PDF Document

Best Practices

Creating accessible PDFs isn’t just a legal box to check — it’s a commitment to clarity, dignity, and inclusion. On this page you’ll find a guideline and three powerful resources designed to help creators shape documents that every reader can navigate with confidence. Whether you're new to accessibility or leveling up your workflow, these guides walk you through the essential steps, the must-know standards, and the small but mighty details that turn an ordinary PDF into a barrier-free experience. Let these tools be your compass as you build content that truly welcomes everyone.

Remember: Accessibility should be the norm--not the exception.

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ADA-Friendly PDF Checklist for Creators

A practical guide to making your PDFs accessible, readable, and kind to every audience.

1. Start With a Real Source File

Don’t build accessibility on a broken foundation.

    • Create your document in Microsoft Word.
    • Use proper styles (Headings, Lists, Paragraphs).
    • Export using “Save as PDF,” not screenshots or print-to-PDF.

Why? Because structure = accessibility. A PDF without structure is like choreography without counts.

2. Use Proper Headings and Structure Tags

Screen readers navigate by headings. Give them a map, not a maze.

    • H1 for the title
    • H2 for major sections
    • H3 and below for subsections
    • Never style text to “look” like a heading—make it a heading.

3. Tag Everything — And Make Sure Tags Make Sense

A tagged PDF is non-negotiable.
Include tags for:

    • Headings
    • Body text
    • Lists
    • Tables
    • Images
    • Interactive elements

Then check the Tag Tree to ensure everything is in a logical order.

4. Add Alt Text to Images (But Not to Decoration)

Every meaningful graphic needs a short, clear description.
Keep it simple, like:

“Woman dancing on a stage under purple lights.”

Skip alt text on decorative flourishes (lines, shapes, swirls). Mark them as Artifact instead.

5. Ensure Reading Order Makes Sense

Screen readers follow the reading order panel, not the visual layout.
Verify that:

    • Text flows top-to-bottom, left-to-right
    • Sidebars and callouts aren’t interrupting paragraphs
    • Headings precede the text they introduce

If your PDF reads like a jigsaw puzzle, fix the order.

6. Use Real Lists, Not Fake Ones

Asterisks and dashes are the villains of accessibility.
Use your program’s built-in:

    • Bulleted lists
    • Numbered lists

Screen readers understand these — they announce list length and items.

7. Make Tables Real and Logical

Tables should be for data, not layout.

Rules to follow:

    • Use table headers (TH) for top rows or left columns
    • Add a table summary or description for complex data
    • Avoid merged cells whenever possible
    • Keep structure simple, clean, predictable

8. Ensure Color Contrast Is Strong Enough

Not everyone can see soft pastel-on-pastel retro drama.

Minimum contrast:

    • 4.5:1 for regular text
    • 3:1 for large text
    • Never use color alone to convey meaning (“the red items are required”).

Tools like WebAIM’s contrast checker make this painless.

9. Make Text Selectable and Searchable

A scanned PDF is basically a photograph until you apply:

    • OCR (Optical Character Recognition)

Without OCR, screen readers have nothing to read.

10. Use Descriptive Links

No more “click here” or “learn more.”
Give links context:

“Download the scholarship application form (PDF).”

Screen readers often list all links in a document — make yours meaningful.

11. Use Accessible Fonts and Sizes

Stick to clean, readable typefaces:

    • Arial
    • Verdana
    • Helvetica
    • Tahoma
    • Calibri

Minimum body text size: 12 pt
Avoid tightly crammed text or fancy scripts for anything important.

12. Check Your Document Language

Set the document’s default language (e.g., English).
Screen readers depend on this to pronounce words correctly.

13. Give Form Fields Labels (If Your PDF Is Interactive)

Every field should have:

    • A clear label
    • A readable tooltip
    • A tab order that flows naturally

Never leave a form field nameless. That’s just chaos.

14. Provide a Title and Metadata

Add:

    • Title
    • Author
    • Subject
    • Keywords (optional but helpful)

A blank title gets announced as “Untitled Document”… Not a vibe.

15. Test with Accessibility Tools

Before publishing:

    • Run Adobe Acrobat’s Accessibility Checker
    • Use screen reader previews
    • If possible, test with NVDA, JAWS, or VoiceOver

Automation won’t catch everything, but it gets you most of the way there.

16. Offer an Alternative Format When You Can

ADA doesn’t force perfection, but it does require meaningful access.
If the PDF is highly visual or complex, also provide:

    • An HTML version
    • A plain-text companion file
    • A contact method for alternative formats

It’s accessibility with a human touch.

Quick “Must-Do” Summary

If creators remember nothing else, make sure they hold onto these:

  • Use headings, lists, and real structural elements
  • Tag the PDF correctly
  • Add alt text to meaningful images
  • Confirm reading order
  • Ensure color contrast
  • OCR any scanned pages
  • Label form fields
  • Run an accessibility check
  • Add metadata and set document language

If you'd like more information you can check out Harvard Unviersity's guide on Creating Accessible PDFs.

Ready to check your document?

Step-by-Step Guide

  1. Open your PDF in Adobe Acrobat Pro.
  2. Navigate to the All tools bar and find the Prepare for accessibility tool. You may need to select View more to see it.
  3. Select Check for accessibility.
  4. In the dialog box, make sure all options are selected and click Start Checking.
  5. Review the Accessibility Checker panel that appears on the left. This report will show items that passed, failed, or require manual review.
  6. • 6. For specific issues, right-click the result to find options to fix them, though some may require manual correction using tools like Reading Order. 

Important Considerations

  • Acrobat Pro vs. Reader: The accessibility checker is a feature in Adobe Acrobat Pro, not Adobe Acrobat Reader.
  • Manual checks: The tool can identify many issues, but some, such as logical reading order and color contrast, require manual checks.
  • Report details: For more information on an issue, right-click the result and select "Explain" to get a description and guidance on how to fix it. 

Downloadable Guides

 The Full ADA-Compliant PDF Creation Guide
This comprehensive guide dives deep into the core principles of accessible document design. It walks creators through structure, tagging, alt text, contrast, forms, metadata, and everything in between — a full roadmap for producing PDFs that honor both usability and compliance.

 The One-Page ADA PDF Accessibility Cheat Sheet
Perfect for fast-paced workflows, this condensed cheat sheet hits the essential checkpoints at a glance. It’s a quick-reference companion creators can keep nearby to ensure each PDF meets accessible standards without missing a beat.

 The Creator Training Guide for Accessible PDFs
This streamlined training guide introduces the why and how behind accessibility with a clear, approachable tone. It’s ideal for teams or new creators who need a foundation in best practices, offering a guiding hand toward more inclusive, reader-friendly PDF design.