Most of us don’t think about forms until one doesn’t work, or we must create one ourselves. Perhaps the labels do not make sense, the form does not work properly on a phone or it cannot be completed using a keyboard or screen reader. It might be extremely long, have no option to save progress or require software the user does not have. Whatever the reason, a simple task becomes unnecessarily difficult.
Forms are one of the most challenging areas of digital accessibility because there are so many factors to consider. This article explains how to decide whether you need a form and how to design one that is easier for everyone to complete. Part 2 covers testing and provides guidance on selecting an appropriate platform.
Why accessible forms matter
A digital form is more than a document. People need to navigate controls, enter information, correct mistakes and submit a response. This means that document formatting alone does not make a form accessible.
Accessible forms make it easier for students, staff and other users to respond independently. Clear, concise forms can also improve completion rates and the quality of the information collected, while reducing the need to resolve individual accessibility problems later.
Start by asking whether you need a form
Before creating another form, pause and consider:
- Is a form the best way to collect this information?
- Is the information already available elsewhere?
- Are all the questions genuinely necessary?
- Could a poll, discussion, focus group, Teams conversation or other activity produce more useful feedback?
People receive a lot of surveys and requests for information. A shorter, focused form is generally easier to complete and more likely to produce useful responses.
Choose the format for your audience
No form platform is automatically accessible. Accessibility also depends on how the form is written, structured and tested.
Choose the format that minimises barriers for the people completing the form, rather than simply selecting the tool that is quickest or most familiar for the author. Think about how people may interact with it. They could be:
- using a keyboard rather than a mouse
- using a screen reader, screen magnifier or voice control
- completing the form on a mobile device
- using another type of assistive technology
- working with limited connectivity
- completing it in a busy or distracting environment.
Choose a platform that supports these different ways of working and make sure you test the finished form before sharing it. There will be more on platform choices and testing in part 2.
Set expectations at the beginning
Before the first question, tell people:
- why you are collecting the information
- how it will be used and stored
- approximately how long the form will take
- what information or files they will need
- which questions are mandatory
- how many questions or sections are included
- how to navigate any unfamiliar interactions.
Clear information helps people decide when and how to complete the form and avoids unexpected barriers part-way through.
Keep the form clear and focused
Good form design removes barriers before testing begins.
Use clear language
Write short, direct questions and avoid unnecessary jargon or abbreviations. Provide instructions where the required format may not be obvious. For example, explain the date format you expect.
Create a logical flow
Group related questions together and present them in a predictable order. Break a complex process into manageable sections rather than displaying everything on one long page. For longer forms, consider whether people can save their progress and return later.
Ask only what you need
Every additional question increases the effort required. Remove duplicate questions and avoid requesting information you already hold.
Do not rely on colour alone
If colours indicate whether something is required, correct or incomplete, provide a text label or another clear indicator as well.
Take care with question types
Consider whether drag-and-drop activities, complex grids, sliders or other interactive question types might create barriers. Use a simpler alternative where possible.
Always provide a contact route
Include contact details at the start of the form and wherever the form is promoted. This gives people a way to report a problem or request another way to respond.
Depending on the audience and purpose, alternatives might include:
- telephone
- a Teams conversation
- an online meeting
- an accessible offline version.
Accessibility is not only about making the technology work. It is about enabling everyone to participate in the process the form supports.
A quick accessible-form checklist
Before moving on to testing, check that:
☑ the purpose of the form is clear
☑ the instructions are easy to understand
☑ questions follow a logical order
☑ unnecessary questions have been removed
☑ mandatory questions are clearly identified
☑ users know how long the form may take
☑ a contact route and alternative response option are provided
☑ information is not communicated through colour alone
☑ the form can be used on different screen sizes
☑ images, tables or charts include an accessible text alternative where needed.
Using these principles consistently across a team or service will also give people a more predictable experience.
Part 2 will explain how to test the form and choose an appropriate platform.