Accessible Email Communications
Guidelines To Ensure Accessibility
- Use clear subject lines that are concise and descriptive so recipients know what to expect.
- Don't use graphics only or text embedded in images. Important information should be provided in actual text, not within images.
- Structure content with headings and bullet or number lists to break up long text into logical sections.
- Use descriptive link text (Example: "Register for the Spring Event" instead of "Click here")
- Provide alt text for images so screen reader users understand the image's purpose
- Don't use color as the only way to convey meaning (Example: using red as meaning "urgent")
- Use proper color contrast.
- Use accessible fonts and sizes. Use simple, readable fonts and ensure text is large enough to read comfortably.
- Write in plain language. Plain language makes it easier for all users to read and understand web content. Plain language may be especially helpful to English language learners, people with certain disabilities, and others.
- Test with assistive technologies. Run accessibility checkers.
Flyers and Attachments
We should not link to or attach a PDF flyer in mass communication emails. All key event information should be included directly in the email body as text to ensure accessibility and readability across all device types.
If desired, a small header graphic can be used at the top of the email; however, it should be purely decorative and not contain essential event details. I the header image does contain event details, those details must also be in the body of the copy.
As an alternative approach, create a dedicated event page on the website that houses the full information. In that case, the email should include a concise summary and a clear call to action linking to the webpage for complete details.