What is the most common PDF accessibility mistake?

The biggest issue is untagged headings. Many creators use bold or large text instead of proper heading tags (H1, H2, H3), which breaks screen reader navigation. Always tag your headings in your source document before exporting to PDF.

Do scanned PDFs need to be accessible?

Yes, but they require OCR (Optical Character Recognition) first. Scanned PDFs are essentially images, so screen readers can’t read the text. Use tools like PDFKro’s free PDF to Word converter to OCR scanned documents before making them accessible.

How do I test if my PDF is accessible?

Use Adobe Acrobat Pro’s built-in accessibility checker or try PDFKro’s AI PDF Editor, which flags missing tags, alt text, and contrast issues in seconds. For a quick test, open your PDF in a screen reader like NVDA or VoiceOver and navigate through it.

What’s the difference between ADA and Section 508 for PDFs?

Section 508 applies to U.S. federal agencies and contractors, requiring accessible electronic content. ADA Title III covers all public accommodations, meaning any organization open to the public must ensure digital content like PDFs is accessible to people with disabilities.

Can I make an old PDF accessible without starting from scratch?

Absolutely. Use PDFKro’s AI PDF Editor to bulk-fix common issues like missing tags or alt text. For complex documents, consider retagging headings and re-exporting from the original Word/Google Docs file to ensure proper structure.

PDF Accessibility Guide for Government

Imagine handing out printed flyers with tiny fonts that some people can’t read. That’s what inaccessible PDFs feel like to someone using a screen reader or assistive tech. For public organizations, this isn’t just bad practice—it’s often a legal must. So, what’s the best way to make your PDFs accessible and compliant? Let’s break it down.

You’re probably thinking: ‘Does every PDF I create need to be accessible?’ The short answer is yes—if it’s meant for public use. Laws like the Americans with Disabilities Act (ADA) and Section 508 require public documents to be accessible to people with disabilities. Ignoring this can lead to complaints, lawsuits, and a reputation for being exclusionary.

Quick reality check: If your PDFs aren’t tagged properly, screen readers will just read them as gibberish. That’s not exactly welcoming, is it?

What makes a PDF accessible?

Accessibility isn’t about how pretty your PDF looks—it’s about structure and compatibility. Here’s what matters most:

Tags and structure: PDFs need proper heading tags (H1, H2, H3) to define hierarchy. Without them, screen readers can’t navigate the document logically.
Alternative text for images: Every image needs a concise alt description. Think of it like a caption that explains the image to someone who can’t see it.
Readable fonts and color contrast: Use fonts that are easy to read (like Arial or Verdana) and avoid light gray text on white backgrounds. WCAG guidelines recommend at least a 4.5:1 contrast ratio.
Logical reading order: Screen readers follow the order of tags, not just the visual layout. If your document has a sidebar with contact info, but it’s tagged first, users might get confused.
Compatibility with assistive tech: Test your PDFs with tools like JAWS, NVDA, or VoiceOver to ensure they work smoothly.

Still unsure? Try this: Open one of your PDFs in a free tool like PDFKro’s AI PDF Editor and let its built-in accessibility checker flag issues. It’s like having a compliance assistant right in your browser.

Headings: The backbone of accessibility

Headings aren’t just for looks—they’re the roadmap for screen readers. If your PDF uses random bold text instead of proper heading tags, you’re basically giving directions by shouting random words. Don’t do that.

Here’s how to fix it:

Use heading levels in order (H1 for titles, H2 for sections, H3 for subsections).
Avoid skipping levels (e.g., jumping from H1 to H3).
Use the “Export to PDF” option in Word or Google Docs with the “Document structure tags” enabled.

Pro tip: If you’re merging multiple PDFs into one, use PDFKro’s Merge PDF tool to re-tag the combined file correctly. It saves hours of manual work.

Images and alt text: Don’t leave them out

Ever tried describing a graph to someone over the phone? That’s what it’s like for someone using a screen reader if your image lacks alt text. Every image, chart, or icon needs a clear, descriptive alt tag.

How to add alt text:

In Adobe Acrobat: Right-click the image > Properties > Tag > Enter description in the “Alternate Text” field.
In Word/Google Docs: Right-click the image > Format > Alt Text > Add a description.
In PDFKro’s AI PDF Editor: Highlight the image and type your alt text directly.

Not sure if your alt text is good enough? Ask yourself: ‘If I couldn’t see this, would this description make sense?’ If not, rewrite it.

Tools to check PDF accessibility

You can’t fix what you can’t see. Here are the best tools to audit your PDFs:

Adobe Acrobat Pro: The gold standard. Its built-in accessibility checker scans for issues and suggests fixes.
CommonLook PDF: A powerful tool for testing against WCAG and Section 508 standards.
PDF Accessibility Checker (PAC): A free alternative for quick checks.
PDFKro’s AI PDF Editor: Not just for editing—its automated checker highlights missing tags, alt text, and contrast issues in seconds.

A Quick Check: Grab any public-facing PDF you’ve created recently and run it through PDFKro’s AI PDF Editor. See how many issues pop up. Surprised? Don’t worry—we’ll fix them next.

Fixing common accessibility fails

Most PDFs fail accessibility because of these recurring mistakes:

Untagged headings: Bold or large text isn’t enough. Tag it properly.
Missing alt text: Images without descriptions break the experience for screen reader users.
Poor color contrast: Light gray text on a white background? Swap it for black or dark blue.
Tables without headers: Screen readers need to know which row or column is a header.
Non-OCR’d scanned PDFs: If your PDF is a scanned image, screen readers can’t read it at all. Use OCR tools to convert it to text first.

If you’re dealing with a scanned document, PDFKro’s PDF to Word converter can OCR it for you for free. No more guessing what the text says.

Legal requirements: What you need to know

Public organizations operate under strict rules. Here’s what applies to your PDFs:

Section 508 (U.S.): Requires federal agencies and their contractors to make electronic information accessible.
ADA Title III: Applies to public accommodations, meaning any organization open to the public must ensure digital content is accessible.
WCAG 2.1 (AA level): The international standard for web and document accessibility. Most laws reference this.
European Accessibility Act (EAA): Mandates accessible digital products for EU member states by 2025.

Non-compliance isn’t just a moral failing—it’s a legal risk. Organizations like Harvard and MIT have faced lawsuits over inaccessible PDFs. You don’t want to be next.

Key takeaway: If your PDFs aren’t compliant, update them now. Don’t wait for a complaint to force your hand.

Making PDFs interactive and user-friendly

Accessibility isn’t just about compliance—it’s about usability. Here’s how to go beyond the basics:

Add bookmarks: Help users jump to sections quickly. In Word, use the “Bookmark” feature before exporting to PDF.
Use clear links: Hyperlinks should describe where they go (e.g., “Download the application form” instead of “Click here”).
Simplify forms: If your PDF has forms, ensure they’re fillable and tagged correctly. PDFKro’s AI PDF Editor can help restructure complex forms.
Offer multiple formats: Not everyone uses a screen reader. Provide HTML or plain-text versions alongside PDFs.

Want to make your PDFs even more engaging? Try PDFKro’s AI PDF Chatbot to add interactive summaries or Q&A sections. It’s like giving your document a voice.

Training your team on PDF accessibility

Accessibility isn’t a one-person job. Everyone creating or publishing documents needs to know the basics:

Run a workshop: Show teams how to tag documents properly in Word/Google Docs.
Create a style guide: Document your organization’s accessibility standards (e.g., “Use Arial 12pt for body text”).
Assign a compliance officer: Someone to review PDFs before they go public.
Use templates: Pre-formatted Word/Google Docs templates with accessibility built in.

Pro tip: Use PDFKro’s Merge PDF tool to combine feedback from multiple reviewers into one accessible master document.

What about legacy PDFs?

You’ve got piles of old PDFs sitting in a digital basement. What now?

Here’s a game plan:

Prioritize: Tackle high-traffic or critical documents first (e.g., annual reports, forms).
Batch process: Use PDFKro’s AI PDF Editor to bulk-fix common issues like missing tags or alt text.
Archive the rest: If a PDF is obsolete, remove it entirely. No need to make it accessible if no one uses it.

Try this now: Open your oldest PDF in PDFKro’s AI editor. How many issues does it flag? If it’s more than 5, it’s time for a cleanup.

A final push for inclusivity

Accessibility isn’t a checkbox—it’s a commitment to serving everyone. By making your PDFs compliant, you’re not just avoiding legal trouble; you’re creating a better experience for all users.

Start small: Pick one document this week, fix its accessibility issues, and test it with a screen reader. Notice the difference? That’s the sound of inclusivity.

Ready to dive deeper? Try PDFKro’s AI PDF Editor for free and see how easy it is to audit and fix your PDFs. Or chat with your documents using PDFKro’s AI PDF Chatbot to uncover hidden compliance gaps. Your future self—and your users—will thank you.

PDF Accessibility Guide: Make Public Docs Compliant & Inclusive