 

When to create an easy read document 

Only create or commission an easy read document if you know your users will benefit from it.  

You may: 

  • have user research that suggests people would find easy read useful 

  • have professional advice from someone who understands the user group 

  • be communicating about something that directly affects disabled people 

  • be communicating about something that affects everyone in Scotland – for example an election 

Easy read and meeting accessibility standards 

All Scottish public sector content must comply with the Web Content Accessibility Guidelines (WCAG) 2.2. Publishing easy read versions of content is not an alternative to following these guidelines in all other content.  

Make any easy read documents available alongside an accessible, plain English version of the same information.  

See our section on accessibility. 

Find out more about plain English on the Plain English Campaign website. 

Who can create easy reads 

You must complete easy read training with an accredited organisation such as Disability Equality Scotland before creating easy read documents.

If you are not trained to create easy reads, you can: 

  • ask an easy read-trained colleague to create your easy read  

  • ask an external supplier to create your easy read – Scottish Government staff can email APS for easy read support 

Images  

You can access a library of images designed for easy read on a paid service such as Photosymbols. 

Image choice 

Make sure you: 

  • use photos instead of illustrations where you can, and avoid cartoon-style illustrations 

  • choose images that give a clear idea of what the written text says 

  • use print-quality images   

  • include different ethnicities, ages, disabilities and genders in images of people 

  • use the same image each time you repeat a phrase or idea  

  • not use the same image for two different phrases or ideas  

Image format and layout 

Make sure you: 

  • position images to the left of the text 

  • add a short alt tag describing each image, with different wording to the main text 

  • use a maximum of four images per page  

  • allow enough white space to make it clear which images go with which words 

Document length 

Easy reads should be 15 pages or less. Split the easy read into two or more documents if it’s over 15 pages. Include a link to the other part in each document. 

Front cover 

Include a front cover with: 

  • the document title 

  • the words ‘easy read’ 

  • the easy read symbol 

  • wording like ‘Part 1 of 2’, if there are multiple parts to the easy read 

Contents page 

Add a contents page to easy read documents over five pages long. 

Font and styling 

Make sure you: 

  • use Arial in at least 14 point, and 16 point if you can 

  • align text to the left 

  • use 1.5 line spacing between lines 

  • do not use italics 

  • do not underline, except on hyperlinks 

  • use headings to break up the text and use a bigger font size than the body text 

  • avoid unnecessary uses of capital letters 

  • only use bold to highlight difficult words (see the ‘Difficult words’ section below) 

Bullet points   

The easy read bullet point style is different from the usual Scottish Government style.  

Using bullet points to break up information 

If you are using bullet points to break up a longer paragraph, each point should start with a capital letter and end with a full stop.  

For example:  

‘We will be holding a series of events this summer to help explain co-design:  

  • These events will be held in different parts of Scotland.  

  • We will invite everyone to attend.  

  • There will be different ways to take part at each event.’  

Using bullet points for lists 

For lists, each point should start with a lower-case letter (unless a proper noun). The last bullet point should have a full stop. 

For example:  

 ‘We will invite different groups to take part, including:  

  • charities we work with  

  • NHS colleagues  

  • local authorities  

  • Care Inspectorate Scotland.’  

 Avoid using numbered lists, but if you have to, use whole numbers – for example 1, 2, 3 and not 1.0, 1.2, 1.3.  

Writing style  

Reading age 

Write for an eight-year-old reading age. You can use these tools to check reading age:  

  • SMOG 

Structure 

Make sure you: 

  • only include key information 

  • only include one idea per sentence 

  • keep sentences to 12 words or less 

  • do not split words over two lines or pages 

  • do not split paragraphs over two pages 

  • lead with the most important idea in a sentence – for example, say ‘take all your bags when you get off the train’ instead of ‘when you get off the train, take all your bags’ 

  • put calls to action at the end of the document with all the information the reader needs to complete the action – for example, phone numbers or emails 

Word choice 

Make sure you: 

  • never use contractions – for example, use ‘cannot’ instead of ‘can’t’ 

  • choose short, common words 

  • use personal language – for example, ‘you’ instead of ‘service users’ 

  • use active instead of passive language – for example ‘we will send you a letter’ instead of ‘you will be sent a letter’ 

  • do not use different words to mean the same thing   

Difficult words 

Put any difficult words you cannot avoid in bold. Give a simple definition underneath. If there are a lot of difficult words, create a glossary at the end of the document. 

Acronyms 

If a title that normally appears as an acronym only appears once, just write it out in full. If it is repeated, write it out in full the first time, followed by the acronym in brackets. From then on, use only the acronym.  

For example, ‘Scottish Commission for People with Learning Difficulties (SCLD)’. 

Numbers 

Make sure you: 

  • use numbers instead of words – for example, say ‘3’ instead of ‘three’ 

  • write high numbers using digits and text – for example, say ‘4 thousand’ instead of ‘4,000’ 

  • avoid exact numbers – for example, say ‘most people’ instead of ‘95% of people’ 

Publishing easy read 

Publish your easy read in the same place as other information on the same topic. Aim to offer an HTML or Word doc version of your easy read alongside the PDF version.  

More information about easy read  

You can learn more about easy read on: 

  • Saltire, the Scottish Government’s intranet  

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