How to Make Emails Accessible?

How to Make Emails Accessible?

Make emails accessible by adding alt text to images, using proper heading structure, ensuring sufficient color contrast, writing descriptive link text, including plain text versions, and testing with screen readers. Follow WCAG guidelines for best results.

Quick Answer

Make emails accessible by adding alt text to images, using proper heading structure, ensuring sufficient color contrast, writing descriptive link text, including plain text versions, and testing with screen readers. Follow WCAG guidelines for best results.

Step-by-Step: Making Emails Accessible

Step 1: Add Alt Text to Images

Why it matters: Screen readers read alt text to describe images to blind users. Without alt text, images are invisible.

How to do it:

1. Add alt attribute to every <img> tag
2. Write descriptive text that explains the image's purpose
3. Keep alt text concise (under 125 characters when possible)
4. Use empty alt (alt="") for decorative images

Examples:

<!-- Descriptive alt text -->
<img src="logo.png" alt="MailMoxie company logo">

<!-- Decorative image -->
<img src="divider.png" alt="">

<!-- Informative image -->
<img src="chart.png" alt="Sales increased 25% in Q4 2024">

Step 2: Ensure Color Contrast

Why it matters: Insufficient contrast makes text hard to read for people with low vision or color blindness.

How to do it:

1. Use contrast ratio of at least 4.5:1 for normal text
2. Use contrast ratio of at least 3:1 for large text (18pt+)
3. Test contrast with tools like WebAIM Contrast Checker
4. Don't rely on color alone to convey information

Examples:

• ✅ Good: Dark gray text (#333333) on white background
• ❌ Poor: Light gray text (#CCCCCC) on white background
• ✅ Good: Red text with "Error:" label, not just red color

Step 3: Use Proper Heading Structure

Why it matters: Screen readers use headings to navigate. Proper structure helps users understand content hierarchy.

How to do it:

1. Use <h1> for main email title (usually subject line)
2. Use <h2> for major sections
3. Use <h3> for subsections
4. Don't skip heading levels (h1 → h2 → h3)
5. Use semantic HTML elements

Example structure:

<h1>Monthly Newsletter</h1>
<h2>New Features</h2>
<p>Content here...</p>
<h2>Upcoming Events</h2>
<p>Content here...</p>

Step 4: Write Descriptive Link Text

Why it matters: Screen readers read links out of context. "Click here" doesn't tell users where they're going.

How to do it:

1. Write link text that describes the destination
2. Make links meaningful on their own
3. Avoid generic text like "click here" or "read more"
4. Include context in the link text

Examples:

• ❌ Poor: "Click here to read the article"
• ✅ Good: "Read our guide to email deliverability"
• ❌ Poor: "More info"
• ✅ Good: "Learn more about email accessibility"

Step 5: Include Plain Text Versions

Why it matters: Some assistive technologies work better with plain text, and some email clients prefer it.

How to do it:

1. Always send both HTML and plain text versions
2. Ensure plain text contains all important information
3. Match the structure and content of HTML version
4. Most email service providers handle this automatically

Step 6: Make Buttons and Links Clickable

Why it matters: Small clickable areas are hard to use for people with motor disabilities or on mobile devices.

How to do it:

1. Make buttons at least 44x44 pixels
2. Add sufficient padding around links
3. Ensure adequate spacing between clickable elements
4. Test on mobile devices

Step 7: Test with Screen Readers and Email Testing Tools

Why it matters: Testing ensures emails actually work with assistive technologies.

How to do it:

1. Use email testing tools like MailMoxie to identify accessibility issues with clear recommendations on what to fix and how to fix it
2. Test with free screen readers (NVDA for Windows, VoiceOver for Mac)
3. Navigate through email using keyboard only
4. Listen to how content is read aloud
5. Fix issues you discover

Email testing tools:

• MailMoxie: Identifies accessibility issues with clear recommendations
• WAVE: Web accessibility evaluation tool
• axe DevTools: Accessibility testing browser extension

Free screen readers:

• NVDA: Free for Windows
• VoiceOver: Built into Mac/iOS
• Narrator: Built into Windows

Quick Checklist

✅ All images have descriptive alt text
✅ Color contrast meets WCAG standards (4.5:1 for text)
✅ Proper heading structure (h1 → h2 → h3)
✅ Descriptive link text (not "click here")
✅ Plain text version included
✅ Buttons are at least 44x44 pixels
✅ Tested with screen reader
✅ Keyboard navigation works

Common Questions

Q: Do I need to test every email with a screen reader?

A: Test your email templates and periodically test new designs. Once you establish accessible patterns, you can rely on automated tools and manual checks for routine emails.

Q: What if my email service provider doesn't support plain text?

A: Most modern providers support both HTML and plain text. If yours doesn't, consider switching or manually creating plain text versions.

Q: How do I know if my color contrast is sufficient?

A: Use free tools like WebAIM Contrast Checker or Colour Contrast Analyser. Enter your text and background colors to check the ratio.

Q: Can I use images for text to improve design?

A: Avoid using images for text. If you must, ensure the text is also in the alt attribute and consider including it in the email body as well.

Q: What's the minimum font size for accessibility?

A: Use at least 14-16px for body text. Larger is better, especially for mobile. Ensure sufficient contrast regardless of size.

Q: Do I need to make every email accessible immediately?

A: Start with new emails and templates. Gradually improve existing emails. Focus on high-priority emails (transactional, important announcements) first.

Q: Are there automated tools to check accessibility?

A: Yes, tools like MailMoxie's email testing, WAVE, axe DevTools, and email accessibility checkers can identify many issues. MailMoxie provides clear recommendations on what to fix and how to fix it, making it easier to catch accessibility problems before sending. However, manual testing with screen readers is still important.

Q: What about animated GIFs?

A: Animated GIFs can be distracting or cause issues for some users. Keep animations subtle, provide static alternatives, and ensure important information isn't only in animations.

Key Takeaways

• Add descriptive alt text to all images (or empty alt for decorative images)
• Ensure color contrast of at least 4.5:1 for text
• Use proper heading structure (h1 → h2 → h3) for navigation
• Write descriptive link text that makes sense out of context
• Always include plain text versions of HTML emails
• Make buttons and links large enough (44x44 pixels minimum)
• Use email testing tools like MailMoxie to identify accessibility issues with clear recommendations on what to fix and how to fix it
• Test with screen readers to ensure emails work with assistive technologies
• Follow WCAG 2.1 guidelines for comprehensive accessibility