Email communication continues to be a quick and easy way to deliver correspondence and messaging in business environments. Email can be empowering, but it can also make some feel powerless when not designed with accessibility in mind.
Why accessibility is important
Keeping everyone in mind when developing emails is essential to getting your message across. Some recipients may utilize screen readers due to blindness, low vision, and cognitive issues. Others may need to use magnification tools to better see your email. Structure is important to those with cognitive disabilities such as dyslexia, ADHD, and anxiety. Some individuals may not be able to use a mouse due to temporary or permanent physical conditions. Any of these individuals may need to use assistive technology to understand what is being conveyed within your email. This may include using the screen reader mentioned earlier, utilizing a keyboard only for access, and enlarging sections of the email with a screen magnifier, to name a few.
The way you develop and present content in your email matters. Here are some useful tips:
Font choice
- Sans Serif fonts work best (Arial, Helvetica, or Verdana).
- Chose a font size between 12 and 14 points. In Gmail, that means no lower than “Normal” and not larger than “Large.”
- Bold and italics are acceptable for emphasis. If you use color for emphasis, use bold or italics as well.
- Do not use underlined text in electronic communications unless the text is a link.
Colors
- Use high contrast colors.
- On white backgrounds, avoid low-contrast colors like yellow.
- Avoid dark backgrounds when possible; stick with white background and dark text. If using dark backgrounds, avoid using dark text and keep contrast high.
- Note: People with colorblindness may perceive reds and greens as shades of black and gray.
Content and structure
- Utilize a descriptive subject line which indicates the main purpose of the email
- Keep important information near the top of the e-mail; go into more detail later within the body of the email.
- Break up text with headings and allow enough white space for ease of access.
- Use bullets and numbered lists for a group of related information, with the latter being used to list step in a process or designate importance. Make sure these styles are established within your email application’s styles panel.
Photos and images which contain text
- IMPORTANT: Do not use a PDF or an image as the body of an email without either making it accessible or repeating the information in a text format.
- Include images only when necessary for the message or if related to the content of the email.
- Avoid using images with embedded text. If the image is necessary, make sure the text is repeated as part of the email.