PDF Accessibility – Standards, Checking and Creating Accessible Documents
PDF accessibility means that a document in PDF format is structured so that its content can be fully used by people with disabilities – in particular through screen readers and other assistive technologies. An accessible PDF contains tagged structural elements, headings, alternative texts for images and correctly marked-up tables.
Unlike websites, PDFs are often treated as static documents – yet for many organisations they represent a central channel for accessibility-relevant content: forms, reports, brochures, contracts. The creation of accessible PDFs ideally begins in the source file – in Word or InDesign – before the document is exported.
Under the European Accessibility Act (EAA), the obligation to comply with WCAG extends to downloadable documents offered via digital services. Anyone publishing PDFs on their website must ensure they meet WCAG 2.1 Level AA.
PDF Accessibility at a Glance
- Standard: PDF/UA (ISO 14289) as technical foundation, WCAG 2.1 AA as legal requirement
- Required elements: Tags, heading structure, alt texts, reading order, table markup
- Creation: Export accessibly from Word or InDesign – don't repair retroactively
- Checking tools: Adobe Acrobat Pro Checker, PAC 2024, axe PDF Checker
- Legal basis: EAA applies to PDFs offered for download via digital services
PDF/UA and WCAG: The Relevant Standards
Two central standards govern the accessibility of PDF documents: PDF/UA (ISO 14289) defines technical minimum requirements for universally accessible PDFs – it specifies how tags, reading order, language attributes and alternative texts must be correctly implemented. WCAG complements these technical requirements with content-level accessibility criteria.
For businesses subject to the EAA, WCAG 2.1 Level AA is the legally binding benchmark – including for PDFs. The point at which a PDF is embedded or offered for download on a website determines the scope: if the PDF forms part of a digital service, the obligation applies.
Creating Accessible PDFs: Step by Step
The most efficient path to an accessible document is correct creation in the source application. Retroactively repairing an unstructured PDF in Acrobat is time-consuming and error-prone. Working cleanly in Word or InDesign produces a largely accessible document upon export.
- Structure headings: Apply styles (H1–H6) in Word consistently – don't just bold text visually
- Add alternative texts: Every informative image needs a descriptive alternative text
- Mark up tables correctly: Define header rows, avoid nested tables for layout purposes
- Set document language: Define the language in the document properties dialog
- Export accessibly: In Word: Save As → PDF → enable "Accessibility and Tags" option
Checking PDFs for Accessibility
Checking a document for accessibility should combine automated and manual methods. Automated checkers identify structural errors – whether tags are present, whether headings are correctly marked up, whether all images carry alternative texts. Manual verification with a real screen reader reveals whether the content is actually read aloud in a meaningful way.
- Adobe Acrobat Pro: Built-in Accessibility Checker under Tools → Accessibility
- PAC 2024 (PDF Accessibility Checker): Free tool, checks PDF/UA and WCAG conformance
- axe PDF Checker: Browser-based tool for quick checking without installation
- Manual testing: Use NVDA or JAWS (Windows) or VoiceOver (Mac) to read the document
Common Errors in PDF Documents
Many PDFs fail on the same recurring errors. Documents are often saved as image-only PDFs – without machine-readable text. This makes the entire content invisible to screen readers. The second most common issue is missing tags: an untagged PDF has no semantic structure and cannot be meaningfully processed by assistive technologies.
- Image PDFs without text: Scanned documents without OCR are completely unreadable by screen readers
- Missing tags: Unstructured PDF without semantic markup
- Missing alternative texts: Images and graphics without descriptions
- Incorrect reading order: Multi-column layouts read aloud in the wrong sequence
- Insufficient contrast: Light text on light background not perceivable
SiteCockpit Solution
easyMonitoring: Check PDF Links for Accessibility
easyMonitoring automatically detects which pages on your website offer PDF documents for download and checks their integration for WCAG conformance. This gives you a clear overview of where non-accessible documents on your website create barriers for people with disabilities – so you can take targeted action.
Discover easyMonitoring →Frequently Asked Questions about PDF Accessibility
Do all PDFs on my website need to be accessible?
In principle yes, if your organisation is subject to the EAA. PDFs offered for download as part of digital services must comply with WCAG 2.1 Level AA. Exceptions may apply to documents published before the EAA's enforcement date that have not been updated.
Is it enough to repair a PDF retroactively in Adobe Acrobat?
For simple documents, yes – but for complex layouts with tables, multiple columns or many images, retrofitting in Acrobat is very time-consuming. Creating the document accessibly in the source application (Word, InDesign) from the start is far more efficient.
What is the difference between PDF/UA and WCAG for PDFs?
PDF/UA (ISO 14289) is a technical standard specific to PDF documents – it defines how tags, reading order and metadata must be correctly implemented. WCAG is a content-level standard for digital accessibility in general. For legal compliance under the EAA, WCAG 2.1 AA is the benchmark; PDF/UA provides the technical implementation framework.
How can I tell if a PDF is accessible?
A first indicator: can the text in the PDF be selected and copied? If not, it is an image PDF with no accessibility. For a complete check, PAC 2024 (free) or the Adobe Acrobat Accessibility Checker are recommended.
Check PDF Documents on Your Website
With easyMonitoring, you can keep track of which pages on your website contain non-accessible PDF documents – and get actionable guidance to achieve WCAG compliance.
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