If you’re working on making your website more accessible, it’s important not to overlook your downloadable content. That includes PDFs, Word documents, Excel spreadsheets, PowerPoint presentations—anything a visitor can click to view or download. These files need to meet ADA compliance standards as well. But how do you know whether or not your documents are compliant?
An ADA-compliant PDF is one that has been structured so that assistive technologies, such as screen readers or text-to-speech tools, can read it properly. This means the document follows accessibility guidelines like the Web Content Accessibility Guidelines WCAG 2.2, which became a recommended standard in 2023.
PDFs are everywhere. They’re used for invoices, job applications, school forms, brochures, digital statements, and more. But for someone who’s blind or visually impaired, a poorly structured PDF can be impossible to navigate. Instead of reading visually, these users rely on screen readers, braille displays, or other assistive tools to make sense of the document. If the file isn’t tagged correctly or lacks proper structure, none of that content is accessible.
Roughly 15% of the global population lives with some form of disability, and that number continues to grow. As more people age into vision loss or rely on assistive technology, accessible digital content is no longer an optional feature; it’s essential.
How do I tell if my PDFs are ADA-compliant?
A PDF might look perfectly fine to someone with normal vision, but that doesn’t mean it’s accessible. Accessibility goes beyond what’s visible; it depends on how the document is coded. If your PDF isn’t structured properly, people using screen readers or other assistive technologies won’t be able to read it. And that can open your organization up to potential ADA-related lawsuits.
Here are some common issues that make a PDF non-compliant:
- Missing or incomplete metadata. Your document should include key metadata like title, author, subject, and keywords. These help define the purpose of the document and make it easier to navigate for users with assistive tools.
- No tags. If your PDF isn’t tagged, it’s not accessible. Tags are what allow screen readers to recognize different elements on the page, like paragraphs, headings, and lists. Without them, the content becomes unreadable to assistive tech.
- Incorrect tag structure. Even if your document has tags, they need to be in the right order. If the reading sequence isn’t clearly defined or headings aren’t used properly, the document can still be confusing for screen reader users.
- Images without alt text. If an image has no alternative text, screen readers can only announce that a graphic is present, without any context. Adding meaningful alt text helps convey the purpose of the image to users who can’t view it.
- No bookmarks. In documents longer than nine pages, bookmarks improve navigation. Ideally, your bookmarks should match the structure of your headings so users can jump to different sections easily.
- Image-only PDFs. If your PDF is just a scanned image, none of the text is readable by assistive technologies. To fix this, you’ll need to run Optical Character Recognition (OCR) to convert the image into searchable and selectable text.
- Missing or incorrect table headers. Data tables must have clearly defined row and column headers. If these are missing or incorrectly tagged, screen readers won’t know how to interpret the table’s structure.
How can I check the accessibility of my documents?
There are several tools available to help you check whether your PDF documents meet ADA compliance standards. One easy and free tool is PAVE (PDF Accessibility Evaluation Engine). Just upload your PDF, and PAVE will scan it for common accessibility issues. Better yet, it lets you fix many of those issues right inside your browser before downloading a more accessible version of the file. Keep in mind, though, that PAVE has limitations. For more advanced fixes, like tagging complex tables or correcting reading order, you’ll still need a tool like Adobe Acrobat Pro.
If you’re using Adobe Acrobat Pro, one of the most reliable options is the “Prepare for Accessibility” tool, found in the Tools panel. This gives you the option to tag your PDF if it hasn’t already been tagged. From there, Acrobat Pro includes a built-in accessibility checker that walks you through potential issues.
To run a full accessibility check in Acrobat Pro (2024 or newer):
- Open the Accessibility tool from the Tools menu by clicking “Prepare for Accessibility.”
- Click “Check for Accessibility” or “Full Check”, depending on your version.
- In the Accessibility Checker dialog box, check “Create Accessibility Report” and “Attach report to document” if you want to keep a copy of the results with your file.
- Choose which accessibility elements you’d like to evaluate under Checking Options.
- Click “Start Checking”. Acrobat will generate a detailed report and mark any issues directly within your document.
What makes a PDF compliant with accessibility checkers?
To meet accessibility standards, a PDF must pass several important checks, most of which extend beyond what is visible on the page. First, screen readers and accessibility checkers examine how the document is built. That means checking for things like properly structured lists, well-formed tables, working links, and tags that actually contain content. If something is missing or not labeled clearly, users with assistive technology will encounter roadblocks.
Next comes the standards check. Your document will be tested against accessibility guidelines WCAG 2.2, as well as PDF/UA (PDF/Universal Accessibility). Some agencies may also require compliance with other standards, such as those outlined in HHS 2018 (issued by the U.S. Department of Health and Human Services). These checks ensure that your PDF works well with screen readers and other tools, providing a more accessible experience for all readers, especially those who rely on assistive technology.
Is there anything I can test by myself?
Yes! There are plenty of things you can check on your own to start improving PDF accessibility. You can start by asking yourself the following questions:
Does my document contain text? If your PDF was scanned or created from an image, it needs to be converted to actual text so screen readers can access it. To check and convert it:
- In Adobe Acrobat Pro, Go to Tools > Scan & OCR > Recognize Text
- Select In This File, then click Recognize Text
- If Acrobat doesn’t detect text, it’ll prompt you to run OCR.
Is my document tagged? Tags are the foundation for making a PDF readable by assistive technologies. They tell screen readers how to interpret structure, like headings, lists, and paragraphs.
In Acrobat Pro, the easiest way to check this is by opening the Prepare for Accessibility panel and selecting “Check for accessibility.” This will run a full scan and let you know if the document is missing tags. If it is, simply click “Automatically tag PDF” from the same panel to add them.
Is the reading order correct? Screen readers follow the content order defined in your PDF. In Acrobat Pro, here’s how to check it:
- Go to Prepare for Accessibility > Fix Reading Order.
- A Reading Order tool will pop up. You’ll see numbered gray boxes over your content, showing the current reading flow.
- If there are no boxes, your PDF is likely untagged. Use “Automatically Tag PDF” in the left panel first.
- In the popup, make sure “Show page content groups” is selected.
- To adjust the reading order, use the “Show Order Panel” button at the bottom right of the tool. You can manually rearrange the order from there.This tool also lets you re-tag sections (e.g., Headings, Paragraphs, Figures) using the options inside the popup.
Do my images have alt text? Images in your PDF need a short description so users with visual impairments can understand their purpose.
- Go to Tools > Prepare for Accessibility
- Select “Add Alternate Text“
- Acrobat will scan the document and open a dialog box where you can review and add alt text for each image
Does my document have tables? If yes, use the Table Inspector. This can be found within the Reading Order tool described in step 3.
For Acrobat Pro Users
If you’re working in Acrobat Pro, the “Use Setup Assistant” action is a great way to walk through the core steps of PDF accessibility, especially if you’re not sure where to start. This built-in tool guides you through key tasks like adding a title, tagging the document, setting the reading order, and checking for common accessibility issues.
To get started:
- Open Acrobat and go to Tools > Prepare for Accessibility.
- Select Use Setup Assistant (this replaces the old Action Wizard in newer versions).
Follow the step-by-step prompts to make your document accessible.
This tool doesn’t fix everything, but it covers a lot of ground quickly. It’s especially helpful if you’re reviewing a large batch of documents or want a quick way to confirm that nothing major has been missed. For anything the Setup Assistant doesn’t catch, you can still run a full accessibility check using Check for Accessibility in the same panel.
In Summary
Most PDFs won’t pass an accessibility check the first time, and that’s okay. The important part is knowing what to fix and how to fix it. Some issues you can handle on your own using tools like Acrobat Pro, but if you’re working with a large volume of documents or more complex layouts, it might be time to bring in extra help.
At White Whale Web, we specialize in ADA compliance for both websites and documents. If your PDFs need work, reach out to us today. We’re here to help you get them up to standard and ready for everyone to use.