Accessible PDFs
PDFs are everywhere. Whether it is a brochure, a policy document, a timetable, or a form, many organisations rely on them to deliver key information to their audience. Portable Document Format files were designed to be universal, consistent, and easy to share. In many ways, they have lived up to that promise.
However, there is a catch. Most PDFs are not accessible.
For people with disabilities who rely on assistive technology, PDFs can become a locked box. Without proper structure or tagging, a PDF that looks perfect on screen may be completely unreadable to someone using a screen reader.
This blog will explain the challenges, the legal risks, and what your organisation can do to fix it. Whether you are in the public or private sector, this matters.
Why PDFs Became the Standard
PDFs were developed by Adobe in the early 1990s to preserve document layout and design across platforms. You could send a document to anyone and know it would look the same. That consistency helped PDFs become the standard format for policies, reports, and resources of every kind.
Today, most systems can export to PDF. It is often the default for downloadable documents on websites. There are thousands of them out there. But unless accessibility has been baked in from the start, most of them are creating barriers.
Why PDF Accessibility Matters
PDF accessibility means making sure the document can be read and navigated by everyone, including people who use screen readers, voice controls, or only a keyboard. This includes:
Making sure text can be selected and read out
Ensuring a logical reading order
Adding alt text to images
Tagging headings, lists, and tables properly
Avoiding scanned images of text that cannot be interpreted
Accessible documents are not just a technical nicety. They are part of inclusive design. When a student cannot read a course handbook, or an older adult cannot access a travel timetable, it is more than inconvenient. It is exclusion.
The Hidden Risks of Inaccessible PDFs
Organisations often forget that their downloadable documents are part of their digital presence. They may spend time testing their website for compliance, while leaving dozens or even hundreds of PDFs untouched. This creates a blind spot.
For public sector organisations:
The Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 are clear. Any documents published after 23 September 2018 must be accessible, unless they are exempt. If they are not, and there is no alternative format, the organisation is breaking the law.
For private companies:
Under the Equality Act 2010, businesses must not discriminate against disabled people. That includes failing to provide accessible documents. If your PDFs are required to complete a task, apply for a service, or access important information, they must be usable by everyone.
The upcoming EAA will raise the stakes even further for organisations operating in the EU. From 28 June 2025, documents that are part of a commercial service will also need to be accessible. This applies to websites, platforms, and the content they deliver.
Failing to meet these standards is not just a legal issue. It is a reputational one. Customers and service users expect better. If they cannot access what they need, they will go elsewhere.
The Challenge of Remediating PDFs
Fixing PDF accessibility is not always simple. Unlike websites, which can be updated through code or a content management system, PDFs are often static and were not designed with flexibility in mind.
Common problems include:
No tagging structure, so a screen reader cannot navigate
Text embedded as images, making it invisible to assistive tech
Complex tables that cannot be interpreted properly
Inconsistent or broken reading order
Missing or incorrect document titles
Remediating PDFs requires both technical skill and a user-centred mindset. It is not enough to tick boxes. The document must work for the people who rely on it.
Start with Accessible Source Documents
The best way to ensure a PDF is accessible is to start before you even hit 'export'. If you create documents in Word, InDesign, or another format, use the accessibility tools built into the software. Structure the document clearly, apply heading styles, label images, and keep layouts simple.
This gives your exported PDF a much stronger chance of being compliant. It also reduces the need for costly remediation work later on.
Test with Real Assistive Tech
As with web accessibility, real-world testing is essential. Automated tools can check for basic structure, but they will not tell you how usable your document is in practice.
Try navigating your PDF with a screen reader like NVDA or VoiceOver. Use only a keyboard. See if the document title is correct, if you can tab through logically, if the content reads out in the right order. These are the things that matter most to users.
This Is Something We Can Help You With
We work with public and private organisations to assess and improve PDF accessibility. Whether you need to remediate an archive of documents or just want help setting up an accessible template for the future, our team can guide you through it.
We do not just test documents. We explain what is wrong, why it matters, and how to fix it. We also offer long-term support if you need help building an ongoing workflow that keeps your documents compliant.
You do not have to do it alone.
Book a free consultation today</a> and let us help you remove the barriers that might be hiding in your PDFs.
PDFs are everywhere. Whether it is a brochure, a policy document, a timetable, or a form, many organisations rely on them to deliver key information to their audience. Portable Document Format files were designed to be universal, consistent, and easy to share. In many ways, they have lived up to that promise.
However, there is a catch. Most PDFs are not accessible.
For people with disabilities who rely on assistive technology, PDFs can become a locked box. Without proper structure or tagging, a PDF that looks perfect on screen may be completely unreadable to someone using a screen reader.
This blog will explain the challenges, the legal risks, and what your organisation can do to fix it. Whether you are in the public or private sector, this matters.
Why PDFs Became the Standard
PDFs were developed by Adobe in the early 1990s to preserve document layout and design across platforms. You could send a document to anyone and know it would look the same. That consistency helped PDFs become the standard format for policies, reports, and resources of every kind.
Today, most systems can export to PDF. It is often the default for downloadable documents on websites. There are thousands of them out there. But unless accessibility has been baked in from the start, most of them are creating barriers.
Why PDF Accessibility Matters
PDF accessibility means making sure the document can be read and navigated by everyone, including people who use screen readers, voice controls, or only a keyboard. This includes:
Making sure text can be selected and read out
Ensuring a logical reading order
Adding alt text to images
Tagging headings, lists, and tables properly
Avoiding scanned images of text that cannot be interpreted
Accessible documents are not just a technical nicety. They are part of inclusive design. When a student cannot read a course handbook, or an older adult cannot access a travel timetable, it is more than inconvenient. It is exclusion.
The Hidden Risks of Inaccessible PDFs
Organisations often forget that their downloadable documents are part of their digital presence. They may spend time testing their website for compliance, while leaving dozens or even hundreds of PDFs untouched. This creates a blind spot.
For public sector organisations:
The Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 are clear. Any documents published after 23 September 2018 must be accessible, unless they are exempt. If they are not, and there is no alternative format, the organisation is breaking the law.
For private companies:
Under the Equality Act 2010, businesses must not discriminate against disabled people. That includes failing to provide accessible documents. If your PDFs are required to complete a task, apply for a service, or access important information, they must be usable by everyone.
The upcoming EAA will raise the stakes even further for organisations operating in the EU. From 28 June 2025, documents that are part of a commercial service will also need to be accessible. This applies to websites, platforms, and the content they deliver.
Failing to meet these standards is not just a legal issue. It is a reputational one. Customers and service users expect better. If they cannot access what they need, they will go elsewhere.
The Challenge of Remediating PDFs
Fixing PDF accessibility is not always simple. Unlike websites, which can be updated through code or a content management system, PDFs are often static and were not designed with flexibility in mind.
Common problems include:
No tagging structure, so a screen reader cannot navigate
Text embedded as images, making it invisible to assistive tech
Complex tables that cannot be interpreted properly
Inconsistent or broken reading order
Missing or incorrect document titles
Remediating PDFs requires both technical skill and a user-centred mindset. It is not enough to tick boxes. The document must work for the people who rely on it.
Start with Accessible Source Documents
The best way to ensure a PDF is accessible is to start before you even hit 'export'. If you create documents in Word, InDesign, or another format, use the accessibility tools built into the software. Structure the document clearly, apply heading styles, label images, and keep layouts simple.
This gives your exported PDF a much stronger chance of being compliant. It also reduces the need for costly remediation work later on.
Test with Real Assistive Tech
As with web accessibility, real-world testing is essential. Automated tools can check for basic structure, but they will not tell you how usable your document is in practice.
Try navigating your PDF with a screen reader like NVDA or VoiceOver. Use only a keyboard. See if the document title is correct, if you can tab through logically, if the content reads out in the right order. These are the things that matter most to users.
This Is Something We Can Help You With
We work with public and private organisations to assess and improve PDF accessibility. Whether you need to remediate an archive of documents or just want help setting up an accessible template for the future, our team can guide you through it.
We do not just test documents. We explain what is wrong, why it matters, and how to fix it. We also offer long-term support if you need help building an ongoing workflow that keeps your documents compliant.
You do not have to do it alone.
Book a free consultation today and let us help you remove the barriers that might be hiding in your PDFs.