How To Build Accessible Templates With Alt Text And Headings

Accessible templates are reusable page, email, or document layouts that are built so everyone can navigate and understand the content, including people using screen readers. Start with a clear heading hierarchy that matches the real structure (use proper H1 to H6 or built-in heading styles, and do not skip levels just for visual size). Add alt text to meaningful images that explains the purpose or key information in a short, plain description, and mark purely decorative visuals so assistive tech can ignore them. The biggest template-breaker is when text only looks like a heading or when alt text repeats nearby copy and adds noise.

Accessible templates basics: who benefits and what to include

Screen reader goals for templates

A screen reader turns your template into a spoken and navigable experience. The goal is not perfection. It is predictability. When someone opens a template in Mailscribe or another editor, they should be able to move through it with headings, understand what each image is for, and reach every link and button in a logical order.

In practice, accessible templates should help screen reader users:

• Skim sections quickly using a clear heading structure.
• Understand non-text content through meaningful alt text, or skip it if it is decorative.
• Follow the intended reading order without getting trapped in sidebars, columns, or repeated navigation.
• Recognize what is interactive (buttons, linked images, callouts) and what is just styling.

A good rule: if a sighted person can tell what a section is, what matters in an image, and what to click within a few seconds, a screen reader user should be able to do the same without extra guesswork.

Common accessibility barriers in reusable files

Templates often fail accessibility because they prioritize appearance over structure. The most common barriers show up again and again:

Fake headings. Text that looks like a heading but is just larger or bold. This breaks navigation and makes the document feel “flat.”

Broken reading order. Columns, text boxes, and layered elements can cause content to be read out of sequence (for example, right column before left column, or footer before the main content).

No alt text or unhelpful alt text. Missing descriptions, “image123.jpg,” or alt text that repeats nearby text adds noise without adding meaning.

Color-only meaning. Labels like “items in red are required” or status indicators that rely only on color exclude people with low vision or color blindness.

Inconsistent components. Repeated sections (headers, promo blocks, CTAs) that change structure from page to page make navigation harder and increase errors when the template gets reused.

Alt text essentials for images, icons, and charts

What good alt text communicates

Alt text is a short description that stands in for an image when someone cannot see it. In templates, alt text matters even more because the same visuals get reused again and again. The best alt text is not a literal description of pixels. It communicates purpose.

Good alt text usually answers one of these questions:

• What information would I lose if this image disappeared?
• What action should the reader take if the image is clickable?
• What is the key takeaway if this is a chart or data visual?

For images and photos, focus on the detail that supports the message. For example, “Team member presenting quarterly results” is often more useful than “Person standing in front of a screen.”

For icons, describe what the icon means in context. If a magnifying glass opens search, “Search” is better than “Magnifying glass icon.” If an icon is purely decorative, it should be marked as decorative so a screen reader skips it.

For charts and graphs, alt text should give the main point, not every data point. Think summary first: the overall trend, the highest and lowest values, or the comparison that matters.

Alt text mistakes to avoid

The fastest way to make a template less accessible is to add alt text that creates extra clutter. Common pitfalls include:

Repeating nearby text. If a heading or caption already says the same thing, repeating it in alt text wastes time for screen reader users.

Being too vague. “Image,” “graphic,” “banner,” or “logo” rarely helps. Name the thing or the intent (for example, “Mailscribe logo” only if identifying the brand is important in that spot).

Stuffing keywords. Alt text is for understanding, not SEO. Keyword-heavy alt text reads awkwardly and can confuse the message.

Over-describing decorative visuals. Background shapes, dividers, and purely stylistic icons should not be announced. If the image adds no meaning, treat it as decorative.

Forgetting linked images. If an image is a link or button, the alt text should reflect the action or destination, like “Download the template” or “View pricing,” not a visual description.

Writing effective alt text for common template visuals

Decorative images vs meaningful images

In templates, most visuals fall into two buckets: decorative or meaningful. Getting this decision right is half the work.

A decorative image is there for style only. Think background textures, abstract blobs, separators, and flourish icons that do not change the meaning. These should be marked as decorative (or given empty alt text, depending on the editor) so screen readers skip them. If a screen reader has to announce “swirl graphic” five times in a reusable layout, the template becomes tiring fast.

A meaningful image adds information or sets context that the text does not fully cover. Product photos, screenshots, team photos used to introduce a person, and any image that is also a link are meaningful. These need alt text that matches what the reader is supposed to understand or do.

A quick test: if removing the image would make the section confusing, it is meaningful.

Alt text for charts, graphs, and complex images

Charts and complex visuals need a different approach because a literal description is rarely helpful. Aim for a one or two sentence summary that states the takeaway.

Examples that work well in templates:

• Line chart: “Website sign-ups increased steadily from January to June, peaking in June.”
• Bar chart: “Support tickets are highest on Mondays and lowest on Saturdays.”
• Comparison graphic: “Plan A includes email scheduling; Plan B adds automation and analytics.”

If the chart has exact numbers that matter for decisions, include the most important ones, but do not try to read the entire dataset in alt text. Alt text should help the reader understand what the chart is saying, not force them to listen to a spreadsheet.

When to use captions or nearby text instead

Use a caption or nearby text when the explanation is too long for alt text. This is common with multi-series charts, detailed infographics, process diagrams, and maps.

A good pattern for templates is:

• Keep alt text short: summarize the key point.
• Put details in visible text right next to the image: a caption, a short “Key takeaways” block, or a small table of the main values.

This helps everyone, not just screen reader users. It also keeps the template flexible, since you can update the chart and update the caption without rewriting a long alt description every time.

Alt text length, tone, and punctuation

Alt text should be short, direct, and written in plain language. Most template images can be handled in under about 125 characters, but clarity matters more than a strict limit.

Keep the tone neutral and informational. Avoid “image of” or “picture of” unless the fact that it is a photo is important. Screen readers already announce that it is an image.

Use sentence case and basic punctuation. A period at the end is fine for full sentences. For icons or very short labels, a single word or short phrase is enough, like “Search,” “Download PDF,” or “Customer support chat.”

Heading styles that create a clear document outline

Using built-in heading styles consistently

Headings are the backbone of an accessible template because they create the document outline that screen readers and other tools rely on. The key is simple: use real heading styles, not text that is only formatted to look big or bold.

In a reusable template, pick a small set of heading styles (H1, H2, H3 is usually enough) and apply them the same way every time. This makes the template easier to scan, easier to edit, and more reliable when it is exported to formats like PDF.

If you need a certain visual look, adjust the styling of the heading style itself rather than faking it with manual font changes. That way, the structure stays intact even when someone else edits the content later.

Heading levels and logical nesting

Think of heading levels like a table of contents:

• H1: the page or document title (usually one per page or file).
• H2: the major sections.
• H3: sub-sections inside an H2 section.
• H4 and beyond: only when you truly have deeper layers.

A helpful practice for templates is to write your section names first, then assign heading levels based on meaning, not size. For example, “Pricing” is a section (H2). “Monthly plan” and “Annual plan” are sub-sections (H3). A note like “What’s included” might be H4 if it is nested under a plan.

When headings reflect the real hierarchy, screen reader users can jump straight to the section they want without listening to everything in between.

Avoiding skipped heading levels

Skipping heading levels is one of the most common template mistakes. For example, going from H2 to H4 because you want a smaller visual style. This creates a confusing outline because it suggests missing sections that do not exist.

Instead, keep the levels sequential (H2 then H3, not H2 then H4). If you need a different visual size, change the formatting of the heading style, or use a paragraph style that is clearly not a heading.

As a quick check, scan the headings list in your editor. If you see gaps in the levels, fix them before you duplicate the template for new projects.

Building reusable template layouts without breaking reading order

Structuring pages and slides with clear sections

Reading order is the sequence assistive tech follows when it moves through a page or slide. In templates, your job is to make that order match what a sighted reader expects: top to bottom, left to right, section by section.

Start by building each page with clear, repeatable regions: header, main content, and footer. Then keep your sections consistent. If “Overview” always comes before “Details” on one page, it should not flip on another page unless there is a real reason.

A practical habit is to design in “content blocks.” Each block should contain one heading and the content that belongs to it. When blocks are easy to identify, they are also easier to duplicate safely without accidentally scrambling the order.

Tables, columns, and text boxes done accessibly

Multi-column layouts and floating text boxes are where many templates go off the rails. They can look great visually while producing a confusing, zig-zag reading order.

To keep layouts accessible:

• Use columns sparingly, and prefer simple two-column sections where the content still makes sense when read straight through.
• Avoid placing key content in free-floating text boxes that are not anchored to the main flow.
• If you use tables, use them for real tabular data, not just to “line things up.” For data tables, include clear headers and keep the structure simple.

After you lay out a section, do a quick sanity check: if the content were read aloud from start to finish with no visual cues, would it still make sense?

Keeping navigation consistent across the template

Templates often repeat navigation elements: a top menu, a sidebar, a “jump to section” list, or a set of buttons in the footer. Consistency helps everyone, but it is especially important for keyboard and screen reader users who rely on patterns.

Keep the same navigation in the same place, with the same labels, across the whole template. If you have a button that says “Get started” on one page, do not change it to “Start here” on the next unless the destination or action changes too.

Also watch repetition. If the same navigation appears on every page, make sure it is short and predictable. Long, repeated link lists can force screen reader users to listen to the same items over and over before reaching the main content.

Template accessibility checks using built-in tools and quick tests

Running accessibility checkers in common editors

Accessibility checkers will not catch everything, but they are excellent at finding repeatable template problems, especially missing alt text and heading issues. Run a checker before you publish a template, and again after any major layout change.

In Microsoft Word, PowerPoint, and Excel, use the built-in Accessibility Checker (often labeled “Check Accessibility”). It flags issues like missing alt text, unclear link text, and table problems, then points you to the exact object to fix.

For PDFs, use an accessibility check in a dedicated PDF editor before you share a final version. PDF checks are especially helpful for catching problems that appear after export, like missing tags or a scrambled reading order.

If you work in Google Docs or Slides, be aware that there is not a universal, built-in accessibility checker in the same way. In many teams, the practical workflow is to export and check in an editor that provides a checker, or to use an approved add-on where that fits your process.

Quick screen reader spot-checks for structure

A fast spot-check can reveal template issues that automated tools miss. You do not need to be a screen reader expert to do this well. Focus on structure and flow.

Here are a few quick tests that work for most templates:

• Headings scan: Open the headings/navigation pane and confirm the outline looks logical. You should see the title, then section headings, then subheadings in order, with no weird jumps.
• Tab through interactive elements: Use the Tab key to move through links and buttons. The focus should move in a sensible sequence, and you should always be able to see where you are.
• Reading order sanity check: Turn on a screen reader (or your editor’s reading order view, if it has one) and listen to the first minute. If it starts reading the footer, side column, or repeated navigation before the main heading, the template likely needs layout adjustments.
• Alt text reality check: Pause on a few images and ask: does this alt text add meaning, or is it noise? In reusable templates, “less but better” usually wins.

Publishing and sharing templates so accessibility stays intact

Exporting to PDF without losing headings and alt text

Export is where good templates can quietly break. Headings that worked in the editor may turn into plain text in a PDF. Alt text can get dropped. Reading order can shift when columns or text boxes flatten.

To protect accessibility during PDF export:

• Start with real structure in the source file: built-in heading styles, real lists, and meaningful link text. A clean source exports more reliably.
• Use the export option that preserves structure. In many editors this looks like “best for electronic distribution” or a setting that includes document tags.
• If your template includes images, confirm alt text still exists in the exported PDF. Spot-check a few key visuals, especially linked images and icons.
• Re-check reading order after export, not just before. Two-column layouts and floating objects are the most likely to reorder.

If you are sharing templates from Mailscribe, treat PDF as a separate deliverable. Export, then verify the PDF itself. Do not assume what was accessible in the editor stayed accessible in the final file.

Versioning and template updates without regressions

Templates evolve, which means accessibility can regress. A small design tweak like moving a call-to-action into a text box or changing a “fake heading” font size can undo your structure.

A simple versioning routine helps:

• Keep a “gold” master template that you edit carefully, then duplicate for variations.
• Track changes that affect structure: headings, table layouts, columns, and image swaps. These are higher risk than color or spacing changes.
• Re-run the same quick checks every time you update: headings outline, tab order for links/buttons, and a short alt text review.
• When you hand off a template to others, include a short “Do not break accessibility” note: use heading styles, keep reading order, and update alt text when swapping images.

The payoff is real: accessible templates scale better. They stay usable as they get reused, localized, and republished.