Use this quick card to send email that recipients can read, skim, and act on — including people using screen readers, mobile devices, or working quickly between meetings.
This Field Guide is part of the Digital Accessibility Field Guides collection from DASH. Use it as a quick reference while you work, and download the printable Word version to share with your team.
Write specific subject lines
- Front-load the ask: “Action needed: submit timesheet by Friday.”
- Keep subjects under 50 characters so mobile inboxes don’t truncate them.
- Avoid vague subjects like “FYI” or “Question.”
Structure the message
- Put the main point and any deadline in the first sentence.
- Use short paragraphs, real bullet lists, and Heading styles for long emails.
- Use sans-serif fonts at 11–12 pt with high-contrast dark text on a light background.
Add meaningful hyperlink text
- Use Insert > Link > Text to display to write descriptive link text.
- Avoid “click here” and raw URLs — name the destination instead.
- Keep links unique within each email.
Add alt text and caption images
- Right-click inline images and choose Edit Alt Text.
- Don’t embed critical info (dates, room numbers, links) in images only — include them in the body.
- Use plain-text signatures rather than image-only signature blocks.
Send accessible attachments
- Run the source file’s Check Accessibility tool before attaching.
- Use clear filenames like “2026-Budget-Proposal.pdf” — not “doc1.pdf.”
- Prefer accessible Word, PowerPoint, or tagged PDF over scans or images.
Printable version
Download a one-page printable Word version of this Field Guide to keep at your desk or share with your team:
Related DASH resources
For more detailed guidance on digital accessibility, explore these related DASH pages:
- Digital Accessibility Field Guides – Browse every Field Guide in the collection.
- Digital Accessibility Checkpoints – Detailed checkpoints for every stage of content creation.
- Create Accessible Content – In-depth guidance for every content type.
- DASH Tools and Resources – Testing tools and utilities to help you check accessibility.
Getting help
If you have questions or need assistance applying this Field Guide, contact the Digital Accessibility Services Hub (DASH) Team. The DASH Team is available to support colleges, schools, and administrative units as they build sustainable accessibility practices.
- Contact DASH at [email protected] for consultations, training, or technical assistance.
- Visit the DASH training page for resources and learning opportunities.
Accessibility is a shared responsibility, and every step you take makes UGA’s digital environment more inclusive.