Accessibility Checklist for Email

• Use this checklist to ensure your emails are accessible and easy to read for all recipients, including those using assistive technology.

Quick checklist for email

Provide a clear and informative subject

• Your subject line should summarize the purpose of the email. Avoid leaving it blank or using vague phrases like “Important” or “Update.”

Ensure the body of the email is not empty

• Emails with blank bodies can be confusing for screen reader users. If your message is short, place it in the body instead of an attachment.

Choose an easy-to-read font

• Use a sans-serif font like Arial, Calibri, or Verdana. Avoid decorative, serif, or script fonts, which can be harder to read.

Set font size for readability

• Use at least 12-14pt font size for body text to ensure readability.

Break up large blocks of text

• Use spaces and paragraph breaks to separate ideas. Large walls of text are difficult to read and navigate.

Use high color contrast

• Ensure a contrast ratio of at least 4.5:1 for regular text and 3:1 for large text (18pt or 14pt bold).

Avoid using color alone to convey meaning

• If you highlight important information with color, also use bold text, symbols, or additional wording.

• Example: Instead of “Important deadlines are marked in red,” say, “Important deadlines are bolded and marked with an asterisk (*).”

• Use built-in email formatting for lists
• Avoid manually creating lists with dashes or asterisks. Instead, use the email client’s bulleted or numbered list tool for proper formatting.

Add alternative text to meaningful images

• If you include images, provide concise and descriptive alt text explaining their purpose.

• Bad: “Graph”
• Good: “Sales chart showing a 20% increase from Q1 to Q2.”

Ensure linked images have meaningful alt text

• If an image is a hyperlink, describe where the link leads instead of the image content.

• Example: “View full report” (instead of “Click here” or “Graph image”).

Avoid using images of text

• If your email contains an image with text (e.g., a flyer), also provide a full-text alternative in the email body.

Use descriptive link text

• Avoid generic phrases like “Click here” or “Read more”—instead, describe what the user will access.

• Bad: “Click here for the report”
• Good: “Read the Quarterly Sales Report.”

Ensure videos have captions

• If your email links to a video, verify that captions are accurate and synchronized. If captions are unavailable, provide a text transcript.

Ensure audio files have transcripts

• For podcasts or other audio content, include a full transcript in the email or as a linked document.

Avoid flashing, blinking, or animated content

• Moving elements can be distracting and may cause issues for users with cognitive disabilities or photosensitivity.

Avoid symbols and special characters

• Some screen readers do not announce symbols properly. Stick to plain text when possible.

Provide clear sender information

• Ensure recipients can easily identify who the email is from. Use your full name and include a professional signature.

Test your email for accessibility using the Accessibility Checker

• Run the Accessibility Checker on your completed email to test for accessibility issues. Address any warnings or errors.