Accessible PDF: Designing documents that don't exclude

PDF are one of the most widely used tools for sharing information: forms, tenders, reports, programs, informational materials. Yet, they are also one of the most widespread digital barriers.

Many PDF that we find online:

• cannot be read by a screen reader

• they have a confusing reading order

• they do not allow keyboard compilation

• require alternative solutions (emails, phone calls, support requests)

The problem is not the PDF format. The problem is how it is designed .

Making a PDF accessible means ensuring that information is truly available to all people , regardless of how they access digital content.

When a PDF becomes a barrier

A PDF can appear “well done” from a graphic point of view and at the same time be unusable for those who:

• use a screen reader

• navigate only from the keyboard

• has cognitive or reading difficulties

• use assistive technologies on mobile devices

In these cases, the document is not only inconvenient: it excludes .

PDF accessibility is not a technical detail, but a question of the right to information and the quality of the digital experience.

What makes a PDF accessible

An accessible PDF is a document that:

• has a logical and recognizable structure

• communicates the meaning of the content, not just the look

• can be read, navigated and filled out without a mouse

• it does not require alternative solutions to be understood

In other words, it's a PDF that works for more people , not just those who can see and use a mouse.

Accessibility doesn't start with PDF

One of the most common mistakes is to think that accessibility is “fixed” eventually. In reality, the accessibility of a PDF starts much earlier , in the source document.

Whether you're working with Word, Google Docs, or InDesign, it's essential to:

• use real title styles

• structure paragraphs and lists correctly

• avoid layouts built only with spaces or tabs

• maintain a clear hierarchy of content

A messy document at its core almost always results in an inaccessible PDF.

Export: an often underestimated step

Many PDFs become inaccessible when exported.

It happens when:

• structure tags are not included

• the text is “flattened”

• the document is saved as an image

A PDF without structure is like a web page without semantic HTML: the information is there, but it cannot be interpreted by assistive technologies.

Structure and tags: what gives meaning to the document

Tags are the equivalent of headings, paragraphs, and lists on a web page.

They are used to:

• indicate which parts are titles

• distinguish blocks of text

• allow navigation by sections

• give a hierarchy to the contents

When tags are missing or incorrect:

• the screen reader reads everything as a blur

• the document becomes difficult, if not impossible, to use

Structure is not a technical detail: it is what makes the content understandable .

Reading order: seeing is not enough

A PDF can be visually tidy and yet have a completely wrong reading order.

It's a common problem in documents:

• multi-column

• with side boxes

• with notes, headings or repeating elements

The screen reader follows the logical order, not the visual one . If the order is incorrect, the meaning of the content is lost.

Checking and adjusting the reading order is one of the most important steps in ensuring an accessible experience.

Images: when they add value

Images can be essential to understanding content, or purely decorative.

This is why it is important:

• provide alternative text for images that convey information

• exclude decorative ones from reading

A good alternative text:

• explains what you need to know about the image

• it is consistent with the context

• avoid unnecessarily aesthetic descriptions

A PDF full of images without text alternatives leaves out some of the information .

Tables: data yes, layout no

Tables are accessible only if:

• have clear headers

• maintain understandable relationships between rows and columns

• they are not used for “layout”

When a table is too complex or used only for layout, it becomes a barrier. In these cases, rethinking the content is often the most inclusive option.

PDF Forms: Accessibility of Action, Not Just Reading

An accessible form allows people to:

• move between fields with the keyboard

• understand what to put and where

• receive clear error messages

Many PDF forms fail because:

• the fields don't have real labels

• the order of compilation is random

• the meaning of the fields is only visual

A form that cannot be filled out independently is not really a service .

Testing means putting yourself in the shoes of those who use it

Automatic checks are helpful, but they don't tell the whole story.

A PDF can be “formally correct” and at the same time:

• difficult to navigate

• difficult to understand

• frustrating to use

Testing means really trying:

• linear reading

• keyboard navigation

• the overall clarity of the content

Accessibility isn't just compliance: it's experience .

Accessible PDFs as an inclusion option

Every PDF published online communicates something, not only in its content, but also in the choices that generated it.

An accessible PDF says:

• “This information is for everyone”

• “we don't take for granted how you access content”

• “Inclusion is part of quality”

Accessibility doesn't stop at web pages.

If content is important, it must be important to everyone .