How to make your internal newsletters more accessible (and why it benefits everyone)

If you’re responsible for internal and employee communications, chances are you’ve put a lot of thought into the distribution channels, content, timing, and even tone of your internal newsletters. But how much thought have you given to accessibility?

If it’s a newer consideration, you’re not alone! Making internal newsletters more accessible helps every employee (regardless of ability) read, navigate, and engage with your updates. And here’s the thing: designing with accessibility in mind doesn’t just benefit employees with disabilities. It improves the experience for everyone.

In this post, we’ll walk through some practical ways to create more inclusive internal email design, plus share how Workshop is building accessibility right into our platform—so you can feel confident your internal newsletter tool is supporting every employee!

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Why accessibility in internal newsletters matters

Not all employees experience your internal newsletters the same way. Some rely on screen readers. Others need high color contrast. Some benefit from structured content that they can skim through quickly. So when your internal email design overlooks these needs, you risk excluding team members and missing out on engagement.

But when you prioritize accessibility? You: 

• Create visual employee updates that are easier to read and navigate
• Improve clarity and reduce cognitive load for everyone
• Demonstrate a genuine commitment to inclusion
• Build trust and increase engagement with employee communications

It’s not just the right thing to do, it’s a smart move for any company that values inclusive and effective internal newsletters.

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Quick tips to make your internal newsletters more accessible

1. Use clear, descriptive subject lines and headings

Make it easy for your employees to understand what your email is about and navigate it quickly. Consider using H2 and H3 formatting to break up sections and guide the reader. Good headings help with screen readers and skim-readers alike!

2. Keep paragraphs short and scannable

Long walls of text can be overwhelming (and frankly, not that engaging). Try breaking your content into short, digestible paragraphs and use bulleted lists to improve readability for more detailed information. This style of internal email design also benefits your employees who may be deskless and accessing your updates on their mobile device.

3. Choose high-contrast colors and accessible fonts

Have you ever tried to read yellow text on an orange background? Yeah… make sure text stands out clearly from the background. Don’t forget to use web-safe fonts (aka typefaces that are pre-installed on most operating systems and browsers) that are easy to read, and avoid using color alone to convey meaning, i.e. red text being used for a quickly approaching deadline.

Workshop’s internal newsletter tool helps you apply high-contrast colors that meet accessibility standards.

4. Add alt text to all images

If you’re sharing visual employee updates, add alt text so screen reader users can understand the content. This is a must for inclusive internal email design. Alt text should clearly and concisely describe the purpose of the image. 

Need help creating alt text? Give AltText.AI a try! It comes highly recommended by many of my comms colleagues!

5. Write link text that makes sense out of context

Avoid vague prompts like “click here.” Instead, use descriptive phrases like “View the onboarding guide” or “See last month’s team highlights.” This is especially helpful for screen reader users navigating through multiple links. Imagine seeing “click here” five times in a row.. yikes! 

6. Test your emails with accessibility tools

Run your internal newsletters through accessibility checkers like WAVE or Pa11y to catch issues before sending. Better yet, use an internal newsletter tool that already builds these checks into the workflow—like Workshop!

7. Be thoughtful about inclusive language

Accessibility isn’t just visual or technical (although that matters!), it includes the words we use in our internal messages. Inclusive language can be as simple as avoiding jargon, acronyms (unless you explain them!), or metaphors that might not translate across cultures or experience levels. Even better? Using Workshop’s built-in translation feature can allow your employees to read emails in the language they’re most comfortable with. Plain language, translated with care, helps everyone feel included and informed. 

8. Use structure and repetition intentionally

Consistent structure makes your internal newsletters more predictable and digestible. Repeating elements like headers, visual hierarchy, or even CTA (call-to-action) placements can help reduce cognitive strain for your audience.

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Real-life examples of accessible internal newsletters

At Workshop, I’ve tested several ways to make our employee emails more inclusive and the results have been both meaningful and easy to replicate!

Here are a few things we’ve put into practice:

• Onboarding newsletters: I make sure all visuals have helpful alt text and uses bold, clear section headers to guide the reader. Links are labeled descriptively (i.e. “Watch the All Hands Recap”) so employees know exactly what to expect.
• Internal podcast episodes: For every Talkshop (our internal podcast!) episode we share, I include a written transcript in the description. This makes the content accessible for employees who prefer to read, use screen readers, or simply don’t have headphones handy during the workday.
• Event announcements: Working closely with our design team, these emails use high-contrast colors and button text that’s specific and accessible—like “RSVP for Q2 All-Hands” rather than just “Join us.”

These thoughtful tweaks have helped us create internal newsletters that are easier for everyone to read, understand, and act on—no matter their role or ability!

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How Workshop builds accessibility into our platform

We are firm believers that great products should be accessible to everyone. That’s why we’ve built accessibility into the foundation of our email-first internal communications platform, so your team can confidently send messages that are inclusive by default.

Here’s how we’re delivering accessibility as a benefit to our customers:

• Responsive issue reporting – If you encounter an accessibility concern within the platform, there’s a clear path to let us know and with an assigned account manager, we’re able to act fast!
• Automated accessibility checks – We integrate tools like Pa11y right into our platform to proactively scan for accessibility concerns, helping customers catch and correct issues before they go live.
• Accessibility-focused development sprints – Accessibility isn’t a side project; it’s a core part of how we build. We routinely prioritize accessibility improvements to make sure the platform keeps pace with evolving standards.
• Expert reviews from trusted partners – We work with AudioEye, an industry-leading accessibility firm, to audit our product and test it with certified blind users. This gives our customers confidence that Workshop supports real-world needs
• VPAT certification in progress – We’re pursuing a Voluntary Product Accessibility Template (VPAT) to document how Workshop aligns with WCAG guidelines. This gives organizations, especially in regulated industries, the transparency they need to make informed decisions.

“Accessibility isn’t just a box we check,  it’s something we think about every step of the way. From design to deployment, we’re focused on how every person, no matter their ability, experiences Workshop.” — Mikey, Product Design Manager at Workshop

When you choose Workshop, you’re not just getting a powerful internal newsletter tool, you’re choosing a partner that’s actively investing in accessible, equitable communication. And that means better outcomes for everyone on your team.

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Free download: your accessible internal newsletter checklist

Looking for a quick way to apply everything we’ve shared here? We’ve created a free, downloadable checklist to help you build more inclusive internal newsletters—without overthinking it.

Use it as a guide for your next send, share it with your team, or incorporate it into your internal email design workflow.

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Remember, accessible email design is smart email design

Whether you’re sending internal newsletters to 80 employees (like us!) or 5,000, inclusive design helps your message land. And with an internal newsletter tool like Workshop, building accessible, engaging employee communications is easier than ever.

Accessible internal newsletters aren’t just about compliance—they’re about connection. They reflect the care and thought you put into every part of your internal communications strategy.

Want to see how Workshop can help your team create more inclusive, effective internal communications? Schedule a demo with our team and let’s chat!

 

Communicate with every employee in their 
preferred language.

Break down language barriers in your internal communications! Workshop’s translation feature allows your employees to read emails in the language they’re most comfortable with.

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