Every email is an opportunity to make information easier to access, understand, and use. Whether you're sending a quick update, sharing a resource, or distributing a department-wide announcement, a few simple practices can make a meaningful difference.

ACCESS is a quick framework for making everyday emails clearer and more accessible.

The ACCESS Framework

A – Add Structure

Organize your message so readers can quickly find and understand important information.

• Use short paragraphs and clear, descriptive subject lines.
• For longer emails, use properly structured headings when your email application supports them.
• Use built-in bulleted or numbered lists rather than manually typing dashes or numbers.
• Present information in a logical reading order.

C – Check Readability

Make your message comfortable to read across devices and for people with different visual needs.

• Choose clear, readable fonts and avoid unnecessarily small text.
• Use sufficient color contrast between text and its background.
• Avoid using color alone to communicate meaning or importance.
• Keep formatting simple and mobile-friendly.

C – Communicate Clearly

Ensure that important information is understandable, including for people using assistive technologies.

• Use meaningful link text that describes the destination, rather than phrases such as "click here."
• Provide alternative text for informative images. Decorative images generally do not need descriptive alternative text.
• Avoid image-only emails or flyers. Include essential information, such as dates, locations, deadlines, and instructions, as actual text in the email.
• Use clear instructions that do not rely only on visual references, such as "see the red box."

E – Ensure Attachments Are Accessible

Accessibility extends to the documents and resources you share.

• Check that attached Word documents and PDFs are accessible before distributing them.
• Use built-in document headings, meaningful link text, appropriate alternative text, and accessible tables when needed.
• Summarize the purpose and key information from attachments in the body of your email.
• When practical, consider whether the information could be shared as accessible email text or a webpage instead of an attachment.

S – Simplify

Clear communication benefits everyone.

• Use plain language and explain unfamiliar acronyms or technical terms.
• Keep messages concise and focus on the information readers need.
• Make deadlines, requested actions, and next steps easy to identify.
• Avoid using tables solely to control the visual layout of an email. Use tables only when presenting information that genuinely requires rows and columns.

S – Scan Before Sending

Take a moment to review your message before clicking Send.

• Use your email application's built-in accessibility checker when available.
• Review headings, lists, links, images, and attachments.
• Check whether the message remains understandable without relying on color, images, or visual formatting.
• Remember that automated accessibility tools can identify some issues, but they do not replace a manual review.

Before You Send: Quick Check

Use these questions as a final review:

• Can a reader quickly understand the purpose of the message and any action they need to take?
• Are paragraphs, headings, and built-in lists used appropriately?
• Do links describe where they lead instead of saying "click here"?
• Do informative images have meaningful alternative text?
• Is essential information available as text, not only inside an image or flyer?
• Are attachments accessible, with key context summarized in the email?
• Is the message readable on a phone and easy to scan?
• Have I checked for accessibility issues before sending?

Build the Habit

Start with one email. Choose a recent message and revise it using the ACCESS framework. Consider what you could improve about its structure, readability, links, images, or attachments.

You do not need to become an accessibility expert to make everyday improvements. Small, consistent changes help create clearer communication and more equitable access for everyone.

Accessibility is not a project to complete. It is a culture to cultivate.