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Writing Accessible Emails

In today's digital landscape, email remains a primary communication tool. However, for individuals with disabilities, accessing and comprehending emails can present significant hurdles. This guide offers key strategies for crafting accessible emails that ensure your message reaches everyone, regardless of their abilities.

Benefits of Accessible Emails

  • Wider Reach: Accessible emails ensure your message reaches a broader audience, including people with disabilities.
  • Improved User Experience: Accessibility enhancements improve the user experience for all email recipients.
  • Professionalism & Inclusion: Creating accessible emails demonstrates your commitment to professionalism and inclusion.

Structure & Layout

  • Semantic HTML: Use semantic HTML elements (headings, paragraphs, lists) to structure your email content. This helps screen reader users navigate and understand the information hierarchy.
  • Logical Reading Order: Ensure the reading order of your email content flows logically, even when images are turned off or not displayed.
  • Table Use: Limit table use for layout purposes. If tables are necessary, use proper table headers and ensure they're accessible to screen readers.

Text & Formatting

  • Clear & Concise Language: Use clear and concise language that's easy to understand. Avoid jargon, acronyms, and complex sentence structures.
  • Font Choice & Size: Choose a font that's easy to read (e.g., sans-serif fonts like Arial or Verdana) and use a font size of at least 14px for body text.
  • Color Contrast: Ensure sufficient contrast between the text and background colors. Aim for a contrast ratio of at least 4.5:1 for body text and 3:1 for large text.

Font Choice & Size

Choose a font that's easy to read and commonly available (e.g., sans-serif fonts like Arial, Calibri, or Helvetica), and use a font size of at least 14px (or 12pt) for body text. (The new Aptos font from Microsoft does a better job of distinguishing between the uppercase “I” and the lowercase “L”, but it is not yet available on most computers.)

Images & ALT Text

  • Descriptive Alt Text: Provide concise and accurate alternative text (ALT text) for all images. The text should convey the meaning and purpose of the image.
  • Decorative Images: If an image is purely decorative, leave the alt text blank or use null alt text (alt="").
  • Linked Images: If an image is a link, ensure the link text or surrounding context provides sufficient information about the link's destination.

Links

  • Descriptive Link Text: Make sure your link text clearly describes where the link will take the user. Avoid generic phrases like "click here" or "learn more."
  • Unique Link Text: Avoid using the same link text for multiple links that go to different destinations.
  • Context & Purpose: Provide context for links within the surrounding text, so users understand the link's purpose before clicking.

Additional Considerations

  • Plain Text Version: Consider providing a plain text version of your email for users who prefer or require it.
  • Subject Line: Use a clear and concise subject line that accurately reflects the email's content.
  • Testing: Test your emails with screen readers and other assistive technologies to ensure they're accessible.

By following these guidelines, you can create emails that are accessible to everyone. Remember, Accessibility is an ongoing process. Stay informed about the latest best practices and commit to crafting inclusive email communications.

Accessibility is not just about compliance; it's about creating a digital world where everyone can participate and connect.

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