How to write an accessible email

  by Nicole – Reading time: 3 min.


In this blog post…

✓ What is email accessibility?
✓ Your email accessibility checklist

What is email accessibility?

You may think of accessibility as something physical, like ramps or elevators, but accessibility is important in digital spaces, too! Email accessibility means designing emails so everyone can use them, including people who are blind or have impaired vision – or experience other disabilities.
 
Simply put, email accessibility standards ensure that your email can be accessed and understood by everyone, with or without assistive technology. And this includes newsletters and marketing campaigns.
 
So, how can you make sure you’re following email accessibility best practices? Let’s dive in.
   

In-depth guide to email accessibility best practices

If you want to create an accessible email, your goal is to make your content easy to read and navigate for everyone, including people with visual, hearing, or motor impairments.
 
Here are the key email accessibility guidelines to follow:

1. Use HTML and clear structure

Emails built in HTML are the best way to ensure accessibility in email. HTML (Hypertext Markup Language) allows you to use tags and headings that tools like screen readers can interpret correctly.
 
Here are three accessibility best practices for structuring your email:

1. Use clear, descriptive headings (H1, H2, H3) to organize content. This helps screen reader users navigate quickly.
2. Break up information into bullet points or numbered lists.
3. Keep the layout simple – consistent spacing and logical order make emails easier to follow.

If you want to test how your layout performs, you can use an email accessibility checker to identify issues before sending. These tools scan your email’s HTML and design to highlight common accessibility problems, e.g., low color contrast, missing alt text, or unclear structure. Many accessibility checkers are available online, some as free browser tools and others as part of professional email testing platforms. 

2. Write in plain language

Did you know that millions of adults have trouble reading complex texts? Writing in plain, clear language makes your email easier to understand for everyone and reduces the chance of confusion.
 
Plain, inclusive language can be helpful to:

• People with learning disabilities
• Individuals with visual or hearing impairments
• Non-native English speakers
• Older adults
• People reading on mobile devices or with limited time

 Writing simply isn’t dumbing down – it’s opening up. Plus, accessibility in email marketing means speaking to all audiences.

3. Use high contrast and accessible colors

Avoid using low-contrast combinations, like gray on black. Always make sure there is a strong contrast between text and background, e.g., black text on a white background.
 
And remember, don’t rely on color alone to convey meaning. A word in a red font might convey importance to you, but users with color-blindness may not perceive it. Instead of color, use formatting (like bold text) or clear labels.
 
In addition, avoid flashing or blinking elements, which can be distracting or even trigger discomfort for sensitive users.

4. Add alt text for images

For visually impaired users, screen readers describe images using alt text. Each image in your accessible email should include a concise, meaningful description.
 
For example:

• Instead of “IMG001.jpg,” write “Person typing on a laptop at a desk.”
• Decorative images that don’t add information can have an empty alt text.

Providing a well-crafted alt text is one of the simplest email accessibility best practices you can apply.

5. Use descriptive links and buttons

If your email includes links and buttons, avoid a generic call-to-action text like “Click here.” Instead, create accessible email links that clearly describe where they lead, such as “Read our full accessibility guide.”
 
Make sure buttons are sufficiently large and have enough space around them so they’re easy to click, especially for users with limited motor control.
 
Also, don’t forget to add an accessible email signature. Keep it easy to read, use clear contact details, and make sure any icons or logos have alt text.

6. Keep tables simple

If you include tables, use them only for actual data, not for layout. Define header rows so screen readers can interpret them correctly. Properly structured tables are an important part of accessibility standards for email.

Final thoughts on email accessibility 

There are already plenty of barriers in life, so let’s not add more in our inboxes! Accessible communication isn’t just a good business practice – it’s good for everyone.
 
Creating an accessible email may take a little more time at first, but it’s worth it. At mail.com, we’re committed to meeting email accessibility standards and continually improving how we communicate.
 
If you found this article interesting, please give us some feedback below! And if you still don’t have a mail.com account, why not sign up for free today?
 
Images: 1&1/GettyImages

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