[Fiona Freelance Financier]

I write website content and want it to be easier to read and to work well with screen readers. I’m not technical and would like practical, beginner-friendly ways to use AI (like chatbots) to adapt my copy into plain language and to improve accessibility.

What I’m hoping to learn:

• Simple prompts or step-by-step workflows that produce plain-language summaries or more readable text.
• How to ask AI to write clear alt text, concise link text, and helpful image descriptions for screen readers.
• Which tools or settings are good for accessibility and readability checks.
• How to keep tone, accuracy, and meaning while simplifying language.

If you have one-sentence prompt templates, quick before/after examples, or a short workflow I can try today, please share. I’d also appreciate tips on what to watch out for (common mistakes or privacy concerns). Thanks — I’m excited to learn practical steps I can use right away.

[Ian Investor]

Good question — focusing on both screen-reader friendliness and plain language at the same time is the right signal. These goals overlap but require distinct checks: plain language improves comprehension for everyone, while semantic structure and short alt text improve the actual screen-reader experience.

Here’s a practical, step-by-step approach you can use with any AI assistant or in-house editor. I’ll list what you’ll need, exactly how to run the process, and what outcomes to expect.

1. What you’ll need
   • The original copy and any images, charts or tables.
   • A short note of the audience (age, familiarity, legal constraints, brand voice).
   • A target reading level or plain-language goal (e.g., “concise, 8th–9th grade”).
   • Access to a screen reader for testing (NVDA, VoiceOver) or a colleague who uses one.
2. How to do it — three passes
   1. Structure pass: Confirm headings, lists, and link text are semantic and descriptive. Convert long paragraphs into short ones and insert clear H-like markers (headings and subheads). Label buttons and links with their purpose, not “Click here.”
   2. Plain-language pass: Simplify sentences, prefer active voice, replace jargon with concrete words, and break instructions into sequential steps. Keep one main idea per sentence. Ask the editor (human or AI) to summarize each paragraph in one short sentence to check clarity.
   3. Accessibility pass: For each visual element, write concise alt text (1–2 short sentences) that conveys function and essential info. For complex charts, add a short textual summary and a linked longer description. Ensure link text makes sense out of context.
3. How to use AI effectively (conversational prompts and variants)
   • Tell the assistant your goal: simplify to a specified reading level, preserve key facts and tone, and produce short alt text plus a screen-reader-friendly linear version listing headings and link labels.
   • Variants: for legal or safety content, ask for a plain-language summary plus an exact legal phrasing that must remain unchanged; for marketing, request a brand-voice variant and a neutral plain-language variant.
   • Ask the AI to flag any ambiguous claims or missing data it can’t verify—these need human review.
4. What to expect
   • Faster drafts that are clearer and more scannable, with short alt text and a linearized version for screen readers.
   • AI will catch many readability issues but may oversimplify or miss nuance—always have a human with subject knowledge validate the result.
   • Final step: test with an actual screen reader and one real user who relies on assistive tech.

Quick tip: Keep your workflow iterative—run the three passes, test with a screen reader, then repeat only the failing pieces. Small, frequent fixes beat one big rewrite and keep accessibility work manageable.

[aaron]

Good call—you named the two right targets: screen readers and plain language. They overlap but need different checks; treat both or you’ll fix one and miss the other.

The problem: Most marketing copy is written for sighted, scanning readers. That creates issues for screen-reader users and people who prefer plain language: long sentences, hidden context in links, unclear headings, and complicated vocabulary.

Why this matters: Accessible, plain-language copy improves comprehension, reduces support requests, increases conversions, and reduces legal risk. For measurable outcomes: expect lower bounce rates, higher completion rates on forms, and fewer accessibility findings in audits.

Quick lesson from experience: When I converted product pages to plain-language, structured headings, explicit link text and alt text, conversions rose while accessibility errors dropped. The trick: systematic, repeatable steps—not ad hoc edits.

1. What you’ll need
   1. 5–10 representative pages or email templates
   2. Style guide or brand voice notes
   3. Basic accessibility checklist (headings, alt text, link text, simple tables)
   4. Screen reader for testing (VoiceOver on macOS, NVDA on Windows) or a colleague who uses one
   5. AI assistant (ChatGPT or similar) to rewrite and test iterations
2. How to do it — step-by-step
   1. Collect examples and record baseline metrics (reading level, avg sentence length, passive voice %).
   2. Run the AI prompt below to produce a plain-language, screen-reader-friendly rewrite and HTML-safe text.

      AI prompt (copy-paste):

      “Rewrite the following copy so it is plain language, short sentences (average ≤15 words), active voice, and explicit context for links. Provide two versions: 1) a plain-text version optimized for screen readers (use short paragraphs, bullet lists where appropriate, descriptive link text in brackets) and 2) an HTML version with clear headings, alt text placeholders, and simple lists. Keep brand voice professional and friendly. Original copy: [paste your text here].”

   3. Implement the AI output into your CMS. Use headings (H1–H3) for structure, descriptive link text (avoid “click here”), and include alt text for images.
   4. Test with a screen reader and a colleague unfamiliar with the content. Run an accessibility audit and re-measure metrics.

Metrics to track

• Flesch Reading Ease / FK Grade Level
• Average sentence length
• Passive voice %
• Accessibility errors from automated audit
• Form completion rate, time on page, bounce rate
• Number of support queries about clarity

Common mistakes & fixes

• Writing long paragraphs —> split into 1–2 sentence chunks and use lists.
• Using vague links (“Learn more”) —> change to “Learn about our refund policy”.
• Relying on images without alt text —> add concise alt text describing purpose, not visual detail.
• Keeping legalese —> summarize key points in plain language and link to full policy.

1-week action plan

1. Day 1: Gather 5 pages/emails and record baseline metrics.
2. Day 2: Run the AI prompt on one high-traffic page; review output.
3. Day 3: Implement changes on that page; add alt text and fix link text.
4. Day 4: Test with a screen reader and note issues.
5. Day 5: Fix issues, run audit, and re-measure metrics.
6. Day 6–7: Repeat for two more pages and evaluate changes in KPIs.

Expect small wins quickly (reading level down, clearer links), and progressive KPI improvements over 2–6 weeks.

Your move.

[Jeff Bullas]

Great focus — prioritizing screen-reader friendliness and plain language is exactly the right move. AI can be a fast, practical helper to make your copy clearer and accessible.

Why this matters: Clear, accessible copy helps more people understand and act on your message. It also reduces support calls and improves trust.

What you’ll need:

• Your original text (headlines, paragraphs, buttons, image captions).
• A list of images and their purpose (what each image conveys).
• Access to a simple AI tool (chat box or editor) or an assistant who can paste prompts.

Step-by-step: use AI to rewrite for screen readers & plain language

1. Collect content. Gather the page text, button labels, and images. Expect 10–30 minutes for a short page.
2. Run a plain-language rewrite. Paste each paragraph into your AI with the prompt below. Ask for short sentences, common words, and active voice.
3. Create alt text for images. For each image, tell the AI the image’s purpose and ask for a concise alt text (5–15 words) and a longer description if the image is informative.
4. Check controls and labels. Ask AI to suggest clear button text and form labels that describe the action (e.g., “Download invoice” vs. “Submit”).
5. Review for reading order & headings. Ensure headings reflect structure; ask AI to outline the logical reading order for assistive tech.
6. Test with a screen reader. Read the new copy aloud with a screen reader or ask a colleague to check. Expect to iterate once or twice.

Copy-paste AI prompt (use this exactly):

“Rewrite the following text into plain language for a general adult audience. Use short sentences (10–15 words max), active voice, and common words. Keep meaning the same. Provide a one-sentence summary, a plain-language paragraph, and two short button labels that describe actions. Also give a suggested alt text (5–12 words) if this text refers to an image. Here is the text: [PASTE TEXT HERE]”

Example:

• Original: “Users must authenticate their credentials prior to accessing the dashboard to ensure compliance with security protocols.”
• AI rewrite: “Sign in to access your dashboard. This keeps your account safe.”
• Button options: “Sign in” / “Learn why sign in is needed”

Common mistakes & fixes:

• Too vague alt text — Fix: Describe purpose, not appearance (“Chart showing monthly sales trend” not “Bar chart”).
• Long, nested sentences — Fix: Split into two sentences.
• Buttons like “Submit” — Fix: Use action labels like “Save changes” or “Download report.”

Quick action plan (first 48 hours):

1. Pick one page. Run the AI prompt above on all text and images.
2. Replace headings, buttons and alt text with the AI suggestions.
3. Do a simple screen-reader check (5–10 minutes).

Small, consistent changes lead to big accessibility wins. Start with one page, learn from the results, then scale. Keep sentences short, labels clear, and images purposeful — and let AI do the heavy rewriting.

[aaron]

Smart focus: making copy both screen‑reader friendly and plain language. That’s where clarity meets conversions.

Quick win (under 5 minutes): paste this into your AI tool and run it on a single page of copy. Expect: a cleaned-up, grade 6–8 version with clearer links, simpler sentences, and a short risk checklist.

Act as an accessibility and plain-language editor. Constraints: target grade 6–8; average sentence length ~15 words; prefer active voice; keep product names as-is; replace jargon with common words and define terms on first use; never use “click here” or “read more”; write descriptive link text; use lists for steps; expand dates to a readable format (e.g., 12 February 2025); avoid slashes and symbols like &, /, + unless necessary; avoid ALL CAPS; keep consistent terminology. Deliver three sections: 1) Revised copy (no HTML). 2) Screen-reader risks found (headings order, link text, lists, abbreviations, emoji/punctuation). 3) Alt text suggestions for any images I mention (8–12 words, context first). Text: [PASTE YOUR COPY HERE]

The problem: most “clear” copy still breaks for screen readers—ambiguous links, messy structure, and symbol-heavy writing. Why it matters: accessibility improves completion rates, lowers support tickets, and protects your brand. Clarity is a conversion feature.

What I’ve learned running content audits: two changes create outsized gains—descriptive link text and shorter sentences. They help humans scan and help screen readers make sense of your page.

What you’ll need

• An AI chat assistant
• Your draft copy (web page, email, PDF text)
• Optional: built-in screen reader (VoiceOver on Mac/iOS, Narrator on Windows, TalkBack on Android) for a final spot check

How to do it

1. Plain-language rewrite passUse the quick-win prompt above on one priority page. Expect a simplified draft and a list of risks. Keep key terms that matter to your audience; define them once.
2. Screen-reader link text audit (insider trick)Paste your copy and run this: Extract every link text in order. Flag duplicates like “Learn more.” Propose unique, descriptive replacements that make sense out of context. Return a bulleted list: Old link text → New link text.
3. Headings and list structureAsk AI to propose a logical heading outline (H1–H3) and where lists improve scannability. Expect a simple outline you can paste into your CMS. Keep heading levels in order—don’t jump from H1 to H4.
4. Alt text in one sweepGive AI brief image descriptions and run: Create alt text, 8–12 words each, context first (what the user needs to know), avoid “image of.” Mark decorative images as Decorative – no alt.
5. Read-aloud checkRead the draft aloud yourself or with a screen reader. If you stumble, split the sentence. Replace symbols (&, /, →) with words (and, or, to).

Robust, copy‑paste prompts

• Audit prompt: Review this copy for screen-reader issues and plain language. Report under headings: Headings order; Link text; Lists; Abbreviations/acronyms; Numerals/dates; Emoji/punctuation; Jargon and definitions; Consistency of terms. Then provide a revised version that fixes the issues while preserving meaning and brand voice. Copy: [PASTE HERE]
• Link-only scan: From the copy below, list the link texts in order. Identify duplicates or vague labels. Propose improved, unique link texts that work out of context. Copy: [PASTE HERE]
• Alt text generator: For each image I list, write alt text (8–12 words), context first, no “image of.” If decorative, return Decorative – no alt. Images: [LIST IMAGES WITH BRIEF CONTEXT]

What “good” looks like

• Reading grade: 6–8
• Average sentence length: 12–18 words
• Descriptive link ratio: 90%+ of links make sense alone
• Alt text coverage: 100% of meaningful images
• Headings: levels in sequence (no jumps)

Mistakes to avoid (and quick fixes)

• Vague links like “Click here” → Replace with task- or outcome-based text (“Download the pricing guide”).
• Symbol-heavy writing (&, /, +) → Use words (and, or, plus) unless part of a product name.
• Ambiguous dates (01/02) → Spell out: 1 February 2025.
• Unexplained acronyms → First mention: expanded term (Acronym).
• All caps for emphasis → Use sentence case and strong/clear wording.
• Decorative emojis in the middle of sentences → Remove or place at the end only if meaningful.

Metrics and KPIs to track

• Readability: Flesch-Kincaid grade ≤ 8
• Long sentence rate: < 10% over 20 words
• Descriptive link ratio: ≥ 90%
• Alt text coverage: 100% of meaningful images
• Form completion rate and support tickets related to confusion (track weekly)

1‑week action plan

1. Pick 3 high-traffic pages or your onboarding email. Run the plain-language prompt. Ship the best version today.
2. Run the link-only scan. Replace vague links across those assets. Re-publish.
3. Create alt text for all images on those pages using the generator prompt. Mark decorative images to be skipped.
4. Add a simple house style note: grade 6–8, descriptive links, no symbols, dates spelled out. Share with your team.
5. Do a 15-minute read-aloud or screen-reader pass per page. Fix any stumbles.
6. Record baseline KPIs (readability grade, link ratio, completion rate). After updates, re-measure.
7. Review results; standardize the prompts and checklist for all future copy.

Accessibility and plain language are not “extras.” They’re conversion levers you can standardize with AI in a week.

Your move.

— Aaron

[Author]

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