Best Practices for Accessible PDF Design

Ensuring digital accessibility is essential in today’s online environment, where inclusivity and compliance with legal standards are key priorities. One crucial aspect of accessibility is designing PDFs that can be used by everyone, including individuals with disabilities who rely on assistive technologies like screen readers and Braille displays. This guide explores best practices for designing accessible PDFs from the outset, reducing the need for extensive remediation later.

Why Accessible PDF Design Matters</span>

PDFs are widely used for sharing information, but if they are not designed with accessibility in mind, they can create barriers for people with visual impairments, cognitive disabilities, or mobility challenges. Properly structured PDFs enhance usability, ensuring that all users can engage with the content effectively.

1. Use Proper Headings and Document Structure

One of the foundational elements of accessible PDF design is a clear and logical document structure. Proper headings allow users to navigate content efficiently and help screen readers convey information correctly.

Best Practices for Headings:

• Use true headings (e.g., H1, H2, H3) instead of bold text or enlarged fonts. 
• Maintain a logical hierarchy—H1 for main titles, H2 for sections, H3 for subsections, etc. Proper heading structure works like an outline. 
• Avoid skipping heading levels, as this disrupts the document’s readability for screen readers.

2. Ensure Proper Tagging for Assistive Technologies

PDFs must contain the correct tagging structure so that assistive technologies can interpret and present the content accurately.

Tagging Tips:

• Use built-in heading styles in word processors before converting documents to PDF.
• Tag lists, tables, and images appropriately to maintain proper reading order.
• Check tag accuracy with accessibility checkers in PDF software like Adobe Acrobat or Equidox.

3. Provide Alternative Text for Images

Alternative text (alt text) describes images for users who cannot see them. Without alt text, screen readers will simply announce an image without providing meaningful context.

Creating Effective Alt Text:

• Be concise but descriptive (e.g., “A woman in a wheelchair using a laptop” instead of “Image123.jpg”).
• Avoid redundant phrases like “Image of” or “Picture of.” Screen readers already inform users that there is an image or graphic. 
• Use complex image descriptions for charts or infographics to convey important details. For more information, check out this article: Beyond Basic Alt Text – Charts, Maps and Diagrams. 

4. Ensure Readable Text and Proper Contrast

Readability is crucial for all users, including those with low vision or color blindness.

Text Readability Tips:

• Use sans-serif fonts like Arial or Verdana for better clarity.
• Maintain a font size of at least 12pt to improve legibility.
• Ensure sufficient color contrast between text and background (e.g., black text on a white background is preferable to light gray text on a white background).
• Use online contrast checkers to verify compliance with WCAG (Web Content Accessibility Guidelines) standards. 

5. Create Accessible Tables

Tables are commonly used in PDFs but can be difficult to navigate if not structured correctly. Accessible PDF design pays close attention to table structure. 

Table Accessibility Best Practices:

• Use simple tables with clear column and row headers.
• Tag tables correctly so that screen readers can interpret relationships between data.
• Avoid merged cells, as they can confuse assistive technologies.
• Provide a summary for complex tables to help users understand their structure.
• For more information on accessible tables, check out:  Tips for Tagging Tables in PDFs. 

6. Use Meaningful Hyperlinks

Hyperlinks should be informative so users can understand their purpose without additional context.

Guidelines for Accessible Links:

• Avoid generic phrases like “Click here.” Instead, use descriptive text such as “Download the accessibility guidelines.”
• Ensure links are distinguishable from regular text using both color and underline.
• Check that all hyperlinks are functional before finalizing the document.

7. Optimize PDFs for Screen Readers

A properly tagged and structured PDF enhances the user experience for individuals using screen readers.

Optimization Tips:

• Use the “Reading Order” tool in PDF software to confirm the correct content flow.
• Avoid text embedded within images, as screen readers cannot interpret it.
• Test your PDF with screen readers like NVDA or JAWS to identify and fix accessibility issues.

8. Enable Text Reflow and Avoid Fixed Layouts

Users who need larger text should be able to adjust font sizes without breaking the document’s structure.

Reflow Best Practices:

• Use text-based content instead of scanned images of text.
• Ensure the document remains readable when zoomed in or reformatted.
• Avoid multi-column layouts, which can disrupt reading flow when reflowed.

9. Provide Metadata and Document Properties

Metadata helps users and search engines understand a document’s purpose.

Essential Metadata Elements:

• Add a meaningful title (not just “Document1.pdf”).
• Include author information and keywords related to the document’s content.
• Ensure the document language(s) is(are) set correctly for screen readers.

10. Test PDFs for Accessibility Compliance

Before finalizing a PDF, it’s crucial to test that it is built using accessible PDF design.

Testing Methods:

• Use built-in accessibility checkers in Adobe Acrobat or Microsoft Word.
• Run automated tests with accessibility tools like PAC (PDF Accessibility Checker).
• Conduct manual testing using screen readers to simulate real user experiences.

The Importance of Proactive PDF Accessibility

Designing PDFs with accessibility in mind from the beginning saves time, ensures compliance with legal standards, and enhances the user experience for individuals with disabilities. By implementing these best practices, organizations can create inclusive documents that are accessible to all users.

Accessible PDFs are not just about compliance—they demonstrate a commitment to inclusivity and equal access to information. Whether you’re designing educational materials, business reports, or government documents, prioritizing accessibility benefits everyone.

Remediating Inaccessible PDFs with Equidox

Not all PDFs are created to be accessible.  Sometimes it’s necessary to remediate them to ensure compliance. Equidox is a powerful tool for making PDFs accessible by automatically detecting and tagging document elements. It simplifies the remediation process, allowing users to quickly fix issues such as missing alt text, incorrect reading order, and untagged lists and tables. If your PDF isn’t fully accessible, Equidox’s AI-driven automation reduces manual effort while ensuring compliance with accessibility standards, making it an efficient solution for organizations looking to improve PDF accessibility. Check out this page to learn more about Equidox Software. 

Conclusion

By following these best practices, you can ensuring accessible PDF design for all users, regardless of their abilities. Incorporating proper structure, tagging, and readability elements will help create a more inclusive digital experience. Remember, accessibility should not be an afterthought—it should be an integral part of the document creation process.

Tammy Albee

Tammy Albee | Director of Marketing | Equidox Tammy joined Equidox after four years of experience working at the National Federation of the Blind. She firmly maintains that accessibility is about reaching everyone, regardless of ability, and boosting your market share in the process. "Nobody should be barred from accessing information. It's what drives our modern society."