How to Prepare and Submit Content for Your Website

One of the biggest factors in keeping a website project running smoothly is how content is prepared and shared with us.

When content arrives in lots of different formats, scattered across emails, or with unclear image references, it slows everything down — and often leads to unnecessary back-and-forth, or revisions at the end of the build.

The good news is that with a simple structure, you can make the whole process much easier (for both of us) and help your website come together more quickly.

Here’s how to do it.

Text Content

Your sitemap is your checklist.

Before you begin, refer to your sitemap and make sure you’re creating content for every page listed. This helps avoid missing pages later in the project.

Don’t forget that if the site map says “Individual Events” or “Individual Post”, then, if you can, send us three (or whatever number we have agreed) of the events or posts.

Use one document per web page

The simplest way to organise your content is to create one document for each page or post and include all the text for that page in that document.

Name your document by the page name, for example:

• About
• Services
• Contact
• Blog Post – Title
• Event – Title

This keeps everything clear and avoids content getting mixed up.

Keep your content clear and structured

Within each document:

• Include your headings, paragraphs, and calls to action
• Don’t worry about perfect formatting – clarity is more important
• If something should stand out, just make a note
• Do not provide all caps text for headings (all caps are read out by screen readers as abbreviations rather than the words – very annoying for visually impaired readers)

We’ll take care of styling and layout when building the site.

Text Amendments

If you realise later that you want to amend text you’ve already sent to us, then please send us the revised file with the amendments clearly highlighted so we can just change that bit of text, rather than redo the whole page.

Images

Don’t embed images in your documents

Instead, refer to images by filename within your text, for example:

“Image: sarah-jones-profile.jpg to appear beside this paragraph”

Name your images clearly

Don’t assume we know who or what is in the image – the image file name helps us identify images.

Clear filenames save a lot of guesswork later. Give each image a short descriptive name. If you have multiple images of the same subject, add something to identify each image, e.g., person-standing, person-sitting.

Not only will this help us enormously now, but you will also thank me later when, in three years’ time, you are looking for a particular picture in your media library. If the images are well-named, then the media library image search works much better.

For example:

• sarah-jones.jpg
• buddy-profile.jpg
• buddy-standing.jpg
• group-of-members-at-AGM-2025.jpg
• office-1.jpg, office-2.jpg

If there are multiple similar images, adding a numbered suffix is absolutely fine.

Send images separately

We recommend sending images via WeTransfer, rather than email.

Large attachments (especially over 10MB) are often quietly rejected by email servers, which can cause delays as you think you’ve sent them, but we haven’t received them.

We can also share a Dropbox or Google Drive. Just let us know what works best for you.

Provide alt text for images

Alt text (alternative text) is a short written description of an image. It helps:

• Screen readers describe images to visually impaired users
• Provide context if an image doesn’t load
• Improve search engine optimisation (SEO)

Please include an additional separate document listing:

• Each image filename
• The alt text for that image

Videos

If you’d like to include video content, simply provide the YouTube or Vimeo links to your videos in the document.

Sending your content

You can send your text content all at once, or page by page, as you complete it

Whatever works best for you.

If you’re running behind

If you’re struggling to meet your content deadline, just let us know.

It’s always easier to adjust timelines early than to rush at the last minute.

Final thought

A little structure up front makes a big difference.

Clear, organised content means we can focus on what matters most — creating a website that looks great, works well, and accurately reflects your business.

If you have any questions when creating your content, do get in touch.