PDF Accessibility: Creating Inclusive Documents
PDFs are a common way to share formatted documents online—but they often present major accessibility challenges. Unlike web pages, PDFs must be explicitly structured to be usable by screen readers and other assistive technologies because their structure was not designed with accessibility in mind. Without an explicit, purposeful structure, they can be completely unreadable for users with disabilities.
Why PDF Accessibility Matters
Many organizations use PDFs for policies, forms, reports, and promotional materials. If these files aren’t accessible, critical content becomes off-limits to people with:
- Visual impairments (who rely on screen readers)
- Motor impairments (who use keyboard-only navigation)
- Cognitive disabilities (who benefit from clear structure and navigation)
Accessible PDFs are also a legal requirement under accessibility laws like the ADA, Section 508, and WCAG guidelines.
What Makes a PDF Accessible?
Accessible PDFs share key characteristics:
- Tagged structure (like headings, lists, tables)
- Logical reading order
- Text that is selectable and readable by screen readers
- Descriptive alt text for images
- Proper use of form fields (with labels and instructions)
- Bookmarks for navigation (especially in long documents)
- Color contrast and readable fonts
Avoid Inaccessible PDFs When Possible
In many cases, web-native HTML content is preferable. HTML is easier to make accessible and is more flexible across screen sizes and devices.
Instead of:
- Uploading a flyer as a scanned image PDF
Do:
- Recreate the content as a responsive web page or accessible PDF with selectable text
How to Create Accessible PDFs
From Word or Google Docs
- Use built-in heading styles
- Add alt text to images
- Use simple tables and clear link text
- Export as PDF with “Document structure tags” enabled
From Adobe Acrobat Pro
- Run Accessibility Check
- Use the Tags panel to verify structure
- Add or edit Reading Order
- Use Form Tools to label interactive fields
- Add Bookmarks for navigation
Scanned PDFs
PDFs created by scanning physical documents are not accessible unless explicitly treated.
- Run OCR (Optical Character Recognition)
- Use Adobe Acrobat Pro, ABBYY FineReader, or similar tool
- Ensure text is searchable and selectable
- Add Document Structure Tags
- Create proper heading hierarchy (H1, H2, H3, etc.)
- Tag paragraphs, lists, and other content elements
- Use auto-tagging as starting point, then manually refine
- Set Reading Order
- Arrange content in logical sequence
- Ensure screen readers follow intended flow
- Fix any out-of-order elements
- Add Alternative Text for Images
- Describe meaningful images, charts, and graphics
- Mark decorative images as artifacts
- Include data tables in alt text or separate description
- Create Data Tables (if applicable)
- Add table headers and scope attributes
- Ensure proper row/column associations
- Consider converting complex tables to simpler format
- Set Document Properties
- Add title, author, subject, and keywords
- Set document language
- Mark as tagged PDF
Test for Accessibility
Use built-in tools like:
- Adobe Acrobat Pro’s Accessibility Checker
- PAC 2021 (PDF Accessibility Checker)
- JAWS/NVDA + keyboard testing
If your PDF fails these tests, it’s not accessible.
When Linking to PDFs on Your Website
- Let users know the file type:
Example:Download our Accessibility Guide (PDF, 2MB) - Ensure the linked PDF meets accessibility standards
- If a PDF is not accessible, offer an alternate format (HTML or plain text)
Quick Checklist
✅ Document uses heading styles and tags
✅ All images have alt text or are marked decorative
✅ Text is selectable and not scanned
✅ Tables have headers and logical reading order
✅ Form fields are labeled and keyboard accessible
✅ Color contrast meets accessibility standards
✅ Document passes an accessibility checker
✅ HTML alternative is offered when possible