Email templates and best practices

Creating accessible email templates

Email templates help ensure consistency and accessibility across your organization's communications. Well-designed templates include proper structure, formatting, and accessibility features built in.

Steps to create an accessible template:

  1. Start with a clear, descriptive subject line format
  2. Use proper heading structure in the email body
  3. Include placeholder text for key sections
  4. Set appropriate fonts and colors
  5. Test the template with the accessibility checker
  6. Save as a template for reuse

Essential template elements

Include these accessibility features in your email templates:

Structure elements

  • Clear subject line format: Include purpose and action needed
  • Proper headings: Use Heading 1, 2, 3 styles for organization
  • Consistent layout: Keep sections in logical order
  • White space: Adequate spacing between sections

Content guidelines

  • Plain language prompts: Guide users to write clearly
  • Action item sections: Clear areas for next steps
  • Contact information: Accessible ways to get help
  • Deadline reminders: Prominent placement for time-sensitive items

Formatting standards

  • Font: Use readable fonts like Arial or Calibri
  • Size: Minimum 12-point font size
  • Colors: High contrast color combinations
  • Lists: Use proper bullet or numbered lists

Using and sharing templates

Make your accessible templates available to your team and organization.

Saving templates in Outlook:

  1. Create your accessible email
  2. Go to File > Save As
  3. Choose "Outlook Template" as the file type
  4. Give it a descriptive name
  5. Save to a shared location if needed

Sharing templates with your team:

  • Store templates in a shared network location
  • Create a template library on your intranet
  • Provide training on using accessible templates
  • Include accessibility reminders in templates
  • Regularly update templates based on feedback

Best practices summary

Here are the key best practices for accessible email communication:

   Accessibility checklist

Before sending any email:

  • ✓ Write a clear, descriptive subject line
  • ✓ Use proper heading structure
  • ✓ Write in plain language
  • ✓ Keep paragraphs short
  • ✓ Use descriptive link text
  • ✓ Add alt text to images
  • ✓ Check color contrast
  • ✓ Use proper lists (not manual formatting)
  • ✓ Run the accessibility checker
  • ✓ Test with screen reader if possible

For important communications:

  • ✓ Review content for inclusive language
  • ✓ Ensure attachments are accessible
  • ✓ Provide multiple ways to access information
  • ✓ Include contact information for questions
  • ✓ Consider providing content in alternative formats

Remember:

  • Accessibility benefits everyone, not just people with disabilities
  • Small changes can make a big difference
  • Consistency helps build good habits
  • Technology tools can help, but human review is important too
  • Keep learning and improving your accessibility skills
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