Accessibility doesn’t stop at the email itself—anything you attach or link to must also meet Section 508 and WCAG 2.1 A/AA standards. This includes PDFs, Word documents, forms, slide decks, and any other file you direct students or staff to open.

If the linked content isn’t accessible, the overall communication still fails accessibility requirements.

PDFs: Use Sparingly

PDFs often cause accessibility and usability issues, especially for mobile users:

They arenot mobile friendly—PDFs do not reflow on small screens, making them difficult to read on phones.
Theyfrequentlylack required structure (tags, reading order, alt text).
They take longer to load and are harder to navigate for users with disabilities.

When is a PDF needed?

Forms or documents that must be printed, or official documents that rely on a fixed layout.

✅ Better alternatives: Whenever possible, put content directly in the email body or link to a webpage, which is far easier to make accessible and displays well on all devices.

Accessibility Requirements for Linked Files

Any attached or linked file must:

Includeproper headings and logical reading order
Usesufficient color contrast
Providealt textfor images
Avoid text embedded in images
Usereal text, not scanned or image-based text
Include meaningful, descriptive link text in the email and within the document itself

By ensuring accessible attachments and links, we make sure every student can engage with the full message—not just the email.