Write a clear message
Use a descriptive subject, a clear purpose, short paragraphs, and meaningful headings in longer messages. Put essential information in text rather than an image-only flyer.
- Use descriptive link text instead of repeated “click here” links.
- Provide useful alternatives for informative images.
- Keep reading order sensible even when images do not load.
- Use readable contrast and avoid color-only meaning.
- Make signatures compact and keep contact information available as text.
Official guidance: Accessible email messages
Build resilient templates
Email clients render HTML differently. Use simple layouts, real text, and clear hierarchy. Test image blocking, dark mode, mobile layouts, and text enlargement. Layout tables should not be presented as data tables where client support permits.
An optional plain-text version can be useful, but it does not remove the need to make the HTML message accessible.
Make the whole action accessible
An accessible email can still lead to an inaccessible registration form, invoice, preference center, or attachment. Test those destinations as part of the communication.
- Use accessible attachment formats and identify file types when useful.
- Include key event details in the message, not only in an attachment.
- Make invitation instructions and accommodation arrangements clear.
- Ensure unsubscribe and account-preference processes work with a keyboard and assistive technology.
Working in Outlook
Use the available accessibility checker during composition, then review structure, alternatives, and link meaning manually. Check calendar invitations, signatures, forwarded material, and attachments as well as the main message. Features vary between Outlook versions.
Review before sending
- Read with images blocked and at an enlarged text size.
- Check the message on representative mobile and desktop clients.
- Test reusable templates with a screen reader.
- Verify links, attachments, and the intended action.
- Correct misleading alternatives and unclear link text.
Official guidance: Email accessibility checklist