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Email correspondence

Content: Structure, Formalities, Appendices, Best Practices.

In everyday university life, most communication takes place via email. To ensure that all recipients can access the information provided without difficulty, accessibility is crucial. The following section explains how you can ensure that your email communication is accessible.

Structure and Clarity

  • Give the email a meaningful subject line.
  • If there is initial contact: Introduce yourself briefly.
  • Always use clear, concise, and preceice wording.
  • Make the email easy to read (by including paragraphs, lists, etc.).
  • If possible, use style sheets (e.g., in Outlook).
  • Always include your phone number as an alternative way to contact you.

Typography and Color Design

  • Use sans-serif fonts (e.g., Arial, Calibri).
  • Select a font size of at least 12, or better yet, 14.
  • Avoid excessive formatting (all caps, etc.).
  • Do not use colour as the only visual means of conveying information.

Contrast

Make sure there is sufficient contrast between the text and images and their backgrounds.

Images, Graphics, and Alternative Text

  • Use images sparingly.
  • Make sure images are large enough to be clearly perceptible (about 600px wide).
  • Provide alternative text for all visual elements.
    • If you attach any images, briefly describe them in the email text.
  • Avoid using text-based graphics.
  • Avoid flickering, flashing, and distracting elements.
  • Set predictable and meaningful link targets.
  • Do not use generic phrases such as "Click here".
  • Provide a list of all links at the end of the email.

Attachments and File Sharing

  • If possible, include the content directly in the email.
  • Name attachments clearly and concisely.
  • Provide a sufficient description of image attachments in the email text.
  • If the email is being sent to a large group of recipients, upload the attachments to a cloud storage service and share the link via email.
  • Please note that attachments must also be accessible.

Signature and End of Email

  • Write your signature in plain text and avoid using any graphic elements.
  • Use the phrase “End of message” only if your email consists of several parts and you need to indicate that nothing else follows.
    • Otherwise, the wording is unnecessary and distracting.

Best Practice Email

Subject: Cancellation of the appointment on June 19., 2028, at 3:00 p.m.

Dear John Doe,

This is Jane Doe writing. Unfortunately, I will not be able to attend the appointment on June 18., 2025 at 3:00 p.m., as I already have another commitment at that time.

I'd like to suggest the following alternatives:

  • June 20., 2028, at 2:30 p.m.
  • June 23., 2028, at 9:15 a.m.

Please let me know if any of the dates listed work for you and in what format (by phone, via Zoom, or in person) you would like to schedule the meeting.

Thank you very much and best regards,
Jane Doe

Phone: 0159 123 456 7

The same applies here: Just get started. By making small initial adjustments and establishing accessible communication channels in your daily teaching routine, you can improve accessibility for students and colleagues. Then, everyday routine quickly becomes routine practice.

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