Email Communication & Newsletters

Email is one of the most common ways we share information with students, colleagues, and the campus community. Whether you’re sending a syllabus update, department newsletter, or event invitation, it’s important to ensure your message is accessible to everyone, including people using screen readers, magnifiers, and other assistive technologies.

Why Email Accessibility Matters

Many users access email with assistive technologies or on mobile devices. Without accessibility considerations, content may be confusing, unreadable, or entirely inaccessible. Common barriers include:

  • Low-contrast fonts
  • Images without alternative text
  • Vague link labels
  • Poorly formatted tables or layouts
  • Non-accessible attachments

By following a few key practices, you can ensure your message is inclusive and effective.

Best Practices for Accessible Emails

  • Use clear, consistent headings to organize long messages

  • Avoid all caps; use bold text or headings for emphasis

  • If using a newsletter platform (e.g., Mailchimp), apply proper header blocks

  • Add descriptive alt text to logos, images, icons, and banners

  • Mark purely decorative images with empty alt attributes (“”) or omit alt text

  • Avoid using images of text — replicate the message in actual text

  • Use meaningful link text that clearly describes the destination

  • Example: “Download the flyer (PDF)” instead of “Click here”

  • Avoid repeated link text that points to different URLs

  • Ensure strong color contrast between text and background (minimum 4.5:1)

  • Avoid using color as the only way to convey meaning

  • Use a color contrast checker like WebAIM’s Contrast Checker

  • Use standard, sans-serif fonts (e.g., Arial, Verdana, Helvetica)

  • Use at least 12–14pt font size for body text

  • Avoid stylized or decorative fonts that may be hard to read

  • Use bullets and numbered lists to break up dense text

  • Align text to the left (avoid justified or centered blocks for long content)

  • Use white space and spacing to support readability

If you must attach files, make sure they are accessible before sending:

  • Use tagged PDFs or accessible Word documents

  • Add alt text to any images within the attached documents

  • Ensure tables are properly structured (especially in PDFs)

  • Avoid scanned image-only PDFs—use OCR or recreate the content

  • Clearly label links to attachments in the body of your email

  • Avoid uploading inaccessible slides or forms without a text alternative

    • Example: “Download the meeting agenda (accessible Word document)”

  • Avoid uploading inaccessible slides or forms without a text alternative

Tip: When in doubt, provide content in the body of the email in addition to any attachments.

HTML Emails and Newsletters (Mailchimp, Constant Contact, etc.)

If you’re using email tools to send formatted newsletters:

  • Use accessible templates with mobile-responsive layouts
  • Avoid nesting layout tables — keep formatting simple
  • Provide plain-text fallback versions when possible
  • Include image descriptions and label buttons properly
  • Preview with and without images to ensure clarity
Resources