A PDF can look perfect on your screen and still be difficult or impossible for someone else to use. If a screen reader cannot follow the reading order, a scanned page cannot be searched, or a chart has no explanation, the document creates friction where it should provide information. Learning how to create accessible PDFs helps more people read, search, print and complete your documents without unnecessary barriers.
Accessible PDFs are useful for course notes, client proposals, invoices, guides, menus, reports and downloadable forms. They also make documents easier to maintain, easier to find through search, and more practical on phones and assistive technology.
How to create accessible PDFs from the source file
The fastest route is to build accessibility into the original document before exporting it as a PDF. Fixing a finished PDF is possible, but it is often slower and less reliable, especially with long reports or design-heavy files.
Start with real text, not text placed inside an image. A reader should be able to select a sentence, copy it and search for it. If your starting file is a scan, run optical character recognition (OCR) first, then review the result carefully. OCR can mistake names, dates, prices and symbols, so do not assume it is accurate simply because the page now appears searchable.
Use the document editor’s built-in heading styles rather than making headings look larger or bold by hand. A proper Heading 1, Heading 2 and Heading 3 structure gives screen-reader users a way to move around the document quickly. It also keeps the layout consistent when you update the file later.
Keep the heading order logical. A document title should normally be Heading 1, major sections should be Heading 2, and smaller sections beneath them should be Heading 3. Do not skip from Heading 1 straight to Heading 4 just because a style looks right. Change the visual styling of the heading if needed, but keep the structure sensible.
Make the content easy to read
Accessibility is not only about screen readers. It also affects people with low vision, dyslexia, colour-vision differences, temporary injuries and small mobile screens. Clear content benefits everyone who needs an answer quickly.
Choose a legible font and avoid very small text. Body text around 11 to 12 points is usually a practical starting point for standard documents, although the right size depends on the font and page layout. Leave enough spacing between lines and paragraphs so dense pages do not become tiring to read.
Use strong contrast between text and its background. Pale grey text on white may look clean, but it can disappear for many readers. Avoid relying on colour alone to communicate meaning. For example, do not write “items marked in red are urgent” without adding a label such as “Urgent” or an icon with text.
Plain language matters too. Use short paragraphs, descriptive headings and direct instructions. If a form needs a date in a certain format, say so beside the field. If a button downloads a document, label it “Download the application form” rather than “Click here”.
Write useful alternative text for images
Alternative text, often called alt text, describes the purpose of an image for people who cannot see it. Good alt text is brief and specific. An image of a shop dashboard showing monthly sales could be described as: “Sales dashboard showing a 14% increase in August.”
Do not begin every description with “image of” or “picture of”. The screen reader already identifies it as an image. Focus on the information the image adds. If the image is decorative and contributes no meaning, mark it as decorative where your software allows it.
Charts, diagrams and infographics need more than a one-line label when they contain important data. Provide a short summary in the alt text and include the key figures, trend or conclusion in nearby body text. A reader should not need to see the chart to understand the decision it supports.
Build tables that can be understood
Use tables for data, not for arranging a page into columns. Layout tables frequently create confusing reading orders when exported to PDF.
For a genuine data table, identify a header row and keep the structure simple. Avoid merged cells where possible, as they make navigation harder. If a table is wide or complicated, consider splitting it into smaller tables or presenting the most important figures in prose before the table.
Set the correct reading order and document details
A screen reader does not interpret a page by looking at the visual layout. It follows the PDF’s tags and reading order. If a two-column leaflet is tagged incorrectly, the reader may jump from the first line in the left column to the first line in the right column, making the content sound scrambled.
When exporting, choose a tagged or accessible PDF option if your software provides one. Then inspect the reading order in a PDF accessibility tool. Check that the title, headings, paragraphs, lists, images, tables and footer elements are read in a natural sequence.
Set the document title in the file properties. This is the name many users will hear first in a screen reader, so “September 2026 Community Grant Guide” is far more useful than “final_v7_new.pdf”. Also set the primary language correctly, such as English (United Kingdom), so assistive technology uses suitable pronunciation rules.
If your PDF contains a table of contents, make its entries clickable. Bookmarks are also helpful for documents with several sections, such as handbooks, policies or long reports. They give keyboard and screen-reader users a quick way to move through the file.
Create accessible forms, not just fillable boxes
A fillable PDF should let users complete every field with a keyboard alone. Each form field needs a clear label, sensible tab order and instructions that do not depend only on colour or position.
For example, instead of placing “required fields are in blue” at the top of a form, identify required fields in each label: “Email address (required)”. Give each field a meaningful name behind the scenes as well. “First name” is clear; “Text1” is not.
Check radio buttons, tick boxes and drop-down menus individually. They should announce what they are, what options are available and whether they are selected. If the form includes a submit button, make sure its label states the action clearly.
Be careful when compressing, merging or editing PDFs
PDF tools are useful when you need to reduce a large file, rotate pages, split a document or merge several files. However, accessibility can be affected by these changes. Some tools preserve tags, bookmarks and form fields well; others may remove or damage them.
Before sharing a revised PDF, check whether the document still has searchable text, proper tags, links, bookmarks and usable form fields. This matters most when merging files created by different people or exporting pages from several systems. A smaller file is helpful, but not if it loses the structure people need to read it.
If you offer downloadable PDFs on a website, give the file a descriptive name and keep the download size reasonable. For very long or frequently updated information, consider whether an accessible web page may serve readers better than a PDF. PDFs work well for fixed layouts, printing and formal documents. Web pages are usually easier to navigate on a phone and simpler to update.
Test the PDF before you publish it
An automated accessibility checker is a good first check, not a final guarantee. It can identify missing titles, untagged images, contrast issues and other common faults. It cannot always tell whether your alt text is useful, your heading order makes sense or your reading order is genuinely understandable.
Use both an accessibility checker and a quick manual test. Try selecting and copying text from several pages. Search for a word you know appears in the document. Navigate through headings and bookmarks. Use the Tab key to move through forms and links. If possible, listen to part of the document using a screen reader or text-to-speech tool.
Pay extra attention after making last-minute design changes. A logo moved into a header, a new call-out box or a replacement chart can alter the reading order without looking wrong on the page.
Accessible PDFs do not need to be plain or dull. They need to be structured, readable and tested with real use in mind. Build those checks into your normal export process, and every new document becomes faster to publish and easier for more people to use.