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PDF accessibility checklist: How to create accessible PDFs

Dave Davies

Front End Developer

3 January 2025

Here are 13 checks you need to follow to make your PDFs accessible from the moment you start creating them.

Creating accessible PDFs from scratch means that everyone can access, understand and interact with the information that is presented online.

In this blog, we've provided a checklist to incorporate into your PDF document workflow. Bookmark this blog and share it with your team to create accessible PDF documents everyone can understand.

In this blog:

1. Set up proper document structure

Always create a logical document structure using proper heading levels and styles. This helps screen reader users navigate your document effectively.

Make sure your document follows a clear hierarchy that makes sense. For example:
- Use built-in heading styles (Heading 1, Heading 2, Heading 3 and so on.)
- Maintain a logical heading order (don’t skip levels)
- Use built-in list formats for bulleted and numbered lists

2. Add alternative text to images

Provide clear, descriptive alt text for all images, charts, and graphics in your PDF. Follow our tips for writing good alt text and the important of it.

Focus on conveying the purpose and meaning of the image rather than just describing what it looks like.

3. Create proper reading order

Ensure your content follows a logical reading order that matches the visual layout. This is especially important for complex layouts with multiple columns or sidebars. Test the reading order using the Reading Order tool in your PDF editor.

4. Include document properties

Set complete document properties (also known as metadata) including title, language, and subject. This helps users understand what the document is about before opening it and ensures screen readers use the correct language settings.

Essential properties to set:

- Document title (don’t rely on filename alone)
- Primary language
- Author information
- Keywords for searchability

5. Use proper tables

Create tables with clear headers and a logical structure. Mark header rows properly and avoid using tables for layout purposes. Don’t merge cells unnecessarily as this can confuse screen readers.

6. Make text selectable

Ensure all text in your PDF is selectable and not just an image. This allows users to copy text, use screen readers, and adjust text size.

7. Maintain color contrast

Choose text and background colours that provide sufficient contrast. This helps readers with visual impairments distinguish content easily. Test your colour combinations using contrast checking tools such as https://colourcontrast.cc/.

Guidelines:

- Aim for a contrast ratio of at least 4.5:1 for normal text
- Use darker colours for text on light backgrounds. And use lighter colours for text on dark backgrounds.
- Don’t rely on colour alone to convey information!

Make your links meaningful and descriptive. Use text that makes sense when read out of context, rather than generic phrases like “click here” or “read more.” Ensure links are clearly visible and properly tagged in the PDF structure.

9. Add bookmarks for navigation

Include bookmarks for longer documents (typically over 9 pages). Bookmarks help users navigate quickly to different sections. Structure them to match your document’s heading hierarchy.

10. Tag all content properly

Ensure all content elements are properly tagged, including:
- Text blocks
- Lists
- Tables
- Figures
- Form fields (if interactive)
- Footnotes and endnotes

11. Make forms fillable

If your PDF includes forms, make them fillable and accessible. Add clear labels to all form fields and ensure they can be completed using just a keyboard. Include clear instructions for form completion.

12. Test with accessibility tools

Don’t assume your PDF is accessible without testing it - verify it works with assistive technologies.

Before your PDF is ready to be released into the wild, test it with:
- Built-in accessibility checkers in your PDF editor
- Screen readers
- Keyboard navigation
- PDF accessibility validation tools
- Insytful

While automated tools can help identify many accessibility issues, manual testing is essential for ensuring your PDF is genuinely accessible to all users.

13. Provide alternative formats

Consider providing alternative formats (like HTML or Word documents) alongside your PDF, especially for complex documents. This gives users more options for accessing your content.

Summary

Accessible design benefits everyone. By mindfully creating your PDF documents with accessibility in mind from the start, you can be confident that anyone can access them.

Be sure to follow these 13 tips to create accessible PDF documents.

Find PDFs on your website that aren't accessible

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Other resources

If you need to update legacy PDFs to make them accessible, check out our other resources:

See our other checklists to make your content accessible and readable:

Dave Davies

Front End Developer

Explainer
3 January 2025