Council services
Alternative Formats and Document Strap Lines
Communication plays a vital role in the everyday activities of all staff working for Wokingham Borough Council. The Disability Discrimination Act 1995 and the Disability Discrimination Bill place duties on the council to provide information in alternative formats and to actively promote their availability where reasonable.
When an opportunity arises the authority should investigate and agree with the individual concerned the preferred format for correspondence. Where more general communication is established e.g. a public consultation document, it is impossible to know in advance the individual needs of the target audience. In such instances it may be reasonable to advertise on the document itself that the document is available in alternative formats on request using a suitable strap line.
If you receive a request to produce a document in an alternative format you should:
- Clarify with the individual the preferred format
- Identify the document which is required and its date - if it is dated
- Clarify the preferred contact method and details for the individual requesting the information
- Explain that the document will be provided in the preferred format within reasonable timescales and that they will be contacted again within three working days with regard to progress and anticipated delivery dates
- Liaise with the councils Access Officer for further advice if required. When liaising with the Access Officer please have the above information and an electronic copy of the document as requested,in its original format
The provision of information in alternative formats should be seen as an addition to the requirements to provide information in alternative languages. Further guidance on the provision of information in alternative languages is available on the intranet or from the Communications Department 0118 974 6009.
Strap Lines
Strap lines on documents should be brief and to the point. Ideally they will be in 14 point font size and will contain a contact number. If the document can't be easily described it should also contain a unique reference in an obvious location to help identify it from other published material.
E.g. 1
“This document is available in an alternative format e.g. large print, Braille, audio tape etc. To request an alternative format please contact XXXX XXXXXXX”
E.g. 2
“This document is available in an alternative format. Please contact XXXX XXXXXXX”
If you have any questions with regard to preparing strap lines as described above or need help having received a request for information in an alternative format please contact the WBC Access Officer.
