Skip to main content

Accessibility in Newsletters

Accessibility in Newsletters

Make sure everyone in your school community can read and use your updates.

Newsletters are a powerful way to keep families, staff, and students informed—but only if they can actually read and access them. Whether you’re sending a school-wide email newsletter, creating a PDF handout, or using a tool like Smore or Canva, accessibility must be built in from the start.

Here’s how to make sure your newsletters are readable, inclusive, and compliant.

  • We no longer post or distribute newsletters as PDFs, even if they look well-designed. PDFs:

    • Are often hard to read on mobile devices.
    • Can be completely unreadable for screen reader users.
    • May require extra software or steps to open.

    Use Google Docs, website posts, or web-based email newsletters instead.

    • Never send a newsletter that’s just a flyer or a graphic.
    • Always include the main content as selectable text—in the body of an email, in a web-based format, or as a companion Google Doc.
    • If you use a design platform like Smore or Canva, ensure the text is not embedded in images, and double-check contrast and font size.

    A hand-drawn illustration of a school assignment sheet featuring sketches of books, a globe, and a science flask.

    An In-Depth Look at the Plain Text Alternative to Flyers and PDFs

  • If your newsletter includes pictures, graphics, or event banners:

    • Make sure each image has alt text describing the content.
    • If your platform doesn’t support alt text, include the description in the caption or body text.

    A digital illustration of a web browser window displaying an image of a smiling red apple with a blue alt text tag attached to it.

    An In-Depth Look at Accessible Images

    • Use high contrast (e.g., dark text on a light background).
    • Use readable fonts at a minimum of 12pt (larger is better).
    • Avoid crowded layouts, narrow columns, and flashing or moving text.
    • Don’t rely on color alone to convey information.

    A clipboard holds a piece of paper with blue and orange crayon drawings, surrounded by loose crayons.

    An In-Depth Look at Using Color in an Accessible Way

    • Most families read newsletters on their phones.
    • Test your newsletter on a mobile device before sending or publishing.
    • Use a responsive format that adjusts to different screen sizes.

Newsletter Accessibility Checklist

  • Content is provided in plain text (not just an image or PDF)
  • Any design platform used allows for accessible text and layout
  • Alt text is included for all images or graphics
  • Fonts are large, clear, and high-contrast
  • Color isn’t the only way to show meaning
  • No PDFs are used
  • Layout works well on phones and tablets

Accessible Platforms vs. Accessible Content

Just because a platform (like Google Docs, Canvas, or social media) is designed to be accessible doesn’t mean everything you create on it automatically is. Accessibility depends not only on the tools available, but also on how you use them.

For example, if you add an image in a Google Doc without alt text, or format a heading by changing the font size instead of using proper heading styles, that content will not be accessible—even though the platform supports accessibility.

To make your content truly accessible, you must actively use the platform’s accessibility features (like alt text fields, heading styles, and captioning tools) and follow basic best practices (like good contrast, clear language, and descriptive links). Accessibility is about thoughtful choices, not just the technology.

A white arrow pointing right, set against a solid blue background.     Next Topic: Content from Community Partners and Outside Organizations