What does PDF accessibility even mean for public organizations?
Think of an accessible PDF like a ramp at a public building. If the building has stairs but no ramp, people with mobility needs can’t get in. A PDF without accessibility features shuts out people who use screen readers or have visual impairments. For public organizations, every PDF—from policy memos to tax forms—needs to be readable by everyone, including people with disabilities. That’s not just good practice; it’s often the law.
In the U.S., Section 508 of the Rehabilitation Act and the Americans with Disabilities Act (ADA) require federal and state agencies to make digital content accessible. Globally, the Web Content Accessibility Guidelines (WCAG) 2.2 set the standard. These rules aren’t suggestions. They’re mandates. And PDFs are a big part of the equation. So, how do you actually make a PDF accessible? Let’s dig in.
Who benefits from accessible PDFs?
- Screen reader users: People with visual impairments rely on screen readers to navigate PDFs. If your PDF isn’t tagged properly, the screen reader can’t interpret the content or structure.
- Keyboard-only users: Some people can’t use a mouse. Accessible PDFs let them tab through interactive elements like forms or links.
- People with cognitive disabilities: Clear structure and readable fonts help everyone, but especially those with dyslexia or ADHD.
- Older adults: Vision and dexterity often decline with age. Accessible PDFs are easier to read and interact with.
**Try this now:** Open a random PDF from your agency’s website. Can you navigate it without a mouse? Can a screen reader read it aloud sensibly? If not, it’s time for a fix.
How to make your PDFs compliant: the step-by-step process
Step 1: Start with an accessible source file. The easiest way to create an accessible PDF is to start with an accessible document. If you’re creating a policy memo, write it in Word or Google Docs first. Use built-in accessibility tools to add headings, alt text for images, and proper lists. Then, save it as a PDF. Don’t convert a scanned image or a poorly formatted document—that’s a recipe for inaccessible PDFs.
Step 2: Use the right PDF creation settings. When saving as a PDF from Word or Google Docs, choose the “Accessible PDF” or “Tagged PDF” option. This embeds structure tags that screen readers can interpret. If you’re using Adobe Acrobat, go to File > Save As Other > PDF/A to ensure the file meets accessibility standards from the start.
Step 3: Add tags and structure. Tags are like invisible labels that tell screen readers how to read your document. Headings should be tagged as H1, H2, etc. Paragraphs as P. Images need alt text—a short description that explains what the image shows. Tables need proper table headers (TH) and summaries. If your PDF is a form, fields must be tagged as interactive elements.
Step 4: Test with real tools, not just automated checks. Automated tools like WAVE or axe can spot some issues, but they miss a lot. The best test is to use a screen reader like NVDA or JAWS. Listen to how the document is read. Does it make sense? Is the order logical? If not, tweak the tags until it does. Also, try navigating with just your keyboard. Can you fill out a form or click a link without a mouse? If not, your PDF isn’t fully accessible.
A Quick Check:
- Is the PDF tagged properly?
- Do images have alt text?
- Are headings structured logically (H1 > H2 > H3)?
- Can you navigate with a keyboard?
- Does a screen reader read the content in the right order?
**Pro tip:** If you’re short on time, use PDFKro’s AI PDF Editor. It can help you tag PDFs, add alt text, and even restructure messy documents. Upload your file, describe what you need, and let the AI do the heavy lifting.
Common pitfalls and how to avoid them
Pitfall 1: Skipping alt text for images. Every image needs a description. Even a simple icon like a PDF symbol should have alt text like “PDF icon.” Don’t leave alt text blank or use generic phrases like “image.” Be specific: “Chart showing annual budget allocations for 2024.”
Pitfall 2: Using decorative images without marking them as decorative. If an image is purely decorative (like a border or separator), it should be tagged as decorative. This tells screen readers to ignore it. In Adobe Acrobat, right-click the image and select Properties > Tag to mark it as decorative.
Pitfall 3: Ignoring color contrast. Low contrast makes text hard to read for people with visual impairments or color blindness. Use tools like WebAIM’s Contrast Checker to test your colors. Aim for a contrast ratio of at least 4.5:1 for normal text.
Pitfall 4: Not testing interactive elements. If your PDF has a form, every field needs a label. A checkbox labeled “☐” isn’t helpful. Use clear descriptions like “Check this box if you agree to the terms.” Test the form with a keyboard to ensure all fields are reachable and editable.
Pitfall 5: Forgetting to check reading order. Sometimes, the tags don’t match the visual order of the document. For example, a footnote might appear at the bottom of the page but be read mid-sentence. Use Adobe Acrobat’s Order Panel to rearrange tags so the reading order matches the visual flow.
Tools to simplify accessibility compliance
You don’t have to do everything manually. These tools can save you hours of frustration:
- Adobe Acrobat Pro: The gold standard for PDF accessibility. It has built-in tools for tagging, adding alt text, and running accessibility checks. But it’s expensive.
- PDFKro’s AI PDF Editor: A free alternative that helps you tag PDFs, add alt text, and fix structure issues with AI assistance. Upload your file, describe the problem, and get a remediated PDF back.
- WAVE Evaluation Tool: A free browser extension that highlights accessibility issues in real time. Great for quick checks.
- NVDA or JAWS: Screen readers to test how your PDF sounds to users. Download them for free to get a real sense of the experience.
- CommonLook PDF: A paid tool that automates many accessibility checks and fixes. Useful for large agencies with lots of PDFs.
**Need to merge or split PDFs?** Use PDFKro’s Merge PDF tool to combine multiple accessible PDFs into one, or PDF to Word to convert a scanned PDF back to an editable format for remediation.
What happens if you ignore accessibility?
Compliance isn’t optional. Public organizations that fail to meet accessibility standards risk:
- Legal trouble: Lawsuits under Section 508 or the ADA can be costly. In 2023, the DOJ settled with several public entities over inaccessible PDFs, with fines reaching millions.
- Reputation damage: Citizens rely on your documents. If someone can’t access a tax form or a public notice, your agency looks incompetent or uncaring.
- Lost trust: Accessibility is a civil rights issue. Ignoring it sends a message that some citizens’ needs don’t matter.
**Real-world example:** A city’s website had a PDF of its budget. The PDF was an image of a spreadsheet—no text, no tags, no alt text. A visually impaired resident sued. The city had to spend $50,000 to redo the document and settle the lawsuit. All because someone didn’t take the time to make it accessible.
Quick wins for today
You don’t need to tackle every PDF at once. Start small with these quick fixes:
- Audit your top 5 most-viewed PDFs. Check for alt text, headings, and tags. Fix the worst offenders first.
- Use PDFKro’s AI PDF Editor to tag a messy PDF. Upload a file, ask the AI to “tag headings and add alt text to images,” and download the fixed version.
- Train your team on basic accessibility. A 30-minute workshop on alt text and headings can prevent a lot of future problems.
- Set a deadline for scanning old PDFs. If a PDF is a scanned image, OCR it first. Then, check accessibility. PDFKro’s PDF to Word tool can help convert and edit scanned files.
- Add an accessibility statement to your website. Let users know how to request accessible versions of your documents. It’s a legal requirement under Section 508.
**Challenge:** Pick one PDF from your agency’s website. Run it through WAVE or PDFKro’s AI PDF Editor. How many issues did you find? Fix one issue today and save the file as a new version.
Final thought: Accessibility is everyone’s job
Making PDFs accessible isn’t just the IT department’s problem. It’s a workflow issue. Content creators, designers, and managers all play a role. The good news? It’s easier than you think. Start with small steps, use the right tools, and test with real users. Your citizens—and your legal team—will thank you.
Ready to make your PDFs accessible without the hassle? Try PDFKro’s AI PDF Editor today. Upload a file, describe what you need, and let the AI handle the rest. It’s free, fast, and designed to help public organizations stay compliant—and inclusive.