Email and Attachment Accessibility Standards

Whenever feasible: 

• Include key information directly in the email 
• Use headings or bullet points for clarity 
• Provide links to accessible web pages 
• Avoid sending emails that contain only an attachment without context. 

Why this matters 

Email content is more accessible than attachments for: 

• Screen reader users 
• Mobile users 
• Users with limited bandwidth 
• Users who cannot open attachments 

Providing information directly in the email body improves access and usability. 

Whenever possible: 

• Link to accessible web pages 
• Link to Canvas content 
• Link to shared accessible documents 
• Avoid attaching files when content can be: 
• Included in the email body 
• Posted on an accessible web page 
• Shared through Canvas 
• Hosted on an accessible platform 

Linking to accessible content often provides a better user experience than sending attachments. 

Attachments must be used only when needed. 

When sending attachments: 

• Ensure documents are fully accessible 
• Use clear file names 
• Describe the attachment in the email 
• Provide context and purpose 
• Provide a link to accessible web content when available 

Example: 

“Attached is the accessible PDF of the workshop schedule. 
You may also view it online here: [link].” 

Attachments must meet accessibility standards before distribution. 

All attachments must: 

• Use structured headings 
• Include alt text for images 
• Use readable fonts and contrast 
• Include descriptive links 
• Pass accessibility checker 
• Be tagged if PDF 

If a document cannot be made accessible quickly, provide an accessible alternative. 

Links must clearly describe their destination. 

WCAG alignment: Link Purpose (2.4.4) | w3.org

Use: 

• “Register for the workshop” 
• “View academic calendar” 
• “Access student resources” 

Avoid: 

• “Click here” 
• Long pasted URLs without context 

Descriptive links improve navigation and comprehension. 

Accessible email formatting includes: 

• Short paragraphs 
• Bullet lists for key points 
• Standard fonts 
• Left-aligned text 
• Adequate spacing 

Avoid: 

• Large blocks of text 
• Excessive color formatting 
• Decorative fonts 
• Complex layouts 

Simple formatting improves readability for all recipients. 

Emails that contain key information only within images are not accessible. 

WCAG alignment: Non-text Content (1.1.1)  | w3.org

If images are used: 

• Include the same information in text 
• Add alt text 
• Ensure images supplement, not replace, content 

Image-only flyers must not be sent without accessible text. 

Do not rely on color alone to convey meaning. 

WCAG alignment: Use of Color (1.4.1)  | w3.org

Example: 

Instead of “Items in red are required,” use 
“Required items are marked with an asterisk (*) and appear in red.” 

Use bold or symbols in addition to color.