Five points to check
1. Specify the format precisely
Do not record accessible format alone. State what works, for example 18 point Arial, black text on pale yellow, electronic document compatible with screen reading, email rather than print, or information read aloud.
2. Match format to the information
A person may use large print for short notices but audio or electronic text for lengthy documents. Record different preferences where necessary rather than forcing one format onto every communication.
3. Build the preference into routine systems
Add the requirement where staff generate letters, appointments, invoices, care information or reviews so accessibility does not depend on one worker remembering.
4. Check private and urgent information remains accessible
Confirm how medication changes, safeguarding information, financial correspondence, complaints and urgent appointments will be communicated safely and confidentially.
5. Test whether the format actually works
Ask the person to use the information, not simply whether they received it. If they cannot locate, read, navigate or understand it independently, the adjustment needs refining.
What useful evidence can look like
Useful evidence connects the identified need, the action taken, who was responsible, what happened in practice and the outcome for the person. It should be clear enough for another member of staff to understand and use.
- Need: What was identified and how did it affect the person?
- Action: What practical support or change was agreed?
- Practice: How can the service show that the action happened?
- Outcome: What difference did it make?
- Review: Is it still working and what happens next?
Ask your service: Could another member of staff understand what needs to happen from the evidence you currently hold?