PDF Accessibility and ADA Compliance

All PDF files posted on our website must be accessible to people with disabilities. Accessible PDFs help people using screen readers, keyboard navigation, magnification, voice control, and other assistive technologies read and use the information.

Why PDF accessibility matters

The Americans with Disabilities Act requires websites to provide equal access to people with disabilities. Inaccessible web content can prevent users from getting the same information or services available to others. ADA.gov explains that inaccessible websites can exclude people with disabilities in the same way physical barriers can. :contentReference[oaicite:0]{index=0}

When should a PDF be used?

Whenever possible, publish information as an accessible webpage instead of a PDF. Webpages are usually easier to use on mobile devices, easier to update, and more accessible. Section508.gov recommends prioritizing HTML and using PDFs only when necessary. :contentReference[oaicite:1]{index=1}

Minimum accessibility requirements for PDFs

Before a PDF is posted, it should meet the following requirements:

  • The PDF is not just a scanned image of text.
  • Text can be selected, searched, and read by assistive technology.
  • The document has a clear title and document properties.
  • Headings are used in a logical order.
  • Reading order matches the visual order of the page.
  • Images, charts, and graphics have meaningful alternative text.
  • Tables include proper header rows and a logical structure.
  • Links use descriptive text instead of “click here.”
  • Color is not the only way information is communicated.
  • Text and background colors have sufficient contrast.
  • Form fields, if included, are labeled and usable with a keyboard.
  • The PDF passes an accessibility check and any issues are corrected.

Scanned PDFs

Scanned PDFs are often inaccessible because they are images of text rather than real text. If a scanned document must be used, it should be converted using optical character recognition, checked for accuracy, tagged properly, and reviewed for reading order. Some organizations require a text version when scanned PDFs are posted. :contentReference[oaicite:2]{index=2}

How to create an accessible PDF

  1. Create the original document accessibly in Word, PowerPoint, InDesign, or another source tool.
  2. Use built-in heading styles, lists, tables, and descriptive links.
  3. Add alternative text to images and meaningful graphics.
  4. Run the source document’s accessibility checker before exporting.
  5. Export to PDF using accessibility-preserving settings.
  6. Open the PDF in Adobe Acrobat Pro or another accessibility tool.
  7. Run a PDF accessibility check.
  8. Fix tagging, reading order, table, form, contrast, metadata, and link issues.
  9. Test the final PDF with keyboard navigation and, when possible, a screen reader.

Common PDF accessibility problems

  • Missing tags: Assistive technology cannot understand the structure.
  • Incorrect reading order: Content is read out of sequence.
  • Missing alt text: Images or charts are skipped or unclear.
  • Poor table structure: Data tables cannot be understood properly.
  • Low color contrast: Text may be difficult to read.
  • Unlabeled form fields: Users may not know what information to enter.
  • Scanned-only content: Screen readers may not be able to read the file.

What if a PDF cannot be made fully accessible?

If a PDF cannot be made fully accessible, provide an accessible alternative, such as an HTML webpage or accessible text version. The PDF should also include contact information so users can request the information in another format. EPA guidance recommends adding accommodation contact information when a PDF cannot be made compliant. :contentReference[oaicite:3]{index=3}

Request help with a PDF

Need help accessing a PDF on this website? Contact us and tell us the name of the document, the webpage where you found it, and the format you need.

Email: accessibility@example.com
Phone: 000-000-0000

Helpful resources