Use clear headings, descriptive links, readable text, and complete instructions. Offer a monitored contact route for communication or access arrangements, and tell candidates what each stage involves. Check messages and application pages in the formats people will actually use, including on a phone.
Make every message answer the same basics
Identify the employer, opening, purpose of the message, next action, and response timing. Put the action near the beginning and keep paragraphs short. Spell out unfamiliar abbreviations. An interview invitation should state whether the meeting is in person, by phone, or online, with the expected length and the person the candidate will meet.
Use descriptive link text that explains the destination, such as View the warehouse opening, rather than relying on a vague instruction to click here. W3C's writing guidance covers clear content, meaningful headings, and useful links. Apply those principles to job advertisements, confirmation messages, interview invitations, and the text surrounding application forms.
Provide practical alternatives and complete directions
Do not place essential instructions only inside an image. Include the role, date, location, and next action as ordinary text. For videos, provide accurate captions and a text summary of the opening. For an event or interview, describe the entrance, reporting point, contact person, and how to ask a question before arriving.
Offer a contact route for communication or access arrangements and identify who monitors it. Ask what would help the person participate in the particular stage, keeping the request focused on practical arrangements. If you publish an alternative application route, confirm that it works and that someone responds. An unmonitored inbox does not provide a useful alternative.
Test the whole exchange
Read the message on a phone and check the linked page. Confirm that text is readable, information appears in a sensible order, and the next action does not depend on interpreting color or an unlabeled image. Ask a colleague unfamiliar with the opening to explain what they would do next.
Carry the same clarity into follow-up. Confirm the arrangements agreed with the candidate, notify them when timing changes, and make it easy to reply with a question. The Department of Labor's recruitment resources include connections to employer support and disability employment resources. Use appropriate expertise when a communication issue needs more than a quick wording change, while continuing to improve the everyday messages your team controls.
Your next-step checklist
- Put employer, role, action, and timing in text.
- Use descriptive links and clear, meaningful headings.
- Publish a monitored communication and access contact route.
- Test messages and linked pages on a phone.
Questions people ask
Is a QR code enough for event instructions?
Pair it with a readable short URL and a contact route. Candidates may not have a suitable device, connection, or ability to use the code during the event.
Should we ask candidates to explain a diagnosis?
Focus recruitment messages on the practical arrangements needed for participation in the current stage. Route more specialized questions to the appropriate person within your organization.
Sources & useful resources
- W3C Web Accessibility Initiative — Writing for Web Accessibility ↗
- U.S. Department of Labor — Recruit and Hire ↗
Sources checked for this October 17, 2026 edition. This guide combines linked public resources with practical editorial recommendations. Job listings, programs and event details can change.
Published by JobFairGiant.com, which promotes its own hiring events and MichiganHired.com job-posting services. Read our editorial standards and corrections policy.
