← Back to Blog

Writing for Accessibility: How to Make Your Content Truly Inclusive

Published April 7, 2026 • 9 min read • WordCountPro Editorial Team

Accessibility in writing is far more than a legal obligation or a box to check. It is the recognition that your readers are not a monolithic group — they span different literacy levels, cognitive styles, native languages, neurological differences, and sensory abilities. Writing accessibly means deliberately reducing the barriers between your words and your reader's understanding.

The good news: writing for accessibility almost always makes your content better for everyone. Clearer sentences benefit non-native English speakers and expert readers alike. Logical structure helps skimmers find what they need and helps deep readers follow your argument. Inclusive language creates a sense of belonging that encourages readers to return. This guide covers the full spectrum of accessible writing practices.

What Is Writing Accessibility?

Writing accessibility encompasses two related but distinct areas:

• Cognitive and literacy accessibility: Using language, structure, and formatting that makes content understandable regardless of reading level or cognitive style.
• Inclusive language: Choosing words that don't inadvertently exclude, stereotype, or demean any group of people based on gender, disability, ethnicity, age, or background.

Both dimensions matter. A beautifully structured article with discriminatory language is not accessible. And inclusive language buried in dense, jargon-heavy prose defeats its own purpose. True accessible writing addresses both dimensions simultaneously.

The Plain Language Principle

Plain language is not about dumbing down your content. It's about respecting your reader's time and removing unnecessary friction from understanding. The U.S. federal government defines plain language as communication that your audience can "find what they need, understand what they find, and use it to meet their needs." That's an excellent standard for any writer.

"The most valuable of all talents is that of never using two words when one will do." — Thomas Jefferson

Core Plain Language Rules

1. Use short sentences. Aim for an average sentence length of 15–20 words. When sentences exceed 30 words, most readers lose the thread before reaching the end.
2. Prefer common words. "Use" is better than "utilize." "Help" is better than "facilitate." "Show" is better than "demonstrate." Simpler vocabulary is almost always clearer vocabulary.
3. Write in active voice. Active: "The team published the report." Passive: "The report was published by the team." Active voice is shorter, clearer, and more engaging.
4. Define technical terms. If your topic requires specialist vocabulary, define each term the first time you use it. Never assume knowledge that your reader might not have.
5. Use concrete examples. Abstract concepts become accessible when anchored to real-world illustrations. Don't just explain a principle — show it in action.

Formatting for Readability

How your content is structured visually has a massive impact on accessibility. Readers with dyslexia, ADHD, or low literacy benefit enormously from content that is visually organized and predictable. Even power readers scan before they dive deep — clear formatting signals where the value is.

Reading Level and Flesch-Kincaid Scores

The Flesch-Kincaid readability score measures the approximate U.S. grade level required to understand a piece of text. It considers average sentence length and average word length (syllables per word). For most online content, a target reading level of Grade 7–9 (ages 12–15) reaches the widest audience without appearing condescending to educated readers.

Popular publications calibrate carefully: The New York Times targets approximately Grade 9–10. Wikipedia aims for Grade 10–12. BuzzFeed deliberately targets Grade 6–8 to maximize sharing and skimmability. None of these choices reflect the quality of the content — they reflect the publication's understanding of their audience and their goals.

You can check your reading level using numerous free tools. More importantly, simply applying the plain language principles above will naturally lower your Flesch-Kincaid score to an accessible range.

Inclusive Language Practices

Inclusive language is language that acknowledges and respects the diversity of the people you're addressing. It is not about walking on eggshells or stripping personality from your writing. It is about choosing words that don't unintentionally signal to some readers that this content was not written for them.

Gender-Inclusive Writing

The singular "they/them" is now fully accepted by major style guides including AP, Chicago, and APA. Use it as the default when referring to a hypothetical or unspecified individual. Avoid the outdated "he or she" construction, which excludes non-binary readers and creates awkward prose.

• Instead of: "Each writer must submit his manuscript by Friday."
• Write: "Each writer must submit their manuscript by Friday."

Replace gendered role terms where neutral alternatives exist: "chairperson" or "chair" instead of "chairman," "firefighter" instead of "fireman," "flight attendant" instead of "stewardess."

Disability Language

Two frameworks exist for disability terminology: person-first language ("a person with a disability") and identity-first language ("a disabled person"). Many disabled individuals prefer identity-first language, viewing their disability as a core part of their identity rather than something separate. When writing for a specific community, research their preferred terminology. When writing for a general audience, both forms are acceptable — the key is to avoid euphemisms ("special needs," "differently abled") that many in the disability community find patronizing.

Avoid Ableist Idioms

Many common phrases carry unintentional ableist connotations, including "blind to the facts," "fell on deaf ears," "turned a blind eye," or "crazy idea." These idioms use disability as a metaphor for failure or incompetence. Replacing them with their literal meaning is usually clearer anyway.

Writing for Non-Native English Readers

If your website has a global audience — and most websites do — remember that a significant portion of your readers are reading in their second or third language. Several plain language practices apply even more forcefully for this audience:

• Avoid idioms, slang, and cultural references that don't translate well ("ballpark figure," "hit the ground running," "the elephant in the room").
• Define abbreviations and acronyms on first use, even common ones.
• Use consistent terminology — don't call the same thing by two different names in the same article.
• Short sentences are even more critical. Complex nested clauses are hard to parse in any language.

Structuring for Cognitive Accessibility

Readers with cognitive differences — including ADHD, dyslexia, autism, and traumatic brain injury — benefit from writing that is highly predictable in its structure. Consider these principles:

1. Front-load your main point. State the key takeaway at the beginning of each section, then support it. Don't make readers read to the end to discover what a section was about.
2. Use numbered lists for sequences. When order matters, numbered lists make the sequence explicit and unambiguous.
3. Summarize at the end. A brief "Key Takeaways" or "Bottom Line" section helps readers consolidate what they've read, especially those who process information more slowly or need repetition.
4. Be explicit about transitions. Use clear transitional phrases ("As a result," "In contrast," "For example") instead of assuming readers will infer logical relationships between ideas.

Accessible Writing Is Better Writing

The most encouraging truth about accessible writing is that every practice in this guide produces better content for all readers — not just those who typically need accessibility accommodations. Shorter sentences are more powerful. Plain language is more memorable. Clear structure is more persuasive. Inclusive language is more welcoming.

Accessible writing is not a constraint on quality. It is quality. The most respected writers in every genre — journalism, fiction, science communication, business — share a commitment to clarity and reader-centeredness. That commitment is, at its heart, what accessible writing means.

Start with one principle from this guide and apply it consciously in your next article. Track your average sentence length with WordCountPro. Review a past piece for exclusive or ableist language. Structure your next post with a clear summary at the end. Small, deliberate changes compound into writing that genuinely reaches every reader.