Choose the format intentionally
HTML is often easier to adapt to small screens, enlargement, and assistive technology. Use PDF when a document format is appropriate, and create an accessible source before export.
A searchable PDF is not automatically accessible. Searchable text, correct tags, meaningful reading order, and usable interaction are different checks.
Build meaningful structure
- Tag headings, paragraphs, lists, links, tables, and figures appropriately.
- Set a descriptive document title and the document language.
- Check reading order, especially in columns and sidebars.
- Provide appropriate alternatives for meaningful images.
- Identify table headers and associations.
- Mark decorative content as artifacts rather than reading it as meaningful content.
Handle scans and complex layouts
Use optical character recognition for scanned text, then check its accuracy. OCR can misread names, numbers, and symbols. It does not automatically create a correct document structure.
Review footnotes, diagrams, charts, equations, and multi-column pages manually. Provide understandable explanations or appropriate accessible representations for complex information.
Make forms and navigation usable
Give form fields meaningful labels and instructions. Check keyboard operation, logical tab order, validation messages, and any signature or submission process. Use descriptive links and helpful bookmarks in longer documents.
A practical remediation workflow
- Start with the editable source when available; fix the template so future documents improve too.
- Export with document structure and accessibility information enabled.
- Inspect tags and reading order in the resulting PDF.
- Run an appropriate checker and review its warnings.
- Manually check alternatives, language, tables, links, and forms.
- Read and complete representative tasks with assistive technology.
- Recheck the file after every material revision.
Official guidance: PDF authoring, testing, and remediation resources
WCAG and PDF/UA
WCAG addresses accessibility outcomes. PDF/UA addresses technical requirements for accessible PDF files. When PDF/UA is required, identify the applicable version and test it along with relevant WCAG and legal requirements. A validator result alone cannot establish that descriptions and reading order make sense.