Information Services


Advice and tips on how to make your emails accessible.


When using formatting in emails; use bold instead of italics or underlining.

Don’t use colour alone to make a point e.g. "priority items in red".

Ensure sufficient colour contrast between font colour and background colour.

Use a sans-serif font e.g. Arial, as it is more accessible than Times New Roman and other serif fonts.

Use at least 12 point - 14 point .

Avoid the use of moving, scrolling or flashing text.

Ensure all links are meaningful hyper text and not naked URLs.

Use left align not right align or justified text.


Always include contact details.

It is good practice to give two methods of contact e.g. phone number and email or email and postal address.

Use text and not an image of text for your name and contact details.

Make sure to add alt text to any logos.


If adding an image to an email make sure it has alt text.

To add alt text  - right click on an image - select format picture - layout and properties icon - select alt text  

University of Mississippi guide to adding alt text in Outlook


All attachments, in formats such as Word and PDFs, should also be accessible. 

Where possible avoid PDFs and use Word or HTML instead as they are more accessible.

Plain English

In order to make your email as accessible as possible use clear English and avoid the use of jargon.

All abbreviations should be written in full when used for the first time in each email.

Further Guidance

AbilityNet has helpful guidance on creating accessible emails;

AbilityNet guide to creating accessible emails

Harvard University also has useful information on creating accessible emails

Harvard University guide to creating accessible emails

Request an alternative format

To request this document in an alternative format, such as large print or on coloured paper, please contact Viki Galt, the Head of Disability Information.

Viki Galt

Head of Disability Information

  • Information Services

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