If the word “digital” references anything that is viewable on a screen, it also means the emails you send are digital and should follow the same digital accessibility guidelines.
So how do you make your email accessible?
By default, a basic, text-based email is already accessible — it uses a standard font and black text over a white background. It is what you do next that can makes it inaccessible.
Fonts
Think before you change your font. Cursive fonts like Brush Script, italicized fonts like Baskerville Italic and fonts with thin weights like Avenir Ultra-Light hinder readability for users with visual impairments, dyslexia or cognitive disabilities.
If you want to change your font, be sure to choose sans-serif fonts like Arial or Verdana, in at least a 12-14 point size. Left-justify your text; centered or full alignment creates uneven spacing that makes reading difficult.
Hyperlinked text
Want to direct your audience to a link? Avoid using phrases like “click here” because… where exactly is “here”? This type of phrase is vague, provides no context and assumes everyone reads information the same way.
Based on the examples below, which is the correct way to send your audience to the Georgia Gwinnett College (GGC) homepage?
- To view our homepage, click here – www.ggc.edu.
- Visit www.ggc.edu to view our homepage.
- Visit our homepage.
The third example is the correct answer. To meet accessibility standards, the sentence must make sense, whether the link is there or not. If you remove the link from Examples 1 and 2, the sentences do not make sense.
Color to convey meaning
While high color contrast is important to aid accessibility, it cannot be used to convey meaning by itself. Screen readers do not communicate color information.
If information is important or required, use text indicating its importance (such as the word “required”) or include an asterisk.
Attachments
Once you add an attachment to an email, accessibility requirements change. While the flyer or document must still meet visual standards like high color contrast and readable fonts, the email must also explain the content of that attachment. This is because recipients who use screen readers or other assistive technologies may not be able to access the attachment easily — or at all — without additional context.
Including alternative text or a clear written description in the email ensures that everyone understands what information the attachment contains and why it matters. It should summarize the key points, purpose or call to action found in the attachment. This approach ensures critical information is not locked inside a file that may be difficult to perceive, helping all recipients engage with the content equally.
Things to remember
Using the default font and color is the easiest way to ensure emails are accessible. If you choose to customize, be sure to follow the guidelines above. While not every standard can be met, we should always make a best effort to ensure digital content is accessible to the entire GGC community.
Continue to monitor Inside GGC for future knowledge-based articles referencing the Digital Accessibility quiz offered at the end of March.