Email

General Email

• Color contrast: Use a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text (18-point bold).
• Images: Provide descriptive alternative (alt) text for all images, or ensure that the information also is present in the email body. Avoid emails that consist only of images.
• Links: Ensure that links are descriptive and avoid generic phrases such as “click here.”
• Font and spacing: Use legible, sans-serif fonts, and set line spacing to at least 1.5 times the font size.
• Layout and formatting:
  • Align text to the left, not justified.
  • Use short paragraphs to break up text.
  • Use headings to structure information, especially for attachments.
• Attachments: Clearly describe the contents of attachments in the body of the email and tag them with headings.
• Media: Add captions to videos and ensure that media player controls can be keyboard-activated. 

Accessibility Checker

Use built-in accessibility checkers in email clients (like those in Microsoft Outlook) to help identify and fix issues before sending.

An Accessibility Checker is available in Outlook for web, Windows, and Mac. When composing an email, use this tool to generate a list of potential issues and recommendations for improving the accessibility of your message.

Improve Accessibility with the Outlook Accessibility Checker

Email Signature

An ADA-compliant email signature uses simple, readable formatting with large, sans-serif fonts (like Arial or Verdana), high contrast, and left alignment. It avoids complex graphics, tables, and all-caps text, and ensures that images have descriptive alt text for screen readers.

Read the UMB Email Standard to learn more about setting up a brand-consistent UMB email signature. 

Formatting and Text

• Font: Choose a simple, legible sans-serif font like Arial, Verdana, or Calibri.
• Font size: Use a minimum of 12 points for better readability.
• Alignment: Always left-align the text.
• Text formatting: Avoid using all capital letters, italics, or unnecessary boldface.
• Line spacing: Use sufficient line spacing to make the text easier to follow.

Color and Contrast

• Color contrast: Ensure that there is high color contrast between the text and background.
• Color palette: Avoid using colors that are hard to read such as light gray on a white background.

Images and Links

• Images: If you use an image, add descriptive alt text so screen readers can convey the information.

Avoid Image-Only Signatures

• Links: Use descriptive text for links such as “Company Website” instead of just the URL.
• Icons: If using social media icons, make sure that they have descriptive alt text and are keyboard-focusable.

General Structure

• Structure: Organize the information in a structured format without using HTML tables, which can be problematic for screen readers.
• Plain language: Use clear, plain language to avoid confusion. 

Newsletters

Creating an email newsletter in Constant Contact or similar platforms isn’t just about design and marketing — it’s also about accessibility. Following WCAG 2.2 ensures that people with visual, auditory, cognitive, or motor disabilities can fully engage with your content. Accessible newsletters expand your reach, improve usability, and demonstrate inclusivity.

• Use clear structure: Organize content with headings and lists so it’s easy to navigate.
• Add descriptive alt text: Every image should have meaningful text that explains its purpose.
• Ensure strong color contrast: Text and background colors must meet minimum contrast ratios for readability.
• Choose readable fonts: Use simple, sans-serif fonts at a minimum of 12 points for body text.
• Avoid color-only cues: Don’t rely solely on color to convey meaning; pair with text or symbols.
• Make links descriptive: Use link text that clearly explains the destination or action.
• Support keyboard navigation: Ensure that buttons and links can be accessed without a mouse.
• Keep layouts simple: Stick to single-column or responsive templates that work across devices.
• Write in plain language: Keep sentences concise and avoid jargon.
• Test accessibility: Check your newsletter with screen readers and accessibility tools before sending.

Resources

• Read Your Email: Message and Newsletter Accessibility (YouTube) Maryland Department of Disabilities Training
• Constant Contact: Creating Accessible Emails