Writing Accessible Technical Documentation

Technical documentation acts as a guiding light for users navigating products, systems, or software. But what happens when that guiding light is inaccessible to some? Writing accessible technical documentation ensures everyone, can effectively use your product.

This article explains what accessible technical documentation means, why it matters, and how you can write it in ways that cater to all users.

What Is Accessible Technical Documentation?

Accessible technical documentation refers to documentation designed to be usable by everyone, ensuring that:

• Users with screen readers can understand the content.
• Individuals with limited mobility can navigate the document.
• People with cognitive challenges can comprehend the content.

Why is Accessible Documentation Important?

1. Inclusivity: Over 1 billion people worldwide live with some form of disability. By prioritizing accessibility in your documentation, you include a significant portion of the global population in your audience.

2. Better User Experience: When users can easily find and understand the information they need, they're more likely to be satisfied with your product.

3. Reduced Support Costs: Well-written documentation can significantly reduce the number of support tickets your team receives.

4. Brand Reputation: Demonstrating a commitment to inclusivity builds trust and goodwill among your audience.

Practical Tips for Writing Accessible Technical Documentation

Accessibility is not just about following a checklist, it is about embracing a mindset of inclusivity, ensuring everyone can access and benefit from your content. The following are key tips of writing accessible technical documentation:

1. Use Plain Language

• Use simple, everyday words. Avoid jargon whenever possible.

For example, instead of "Utilize the aforementioned configuration parameters," it is more concise to say, "Use the settings mentioned earlier."

• Break down complex information into smaller, digestible chunks. Use headings, subheadings, and bullet points to make information easy to scan.

For example:

# Getting started with the Software 

## Installing the Software

1. Download the installation package from [link].
2. Unzip the package.
3. Run the installer.
4. Follow the on-screen instructions.

## Configuring the Software

- Option 1: Use the default settings.
- Option 2: Customize the settings by editing the configuration file.

• Use active voice whenever possible.

For example, instead of "The error message is displayed by the system," it is better to say "The system displays an error message."

2. Structure Content with Headings

• Use proper heading levels (H1, H2, H3) to organize your document.
• Headings not only improve readability but also help screen readers navigate the content efficiently.

Example in Markdown:

# H1 for Main Title
## H2 for Major Headings
### H3 for Sub-headings

3. Add Alternative Text (Alt Text) for Images

• Include descriptive alt text for every image.

An alt text example could be: "A flowchart illustrating the data processing pipeline." instead of "A flowchart."

4. Provide Text Equivalents for Non-Text Content

• For videos, include captions and transcripts.
• For audio content, provide written transcripts.

Example:

**Video Transcript:**
[Your detailed transcript text here.]

5. Choose Accessible Formatting

• Use a readable font size and font like Arial, Verdana, or other sans-serif options.
• Ensure adequate contrast between text and background. (For example, black text on a white background has high contrast). WebAIM Contrast Checker is an helpful tool to validate color contrast.
• Avoid relying solely on color to convey meaning, as this can be inaccessible to colorblind users.
• Create a style guide that outlines the accessibility guidelines for your team. This ensures consistency across all documentation. For example, define rules for headings, lists, code blocks, and other formatting elements.

6. Use Descriptive Links

• Avoid vague text like "Click here."
• Instead, write meaningful links such as "Download the User Guide" or "Read more about accessibility standards."

7. Test with Assistive Technologies

• Use screen readers like NVDA, JAWS, or VoiceOver to test your content.
• Try keyboard-only navigation to ensure it’s functional without a mouse.

8. Provide a Clear Navigation Structure

• Include a table of contents for long documents.

For example:

## Table of Contents
- [Introduction](#introduction)
- [Accessibility Basics](#accessibility-basics)
- [Best Practices](#best-practices)

Conclusion

Creating accessible technical documentation requires effort, but it’s worth it. Start small by implementing one or two of the tips above. Over time, you’ll find that accessibility becomes second nature, woven into the fabric of your work.

By writing documentation that everyone can use, you’re not just enhancing user experience—you’re making a statement: that everyone, regardless of their abilities, deserves access to information.