Creating Accessible Emails
Accessible Emails Checklist
The following is a checklist for helping you create accessible emails with links to explanation and how to resources.
Subject Line
- Make the subject line clear and descriptive.
- For example: "Meeting Agenda for July 10th" instead of "Agenda".
Fonts and Spacing
- Use readable Typefaces and Fonts: sans-serif fonts such as Arial, Calibri, or Verdana.
- Use at least 12pt for body text (14 or 16pt recommended) to ensure readability. Microsoft: How to Change the Font Size
- Adjust space between sentences and paragraphs to at least 2 times the font size.
- Set letter spacing (tracking) to at least 0.12 times the font size.
- Word spacing to at least 0.16 times the font size.
- Avoid using all capital letters. For example, use "Important Notice" instead of "IMPORTANT NOTICE".
Text and Language Use
- Spell out abbreviations and acronyms on first use, followed by the abbreviation in parentheses.
- Use abbreviations and acronyms consistently throughout the document.
- Use clear and simple language (Plain Language) that is easy to understand.
- Use Active vs. Passive Voice to make sentences more direct and easier to understand.
- Use consistent terminology throughout your content. For example, if you abbreviate "United States" as "US", do not switch to "U.S." later.
Heading and Styles
- Use built-in headings and styles to organize content, if the email is lengthy.
Lists
- Use numbered lists for sequential items and bulleted lists for non-sequential items. Microsoft: Create accessible lists
Hyperlinks
- Use descriptive link text that indicates the link's destination. Microsoft: Create or edit a hyperlink
Images and Other Visuals
- Add alt text to visuals that convey meaningful information.
Attachments
- Clearly describe the purpose of attachments in the email body.
- Summarize the content of any attachments in the body of the email to ensure the information is accessible without needing to open the attachment.
Tables
- Use tables for data only, not for layout.
- Use table headers
- Avoid using tables when possible.
Color
- Use high-contrast color schemes. WebAim: Contrast Checker
Keyboard Navigation
- Ensure all interactive elements can be accessed via keyboard.
Check For Accessibility