Email is one of the easiest ways to connect with people — as long as everyone can actually read and understand what you send. Accessible emails make sure your message works for all recipients, including people using screen readers, mobile devices or assistive technology.
The good news? A few thoughtful habits go a long way.
Don’t put information inside images
It might be tempting to design a beautiful graphic and send it as your email. However, doing so creates major accessibility barriers, and many of your own colleagues won’t be able to read your message.
If your key message lives inside a graphic, some recipients may never receive it. Why?
- Screen readers can’t read text inside an image.
- People with low vision may not be able to zoom in enough to discern the content.
- People with colorblindness may not be able to distinguish the text from the background.
Instead:
- Put all essential information as actual text within the email
- Use images to support or enhance your message—not replace it
- Keep alt text short and meaningful for any images you include
Images are great for adding personality and visual interest—but they shouldn’t be the only way your message is delivered.
Quick check: If you removed every image, would your email still make sense?
Add alt text to images
Alt text is a short description of an image.
- Describe the purpose, not every detail
- Keep it brief but meaningful
- Example: Instead of “image,” write: “Students working together in a chemistry lab.”
Why it matters: People using screen readers rely on alt text to understand images.
Quick check: If the image disappeared, would your message still make sense?
Use clear, simple structure
- Use short sections with clear headings
- Break up long paragraphs
- Keep your message focused
Why it matters: Screen readers often scan emails by headings. If everything is one big block of text, it’s much harder to navigate.
Use meaningful links
Avoid generic phrases like:
- “Click here”
- “Read more”
Instead, describe the destination:
- “View the event schedule”
- “Download the camp packing list”
Why it matters: Screen reader users often navigate by links alone. “Click here” gives them no context.
Quick check: Ask yourself—would this link make sense out of context?
Make your email easy on the eyes, choose Readable Fonts and Colors
Use simple fonts (Arial, Calibri, etc.): Any text you use should be 12 point or larger for on‑screen readability and use sans-serif fonts, like Arial, Calibri or Verdana. Sans-serif fonts don’t have the little decorative lines on the ends of letters, making them easier for most people to read.- Keep text large enough (at least ~12–14px)
- Ensure strong contrast (dark text on light background works best)
Use simple fonts (Arial, Calibri, etc.): Any text you use should be 12 point or larger for on‑screen readability and use sans-serif fonts, like Arial, Calibri or Verdana. Sans-serif fonts don’t have the little decorative lines on the ends of letters, making them easier for most people to read.
Why it matters: Low contrast or tiny fonts make reading difficult for many people, not just those with visual impairments.
Quick check: If you must squint, it’s probably not accessible.
Don’t rely on color alone
If you’re highlighting something important:
- Don’t rely only on color (like plain red text)
- Add text cues or symbols (like making it bold or italic)
Example: Instead of just red text, write: “Important: Registration closes Friday.”
Why it matters: Some users can’t distinguish certain colors.
Keep it mobile-friendly
Most people read emails on their phones.
- Use short paragraphs
- Leave space between sections
- Make buttons easy to tap
Why it matters: Accessibility and mobile usability go hand in hand.
Final thought
Accessible emails aren’t about perfection—they’re about intention.
If your message is clear, well-structured and thoughtful, you’re already doing most of the work. These small choices help ensure that everyone—no matter how they access email—can read, understand and engage with what you send.