Accessible PDF Documents: Accessible to Everyone
An accessible PDF is structured so that everyone can use the document, including screen reader users. With a clear structure, proper headings, and tagged elements, your PDFs meet the PDF/UA and WCAG standards. This page explains step-by-step how to create an accessible PDF and check it using the right tools so that every part of the document is accessible.
Key Takeaways at a Glance
Accessible PDFs Summarized
These four points summarize what defines an accessible PDF and how to create accessible documents.
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An accessible PDF is usable by everyone, including screen reader users
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The primary standard is PDF/UA, complemented by WCAG
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Essential factors include structure, headings, tagged elements, and alt text
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Built-in checkers in Microsoft Office, Figma, or Canva help during creation
Accessible PDF documents reach more people
Aligned with PDF/UA and WCAG standards
Accessible for screen readers and assistive technologies
Built-in checkers in Microsoft, Figma, and Canva check your document
What Is an Accessible PDF?
An accessible PDF is a document that everyone can read and use, regardless of impairments. For a screen reader to read out the content correctly, the document must be tagged: headings, paragraphs, lists, tables, and images are marked as elements and placed in a logical reading order. Only then are PDFs truly accessible.
The authoritative standard for accessible documents is PDF/UA, complemented by the Web Content Accessibility Guidelines (WCAG). Both standards describe the design requirements: clear structure, adequate contrast, meaningful alt texts for images, and a proper text layer. This makes accessibility in the document measurable and auditable.
Accessible PDFs are not only important for public sector entities. Businesses also provide invoices, forms, brochures, and contracts as PDF documents. If structure is missing at any point, screen reader users cannot access the document. The Accessibility Strengthening Act (BFSG) makes accessible content mandatory for many providers.
Four Pillars of an Accessible PDF
These four building blocks determine whether a document is accessible and fulfills PDF/UA and WCAG standards.
Structure and Headings
Headings and a logical structure enable navigation through the document, especially for screen reader users.
Tags and Elements
All elements such as paragraphs, lists, and tables are tagged so content is properly recognized and voiced.
Text and Alt Texts
A real text layer and meaningful alt texts for images make all content in the document accessible.
Reading Order and Contrast
A correct reading order and proper contrast ensure the PDF remains legible for everyone.
Creating and Auditing Accessible PDFs
Accessible documents are best created right from the start. When drafting a PDF, you should work with proper headings, clear structure, and alt texts in the source file. When exported as a PDF, these elements are preserved as tags, forming the basis of an accessible document.
The good news: Many common programs already include an accessibility checker. In Microsoft Office, the integrated accessibility checker audits Word and PowerPoint files before export; in Adobe Acrobat, you can test and fix finished PDFs; and Figma and Canva also offer features and plugins to test contrast, structure, and alt texts directly while designing. For strict auditing against the PDF/UA standard, you can also use a specialized checker like the free PDF Accessibility Checker (PAC).
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Create PDFs with proper headings and structure from the beginning
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Tag elements correctly and arrange them in the proper reading order
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Use built-in checkers in Microsoft Office, Figma, and Canva
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Conduct strict audits against the PDF/UA standard using a checker like PAC
Why Accessible Documents Matter for People
For many people, accessibility determines whether they can use a document at all. Those who are blind or visually impaired read a PDF using a screen reader. If the document is untagged, the content remains inaccessible. Accessible PDFs create real value and enable equal participation.
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Accessible PDFs are usable for people with screen readers
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Better readability and structure for all users
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Accessible documents mitigate legal risks
Good design also benefits everyone else: clear headings, strong contrast, and a clean layout make every document easier to understand. In any case: an accessible PDF is easier to read, search, and access for everyone.
Anyone providing numerous documents should embed accessibility firmly into the creation process and regularly double-check using a checker. This ensures every document stays accessible before a monitoring authority notices it.
Your Complete Solution
Five Steps to Accessibility
1. Initial Audit: Scan your website using our free Livecheck tool.
2. Set Up Monitoring: Enable easyMonitoring for automated WCAG 2.2 AA testing.
3. Implement Immediate Fixes: Integrate easyVision and generate missing alt text via easyAlt.
4. Broaden Access: Provide content in additional language variants using easyTranslate.
5. Generate Documentation: Create your official accessibility statement with easyStatement.
Our Products for Accessible Content
With SiteCockpit products, audit and improve your website's accessibility. A dedicated audit feature for PDF documents is currently in development.
easyVision
Personalized accessibility options such as visual contrast toggles, reading modes, and keyboard controls directly on your site.
easyMonitoring
Automated website auditing for digital barriers with clear, actionable recommendations.
easyStatement
Legally compliant accessibility statements, automatically generated and fully customizable.
easyAI
AI-powered assistance for web accessibility and automated content optimization.
easyAlt
Automated alternative text generation for images—fast, consistent, and WCAG-aligned.
easyTranslate
Accessible translations and simplified language options for your digital content.
Workshops
Practical training to master accessibility implementation within your existing workflow.
Webinars
Live sessions providing practical guidance, industry best practices, and live Q&A covering digital accessibility.
Standards and Requirements: PDF/UA and WCAG
Clear standards govern accessible documents. PDF/UA (ISO 14289) outlines requirements for accessible PDFs, while WCAG provides overarching criteria for digital content. Together, they define how headings, elements, text, and images must be structured for screen readers to convey the document properly.
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PDF/UA (ISO 14289) and WCAG as authoritative standards
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Proper tagging for headings, elements, text, and alt texts
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Auditing via built-in checkers in Microsoft, Figma, Canva, and PAC
Auditing is conducted using a PDF checker that tests documents against these standards and reports non-compliant points. Programs like Microsoft Office, Adobe Acrobat, Figma, and Canva already include native features for this, while a specialized checker like PAC is ideal for strict PDF/UA auditing. For your website's accessibility, SiteCockpit handles automated auditing today, and we are currently developing a dedicated PDF audit feature to be integrated directly into SiteCockpit in the future.
Flexible Packages and Pricing at a Glance
Unlock the full potential of digital accessibility with scalable packages tailored to your company.
Starter
- Website Widget
- 1 Domain
- Accessibility Statement
- 2500 Credits per month
- 1 User
- easyMonitoring
- easyALT (aut. Alt attributes)
Pro
- Everything from Starter +
- 2 Domains
- 10,000 Credits per month
- easyMonitoring
- 3 Users
- easyTranslate (Live-Translation)
- Integration service
Premium
- Everything from PRO +
- 5 Domains
- 30,000 Credits per month
- easyLanguage
- 10 Users
- Key-Account & Personal Onboarding
- Assistance with inspections by the authorities
Enterprise
- Individual requirements
- Key account support
- Manual audits and training courses
- Support with audits by authorities and with content-related issues through warnings (no legal advice)
- 99.9% SLA
** Note: Vouchers are non-transferable, not combinable with other discounts and can only be redeemed online. A cash payment is excluded.
Have questions? We are here to help.
Whether you need an initial consultation on accessible documents or concrete technical planning, our team is ready. Make your content accessible alongside a partner who understands your needs.
Frequently Asked Questions About Accessible PDF Documents
An accessible PDF is tagged and logically structured. Headings, paragraphs, lists, tables, and images are properly tagged as elements, backed by a real text layer, alt texts, and a logical reading order. This enables a screen reader to read the document out loud correctly.