Generate accessible versions of documents

The problem

You've got policies, reports, and service information in standard PDFs and Word docs. Some service users need easy read versions, others need plain English, some need audio descriptions. Creating accessible versions manually takes hours per document, so you end up not doing it. People who need accessible formats can't access your information.

The solution

Use Claude or ChatGPT to transform your documents into accessible versions. Paste in your content and ask for easy read (simple language with images), plain English (clear structure, no jargon), or content optimised for screen readers. The AI adapts language level, simplifies structure, and suggests where images would help. You get accessible versions in minutes not hours.

What you get

Multiple accessible versions of each document: easy read format with simple language and image placeholders, plain English version with clear structure, screen reader-optimised version with proper headings and alt text descriptions. Each version maintains the key information but adapted for different accessibility needs.

Before you start

• Your documents in digital format (Word, PDF with good text, or plain text)
• Understanding of which accessibility formats your audience needs
• A Claude or ChatGPT account
• Someone with lived experience of accessibility needs to review (ideally)

When to use this

• You need to make information accessible but don't have budget for professional conversion
• You've got documents that should be accessible but currently aren't
• Service users request easy read or plain English versions
• You want to meet accessibility legal requirements without major expense

When not to use this

• The document is legally binding and needs certified accessible format
• You're creating materials for people with complex needs - get expert input
• The source document is already poorly written - fix that first
• You have no way to check with actual users if the accessible version works
• Your documents contain personal data or confidential information and you're using free AI tiers (use paid tiers with data protection)

Steps

1. 1

   Identify which formats you need

   Ask your service users or check your accessibility audit: do you need easy read (learning disabilities), plain English (general accessibility), audio content, large print? Don't create formats nobody's asked for. Focus on what your community actually needs.

2. 2

   Start with your source content

   Get your document text into a format you can paste into AI. Word docs work directly, PDFs with good text can be copied, scanned documents need OCR first. If your source is messy or jargon-heavy, consider simplifying it yourself before creating accessible versions.

3. 3

   Create an easy read version

   Paste your text into Claude or ChatGPT. Ask: 'Convert this to easy read format. Use simple words (no more than 2 syllables where possible), short sentences (max 10-15 words), clear structure with headings, and suggest where supporting images would help understanding. Aim for reading age 9-10.' Check the output makes sense.

4. 4

   Create a plain English version

   Ask the AI to create a plain English version: 'Rewrite this in plain English. Remove jargon, use active voice, keep sentences under 20 words, explain technical terms when unavoidable, use clear headings and bullet points. Aim for reading age 12-14.' This version works for wider audiences too.

5. 5

   Create screen reader-friendly version

   Ask: 'Format this for screen readers. Use proper heading hierarchy (H1, H2, H3), add alt text descriptions for any images or icons, ensure link text is descriptive (not "click here"), structure lists properly, avoid tables where possible.' Screen reader users will thank you.

6. 6

   Add images to easy read version

   The AI will suggest where images help understanding. Use simple icons, photos, or symbols (Photosymbols, ARASAAC, or royalty-free sources). Place images next to the relevant text. Images should support comprehension, not decorate.

7. 7

   Test with real users

   This is critical: show the accessible versions to people who need them. Does the easy read version actually make sense? Is the plain English clear? Do screen reader users find it easy to navigate? Their feedback is what matters, not AI output quality.

8. 8

   Refine based on feedback

   Take user feedback and ask the AI to adjust: 'Make this paragraph even simpler', 'This word is still too complex', 'Add more explanation here'. Iterate until it works. The AI is your drafting assistant, users are your quality check.

Tools

Resources

Part of this pathway