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This guide gives a practical method for choosing type for documents and presentations, with separate recommendations for body copy, slides, digital files and exported PDFs.
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Start with the reading situation, not the font menu
Before comparing typefaces, identify the medium, viewing distance, audience and format. A report read on a laptop permits zooming and user preferences; a printed form does not. A slide projected across a room must remain legible from the back row, while a shared document may be enlarged or restyled by the reader.
- Continuous document: judge the actual printed size or the screen view at the expected zoom.
- Presentation: stand at the farthest normal viewing position and test the smallest text on the real screen or projector.
- Digital file: preserve selectable text, heading structure and user-adjustable presentation rather than flattening words into images.
- Specific audience: ask readers what helps them, especially when you know the material will be used by people with low vision, reading disabilities or particular language needs.
Accessibility Standards Canada’s 2025 design standard emphasizes recognizable letterforms, balanced proportions, medium stroke weight, consistent use and audience testing rather than naming one winning family. Its guidance is a useful decision framework, not a guarantee for every script or reader.
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Accessibility Standards Canada’s design guidance also recommends limiting a communication to no more than three typefaces and assigning each a consistent purpose.
What makes a typeface easier to read?
Check commonly confused characters
Examine the actual letters and numbers you will use. Readers should be able to distinguish uppercase I, lowercase l and the numeral 1; uppercase O and zero; and the letter sequences rn and m. Check mirror-image pairs such as b/d and p/q when your content includes them. Open counters, a distinct numeral 1, a visible zero and different ascender and descender shapes can reduce visual ambiguity.
Prefer balanced, moderate forms
Choose regular or medium weights with even strokes. Extremely thin strokes can disappear at small sizes or on a low-quality projector; very heavy or tightly packed forms can blur together. Avoid condensed, ornamental or novelty faces for paragraphs and essential slide text. Microsoft’s presentation guidance specifically cautions against compressed and fancy fonts.
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Several official guides give familiar sans serif examples, but the evidence does not establish that every serif font is inaccessible or that a specialty dyslexia font helps everyone. Compare the character shapes, spacing and weight in the particular typeface. Test with the intended readers instead of applying a class label as a diagnosis.
Use italics and capitals sparingly
Long runs of italic text can make letter shapes harder to recognize, and all-capital words lose the varied outlines that help readers scan. Reserve italics for short emphasis and use sentence case for headings and labels. Accessibility Standards Canada and the British Dyslexia Association both caution against extended italic and all-cap text.
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Reliable starting choices for ordinary documents
For a report, letter or handout, begin with a familiar family available on the computers or printers that will handle it. Examples named in accessibility guidance include Arial, Aptos, Verdana, Calibri, Lato and Helvetica. They are examples, not a ranking; verify that your chosen family contains every language, symbol and mathematical character you need.
| Decision | Practical starting point | What to verify |
|---|---|---|
| Family | Familiar, simple face with distinct I/l/1 and O/0 | Characters remain separate at the final size and in bold or regular weight |
| Weight | Regular or medium for body text | Strokes do not vanish in print or fill in on a screen |
| Style | One body face plus a restrained heading treatment | Purpose is consistent and the document uses no more than three families |
| Alignment | Left aligned | Right edge may be uneven; word spacing stays predictable |
The GOV.UK publishing guidance gives 12 points as a minimum example for covered documents. The British Dyslexia Association’s 2023 guide describes 12–14 point or larger text, with larger type available on request. Accessibility Standards Canada uses 14 point as an example of larger type, while the U.S. National Library of Medicine says 12 point minimum is readable by most users. These are context-specific recommendations, not one binding size for every document.
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Choose document size and spacing deliberately
Set a size appropriate to the medium
Start at 12 points for ordinary continuous text only when the audience, typeface and medium make that size comfortable. Move toward 14 points or larger for readers who request it, for large-print needs, or when the typeface appears small at its nominal size. A point value is not a visual measurement shared identically by every family, so inspect the rendered result.
Give lines and paragraphs room
Use enough line spacing that the eye can move to the next line without losing its place. Separate paragraphs with consistent spacing instead of inserting repeated blank lines or spaces. Keep line lengths moderate; very long lines make it easier to lose the next line, while very short lines create excessive breaks.
Align left and avoid forced justification
Left alignment creates a predictable starting edge. Full justification can produce irregular spaces, sometimes called “rivers,” that interrupt tracking and word recognition. W3C’s explanation of WCAG 2.1 Success Criterion 1.4.8 describes non-justified text and manageable line length as part of a visual presentation that does not interfere with readability.
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That AAA criterion describes a specific web context: foreground and background colors can be selected by the user, lines are no more than 80 characters (40 for Chinese, Japanese and Korean text), text can be resized to 200 percent without horizontal scrolling, and line and paragraph spacing are generous. It is a useful design reference, not a rule that every printed Word page must use identical settings. Read the W3C explanation of Visual Presentation for the exact scope.
Presentation fonts need a different test
Slides are read at a distance and often for only a few seconds. Use a simple, familiar sans serif face, keep wording concise and test from the back of the room. Microsoft recommends 18 points or larger for PowerPoint text. Dyslexia Scotland suggests a 32-point minimum for good slide readability and asks authors to consider screen size and viewing distance. Those numbers are deliberately different: a small meeting-room monitor, a lecture hall projector and a shared-screen webinar do not impose the same conditions.
| Format | Guidance in the cited sources | How to apply it |
|---|---|---|
| Continuous document | 12-point minimum examples; 12–14 points or larger in dyslexia guidance; 14 points as an example of larger type | Render a sample page, then increase size when the audience, print quality or typeface calls for it |
| PowerPoint slide | Microsoft: 18 points or larger | Treat 18 points as a floor for many decks, not permission to use dense slides |
| Large-room slide | Dyslexia Scotland: 32-point minimum suggestion | Use 32 points or more when distance and screen conditions require it; verify in the venue |
Design a slide that can be read quickly
- Use one clear heading and a short list or a few brief sentences rather than a paragraph.
- Keep left alignment and visible space between lines and text blocks.
- Do not use multiple blank lines or repeated spaces as a layout system; use the presentation’s paragraph and positioning controls.
- Check the smallest label, axis, footnote and source line, not just the title.
- Ask someone at the farthest expected seat to read the slide before presenting.
Microsoft’s PowerPoint accessibility guidance explains the purpose well: an accessible font should not exclude or slow the reading speed of people with low vision, reading disabilities or blindness.
For a detailed dyslexia-focused slide checklist, see Microsoft’s Design slides for people with dyslexia guidance and Dyslexia Scotland’s typed-content guide.
Make text-spacing changes safe for readers
WCAG 2.2 Success Criterion 1.4.12 tests whether content remains usable when a reader applies specified spacing changes. The test values are:
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- line height of at least 1.5 times the font size;
- paragraph spacing of at least 2 times the font size;
- letter spacing of at least 0.12 times the font size; and
- word spacing of at least 0.16 times the font size.
These are resilience values, not mandatory author defaults. W3C says authors do not have to set every document to those measurements; they must avoid loss of content or function when the changes are applied in the criterion’s scope. The criterion currently does not apply to PDF. See the W3C text-spacing explanation before using it as a conformance claim.
Font choice is only one part of an accessible file
Use real structure in digital documents
Apply built-in heading styles in the correct order, create genuine lists with list controls, and use descriptive table headers. Do not turn a page of text into a screenshot. Selectable, structured text allows screen readers to navigate and lets readers change size, spacing or colors when their software supports it.
Microsoft’s Word accessibility guidance covers headings, lists, alternative text and the built-in accessibility checker. Run that checker after layout changes, not only at the end.
Preserve accessibility when exporting
When exporting presentation slides to PDF, retain accessibility tags so screen readers and other assistive technology can navigate the file. Check reading order, headings, lists, table structure and alternative text in the resulting PDF; a source deck that was organized correctly can still export incorrectly.
Use adequate contrast
Choose text and background colors with enough contrast for the audience and display. Contrast does not rescue text that is too small or tightly spaced, and a high-contrast color pair does not make an untagged PDF navigable. Treat typography, color, structure and file format as one accessibility task.
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A step-by-step selection and testing workflow
- Define the use: record whether the output is printed, viewed on a personal screen, presented live or distributed as PDF. Note the farthest viewing distance and any known audience requirements.
- Shortlist two or three families: choose familiar faces with distinct I/l/1, O/0, rn/m and b/d or p/q shapes. Include all required languages and symbols.
- Build a realistic sample: use your actual headings, numbers, links, table labels and longest paragraphs. Include regular, bold and italic text if those styles will appear.
- Set an initial size: use 12 points or larger for a document sample, increasing toward 14 points when appropriate. Use at least 18 points for a slide sample and consider 32 points for a large room.
- Adjust layout: use left alignment, comfortable line and paragraph spacing, moderate line length and clear white space. Remove long all-capital or italic passages.
- Test in the final environment: print the page on the intended printer, view the document at normal zoom, or project the slide on the actual screen. Inspect from the farthest normal seat.
- Ask representative readers: have people with the relevant visual or reading needs identify characters, follow lines and locate headings. Record what they found difficult rather than assuming a label predicts their preference.
- Run the authoring tool’s checker: fix missing headings, reading-order problems, contrast warnings, unlabeled tables and untagged exports.
- Recheck after conversion: open the final PDF or shared file with a screen reader or accessibility inspection tool and confirm that text remains selectable, navigable and adjustable.
Common mistakes and what to do instead
| Mistake | Why it causes trouble | Better action |
|---|---|---|
| Declaring one font universally accessible | Readers, scripts, devices and contexts differ | Use character-based criteria and audience testing |
| Using document size on slides | Projected text is read farther away and for less time | Use slide-specific sizes and test in the room |
| Relying on 18 points for every presentation | Venue and screen distance may require more | Increase size, often toward 32 points, when the smallest text cannot be read |
| Full justification with narrow columns | Uneven word gaps disrupt tracking | Use left alignment and adjust line length |
| Adding spaces to force alignment | Assistive technology may read the spacing literally and edits become fragile | Use paragraph, tab, table or positioning controls |
| Putting words in an image | Readers cannot reliably resize, search or read them aloud | Keep text as live, structured text and provide alternative text for meaningful graphics |
| Assuming WCAG text spacing validates a PDF | WCAG 2.2 SC 1.4.12 currently excludes PDF | Check PDF tags, reading order, contrast and actual usability separately |
| Using long italics or all caps for emphasis | Extended forms are harder to scan | Use short emphasis, sentence case and clear hierarchy |
Practical decisions for common scenarios
A printed policy or form
Start with a familiar family at 12 points, print a page and inspect the smallest labels and instructions. Move toward 14 points or larger when the audience, printer or typeface makes 12-point text uncomfortable. Keep fields and instructions left aligned, use clear headings and leave enough space for handwriting or magnification.
A shared digital report
Use a regular or medium weight, real heading styles, structured lists and selectable text. Allow readers to zoom without clipping content. Check that tables have headers and that the exported file preserves the reading order.
A lecture-room presentation
Use a simple sans serif family, start at 18 points or larger and increase toward 32 points when the room or screen demands it. Remove low-value words instead of shrinking them. Test the smallest text from the back row and provide the deck in a tagged, navigable format afterward.
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A mixed audience with uncertain preferences
Choose the clearest family from your shortlist, keep the layout adjustable and ask for feedback before finalizing. A digital version that preserves structure gives readers more control than a fixed image or flattened PDF.
Further reading
For broader practice beyond font selection, Accessible + Inclusive Design for Technical Communication by Adam Strantz (Routledge, first edition, copyright 2026) covers accessible print, physical design and slide decks, with activities for researching, testing, revising and implementing designs. See the publisher’s book page.
Paul Luna’s Typography: A Very Short Introduction (Oxford University Press, 2018) discusses typography for reading in print and on screens. The Oxford Academic description provides its scope.
The practical verdict
There is no universal “best accessible font.” Select a familiar face with distinguishable characters and moderate, even strokes; use a size that matches the medium; left-align text with generous, consistent spacing; and test the smallest or most distant text with real readers. Then preserve headings, lists, tags and contrast in the final file. Those combined decisions do more for accessibility than switching blindly between font categories.
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