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Whaikaha Ministry of Disabled People View our
NZSL name

Requesting alternate formats

We support government agencies to create information in alternate formats.

Support before you request alternate formats

If you contact us early, we can:

  • help you plan your project
  • help you prepare your document for translation
  • connect you with Disabled People’s Organisations (DPOs) for advice.

You can contact us by emailing accessibility@whaikaha.govt.nz.

We can provide you with initial advice about the process and how to get a document ready for translation. This will save you time and make the process faster as alternate formats can take some time to produce.

We work closely with 3 DPOs as part of the alternate formats process. Our team meets with the DPOs regularly to review documents and make sure the information meets the needs of disabled people. You can join one of these meetings to talk about your document and get advice.

Step 1: Prepare your document for translation

A well-prepared document makes translation quicker and smoother. Before you submit a request, check your document against our guidance: Preparing your content for translation to alternate formats.

You will also complete a checklist in the request form in Step 2.

Step 2: Fill out the alternate formats request form

Download the Alternate formats request form (DOCX 3.7MB).

Send the completed form to accessibility@whaikaha.govt.nz.

The form will ask you to include:

  • a Word version of your document
  • your logo as an image file (.jpg or .png).

Make sure you complete the checklist in the request form. It gives specific guidance for your document that will save time, help us personalise our advice to you, and make the process faster.

We will email you a reply, including a job number and next steps.

Step 3: Advice

You will get advice from the DPOs within 5 working days. The DPOs are:

  • Blind Citizens
  • Deaf Aotearoa
  • People First.

This advice could cover:

  • what information to translate
  • formatting changes you need to make
  • extra context or details needed for translation
  • questions about your content.

Based on the advice, you may need to make changes to your document, so it is ready for translation.

We may recommend you join a DPO meeting to discuss the advice. These are held twice a week.

If your documents need minor changes, you will be given estimates and quotes within the same timeframe as the advice. If they need significant changes, estimates and quotes will be provided after you make those changes.

Step 4: Costs

You will get a quote or estimate for your translations. These usually come directly from the translation providers. You will receive separate quotes or costs for:

  • blindness formats – audio, Braille and large print
  • Easy Read
  • New Zealand Sign Language (NZSL).

Step 5: Production

Production of alternate formats starts when you:

  • accept the quotes or costs, and
  • send us the final version of your document with any changes based on the advice by emailing accessibility@whaikaha.govt.nz.

Production usually takes 4 to 6 weeks.

Step 6: Receive and share your alternate formats

The translation providers will email you the alternate formats. Once you receive them, you should:

  • upload them to your website and make sure they are easy to find – ideally at the top of the page
  • share the link through your own channels
  • email the link to accessibility@whaikaha.govt.nz.

We will share your alternate formats with DPOs so they can include it in newsletters, websites, and social media. Read more about Sharing your alternate formats with the community.

Audio

Audio files are sent as MP3 or WAV. Large files may be sent via Dropbox, WeTransfer, or a similar platform.

Braille

Braille files are sent as a Braille Ready File (BRF). This format works with electronic Braille devices. If your website does not support BRF, use a Zip file.

Easy Read

Easy Read documents are sent as Word and PDF files. Both versions need to be on your website.

Large Print 

Large print documents are sent as Word files.

New Zealand Sign Language (NZSL)

NZSL videos are sent as MP4 files through WeTransfer, Vimeo or a similar platform because they are large.

If your agency uses a video hosting service (like YouTube or Vimeo), upload the videos there and embed them on your website. If embedding is not possible, use a clearly labelled link that includes ‘NZSL’ and a Sign Language symbol.

How to get help with your request

If you have questions or need advice on the request form or your document, you can email accessibility@whaikaha.govt.nz.