This checklist will help you to make your PDFs accessible. It covers all the important aspects: from preparation, structure and content to the final check. Follow these steps to ensure that your PDFs are accessible to all users – with or without disabilities. Let’s go!
Checklist for accessible PDFs
Preparation:
☐ Check whether a PDF is necessary or whether a website or online form is more suitable.
☐ Create an accessible source document in Word, Google Docs or InDesign.
☐ When converting PDFs, use settings that preserve tags and accessibility formatting.
Document structure:
☐ Check whether the PDF is tagged. If not, perform an automatic tagging function.
☐ Make sure that all content is correctly labeled (headings, lists, paragraphs, tables).
☐ Check and correct the reading order so that it is logical and intuitive.
☐ Add bookmarks or a linked table of contents for documents with more than one page.
Images and graphics:
☐ Add alternative text (alt text) for all relevant graphics.
☐ Mark non-content-relevant elements as artifacts.
☐ Avoid font graphics. Offer text in diagrams as an alternative.
Text and colors:
☐ Create a safe color contrast: 4.5:1 for text under 18pt, 3:1 for larger text and graphic elements.
Avoid the exclusive use of color to convey information.
☐ Use meaningful text for links and headings.
Tables and forms:
☐ Structure complex tables using IDs for headings and data cells.
☐ Make forms fillable on screen and label all form elements.
☐ Create a logical sequence of the form elements.
Language and metadata:
☐ Set the correct document language.
☐ Mark foreign language sections accordingly.
☐ Store metadata (title, author) in the document properties.
☐ Use a self-explanatory file name.
☐ Set the document title to be displayed in the title bar of the Adobe Reader.
Security and compatibility:
Minimize security mechanisms. Allow access for assistive technologies.
☐ Avoid programmed content such as JavaScript.
Final exam:
☐ Test the entire document with a screen reader and using keyboard navigation.
☐ Run the Adobe Acrobat Accessibility Checker and fix any problems found.
