Published on
Creating accessible PDFs ensures that your content can be read, understood, and navigated by everyone—including individuals using screen readers or other assistive technologies. This checklist outlines essential steps to help you evaluate and enhance the accessibility of your PDF documents before sharing them.
1. Apply Semantic Tags
- Ensure the PDF is properly tagged with semantic elements like headings, paragraphs, lists, and tables.
- Use heading levels (H1–H6) sequentially without skipping levels.
- Utilize built-in styles in the source document to maintain structure during conversion.
2. Provide Alternative Text for Images
- Add concise, descriptive alt text to all meaningful images, charts, and graphics.
- Avoid phrases like “image of” or “graphic of” in alt text.
- Mark decorative images appropriately so they can be ignored by assistive technologies.
3. Ensure Logical Reading Order
- Verify that the reading order in the tags tree matches the visual presentation.
- Check the content pane to confirm the correct stacking order for reflow and screen reader navigation.
4. Maintain Adequate Color Contrast
- Use a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text (14 pt bold or 18 pt regular).
- Ensure graphical elements like icons and charts also meet the 3:1 contrast ratio.
- Avoid using color as the sole means of conveying information; supplement with text labels or patterns.
5. Tag Tables Correctly
- Use simple table structures with designated header rows and columns.
- Assign appropriate scope (row or column) to header cells.
- Avoid complex tables; if necessary, use cell IDs to associate headers with data cells.
6. Make Forms and Interactive Elements Accessible
- Ensure all form fields are tagged and have clear labels and tooltips.
- Set a logical tab order for navigating through form fields.
- Use descriptive link text for hyperlinks; avoid generic phrases like “click here.”
7. Include Essential Metadata
- Specify the document’s default language to aid screen readers.
- Set a meaningful title for the PDF and configure it to display in the document properties.
8. Conduct Comprehensive Testing
- Use automated tools to identify common accessibility issues.
- Perform manual testing to ensure proper reading order, tag accuracy, and overall usability.
- Test the PDF with assistive technologies like screen readers to validate accessibility.