Accessible Email Design Guide
Accessible Email Design Guide
Email is one of the most important communication tools we use. When an email is accessible, it’s designed so everyone, including people using assistive technology, can easily view and understand the message. Whether you’re writing a quick note or designing a larger scale email campaign, applying accessibility principles helps ensure your message is clear and inclusive.
Tables used for layout can confuse assistive technologies.
Use: Columns, text boxes, and built-in layout tools instead.
If necessary: Add the attribute <table role="presentation"> to layout tables so screen readers don’t interpret them as data tables.
Tip: Ensure content flows logically and is responsive.
Text and background colors must have enough contrast for readability.
Standard: Minimum contrast ratio of 4.5:1.
Avoid: Light text on light backgrounds or dark text on dark backgrounds.
Check: Use automated accessibility checkers to test contrast.
Color can highlight or organize content, but don’t rely on it as the only way to communicate information.
Use: Additional indicators such as text labels, shapes, or patterns to reinforce meaning.
Images often don’t load or may not be visible to everyone. Alternative (“alt”) text ensures your message still comes through.
Include alt text if an image conveys meaning, tone, or information.
Keep it short and descriptive—avoid repeating body text.
Outlook Example: Right-click the image → Edit Alt Text…
If the image contains text (like a banner or poster), include that text in the body or alt text.
Readable emails are easier to understand for everyone.
Use a sans-serif font (Arial, Calibri, Helvetica, Tahoma).
Use 12pt size or larger.
Left-align text (avoid centering or justification).
Write in plain language.
Break up long paragraphs.
Use descriptive link text (avoid “click here”).
Use emojis sparingly. They can add tone but shouldn’t replace words.
Place emojis at the end of sentences, not in the middle of text.
Avoid emoticons (made from punctuation) since screen readers often misinterpret them.
Before attaching a document, ask: Can this content just go in the email body?
If you must attach a file:
Ensure it follows document accessibility standards (tag headings, add alt text, check color contrast).
Use accessible file formats whenever possible.
If embedding video or audio:
Add captions to videos.
Provide transcripts for audio.
Ensure media controls (play, pause, etc.) are keyboard-accessible.
If including a poster or event graphic:
Repeat all essential text (date, time, location) in the email body.
Include alt text summarizing the image.
Avoid auto-playing animations or videos.
Steer clear of flashing or distracting visual effects.
Accessible signatures help ensure contact details are readable by all.
Use real text for your name, title, and contact information.
Add alt text for any logo or image.
Keep layout simple and avoid excessive graphics.