Email and Newsletters

Creating accessible content for websites doesn’t require extensive technical knowledge, nor does it require memorization of specific accessibility guidelines. This page contains recommendations on best practices as a guide for crafting accessible content. These email principles can serve as a checklist to creating accessible email and newsletter content.

Organize content in a way that makes it easier for audiences to navigate.  

Headings help organize content so that readers can navigate to the relevant information. Headers are especially useful for audiences who rely on screen readers, which use headers to jump between sections of content. Use proper heading tags to structure your emails or newsletters.  

• Use clear headings for each section: “Important Dates”, “Action Required”, “Contact Information”. These headings should be styled appropriately - this can be accomplished with HTML heading tags (H1, H2). Headings can also be formatted with a text edit tool available in most platforms.

Tables are often used in emails for organizing information, such as schedules or event details. It is important to avoid complex tables and keep them properly formatted. 

Use simple tables: Avoid nested tables or overly complex structure. Ensure that each table has clear headers for each column and row. 

Provide a text alternative: If the table is too complex to be understood without seeing the layout, it is not accessible. Consider offering a short, text-based summary below the table.

Tip: A complicated table can be separated out to two separate tables - this can help the content be more accessible for sighted and non-sighted users. 

Keep email layouts simple and avoid overcrowding with excessive columns, text, images, or other sections. Use padding (10-20 points) between text and image blocks to create space to enhance readability. Most email builders allow you to adjust padding for each element you add to the template—just look for the "layout settings" or a similar option.

Tip: Remember that the majority of users access email from a mobile device. Many email platforms will have a preview function that allows you to see how a draft looks in a mobile, web, or tablet format.

Before considering creative design elements in emails, explore UC's branding guidelines. By practicing consistent brand expression, we develop recognition, trust, and a sense of unity. The brand guide makes certain design choices easy by providing a color palette, fonts, icons, visual media and much more.  

Accessible emails should be designed with the goal of providing equal access to information for individuals with disabilities, including those with visual, auditory, cognitive, or motor impairments. For recipients with low vision or color blindness, good contrast between text and background colors is important.  

Tip: To meet best practice standards, the design of an email or newsletter should only be considered once the content is completed, reviewed and finalized.

Contrast between text and background colors needs to be high enough to easily read. WCAG 2.0 requires specific contrast ratios for text and background. You can check contrasts quickly with the  (button) Most email platforms and websites offer accessibility checks to assure adequate contrast.  

• Colors: Choose colors with high contrast to ensure readability. A text color that stands out against the background is key. Generally, black text on white background is standard for readability.   If you use colored text, make sure it meets accessibility standards for contrast.  

Images are used in emails to convey information visually. However, be aware that not all recipients can see them - those using screen readers may miss out on important information.  

• Do not send all-image emails: Some email providers default to hide images, which means the audience won't see any of the content. When images do not load, individuals with low vision or vision impairments will not have access to information. 
  
• Provide alt text for images: Write descriptive alt text that explains what is in the image, especially if it communicates critical information (e.g., "Image of campus map with marked areas for parking" with those areas named).
  
• Avoid unnecessary images: If an image doesn't add value to the email or could be misinterpreted, consider omitting it. Keep email design minimal and to the point

Effective communication begins with the message. To effectively communicate your message and make sure content is accessible to the audience, use plain language that is easy to understand and free of jargon. Higher education can be filled with complex terminology, but for email communication, it's best to keep things simple. If unsure, remember CCS: concisely, clearly, and simply.  

• Be straightforward: Avoid unnecessary complexity. Instead of saying "We regret to inform you that the meeting has been rescheduled to a later date," simply say, "The meeting has been rescheduled."
• Break up long paragraphs: Use bullet points or numbered lists to make your content easier to follow. This helps audiences quickly digest the key points of your message.
• Use accessible typography: Sans-serif fonts, a minimum of 14-point font size, and 1.5 line spacing are standard.
• Use emojis and emoticons sparingly: Emojis and emoticons should be added to the end of a message, not within, and should never replace words. As a general guideline, emojis should not be used in subject lines, but this can vary based on content goal and audience. Emojis are not accessible when used as bullets in a list.  

Content should be written in a user-focused and empathetic way. Digital communiction should be accessible for everyone, and it is important that copy meets the audience's needs. Messaging should be easily scanned, broken into chunks of content, and use keywords at the beginning of a paragraph or sentence.  

Subject lines should be informative and clear. Subjects need to give the recipient an immediate idea of what the email is about (e.g., "Spring Semester Registration Deadline: March 1st").  

Emails often contain hyperlinks that guide audiences to forms, websites, sign-ups, or other resources. However, if these links aren't accessible, individuals using screen readers will miss critical information. 

Use descriptive link text: Avoid text like "click here" or "read more". Instead, provide descriptive text that explains the purpose of that link (e.g., "Complete your spring semester registration form here"). 

Consider link location: If there are many links in your email, ensure they are grouped logically and follow a predictable flow.

Remember, everyone is capable of creating an accessible email. As one of the most common forms of communication in higher education, it's important that emails are created to be a bridge, rather than a barrier, to information. The content of this guide has provided the tools, resources and knowledge to construct that bridge. When in doubt, remember the most important tips: no all-image emails, write with concise language and a simple layout, and design with contrast and readability in mind.