Font and Text Style
The way your text looks is the first step toward a readable email.
- Choose Sans Serif fonts.Use simple fonts like Open Sans, Arial, Helvetica or Verdana. These are easier to read on screens than "serif" fonts that have extra decorative strokes.
- Size matters.Keep your font size between 12 and 14 points. In Gmail, use the "Normal" or "Large" setting.
- Avoid underlines.Do not underline text for emphasis. People expect underlined text to be a clickable link. Use bold or italics instead.
- Combine color with style.If you use color to highlight a word, also make it bold or italicized. This helps people who are colorblind identify the emphasized text.
Colors and Contrast
Poor contrast can make an email impossible to read, especially on mobile devices or in bright light.
- Keep contrast high.Use dark text on a white background whenever possible.
- Avoid yellow on white.Light colors like yellow or light gray are very difficult to see against white backgrounds.
- Be careful with dark mode.If you choose a dark background, ensure your text color is very light to maintain high contrast.
- Red and green awarenessMany people cannot distinguish between red and green. Avoid using these colors as the only way to convey meaning.
Content and Structure
Organizing your email helps the reader find the most important information quickly.
- Write descriptive subject lines.Your subject line should clearly state what the email is about so the reader knows what to expect before opening it.
- Put the "ask" first.Place your most important information or "call to action" at the top of the email. Add smaller details later in the body.
- Use headings.If your email is long, use headings to break it into sections.
- Use list tools.Use bullet points for related items and numbered lists for steps in a process. Always use the "Lists" tool in your email app settings rather than typing numbers manually.
Photos and Images in Emails
Images can be helpful, but they should never be the only way you share information.
- Repeat image text.Avoid using images that have embedded text. If you must use an image with text, you must type that same text into the body of the email.
- No "Image-Only" emails.Never send an email that is just a flyer or a PDF saved as an image. Screen readers cannot read these. If you send a flyer, include all the event details (date, time, location and link) as plain text in the email body.
- Only use necessary images.Only include images if they help explain your message or are directly related to the content.
Attachments
You are responsible for the accessibility of documents and PDFs sent as attachments in your email.