Easy Read Service

Easy Read is an accessible way of presenting information using clear language, pictures and a simple, consistent layout.

It was originally developed with and for people with learning disabilities, but Easy Read can also help many other people who find written information difficult to understand.

This can include people:

with an acquired brain injury
with dyslexia
with cognitive impairments, including dementia
whose first language is not English
who find reading or processing written information difficult.

Our Easy Read service

Voluntary Action Orkney provides a professional Easy Read service for organisations that want to make their information more accessible.

Creating an Easy Read document involves more than shortening or simplifying the original text.

We look carefully at the source document to understand its purpose and key messages. We then:

identify the information the reader needs
rewrite the information using clear, straightforward language
break complex information into manageable sections
use accessible formatting and layout
select or create pictures and illustrations that support understanding
check that the Easy Read version keeps the meaning of the original document.

You can see an example of our Easy Read work below:

Easy Read example

Who our Easy Read service is for

Our Easy Read service is available to organisations that want to make their information more accessible.

This can include:

charities and voluntary organisations
community groups
local authorities
NHS and health services
public bodies
education providers
businesses and other organisations.

We can work on a wide range of information, including reports, policies, consultations, guides, forms and information about services.

Costs and timescales

The cost and timescale for creating an Easy Read version will depend on the length and complexity of the original material.

Before we provide a quote, we will need to see the document you would like us to work from.

We will then consider the amount of information, how complex the subject is and the work needed to create a clear and accessible Easy Read version.

If you would like to discuss a document or request a quote, please contact the Easy Read team using the form at the bottom of the page.

FAQs

How long does it take to produce an Easy Read?
How long it takes can depends on different factors, for example the complexity of the original document, our workload and the time it takes to provide feedback.
We will provide a timescale for the first stage of the process which is text only, once we have reviewed the document. This is usually around two weeks.
What do you need to produce an Easy Read?
We need the final version of the document you would like turned into Easy Read and a copy of your logo.
We will not be experts in your document or its contents, but we will be able to advise on the best use of language to make your document accessible. To make sure we have enough of an understanding of your document and the purpose, we may ask to meet with you.
We may also ask questions while we are working on your Easy Read.
What is the process for producing an Easy Read?
Once we received and understood your document, we will begin working on your Easy Read. This is a two stage process.
The first stage is when we will create a text only version so that you can see how your document has been translated into Plain English. At this stage we will be looking for feedback to make sure you are happy with the written text.
The second stage is when we add the images. Once we have addressed your feedback in the text, we will add the images.
At this stage, we will again ask for feedback. This time on the images and text together.
What do you mean by clear, straightforward language?
We will translate your document using Plain English. This means we use clear, simple and short words. Easy Read can sometimes appear very direct and to the point, this is important as it makes it easier to understand.
How do you produce the images?
We use Canva to find and edit images.
We try to match the image to the context of the text. This can be subjective, and we will do our best to convey the meaning.
Our resources do not allow us to create unique images (including maps) for your document.
How well the images depict my organisation?
We use Canva to find our images and although it has an extensive collection it still has its limits.
We try to match the image to the context of the text. This can be subjective, and we will do our best to convey the meaning.
Like the text, Easy Read images need to be clear, simple and easy to understand. There may be times when we use an image because if offers a clear differentiation. For example, if it shows two people talking and one of them represents someone from your organisation, they may be more formally dressed than they would normally be to show they are the professional. This allows the reader to make the distinction between who is who.
Does one original document mean I will receive one Easy Read?
No, Easy Read should not exceed 15 pages. When this happens, we will produce a series of Easy Read documents. If this is necessary, we will discuss how we will breakdown the original document with you.
What if I have multiple documents?
If you have more than one document; we will treat each one as separate job and cost them accordingly. This means that we will provide separate timescales for each document.
Can you translate more formal documents into Easy Read?
Formal documents can be translated into Easy Read.
In some cases, the Easy Read version cannot replace the original document entirely. When this is the case, we recommend that the Easy Read becomes a summary to guide the reader through the original version.
We will let you know if this is required for your document.
Am I able to feedback on the Easy Read?
Yes, it’s important that you have input into the Easy Read version. We will advise on the best use of language to make your document accessible, but you are the expert in your document and its contents.
To help keep the process timely, we would ask that you provide feedback on the draft versions within one week of receiving them.
Who should provide feedback?
Anyone within your group or organisation can provide feedback. This is made easier if one person can collate the feedback on behalf of their colleagues. It is important that anyone reviewing the Easy Read understands what an Easy Read document is. This includes the person responsible for signing off the final Easy Read version.
They should also be involved from the beginning. This avoids any last minute queries or questions from people who have not taken part in the process.
You may also choose to ask people who use Easy Read for feedback. Getting input from Easy Read users is highly recommended.
How is the cost worked out?
The cost depends on a number of factors including the size and complexity of the document as well as the work needed to translate it. This is why we need to see the document before we can confirm the cost.
How do I receive my final Easy Read?
Once the translation is complete and all the feedback has been received and addressed, we will provide a final PDF copy of your Easy Read.

Training

Keeping up to date with new ways of working and changes to legislation and national polices is the key to running a successful group or organisation.

Organisational Health Check

Legislation, national policies, guidance and ways of working are always changing.

Finance and payroll services

We can help with most aspects of charity accounting, from bookkeeping and year end accounts to payroll, Independent Examinations and one-off queries, taking the worry out of your legal duties.

Easy Read is an accessible way of presenting information using clear language, pictures and a simple, consistent layout.

Our Easy Read service

Who our Easy Read service is for

Costs and timescales

FAQs

Contact the Easy Read team