Newsletter and Mass Email

Newsletter and Mass Email Requirements: Digital Accessibility

Newsletters and mass emails sent to your department/unit’s stakeholders (students, external groups, etc) must follow digital accessibility requirements and best practices.

All major email platforms should have the tools and capabilities to meet these requirements.

Guides and tools for common platforms:

Guidelines on Creating an Accessible Newsletter or Email

Layout

  • Choose an accessible design template: If you're creating an email using a third-party platform, select a design template that is simple and flexible. One- or two-column layouts are preferred, as they're easier to read on multiple devices.
  • Avoid distracting animations or cluttered designs.
  • Content should be responsive and follow a logical order of elements when read.

Color and Copy

  • Color Contrast: Ensure all text, including headers and footers, meets web standards for color contrast, which is 4:5.1. Use webaim.org’s color contrast checker to check your colors.
  • Use accessible fonts and formatting: Choose sans serif fonts like Arial, Calibri or Aptos. Screen readers may not translate text formatting such as bold, underline and italics; be aware of this when using formatting to emphasize information. Use a minimum font size of 11 for readability.
  • Use headings and structure for readability: Headings allow clear information hierarchy for users and allow screen readers to navigate content more easily. Use short paragraphs and bulleted lists to help users comprehend and locate information.
  • Write in plain language; avoid jargon and insider language.
  • Accessible Links: Link text should make the destination of the link clear. Avoid phrases like “click here,” “learn more” and “read more.”
    • Links within copy should be underlined for quick identification.
    • Buttons should make the destination clear. Example: Instead of “Learn more,” a button should say “Learn more about Jane’s study abroad experience.”

Images and Videos

  • All images should have alt text added. If an image is purely decorative and doesn’t add information or context, mark it as such so a screen reader can skip it.
  • Add captions and audio descriptions to videos: Whether embedded in an email or included as a link, all videos should have captions that include spoken dialogue and audio descriptions.
    • Many email platforms do not have the capability to embed videos to play directly; when in doubt, link to a video outside the platform and ensure that video follows accessibility guidelines.
  • Use gifs and emojis sparingly: The .gif default frame should be a still image that represents the message. The animation should not contain excessive flashing or blinking so as not to trigger seizure disorders. When using emojis, be aware of how a screen reader will read them and how placement may disrupt the rest of the copy.