Everyone needs to interact with their state and local government at some point, and it’s often for very necessary services. Having lost a job, for example, you would need to contact your state’s unemployment agency to apply for unemployment. At what is probably a stressful and challenging time to begin with, imagine trying to fill out the necessary paperwork and being unable to do so because the forms aren’t accessible. Inaccessible PDFs also cause issues when filing for permits, applying for housing, finding community information from meeting agendas, and more. For nearly 1 in 4 Americans living with a disability, accessing essential social services is impossible due to inaccessible content.
One of the most persistent—and overlooked—barriers is the use of inaccessible PDFs. While convenient for agencies to post and archive, these documents frequently lack the structural and semantic elements that allow screen readers and other assistive technologies to interpret them. The result? A quiet but significant exclusion from digital civic life.
Why PDF Accessibility Matters
PDFs are often the final form of critical government information. These can include:
- Emergency bulletins
- Tax forms
- Ballot instructions
- School district notices
- Transit schedules
- Housing assistance applications
When these documents are inaccessible, it doesn’t just frustrate users—it denies them access to public services, which can violate both Title II of the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act.
Inaccessible PDFs also disproportionately impact older adults, veterans, and individuals with limited English proficiency who rely on adaptive technologies. In other words, it’s often the very population that government services are designed to support who are shut out.
The Consequences of Digital Gatekeeping
When a PDF form can’t be filled out online, or other information can’t be accessed, constituents are left with inconvenient alternatives. They may need to call the office, which strains already limited staff. Or the constituent may be left on hold, waiting a considerable amount of time for simple answers. They may need to visit the office in person, which creates issues for those with limited access to transportation. Both calling and visiting a government office can only be done during business hours, meaning the constituent can’t complete a form or find information when it’s convenient for them, especially if they work during the day. Their final option is to abandon the service altogether.
This not only erodes trust in government, it introduces systemic inequity into how services are delivered.
Tackling PDF Accessibility
Accessibility doesn’t mean abandoning PDFs—it means making them properly tagged, readable, and navigable. Government agencies should train their content creators to make all documents accessible from the beginning. Accessibility should be baked into the workflow, not treated as an afterthought.
However, many agencies have hundreds or even thousands of existing inaccessible PDFs on their websites. Agencies should run those PDFs through automated checkers and test them with screen readers to determine if any accessibility features or tags exist. Inaccessible, untagged PDFs should be remediated with PDF remediation software like Equidox or outsourced to specialists.
Closing the Digital Divide
As governments digitize more services, they must ensure they’re building bridges—not barriers. An inaccessible PDF may seem like a small detail, but for someone using a screen reader, it can be the difference between being informed or being left out.
Making PDFs accessible isn’t just a best practice—it’s a civil right.
Nina Overdorff
Nina comes to Equidox with years of sales and marketing experience from a variety of industries and holds a BS in Language Arts Education. Nina has a passion for words, storytelling, and information, which she believes everyone should have access to regardless of ability. After spending time as a teacher with a blind student, she became much more aware of the limitations and abilities of web accessibility, and how essential it is to those experiencing disabilities. “Being able to access information equally ensures that everyone has an equal opportunity for education, employment, and success in life.”
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