Best Practices for Email Accessibility

Top 8 Email Accessibility Practices

A tool to guide accessibility in email communications

Overview

The Iliff School of Theology has committed to enhancing accessibility efforts in our communications practices. This tool can be used as a guide to getting started!

Key Components	Accessibility Strategies
Use Clear and Concise Language	Define Acronyms When first introducing an acronym, define it (ex: Universal Design for Learning (UDL)).
	Plain Language Know your audience. For public communications, consider using less jargon, complex sentences, or idiomatic expressions.
Structure Email with Headings	Headings and Subheadings Use descriptive headings and subheadings to break up the text. This helps screen reader users navigate the content and assists neurodiverse users in organizing information. Headings and Subheadings are not preset as they are in Google Docs or Word so break long emails with boldface or different size fonts.
Be Mindful of Font Choices and Sizes	Font and Text Size Use a legible font (e.g., Arial, Verdana) with a minimum size of 12-14 points. This makes the text easier to read for everyone, especially those with dyslexia or other reading challenges. If you want to add Lexend Deca font, which improves reading proficiency, please click on how to add Google Fonts article in Zendesk. Also, try to avoid all caps when writing. Since Arial font is not available in Gmail, other legible fonts like Verdana and Trebuchet MS are available.
Use Bullet Points and Numbered Lists	Lists Lists help break down information into manageable chunks, making it easier to process for neurodiverse individuals and easier to navigate for screen reader users. Use bullet points and numbered lists.
Provide Descriptive Links	Links Avoid using "click here" or "read more." Instead, use descriptive phrases like "Download the event brochure" or "Visit our accessibility resources page," which screen readers can interpret more effectively. Do not include lengthy hyperlinks. To create a hyperlink, add the text, highlight the part you want to insert a hyperlink, and use Ctrl + K on Windows or ⌘ + K on Mac to insert link. Paste your link in the box to the right of the Web address and click OK.
Include Alternative Text for Images	Alt Text Every image should have alt text that describes its content or purpose. This is crucial for screen reader users, as it allows them to understand the visual content. Do not use screen captures with text to share information widely. This video on how to use add alt-text to a picture is very helpful.
Ensure Color Contrast and Avoid Color-Only Cues	Color Contrast Use high-contrast colors for text and backgrounds, and avoid relying on color alone to convey important information (e.g., using color to indicate a link or status). Examples of high-contrast colors are white and black, black and yellow, and green and black (however, green and red backgrounds are difficult for some people to see).
Use Descriptive Subject Lines	Subject Lines Use high-contrast colors for text and backgrounds, and avoid relying on color alone to convey important information (e.g., using color to indicate a link or status).

Resources

Iliff Accessible Communication Wakelet

The Iliff Accessible Communication Wakelet is a shared space for Iliff staff to access and contribute resources on improving communication accessibility. We encourage adding new resources and treating this as a growing and evolving resource.

WebAIM (Web Accessibility In Mind)

WebAIM empowers individuals and organizations to create accessible web content, expanding possibilities for people with disabilities. Their resources are available for self-guided learning, and it's recommended that your team use them as training materials.