Emails & Communication
Inclusive communication reaches everyone.
Whether you are sending a company-wide update or a quick note to a colleague, accessibility matters. Clear, well-structured emails help non-native speakers, busy executives scanning on mobile phones, and colleagues using screen readers.
The goal is to reduce cognitive load: make your message easy to read and easy to act upon.
Quick Wins
Before you hit send, verify these 6 essentials:
Subject Lines
Front-load keywords. Use prefixes like [Action Required] or [FYI] so users know the priority immediately
Plain Language
Aim for a Grade 8 reading level. Use short sentences and common words. Explain acronyms on first use
Real Lists
Use the built-in Bullet or Number list buttons. Do not type manual hyphens, which screen readers may ignore
Headings
Use text styles (Heading 1, Heading 2) or bold + large font sizes to visually and structurally chunk content
Descriptive Links
Avoid "Click Here." The link text should describe the destination (e.g., "Review Q3 Report")
Contrast
Ensure text is dark enough against the background. Avoid using light gray text or color alone to convey meaning
Authoring Guidelines
WRITING
Plain Language
- Keep it Simple: Write for your audience, not the archives. Avoid jargon.
- Active Voice: “We approved the plan” (Active) is better than “The plan was approved” (Passive).
- Acronyms: Always spell it out first: “Export Development Canada (EDC).”
OUTLOOK
Structure & Formatting
- Headings: Break large blocks of text into sections.
- Short Paragraphs: Keep paragraphs under 5 lines to reduce visual fatigue.
- Color: Never say “Action items are in red.” Use bolding or the word “Action:” instead.
Links
Descriptive Links: Users scanning visually or via screen reader need to know where a link goes without reading context.
❌ Avoid: Read the report here.
✅ Better: Read the Q3 Financial Report.
Images & Alt Text
Right-click image > View Alt Text
Run the Checker
Use “Review > Check Accessibility” in Office apps
Decorative
Mark as decorative if it’s just a stock photo.
Text in Images
Avoid sending flyers as images. If you do, repeat all text in the body.
Review Before Sending
Contrast Check
Is your text dark enough? Avoid light gray
Plain Text Test
Does the email make sense if images are blocked?
Accessibility Checker
Use the built-in checker in Outlook (Review tab).
Tools
Microsoft Editor
Checks for clarity, conciseness, and inclusivity.
References
Technical specifications and authoring practices for complex components
General Guidelines
Requirements for font sizes, corporate colors, and branding.
Outlook Accessibility
Microsoft’s official support page for creating accessible emails.
