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Form for requesting alternate formats

You can use this form to commission your information in alternate formats – New Zealand Sign Language (NZSL), Braille, Audio, Large Print, and Easy Read.

If you have any questions, contact the Alternate Formats Group by:

Download the Word version of the Form

Submitting the form

Please email the completed form and the final content in a Word document to accessibility@msd.govt.nz.

Please complete the checklist and all form fields. Do not leave any fields blank. If the field does not apply to your request, this needs to be indicated.

If the information is not completed, the request will be returned to you for completion. This may impact on the timeframes you have requested.

Before completing this form, please read the Guide to requesting Alternate Formats.

Checklist: Is my document ready to send for Alternate Formats?

You must complete this checklist before you send through your request. If you are unsure of how to respond to any point, please contact accessibility@msd.govt.nz.

You are welcome to attend a meeting with the Alternate Formats Group early on to get advice around your approach and next steps.

Yes or N/A

Criteria

 

Document is in MS Word format (not pdf).

 

Document is a suitable size for alternate formats.

If the original document is long, also provide a summary with the key information, generally of up to 4 to 10 pages. For more information see: Note

 

Document is written in plain language – as per by the Plain Language Act 2022. For more information see the Checklist for plain language - a quick reference guide

 

The document has enough context so your audience understands who the information is from and what its purpose is.

 

Document has a clear title at the top of the first page (e.g. “Summary of the XYZ Strategy 2023”).

 

A clear and consistent heading structure is provided using the “Styles” options in MS Word. For how to do this, see: Technical advice

 

Font size is a minimum of 12 point and a sans serif font is used (i.e. Verdana or Arial).

 

Tracked changes have been accepted and turned off in the document.

 

Comment boxes have been removed.

 

Tables and graphs have been removed and / or provided in text or list format.

 

Links to the full document or where to go for more information are included in the document. The link to the full document is needed in all summaries.

 

Alternative shortened URLs or Tiny URLs have been provided if you are using long URLs or hyperlinks. Please include the shortened or tiny URL in brackets after the full URL or hyperlink. For an example see: Technical advice

 

Accessible contact options are provided for surveys, other feedback processes and general contact. This is: a web address (if relevant); email address; free-call number (and hours of operation); text (for Deaf and hard of hearing); NZ Relay. For an example, see: Technical advice

 

A glossary of technical terms, or te reo Māori and Pasifika terms is provided as additional information for the producers.

 

Primary logos for branding have been placed into the document – these should be in the body of the document, not in the header or footer.

 

All logos have alternate text. For how to do this, see: Technical advice

 

Images have been removed unless absolutely necessary (see below).

 

Any absolutely necessary images have alt text.

 

Photos of any people named in the document are attached to the request as separate files. Ensure you have consent to use the image.

 

Logos and any necessary images have also been provided as separate high resolution .png or .jpg/.jpeg files.

Note: For NZSL and Easy Read, we generally translate summary documents of up to 4 to 10 pages, rather than full reports. In the Blindness formats (Large Print, Audio and Braille), we often transcribe the full report and the summary - this will be considered on a case-by-case basis.

Job details

Job name / topic

 

Title of all documents for translation / transcription

Title(s) to be used on published document:

Agency or organisation  
Contact person name  
Contact person phone  
Contact person email  
Cost centre or purchase order (indicate which and provide details)  
Invoicing contact name  
Invoicing contact phone  
Invoicing contact email  
Postal address of agency or organisation  
Delivery address if you require hard copies - eg printed Braille documents  
Date of request  

Costings

Costings, either quotes or estimates, generally take up to 10 working days to be completed.

If there is a reason you need the costings urgently, please tell us when they are needed and why it is urgent. If possible, we will try to accommodate this.

Final Translations / Transcriptions

Production generally takes four to six weeks from when we receive the final, production-ready document.

Specific timeframes for your job will be discussed with you as part of the collaborative process.

If there is a particular date you would like the finals by, let us know the reason and date.

We will try to meet the timeframes you are aiming for – but this may not be possible.

Note: If there are changes to the content after the final document has been submitted for production, there may be additional costs and timeframes could change as the work may need to start again.

Document content and audience

Tell us about the information you need translated / transcribed.  

Also tell us:

  • who is the main audience?
  • what the audience is required to do e.g. do they need to engage with the material in a specific way?
    • if they need to contact you, what are the ways they can do this?
 

Context

Provide any additional background information to give context for the work and list any documents attached.

For example, if an executive summary is being translated / transcribed, also provide the full document the summary relates to.

 

Document location

Where will the content be housed?

If there is an existing website, provide the web address.

 

Logos

Primary logos: List any logos that will be used in the document for branding,

Note: All primary logos must be provided with this request form - even if provided previously for other jobs.

Primary logos: (i.e. main branding logos to be used on the material)

Additional logos: List any logos of any other agencies mentioned anywhere in the document.

Additional logos: (i.e. any other agencies mentioned in the document but not needed for branding)

Branding

List any specific branding guidelines that need to be met, including colour and typeface.

 

Other media or design elements

Describe any media or design elements needed.

For example:

  • design elements
  • headings to be used as signposts in the NZSL video
  • descriptions of information that is not text – e.g. images, diagrams, photos.
Attach any relevant files.