Overview

Subject Line & Email Signature

A clear structure helps all readers follow your message and helps screen readers present it logically.

• Write a specific, meaningful subject line. Avoid vague subjects like 'Hi' or 'FYI'
• Keep your email focused: one main topic per message when possible
• Put the most important information first
• Use short paragraphs. No more than 3–4 sentences each
• Use Gmail's built-in heading styles (Heading 1, Heading 2) if your email is long and has distinct sections

Tip: To apply a heading in GMAIL: select your text, select the three-dot menu (⋯) in the formatting toolbar, then choose Heading 1 or Heading 2.

Links

Screen readers read link text aloud. Make sure every link tells the reader where it goes. Check out the resources listed below and other knowledge articles for more detailed information.

How to insert a link in GMAIL

1. Type your descriptive link text first (e.g., 'View the meeting agenda')
2. Select that text
3. Press Ctrl+K (Windows) or Cmd+K (Mac), or select the link icon (🔗) in the toolbar
4. Paste the URL and select OK

Images

If your email contains images, every meaningful image needs a text description so that people who cannot see it still receive the information.

• Add alt text to every image that conveys information
• If the image is purely decorative, you can leave alt text blank
• Never put important information only in an image: always include it as real text too
• Avoid image-only emails (e.g., a flyer saved as a PNG): the entire message becomes inaccessible

How to add alt text to an image in GMAIL

1. Insert the image into your email
2. Select the image once to select it
3. Select the three-dot menu (⋯) that appears below the image
4. Select 'Edit alt text'
5. Type a description of the image and select OK

Color & Formatting

Formatting choices affect how readable your email is for people with low vision, color blindness, or cognitive disabilities.

• Do not use color as the only way to convey information (e.g., 'items in red are overdue')
• Ensure text has strong contrast against the background: dark text on a white or light background is safest
• Avoid using very small text: stick to 12pt or larger
• Limit the use of italics for large blocks of text: they are harder to read for some users
• Avoid excessive use of ALL CAPS: screen readers may read each letter individually

Lists

Using GMAIL's built-in list formatting, rather than typing dashes or asterisks manually, ensures screen readers recognize and announce list items correctly.

• Use the bulleted or numbered list buttons in GMAIL's toolbar
• Do not manually type ‘-’ or ‘*’ as fake bullets
• Use numbered lists when order matters; use bullet lists when it does not

Tip: The list buttons are in GMAIL's formatting toolbar: look for the (≡) and (1. ≡) icons. If you don't see them, select the 'A' formatting button at the bottom of the compose window to show the full toolbar.

Attachments

• Give attached files clear, descriptive names before attaching them (e.g., '2024-Q3-Budget-Report.pdf' not 'document1.pdf')
• Mention each attachment in the body of the email so readers know what to expect
• If attaching a document with important information, include a brief summary in the email body for recipients who use screen readers or have difficulty opening files

Plain Text & Signatures

Some recipients receive email in plain text (no formatting). Here are a few habits ensure your message still works in that context.

• Keep your core message readable without relying on bold, color, or images
• In email signatures, use descriptive text for links (e.g., 'Visit our website' rather than just 'Website')
• Avoid using tables in email signatures since they can become garbled in plain text email platforms

Checklist

Use this checklist before hitting Send.

Structure

☐ Subject line is specific and meaningful

☐ Email has a clear structure with short paragraphs

☐ Long emails use GMAIL heading styles

Links

☐ All links use descriptive text (no 'click here')

☐ Links are inserted using Ctrl+K / Cmd+K, not pasted as raw URL's

Images

☐ All meaningful images have alt text

☐ No important information is image-only

Formatting

☐ Color is not used as the only way to convey information

☐ Text is a readable size (12pt+) with good contrast

☐ Lists use GMAIL's built-in list buttons

Attachments & Signature

☐ Attached files have clear, descriptive filenames

☐ Attachments are mentioned in the email body

☐ Signature links are descriptive

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See Also

• UAH Mission Accessible - Link Accessibility (opens in a new tab)
• Make Link Text Meaningful
• WCAG Success Criteria 2.4.4 - Link Purpose (opens in a new tab)

Contact Information

For further assistance:

• Email the UAH Accessibility Mailbox
• Visit the Accessibility at UAH Website (opens in a new tab)