As public information officers (PIOs), we’re in the business of communicating clearly, accurately, and inclusively. But how often do we consider whether our materials are truly accessible to everyone?

ADA compliance—referring to the Americans with Disabilities Act—isn’t just a legal box to check. It’s a professional standard and an ethical responsibility. For government agencies, public safety entities, school systems, corrections departments, and more, accessible communication isn’t optional—it’s essential.

What Does It Mean to Be ADA Compliant as a PIO?

ADA compliance in public communication means ensuring that your messaging can be understood and accessed by people with a wide range of disabilities, including visual, auditory, motor, and cognitive impairments. Here’s how that translates into everyday public information tasks:

1. Use of Accessible Fonts and Point Sizes

• Fonts: Use clean, sans-serif fonts like Arial, Calibri, or Verdana. Avoid decorative or script fonts that are difficult to read.
• Size: A minimum of 12-point font is recommended, with 14-point preferred for most public-facing documents. For digital content, larger font sizes and responsive design help improve readability.

2. Alternative Text for Images

• Every image, chart, or infographic used in a news release, webpage, or social media post should include alt text—a written description that conveys the content and purpose of the visual.
• This helps screen readers provide meaningful context to individuals who are blind or have low vision.

3. Color Contrast and Visual Design

• Ensure sufficient contrast between text and background colors. Use online tools to check contrast ratios.
• Avoid using color alone to convey meaning—pair colors with text or icons.

4. Plain Language

• Use clear, concise language that avoids jargon or overly complex sentences.
• Break up long blocks of text with headings, bullets, and white space to make information easier to process for individuals with cognitive disabilities.

5. Accessible PDFs and Digital Files

• PDFs should be tagged properly for screen readers, with searchable text (not just scanned images of text).
• Avoid using all caps or underlining for emphasis—use bold or italics instead.

6. Captioning and Transcripts

• Videos should include accurate captions (not just auto-generated) and transcripts when possible.
• Live events streamed online should include real-time captioning or ASL interpreters when appropriate.

7. Website Accessibility

• PIOs often contribute content to agency websites—ensure it meets WCAG (Web Content Accessibility Guidelines) standards.
• Work closely with IT or web teams to verify accessibility of pages, forms, and interactive elements.

Why This Matters

Being ADA compliant isn’t just about regulations—it’s about trust and equity. When your communications leave people out, whether unintentionally or not, you lose credibility and fail to serve your full audience.

Think about emergency alerts, evacuation notices, healthcare updates, or changes to school schedules. If someone can’t access that information because of a visual impairment or cognitive barrier, the consequences are real—and potentially life-threatening.

PIOs are at the frontlines of information equity. Our job is not done until everyone has equal access to the messages we send.

Real-World Example

Imagine releasing a public health flyer about severe weather shelters, but the text is embedded in an image without alt text. That means screen reader users may never know what it says.

Or, you post an important announcement on social media using a color-coded graphic (green for safe, red for danger) but without labels. For someone who is colorblind, that message could become confusing—or even useless.

Now multiply that confusion across a community, a county, or a state. The ripple effect of inaccessible communication can be wide and damaging.

Make Accessibility a Standard—Not an Afterthought

PIOs don’t need to be experts in disability law, but we do need to be stewards of inclusion. Make ADA compliance a standard operating procedure in your communications workflow:

• Add accessibility checks to your content review process.
• Educate your team or leadership about why accessible design matters.
• Create templates and guides that embed best practices from the start.

Final Thought: It’s Just Good Communication

At its core, ADA-compliant communication is simply good communication. It’s legible. Understandable. Inclusive. Thoughtful. And as communicators, isn’t that exactly what we aim for?

Let’s raise the bar—not just for legal compliance, but for the people we serve.

📩 Want to make your public information strategy more accessible? Contact PDR Strategies to audit your current materials or build ADA compliance into your communication plans. Because the message only matters if it can reach everyone.