Headings in Emails: Organizing Content for Accessibility

Why Headings Matter

Headings are critical in long-form emails (such as campus announcements, event announcements and newsletters) for creating a clear and navigable structure in your emails. They help all users, including those relying on screen readers or assistive technologies, understand the content hierarchy and quickly find the information they need. When headings are used correctly, they improve both the accessibility and readability of your emails.

Using Headings to Support Accessibility

Accessible headings create a logical flow and structure in your emails, which benefits all users. Key considerations include:

  • Hierarchy and Structure: Headings should follow a logical order (e.g., H1, H2, H3) to provide clear distinctions between sections of your email.
  • Descriptive Content: Use headings to summarize the content that follows. This helps screen reader users understand the purpose of each section.
  • Consistency Across Devices: Proper headings ensure your email remains organized and easy to read on both desktop and mobile devices.

Example of Properly Structured Headings in Emails

Scenario: Announcing an Event

Imagine you’re creating an email to promote an upcoming event. Here’s how you might structure the content with headings:

  • H1: Digital Accessibility Workshop
  • H2: Event Details
    • Content: January 15, 3 p.m., Moseley Center
  • H2: What You’ll Learn
    • Content: Best practices for creating accessible websites, emails and PDFs.
  • H2: Register Now
    • Content: A call to action linking to the registration page.

This structure helps all users quickly identify the main sections and navigate to the content they care about.

General Rules for Using Headings in Emails

  • Use Heading Styles, Not Manual Formatting: Apply heading styles provided by your email platform instead of manually styling text (e.g., bold or increased font size) to ensure accessibility and consistency.
  • One H1 Per Email: Limit your email to one H1, typically reserved for the email’s main title or subject. Use H2 and H3 for subheadings and subsections.
  • Avoid Skipping Levels: Maintain a logical flow by using heading levels sequentially (e.g., H1 > H2 > H3). Skipping levels can confuse users navigating with assistive technologies.
  • Keep Headings Concise: Write short, descriptive headings that summarize the content that follows. Avoid overly long or vague headings.
  • Test with Screen Readers: Preview your email with a screen reader to confirm that headings are announced in the correct order and provide meaningful context.

Common Mistakes to Avoid

  • Skipping Headings Altogether: Emails without headings lack structure, making it harder for users to navigate or scan for key information.
  • Using Visual Styling as a Substitute for Headings: Styling text to look like a heading (e.g., bold, larger font) without applying a proper heading tag makes the content inaccessible to screen readers.
  • Skipping Levels: Jumping from an H1 to an H3 or skipping headings entirely disrupts the logical flow and confuses users.
  • Overloading with Headings: Too many headings can clutter your email and detract from its readability.

Final Tips for Using Headings in Emails

  • Plan Your Structure First: Before creating your email, outline the sections and determine where headings are needed to break up content.
  • Think Mobile First: Ensure headings are clear and readable on smaller screens, where layout and spacing might differ.
  • Test and Iterate: Preview your email with accessibility tools and on multiple devices to ensure headings are effective and accessible.

By using headings effectively, you make your emails easier to navigate, more visually appealing and accessible to all recipients, reflecting Elon University’s commitment to inclusivity and clear communication.