Breaking Down ADA Compliance: Ensuring PDF Accessibility in 2025

Imagine trying to read a book with blurry text or a language you don’t understand. Frustrating, right? Now, picture that experience every time you try to access important information online. That’s the reality for many people with disabilities when digital documents aren’t accessible. This is where ADA compliance comes in. The Americans with Disabilities Act was created to ensure that people with disabilities have equal access to services and opportunities. As more businesses go online, following ADA guidelines has become important, especially for digital documents like PDFs.

PDFs are commonly used to share information, such as reports, forms, brochures, and manuals. However, many PDFs are not designed with accessibility in mind. This means that people with disabilities may have difficulty reading or understanding the content.

As more people learn about these issues, many organizations are realizing the need to follow ADA rules in their digital content. In fact, it is a legal requirement in many cases.

In this detailed post, we will look at what ADA compliance is. We will also discuss why it matters, the challenges involved, and key considerations around PDF accessibility. Lastly, we will discuss the tools that help users create accessible PDF documents.

What Is ADA Compliance and Why Does It Matter?

ADA compliance refers to following the law that ensures people with disabilities have equal access to public spaces, services, and information. This means that websites and online content must be accessible to everyone. ADA 508 compliance matters since it removes digital barriers by requiring organizations to follow specific guidelines. By making information and services easy to use, everyone can benefit irrespective of their abilities. However, not following ADA compliance regulations can lead to penalties, such as fines or legal action. Organizations may get sued by individuals or groups that support disability rights. They may also face fines, which may vary based on how serious the violation is. Furthermore, non-compliance can damage a company’s reputation, leading to the loss of customers and trust in the community.

5 Common PDF Accessibility Issues

Here’s a list of the most common challenges in PDF accessibility that users face.

1. Incorrect Reading Order

Incorrect reading order is a significant challenge in PDF accessibility. If the reading order is not set properly, the content may be presented in a confusing way. This makes it hard for users relying on screen readers to follow the document logically. To avoid this problem, it is important to set a clear reading order during creation. This means making sure that tags are arranged correctly so that screen readers read the information in a logical order. Regular testing with assistive technologies can help find and fix any reading order issues.

2. Improper or Missing Tags

Another common challenge is improper or missing tags in PDFs. Tags are important since they help assistive technologies understand the structure and meaning of the content in a document. Without proper tags, users may find it hard to move through headings, lists, and images. Proper tagging ensures that all elements of a PDF are correctly identified and navigable. Organizations must pay attention to tagging when creating or editing PDFs to provide a smooth experience for all users. Regular checks and updates are necessary to maintain accessibility standards.

3. Missing Alternative Text (or Alt Text) for Images

Images without alternative text (alt text) create another barrier in PDF accessibility. Alt text gives descriptions of images so that users with vision problems can understand what they mean. When alt text is missing, users may miss important information from images. It is crucial to include meaningful alt text for every image in a PDF, describing what the image represents and why it matters. This practice ensures that all users can engage with visual elements in a document. Organizations should train staff on how to write effective alt text and incorporate it into their PDF creation process.

4. Complex Tables and Forms

Complex tables and forms create significant challenges for PDF accessibility as well. Tables need careful tagging so that each cell connects properly to its headers; otherwise, users may find it hard to understand the information presented. If tables are not structured correctly, they can become confusing and meaningless when read by assistive technologies. Similarly, forms must have interactive fields with clear labels so that users know what information is required from them. Without these elements in place, tables may render as just a jumble of words without context, making data interpretation impossible for many users. Organizations should prioritize proper tagging and labeling when creating tables and forms in PDFs to enhance accessibility.

5. Scanned Documents

Scanned documents pose unique challenges for PDF accessibility because they often consist of images rather than actual text files. Since screen readers cannot read image files directly, this creates barriers for people who rely on assistive technologies to read documents. To address this issue, organizations should try not to rely only on scanned documents. Instead, they should create PDFs from accessible source files whenever they can be made digitally from word processors or other software applications.

ADA Compliance Checklist for Creating an Easy-to-Access PDF

Wondering how to make a pdf accessible? Listed below are the key elements to consider for better PDF accessibility.

I) Use a Clear Heading Structure

Use proper heading tags to create a logical reading structure of your PDF. For example, use an H1 tag for the main title and an H2 tag for the subheadings. This helps screen readers move through the document easily. Make sure not to skip heading levels from H1 to H3 without using H2. A clear heading structure improves readability for everyone and allows users to quickly find the information they need.

II) Tag Tables and Forms Properly

If your PDF has tables or forms, make sure they are tagged correctly for accessibility. For tables, define headers for rows and columns so that screen readers can read the data accurately. Avoid using complex nested tables because they can confuse assistive technology. For forms, label each field clearly so users know what information is needed. This tagging helps users navigate through tables and fill out forms easily. Properly tagged tables and forms improve user experience and ensure compliance with the ADA standards.

III) Choose Colors That Contrast Well

Color contrast helps make text easier to read for users with vision problems. Make sure there is visible contrast between text and background colors. A minimum contrast ratio of 4.5:1 is ideal for body text. Avoid using color alone to share important information; always include text or symbols as additional context. You can use online tools to check color contrast ratios before finishing your PDF. Good color contrast makes your document more accessible and improves overall readability.

IV) Use More Readable Fonts and Formatting

Choose fonts that are easy to read and set them at a minimum size of 12 points for body text. Fonts like Arial or Verdana are often preferred for their clarity. Avoid using fancy fonts that are hard to read or create confusion. Furthermore, keep consistent formatting throughout the document by using bullet points and numbered lists where needed. Easy-to-read fonts and clear formatting help ensure that all users can understand your content easily.

V) Set File Properties

Add important metadata to your PDF, like the document title and author. This helps assistive technologies identify and announce the document correctly when opened. Set the language for the document correctly so screen readers can read the text out loud without mistakes. To set these properties, go to File > Properties in your PDF editor and fill in the necessary fields. Proper file properties improve accessibility for users relying on assistive technology.

VI) Include Alternative Text

Add alt text to images, charts, and other non-text elements for PDF accessibility. It provides a clear and short description of what is shown in the image. This allows visually impaired users to understand its meaning through screen readers. For decorative images that do not add meaning, you may mark them as decorative so that screen readers can skip them. This practice ensures that visually impaired users receive essential information conveyed through images.

VII) Specify Hyperlinks

When including hyperlinks in your PDF, make sure each link has descriptive text that clearly indicates where it leads. Avoid generic phrases like “click here.” Instead, use meaningful descriptions like “Visit our website for more information.” This practice helps users understand what to expect when they click a link, especially those using screen readers who may not see the context visually. Clear link descriptions improve navigation and enhance overall accessibility.

VIII) Make Forms Accessible

If your PDF includes forms, make sure all form fields are labeled correctly. Users should be able to move through form fields using a keyboard. Provide clear and simple messages if they fill out something wrong in the form.

IX) Ensure Keyboard Navigability

Make sure your entire PDF can be navigated using a keyboard. This includes adding bookmarks for longer documents so users can jump to specific sections easily. Ensure there is a logical reading order so screen readers can present content in a way that makes sense.

7 Tools to Create PDF Documents That Follow ADA Guidelines

These tools help users create accessible PDF documents that strictly follow ADA requirements.

1. Adobe Acrobat Pro DC

It is a widely used tool for creating and editing PDFs. It allows users to add tags, descriptions, and form fields to ensure accessibility. The software includes features that help check and fix accessibility issues, making it easier to create compliant documents.

Benefits:

• Easy-to-add accessibility features like tags and descriptions
• Built-in accessibility checker to identify issues
• Supports creating fillable forms
• User-friendly interface for document editing
• Trusted by many organizations for PDF management

2. Abledocs

Abledocs helps users create accessible documents from scratch and can also scan existing PDFs for accessibility problems. It provides solutions to ensure compliance with ADA standards, making it a valuable tool for organizations.

Benefits:

• Scans existing documents for accessibility issues
• Provides clear guidance on fixing problems
• Supports batch processing for multiple documents
• Helps create new compliant documents easily
• Intuitive interface for quick navigation

3. Equidox

Equidox offers automated solutions for making PDFs accessible. It uses AI to tag elements in PDFs, ensuring compliance with WCAG, ADA, and Section 508 standards. This tool is suitable for both high-volume and individual document remediation.

Benefits:

• Saves time on manual tasks with automated tagging
• Quickly processes high-volume documents
• Easy to use with minimal training required
• 100% compliance with major accessibility standards
• Reduces risk of digital accessibility lawsuits

4. Foxit

Foxit is a PDF solution that helps organizations manage their documents while ensuring they are accessible. It offers features specifically designed to meet ADA compliance requirements.

Benefits:

• Provides tools tailored for large organizations
• Helps avoid compliance risks with regular updates
• User-friendly interface suitable for all skill levels
• Supports batch processing of multiple documents
• Trusted by major companies across various industries

5. CommonLook

CommonLook provides software and services to help organizations achieve PDF accessibility compliance. It offers tools that guide users through the process of creating accessible documents according to various standards.

Benefits:

• Comprehensive guidance on achieving compliance
• Supports multiple accessibility standards
• Offers professional services for complex needs
• User-friendly tools for document creation
• Helps improve overall document quality

6. pdfGoHTML

pdfGoHTML is a free plug-in that converts tagged PDFs into HTML, making them accessible online. This tool is useful for users who want to provide flexible reading experiences for those with disabilities.

Benefits:

• Seamlessly converts PDFs into HTML format easily
• Allows users to view tagging structure clearly
• Supports ISO PDF/UA standard for universal access
• Ideal for improving readability for diverse audiences

7. axesPDF QuickFix

axesPDF QuickFix is designed to quickly check and fix accessibility issues in PDF documents. It simplifies the process of making PDFs to comply with standards like PDF/UA and WCAG.

Benefits:

• Rapid identification of accessibility issues
• One-click fixes for common problems
• Saves time during the remediation process
• User-friendly interface for easy navigation
• Suitable for both individuals and organizations

Summing Up

As we move ahead in a digital world, it is crucial for organizations to prioritize making PDFs accessible to follow ADA guidelines. By doing so, they can create a more welcoming space for all users. This reduces the risk of legal issues and builds a positive reputation. If you also want to make your documents accessible to all, you may seek help from a reliable document accessibility partner.