Accessibility Checklist for Email
Make your emails easy to read and accessible for everyone, including people using screen readers or other assistive technology.
⚠️ Important: Follow the VCSU Marketing Style Guide.
✅ Fast Review
Quick fixes before you hit Send.
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Subject: States the purpose (“Action needed: Submit travel form by Sept 10”).
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Body: Include a greeting and a clear purpose line; never send a blank body.
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Reference attachments: Mention them in the body (“See attached PDF”).
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Text: Simple sans-serif (Arial/Calibri/Verdana) at 12–14 pt; short paragraphs; real bulleted/numbered lists; left-aligned.
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Contrast: Ensure sufficient color contrast; don’t rely on color alone.
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Images: Add alt text or mark decorative; avoid text-in-images for essential content.
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Links: Descriptive link text (not “Click here”); indicate file type/size if useful.
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Media: Captions for video or provide a transcript; avoid auto-play and flashing.
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Final check: Run Outlook’s Accessibility Checker and resolve issues.
📖 Full Checklist
🧩 View the full best practices list.
✉️ Subject Line
- State the purpose clearly (who/what/when/required action).
- Avoid blank or vague subjects (e.g., “Important”).
📝 Message Body
- Start with a greeting and a purpose sentence.
- Put dates, actions, and key info in the body (not only in attachments).
- Reference each attachment in text.
🔤 Fonts & Size
- Use Arial, Calibri, Verdana, or other sans-serif fonts.
- Set body text to at least 12–14 pt; avoid decorative/script fonts.
📖 Layout & Readability
- Keep paragraphs short (2–4 sentences).
- Use built-in bulleted/numbered lists (not typed dashes/asterisks).
- Left-align text; avoid full justification.
🎨 Color & Contrast
- Meet contrast ratios: ≥4.5:1 for normal text; ≥3:1 for large (18 pt+) or 14 pt bold.
- Do not use color alone to convey meaning; reinforce with text, bold, or symbols.
- Tools: WebAIM Contrast Checker.
🖼️ Images
- Add concise alt text that conveys purpose (≈120 characters).
- Describe destinations for linked images (e.g., “View full report”).
- Avoid images of text; if unavoidable, repeat the text in the email body.
- Helper: ASU Alt Text Generator.
🔗 Links
- Use descriptive link text (“Read the Quarterly Sales Report”).
- Indicate file type/size when helpful (“Syllabus (PDF, 2 MB)”).
🎥 Media
- Caption all videos or provide transcripts; prefer human-edited captions.
- Outlook doesn’t play embedded video—use a screenshot that links to the hosted video.
⚠️ Motion & Symbols
- Avoid flashing/blinking content and distracting GIF loops.
- Use emojis/symbols sparingly and don’t rely on them to convey essential information.
👤 Signature
- Prefer text-only signatures for reliability and dark-mode support.
- If a logo is included, ensure appropriate alt text (or mark decorative) and expect that some clients may block it.
📎 Attachments & Filenames
- Use clear filenames (e.g.,
Travel-Form-Sep-2025.pdf).
- Reference attachments in the body and consider noting file type/size.
🛠️ Outlook How-To (Quick)
Add Alt Text to Images in Outlook
- Right-click the image → View Alt Text… (or Format Picture → Alt Text).
- Enter a concise description of the image’s purpose.
- If decorative only, leave the description blank (null alt).
Run the Accessibility Checker in Outlook
- Go to the Review tab → Check Accessibility.
- Resolve flagged issues (missing alt text, contrast, link clarity, etc.).
Link a Video Properly
- Insert a still screenshot of the video (no flashing content).
- Link the image to the hosted video (YouTube/Stream, etc.).
- Add descriptive link text nearby (“Watch the Fall Orientation overview (YouTube, 2:10)”).
⚡ Pre-Send Mini-Checklist (5-Point)
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Purpose clear? Subject and first sentence state the goal.
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Readable? Font/size OK; short paragraphs; contrast passes.
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Images accessible? Alt text or decorative; no critical text only in images.
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Links clear? Descriptive text; destinations accurate; attachments referenced.
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Checker run? Outlook Accessibility Checker shows no critical issues.
Resources
Contact
Debbie Dramstad
Web Accessibility & Application Specialist
debra.dramstad@vcsu.edu
Last reviewed: September 9, 2025