The most common accessibility issues in email include:
- Sending a single image as the entire email content (especially common for promoting events)
- Unclear or insufficient descriptive hyperlink text
- Inaccessible data tables
- Inaccessible attachments (image-based PDFs, videos without captions or transcripts)
Use the checklist below to ensure your email and email signature meet accessibility requirements. If you’re not sure how to check or complete any of the tasks below using your U-M Gmail account, visit the Draft an Accessible Email or Draft an Accessible Email Signature guides for directions.
Headings / Text
- If needed, the email contains clear headings and subheadings (using H1, H2 and subsequent tags instead of simply making the text larger or bolded).
- Email content is broken into smaller, more digestible sections.
- Contains short sentences, averaging between 15-20 words.
- Longer sentences do not have more than 3 items of information.
- A section contains roughly 3-6 sentences total.
- Text is left aligned.
- Any text not left aligned uses bullet points or numbered lists.
- Uses easy-to-read serif fonts (e.g., Arial, Calibri, Helvetica).
- Uses a font size of 11 or larger.
- If you have any font color other than black text on a white background or U-M blue on a white background, confirm that your text has a readable color contrast. If you’re unsure, use a color contrast checker.
- The email is not a single, large image (there is readable text present to share important information and details). In order to check this, use the Graphics with text reference page.
- No blinking or animated text is present.
- All acronyms or abbreviations have an initial description and explanation. For example, when introducing ADUE, a user should start by saying “Associate Dean for Undergraduate Education (ADUE).” All subsequent references can then simply use ADUE.
Images and Alternative Text
- All image file names are meaningful (e.g. “Firstname_Lastname_portrait” rather than “DSC1234-xy(1)”.
- All images contain Alternative Text or are marked as Decorative only.
- Alt text does not contain phrases such as ‘this photo, this image, photo of…’
Tables
In email, it is best to avoid the use of tables. Tables can present issues if read from devices with different screen sizes. However, if a table is used, ensure:
- It contains a clearly labeled header column or row.
- Alt Text is included.
- There are no merged or blank cells.
- Cells don’t contain hyperlinks or URLs.
- Table includes a title and caption that succinctly describe the purpose of the table. Note that captions are not the same as alternative text.
More information about Tables.
Links
- All hyperlinks and URLs lead to the correct sites. Double-check each one is working correctly before sending the email.
- Linked items are hyperlinked instead of listing the complete URL.
- Hyperlinked text describes where the link leads. They are clear and directly relate to the title of the linked page or item; they avoid non-descriptive phrases like ‘click here.’
- Each link on the page has unique link text.
Attachments/Files
- PDF documents are text-based, not image-based. In order to check this, use the Graphics with text reference page.
- All images on documents, slideshows, and sheets contain alt. text.
- Attached videos provide captions and transcripts.