Email and Communications Accessibility

Subject Lines

Write clear, descriptive subject lines.

• Keep subject lines short and specific.
• Reflect the main purpose of the email.

Text

Use meaningful text and avoid images of text.

• Screen readers can only read actual text, not text inside images.
• If you must use an image, include a descriptive image alt text.

Alt Text

Add alt text to images.

• In Gmail’s compose window:
  • Insert the image.
  • Right-click the image (or click the three dots on mobile) and choose Add alt text.
  • Write brief alt text that describes the purpose of the time for screen readers (e.g. “Campus accessibility resources poster”).
• Keep in mind: alt text should describe why the image matters, not just what it shows.

Structure

Use headling-like structure with formatting.

While Gmail doesn’t support true heading tags, you can mimic structure visually and semantically:

• Use bold text for section titles and short paragraphs.
• Use spacing and line breaks to separate logical sections.
• Keep content scannable.

Links

Make link text descriptive.

Instead of generic phrases like “click here” or “learn more,” write what the link is for context. For example, “Zoom meeting link for 3/12 class.”

Lists

Use lists for clarity.

• Use bulleted lists for multiple related items.
• Use numbered lists for step sequences or ordered information.

Contrast

Check color contrast.

• Ensure text color stands out from background (avoid light gray on white).
• If using colored text for emphasis, confirm contrast meets readability guidelines.

Capitalization

Avoid using all capital letters ("ALL CAPS") for emphasis.

• Writing in all caps can be hard to read and may be interpreted differently by screen readers.
• Use bold for emphasis instead.

Formatting

Keep formatting consistent.

• Use a single font and size where possible.
• Avoid excessive spacing, strange alignments or nested tables.

Images in Signature

Avoid using images in an email signature when possible.

• Google does not reliably support alt text for images added through email signature settings. 
• If a logo or image is included, ensure it is decorative-only.
• A text-based signature is required first, then place the image below it.
• Approved GRCC email signature images can be obtained from the GRCC Marketing and Communication department webpage.

GRCC relies on Element451 to support accessible digital communications for prospective and current students. While accessibility improvements are ongoing at the platform level, GRCC teams are responsible for ensuring the content created within Element451, including text, images, links and forms, follows accessibility best practices to reduce barriers and support all users.

Images and Media

Add alt text to all meaningful images. When adding an image in Pages or content block, use the image settings or properties panel to enter alt text that describes the image’s purpose or key message.

Captions

Caption all videos. Upload videos with captions already included or embed videos from platforms like YouTube that support closed captions. Review captions for accuracy before publishing.

Info in Images

Don’t rely on images alone to convey information. If an image includes important details (dates, instructions, etc), repeat that information in nearby text.

Page Structure and Readability

Use headings in the correct order.

• Apply built-in headings styles with content blocks and avoid skipping levels. For example, don’t jump from H1 to H3.
• Check headings after edits. After rearranging or removing page components, review the page to confirm headings still follow a logical sequence.

Links and navigation

Write descriptive link text. Edit link text so it clearly describes the destination. For example, “Apply to GRCC” instead of “Click here.”