Accessible PDFs go beyond compliance—they ensure everyone can access and use your content effectively. Whether you are publishing reports, forms, or educational materials, the following tips will help you create documents that work for all users, including individuals who rely on screen readers and other assistive technologies.
The foundation of an accessible PDF begins before you create the file. When working in Microsoft Word, Google Docs, or other authoring tools, use proper heading structures (Heading One, Heading Two, etc.) rather than manually formatting text. Utilize the built-in tools for creating numbered and bulleted lists, and ensure sufficient color contrast between the text and its background.
Document structure is essential for accessibility. Tags act like HTML elements, providing assistive technologies with information about how to interpret the content. Most PDF creation tools can automatically generate tags if the source document is structured correctly; however, results should always be verified. Headings should follow a logical hierarchy without skipping levels, and all content should be contained within the appropriate tags.
All images, charts, and graphics require alternative text (alt text) that conveys their meaning to users who are unable to see them. For example, describe a bar chart comparing sales figures as ‘Bar chart showing a 20% increase in sales from 2022 to 2023.’ For complex diagrams, provide longer descriptions in the main text or captions. Mark decorative images that do not add informational value as artifacts, so screen readers skip them.
Screen readers navigate PDFs in a specific sequence, known as the reading order. Test this using the Read Aloud feature in your PDF viewer or by navigating through the document using the Tab key. Content should flow logically from top to bottom and left to right in Western languages. If the reading order is incorrect, adjust the tag structure or use accessibility tools to reorder elements.
Interactive elements require special care. Form fields should include descriptive labels and clear instructions on the required formats. Links should have meaningful text that describes their destination (e.g., “Download the annual report”) rather than vague phrases like “Click here” or “Read more.” All interactive elements should be keyboard accessible and clearly indicate their purpose.
Select clear, readable fonts such as Arial, Helvetica, or Times New Roman. Use a minimum of 12-point font size for body text and maintain sufficient color contrast ratios—at least 4.5:1 for standard text and 3:1 for large text, as defined by the Web Content Accessibility Guidelines (WCAG, 2.1). Do not rely solely on color to communicate meaning; use text labels, patterns, or shapes as alternatives.
Verification is critical to ensuring accessibility. Use built-in accessibility checkers in Adobe Acrobat or other PDF tools to identify technical issues. However, automated tools cannot confirm usability. Test documents by navigating only with a keyboard, and when possible, involve users with disabilities to ensure the document is fully accessible.
Configure essential properties such as title, language, and metadata. These settings help assistive technologies interpret and announce the document correctly. The title should be descriptive and align with how users expect to identify the PDF.
Many users view PDFs on mobile devices, which introduces additional accessibility considerations. Ensure your documents are readable when zoomed in and that interactive elements are large enough for touch navigation. In some cases, a responsive web page may provide a more accessible format than a PDF.
Accessibility is an ongoing process rather than a one-time checklist. Stay informed about accessibility standards such as WCAG 2.1 AA, which provide the foundation for PDF accessibility. Consider investing in accessibility training for your team and establishing regular review processes to identify and resolve issues before publication.
Although creating accessible PDFs requires upfront effort, the long-term benefits include greater inclusivity, a wider audience, and fewer support needs. By applying these quick tips and building accessibility into your workflow, you demonstrate a meaningful commitment to inclusive design.