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📧 Building Accessible Emails in HubSpot

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titleComposing an Email - Body text

Designing for readability is key to writing good digital content, including emails. Some things to consider:

  • Choose accessible fonts, such as OpenDyslexic, Comic Sans, and Sans serif options (including Arial, Verdana, Tahoma, Century Gothic, Trebuchet, Calibri, and Open Sans).

  • Use a minimum of 12px for body text and 18px for headlines, and ensure readable line spacing and font size to accommodate all screen sizes.

  • Left-aligned text is easier to read, especially for users with dyslexia, as it maintains consistent word spacing.

  • Break up text into short paragraphs.

  • Keep the email copy short and easy to read. Break down long sentences (less than 80 characters) for better readability. This will help users with cognitive disabilities or those in a hurry understand your message quickly.

  • Ensure the visible link text describes the link's purpose and/or destination, using clickable elements such as buttons with descriptive CTAs such as “Read our Guide" instead of "Click here."

(big grin) Emojis

Emojis can enhance communication, but avoid overusing or relying on them to convey meaning.

Best practices:

  • Add emojis at the end of a message, not between words.

  • Avoid replacing words with emojis.

📄 Attachments

Documents can be challenging to access and remediate. Before attaching a document, ask:

  • Is this the best way to share information?

  • Can the content be added directly to the email body?

If an attachment is necessary, follow best practices:

  • Use headings for document structure.

  • Include alternative text for images.

  • Be mindful of color contrast to ensure readability.

  • Confirm the documents or other attachments in your email are accessible and that the files have descriptive names. Verify all document properties and content for accessibility before attaching them to your email.

▶️ Video and Audio

When you embed a video or audio player in an email, add accurate

  • Add accurate captions for all videos.

  • Provide transcripts for audio content.

  • Ensure media controls (e.g., play, pause, stop) are keyboard accessible.

📅 Event Flyers

If you add an event flyer to an email, ensure that any text in the image is repeated in the email body text or in the alt text.

Best practices:

  • Repeat all text within the image in the email body, such as event details (e.g., date, time, location).

  • Include alt text for the image.

📹 Animation

Avoid auto-playing animations and videos and distracting animatilons.

🖊️ Signatures

When adding signatures, use actual text for name and contact information to ensure greater accessibility.

Best practices:

  • Use actual text for names and contact information in email signatures.

  • Including a logo (e.g., college or organization shield) is fine, but add alt text to describe the image for accessibility.

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titleAdding Alt Text for Images

Limit the use of decorative graphics and images. Rely on text-based content rather than embedding all content in an image, such as a flyer. This approach avoids issues for users whose email clients block images or use screen readers.

Avoid All-Image Emails

Limit the use of decorative graphics and images. Rely on text-based content rather than embedding all content in an image, such as a flyer. This approach avoids issues for users whose email clients block images or use screen readers.

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  • Alt text is a short description that’s displayed in place of an image when content is read by a screen reader or images are being blocked. Include descriptive and concise alt text for all images, enabling screen readers to describe them to visually impaired users.

  • Keep Layout Simple

    • Use a single-column layout to enhance readability, reduce sensory overload, and ensure device compatibility.

    • Use color combinations that are easily readable to low-vision users and users who have difficulty differentiating color. Avoid using background effects with images or patterns that lower the text-to-background contrast.

  • Left-Align Text

    • Left-aligned text is easier to read, especially for users with dyslexia, as it maintains consistent word spacing.

  • Text Formatting

    • Choose accessible fonts, such as OpenDyslexic, Comic Sans, and Sans serif options (including Arial, Verdana, Tahoma, Century Gothic, Trebuchet, Calibri, and Open Sans).

    • Use a minimum 16px for body text and 18px for headlines, and ensure readable line spacing and font size to accommodate all screen sizes.

  • Adequate Color Contrast

    • WCAG recommends using a contrast ratio of at least 4.5:1 for standard text (and 3:1 for larger text) to assist those with visual impairments.

    • Provide enough white space around elements to prevent crowding, helping users visually differentiate and navigate content easily.

  • Hyperlinks and Attachments

    • Ensure the visible link text describes the link's purpose and/or destination, using clickable elements such as buttons with descriptive CTAs such as “Read our Guide" instead of "Click here."

    • Confirm the documents or other attachments in your email are accessible and that the files have descriptive names. Verify all document properties and content for accessibility before attaching them to your email.

  • Readability

    • Keep the email copy short and easy to scan. Break down long sentences (less than 80 characters) for better readability. This will help users with cognitive disabilities or those in a hurry understand your message quickly.

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📚 Digital Accessibility Courses

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