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Newsletters

Accessible newsletters help families and staff quickly scan, understand, and act on information, especially on mobile devices.

Summary

Clear structure and readable formatting are essential. Use headings to organize content, keep paragraphs brief, and write descriptive link text that explains where each link goes. Add alt text to images and ensure important details are available as text, not locked inside graphics or attachments. Avoid attaching PDFs when the information can be shared directly in the newsletter body. Most importantly, always use an email-based platform to distribute newsletters. Newsletters should not be sent as a PDF, Canva link or Google Slide.

Why This Matters

Email readers and assistive technologies depend on clean structure, readable text, and meaningful links.

Do

  • Use a web-based/email-based platform that sends newsletters in HTML to provide newsletter content.
  • Use the appropriate heading structure (use the actual header tool).
  • Add concise, descriptive alt text for all images.
  • Use descriptive links.
  • Use high contrast colors for text and its background.
  • Use simple, readable Sans Serif fonts with a minimum of 12 pt.
  • Align text to the left - it improves readability for people with dyslexia.

Don’t

  • Don’t use PDFs or Jpegs to provide newsletter content. PDFs/Jpegs are
    • Not often mobile friendly
    • Difficult or impossible for screen readers to access
    • May require extra software or steps to open.
  • Never embed critical information in flyers, graphics, or images. All critical information should always be in plain text.
  • Don’t overload newsletters with images only
  • Do not rely on color to convey meaning. 
    • Ex: Items in red are out of stock.

Building/Department Newsletters

Building/department newsletters should always be sent in an email-based newsletter platform (Finalsite, Smore, etc.). Finalsite, the district's website provider includes a free newsletter tool and the PR Team is available to help school leaders use it for more consistent, effective communication.

Classroom/Grade Level Newsletters

Our parents appreciate classroom-level information but they've asked us to prioritize updates that are brief, easy-to-access and mobile friendly. Teachers should consider sending classroom updates via email or Schoology post and stop sending classroom information via PDF, Canva Link or Google Slides.

Deliver Via Inbox or Link?

From an accessibility standpoint, sending newsletter content (or any important information delivered via email) directly to inboxes is better than sending a link. When families have to click a link to view content, it creates extra barriers for people using screen readers, voice tools, magnifiers, or cognitive support tools. Direct delivery allows families to access the information immediately in a familiar, accessible environment without extra navigation steps. Accessibility is not just about whether a platform is compliant—it’s about reducing barriers to information.

Checklist

  • Is all content provided in plain text; can a reader receive all information without images?

  • Is my newsletter distributed through a platform that:

    • Displays content directly in plain text

    • Allows text to be translated

  • Are links and headings clear?

Newsletters MUST Be:

Mobile-Friendly: Text reflows cleanly on phones without zooming or side-to-side scrolling.

Usable: Links are clickable, text can be copied or highlighted, and images include alt text.

Searchable: Content can be found later using email search.

Translatable: Native text allows translation tools to work accurately.