Sending inclusive emails
This guidance is for anyone who sends emails as part of their work at the University. It focuses on how to write and format emails so they are clear, accessible, and easy for everyone to read and understand.
Emails are one of the most common ways we communicate. Keeping emails focused, clear and well structured helps reduce cognitive load and makes them easier for everyone to understand.
3 simple ways to improve accessibility
- Use a clear subject line and structured content.
- Write in plain language with short paragraphs or bullet points.
- Use descriptive links and accessible attachments.
Writing accessible emails
The sections below cover the key aspects of accessible email writing.
Use clear and readable language
Clear language helps everyone, including people with cognitive or learning impairments and those whose first language is not English.
What to do
- Be concise and direct.
- Use plain English and avoid unnecessary jargon.
- Explain abbreviations or acronyms the first time they are used.
- Avoid idioms or culturally specific phrases where possible.
Structure your email clearly
Good structure helps people scan and understand your message.
What to do
- Use a clear subject line that describes the content of the email.
- Break content into short paragraphs.
- Use bullet points for lists.
- Keep each paragraph focused on one idea.
Use accessible formatting
Formatting affects how emails are read by screen readers and other assistive technologies.
What to do
- Use left-aligned text (not fully justified).
- Avoid using ALL CAPS, excessive bold, or underlining for emphasis.
- Use a standard sans-serif font such as Arial or Calibri.
- Use a readable font size (around 12–14pt where possible).
- Avoid relying on colour alone to convey meaning.
Write descriptive link text
Links should clearly describe where they go or what they do.
What to do
- Avoid vague links such as “click here” or “more information”.
- Use meaningful link text (for example, “Read the accessibility policy”).
- If a link opens in a new tab or external site, indicate this where helpful.
Be mindful with images and attachments
Images and attachments can create barriers if they are not accessible.
What to do
- Don’t embed important information in images alone - always provide text.
- Add alternative text to images when your email platform allows it.
- Use accessible file formats for attachments (such as accessible PDFs or Word documents).
- Label attachments clearly (for example, “Annual Report (PDF, 1.2MB)”).
Consider tone and inclusion
The language used in emails can affect how welcoming and respectful they feel.
What to do
- Use a polite, respectful and inclusive tone.
- Avoid language that may be dismissive, sarcastic or exclusionary.
- Respect individual preferences where known.
- Refer to the University’s Inclusive language guidance (Word Doc, 60.1KB) for detailed advice on writing about people, identities and communities.
Check accessibility before sending
Some email tools include built-in accessibility checks.
What to do
- Use tools such as the Microsoft Accessibility Checker to identify common issues.
- Resolve any issues before sending the email.
- Automated checks do not catch everything, but they are a useful final step.
Provide a way to get help or alternatives
Some people may need information in a different format.
What to do
- Include a contact point for questions or accessibility requests.
- For example:
- “If you need this information in an alternative format, please contact [email address].”
Support
If you’re unsure how to write or format an accessible email, contact your local web or digital team for advice.