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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.

Avoid PDF Newsletters

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.

Always Include Plain Text

  • 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.

Add Alt Text to Images

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.

 

Design for Accessibility

  • 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.

 

Make It Mobile-Friendly

  • 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.

 

Digital Accessibility Guide Contents