Writing accessible content for emails
Using plain language
Plain language makes your emails accessible to more people, including those with cognitive disabilities, learning differences, or those who speak English as a second language. It also makes your communication more effective for everyone.
Plain language principles:
- Use familiar words: Choose simple, everyday words over complex ones
- Write short sentences: Aim for 15-20 words per sentence
- Use active voice: "We will review your request" instead of "Your request will be reviewed"
- Explain acronyms: Define abbreviations the first time you use them
- Be direct: Get to the point quickly and clearly
Good example: Plain language
Subject: Action needed: Submit your timesheet by Friday
Hi team,
Please submit your timesheet for this week by Friday at 5 PM. This helps us process payroll on time.
If you have questions, email me or call 555-1234.
Thanks,
Sarah
Good practice ends
Bad example: Complex language
Subject: Immediate compliance required
Dear colleagues,
It is imperative that all personnel facilitate the expeditious submission of their temporal documentation for the aforementioned reporting period to ensure adherence to organizational protocols and compliance with payroll processing deadlines.
Should you require clarification regarding the aforementioned directive, please don't hesitate to reach out.
Issues:
- Uses complex, unnecessary words
- Sentences are too long and complex
- Unclear what action is needed
- Hard to understand quickly
Bad practice ends
Content structure
Well-structured content helps all users, especially those using screen readers, understand and navigate your email efficiently.
Structure guidelines:
- Start with purpose: Lead with the main point or request
- Use logical order: Present information in a sequence that makes sense
- Group related information: Keep similar topics together
- Include context: Provide enough background information
- End with action: Clearly state what you need from the recipient
Accessible formatting
Proper formatting improves readability for all users and is essential for those with visual impairments or reading difficulties.
Color and contrast
Ensure sufficient contrast between text and background colors. Don't rely solely on color to convey important information.
Best practices:
- Use high contrast color combinations
- Avoid light gray text on white backgrounds
- Don't use color alone to indicate importance
- Use both color and text to convey meaning
Tip: Test your email colors by viewing them in grayscale. If the meaning is still clear, your color usage is accessible.
Font choices
Choose fonts that are easy to read and maintain good readability across different devices and screen sizes.
Font guidelines:
- Use standard, web-safe fonts (Arial, Calibri, Georgia)
- Set font size to at least 12 points
- Avoid decorative or script fonts for body text
- Use bold or italic sparingly for emphasis
- Ensure adequate line spacing (1.5x is recommended)
Inclusive language
Use language that is respectful and inclusive of all people, regardless of their abilities, backgrounds, or characteristics.
Inclusive language practices:
- Person-first language: "Person with a disability" rather than "disabled person"
- Avoid assumptions: Don't assume everyone can see, hear, or move in the same way
- Use neutral pronouns: Consider using "they/them" when gender is unknown
- Be specific: Instead of "normal," use "typical" or "standard"
- Avoid metaphors: Skip phrases like "blind spot" or "deaf ear" that use disability as metaphor
Content examples
Good example: Accessible email content
Subject: Please review: New accessibility policy draft
Purpose
We need your feedback on the new accessibility policy draft.
Background
Our organization is updating its accessibility policy to meet current standards and improve inclusion for all employees.
What we need
Please review the attached policy draft and provide feedback by March 30.
Next steps
After receiving feedback, we will revise the policy and schedule training sessions for all staff.
Questions?
Contact Sarah Johnson at sarah.johnson@company.com or 555-0123.
Good practice ends
Best practices
- Write at a grade 8 reading level when possible
- Use short paragraphs (3-4 sentences maximum)
- Include white space to break up text
- Use bullet points for lists instead of long paragraphs
- Spell out acronyms the first time you use them
- Use specific, concrete language instead of abstract concepts
- Include context and background information when needed
- End with clear next steps or actions
- Review your email for clarity before sending
- Consider your audience's familiarity with the topic