Digital Accessibility

Email Accessibility

Overview

Email remains one of the most widely used communication tools across UC Agriculture and Natural Resources (UC ANR). Accessible emails help ensure that recipients can read, understand, and interact with messages regardless of disability, device, or technology.

Accessibility improves the effectiveness of email communications for everyone, including people who use screen readers, screen magnifiers, voice recognition software, mobile devices, or alternative input methods.

Applying a few simple accessibility practices can significantly improve the readability and usability of email messages.

Use Clear and Descriptive Subject Lines

The subject line is often the first information a recipient encounters.

Effective subject lines:

  • Clearly communicate the purpose of the message.
  • Help recipients prioritize and organize email.
  • Improve search and retrieval.

Examples:

Good:

  • Accessibility Training Available in September
  • Action Required: Review Website Accessibility Issues
  • Recording Available: Accessibility Town Hall

Avoid vague subject lines such as:

  • Update
  • Important
  • Information
  • Reminder

Organize Content with Headings

Headings help recipients quickly understand message structure and navigate longer emails.

Best practices:

  • Break lengthy messages into logical sections.
  • Use built-in heading styles when available.
  • Keep headings concise and descriptive.
  • Organize information in a predictable order.

Headings improve readability for both screen reader users and sighted users who scan content.

Write for Readability

Clear writing benefits all readers.

Best practices:

  • Use plain language.
  • Keep paragraphs relatively short.
  • Use bullet lists where appropriate.
  • Place important information near the beginning of the message.
  • Define unfamiliar acronyms on first reference.

Whenever possible, focus on clear and direct communication.

Use Meaningful Link Text

Links should clearly describe their destination or purpose.

Good examples:

  • Register for Accessibility Training
  • Download the Accessibility Self-Audit Checklist
  • Review the Website Accessibility Guidelines

Avoid:

  • Click here
  • Learn more
  • Read more

Recipients should understand where a link leads without needing additional context.

Use Lists for Related Information

Lists can help organize information and make email easier to read.

Use:

  • Bulleted lists for related items
  • Numbered lists for steps, instructions, or priorities

Avoid manually creating lists with:

  • Dashes
  • Asterisks used as visual bullets
  • Extra spacing or indentation

Use built-in list formatting whenever possible.

Provide Alternative Text for Images

Images that convey information should include alternative text that explains their purpose or meaning.

Alternative text should:

  • Communicate the purpose of the image.
  • Reflect information relevant to the message.
  • Remain concise and meaningful.

Avoid placing important information exclusively within an image.

Recipients who cannot view the image should still be able to access all essential content.

For additional guidance, review Images & Graphics.

Avoid Images of Text

Important information should be provided as text rather than embedded in an image.

Examples include:

  • Event details
  • Registration instructions
  • Deadlines
  • Contact information
  • Action items

Text presented within images may not be available to assistive technologies and may be difficult to read on mobile devices.

If text must appear in an image, ensure the same information is also available in the email itself.

Use Accessible Tables Carefully

Tables can create accessibility challenges in email.

When using tables:

  • Use them only when necessary.
  • Keep them simple.
  • Avoid merged cells when possible.
  • Ensure information remains understandable when read from left to right and top to bottom.

Whenever practical, consider using headings and lists instead of tables.

Use Sufficient Color Contrast

Text should be easy to read against its background.

Best practices:

  • Use sufficient color contrast.
  • Avoid light text on light backgrounds.
  • Avoid relying on color alone to communicate meaning.
  • Include text labels, symbols, or other indicators when necessary.

Users should not need to distinguish colors to understand critical information.

For additional guidance, review Color & Visual Design.

Create Accessible Attachments

Attachments shared through email should also be accessible.

Common examples include:

  • Word documents
  • PDFs
  • PowerPoint presentations
  • Excel spreadsheets

Before sending attachments:

  • Verify the accessibility of attached documents.
  • Use descriptive file names.
  • Ensure linked or attached content is accessible.

For additional guidance, review Documents & PDFs.

Consider Mobile Users

Many recipients read email on mobile devices.

Best practices include:

  • Keeping messages concise.
  • Using short paragraphs.
  • Avoiding large blocks of text.
  • Ensuring links and buttons are easy to select.
  • Testing formatting on smaller screens when possible.

Accessible emails generally provide a better experience across devices.

Common Mistakes

Common email accessibility issues include:

  • Missing headings in long messages
  • Vague subject lines
  • Generic link text
  • Missing alternative text
  • Images containing essential text
  • Poor color contrast
  • Complex table layouts
  • Inaccessible attachments
  • Excessive formatting and visual clutter

Addressing these issues improves both accessibility and overall communication effectiveness.

Before Sending

Before sending an email, consider the following questions:

  • Does the subject line clearly communicate the purpose of the message?
  • Is the information organized logically?
  • Are headings used appropriately?
  • Do links clearly describe their destination?
  • Do images include alternative text when needed?
  • Is important information available as text?
  • Is color used appropriately?
  • Are attachments accessible?
  • Is the email easy to read on a mobile device?

Accessibility review should be a routine part of email creation and communication workflows.

Accessible Email Improves Communication

Accessible email is not only about compliance. It helps ensure that information can be understood, accessed, and acted upon by the broadest possible audience.

By incorporating accessibility into everyday email practices, UC ANR can improve communication, reduce barriers, and better serve employees, volunteers, partners, and the public.