A newsletter needs to work when images are blocked, text is enlarged or someone uses a screen reader. Start with a considered template, then check the content you will actually send. New colours, images and wording can change how well the email works.
This workflow separates changes an editor can make from issues that need attention in the template. It provides practical support, rather than certification that a message meets every applicable requirement.
Put the task into ordinary text
Imagine a fictional Workshop Collective newsletter about a repair evening. In the first draft, the title, time and location appear only in a poster image. Underneath it says “Click here”. Anyone who cannot see the image lacks both context and instructions.
Put the information into the email instead:
Repair evening on 12 November
Join us from 18:00 to 20:00 in the community workshop. Find out what to bring and register by 5 November.
Link text: View the programme and register for the repair evening
The poster can complement the text. It should not be the only way to understand the invitation. A descriptive link helps people judge the next step. See W3C’s guidance on link purpose.
Use actual heading styles
Choose heading styles in the editor and make the levels follow the structure of the content. Large or bold text is not automatically a heading that assistive technology can navigate. Break longer passages into paragraphs and give each section a descriptive heading. See W3C’s heading guidance.
Read from top to bottom without using position or colour as clues. If “more information in the box on the right” makes no sense on a phone, name the information or link instead.
Give each image a clear role
Write alternative text around what the image contributes. For a photograph showing the correct entrance, you might write “Entrance from the courtyard through the wide gate”. Avoid a lengthy description when adjacent text already supplies the same information.
Purely decorative images normally need an empty alt attribute so assistive technology can skip them. See W3C’s decorative-image guidance. If you are unsure how your template handles this, ask the person responsible for it to check. Always review AI-generated alt text against the image’s purpose.
Check contrast and readability
Use WCAG’s contrast thresholds as a check: at least 4.5:1 for ordinary text and 3:1 for large text as defined by the criterion. Include button text and coloured backgrounds. See W3C’s contrast criterion.
Do not communicate important information through colour alone. Write “Registration closes on 5 November” instead of merely colouring the date red. Choose readable text sizes and give the content space. A particular font size alone does not prove accessibility.
Test the finished email
Send a test from IdRelay and check it in relevant email clients. Also inspect the web version and the pages people will use after following a link.
| Check | What to look for |
|---|---|
| Images blocked | Purpose, time, location and next step still make sense. |
| Mobile and enlarged text | Content and controls remain reachable without information disappearing. |
| Keyboard | Links work and focus is visible. |
| Screen reader | Headings, reading order and image alternatives provide context. |
| Dark mode | Text, logo and buttons remain understandable. |
| Destination pages and attachments | Registration, information and any documents are usable. |
Record the client, device, issue and correction. Automated checks of the web version can help, but do not establish how the email behaves in every client.
Assign the corrections
Editors handle wording, heading styles, links and meaningful image alternatives. Template owners need to check underlying reading order, language identification and structure. IdRelay supports templates, headings, links and alt text, but the completed content still needs testing.
Legal requirements depend on the organisation, service and publication format. For Swedish circumstances, consult Digg and PTS. The language of an email does not determine which country’s rules apply.
Use these checks alongside the newsletter workflow. Explore IdRelay Campaigns or contact support when the template itself needs attention.