Accessibility

Accessible Documents: PDFs everyone can truly read

01 June 2026Zensations

Many companies have audited their websites but forgotten about their documents. Annual reports, forms, and price lists are often provided as unreadable PDFs.

Why PDFs so often fail

A PDF primarily stores appearance, not meaning. Without tags, a screen reader doesn’t know what is a heading, table, or caption. Scanned pages are even completely empty for text-to-speech software.

The solution begins in the source document. Those who work with real styles in Word or InDesign will later export a largely correct PDF.

The essential points

We check these points in every document:

Document title and language set
Heading levels in logical order
Alternative text for all informative images
Tables with headers instead of drawn grids
Reading order checked and form fields labelled

HTML instead of PDF, wherever possible

For information that needs to stay current, a website is almost always the better choice. It is searchable, mobile-friendly, easier to maintain, and also read by AI systems. A PDF is suitable for documents that are to be printed or archived.

A realistic workflow

Create a list of all documents that customers download. Sort by download count. Process the first twenty documents and create a template so that new files are created correctly from the outset.

A document is only truly finished when it can also be read aloud.

Why is document accessibility so important for businesses?

Document accessibility is not only a matter of ethics but also of economic sense and legal obligation. Companies that make their documents accessible significantly expand their customer base and improve their brand image. They also avoid legal risks and create a more inclusive working environment. In Austria, there are clear guidelines, for example, from the Federal Disability Equality Act.

What are the legal requirements in Austria and the DACH region?

In Austria, the Federal Disability Equality Act (Bundes-Behindertengleichstellungsgesetz, BGStG) obliges public bodies to ensure accessibility and protects people with disabilities from discrimination. Private companies are also affected, especially if they offer services to the public. Germany has the Act on Strengthening Accessibility (Barrierefreiheitsstärkungsgesetz, BFSG) and the Disability Equality Act (Behindertengleichstellungsgesetz, BGG). In Switzerland, the Disability Equality Act (Behindertengleichstellungsgesetz, BehiG) regulates similar requirements. The EU Directive 2016/2102 (Web Accessibility Directive) sets the framework for digital accessibility in Europe, which is extended by the European Accessibility Act (EAA) and must be transposed into national law by 2025.

These laws often refer to the Web Content Accessibility Guidelines (WCAG) of the W3C, which are also an important reference for PDF/UA. A WCAG audit, as described in our article Preparing for a WCAG Audit: The Practical Roadmap for Teams, is therefore also a sensible measure for quality assurance of PDF documents. Companies such as the City of Vienna or ÖBB have already launched extensive programmes for the accessibility of their digital offerings, which shows how seriously the issue is taken. The aim is for digital content to be accessible to all people, regardless of physical or technical limitations. This applies not only to websites but also to the often-overlooked PDFs.

The most common pitfalls in accessible PDFs and how to avoid them

The list of pitfalls when creating accessible PDFs is long. Many errors occur during export from the source programme, others due to a lack of knowledge about the requirements of screen readers and other assistive technologies. A systematic approach is crucial.

Which errors occur most frequently?

The most common errors often begin with untagged PDFs, missing alternative text for images, or an illogical heading structure. Scanned documents without OCR are completely unreadable for screen readers. Tables without defined headers or lists that only appear as such visually also pose major barriers. Another source of error is unlabeled form fields or an undefined reading order that distorts the meaning of the document.

A practical example: A medium-sized company in the renewable energy sector in Upper Austria provided its technical product data sheets as PDFs for download. These were exported directly from CAD software, contained no tags, lacked alternative text, and the reading order was chaotic. A visually impaired interested party could not grasp the technical specifications, which not only cost a potential customer but also damaged the company's image.

How can these errors be avoided? A checklist for the workflow

Avoiding these errors requires a structured workflow that considers accessibility from the outset. Here is an extended checklist for your team:

Optimise document setup:
- Set title and language in the document (File > Properties in Acrobat or Word).
- Embed readable fonts (minimum 12pt base font, clear fonts).
- Use high-contrast colour combinations (WCAG minimum requirements).
- Design layout with sufficient white space.
Structure and semantics in the source document:
- Always use real styles for headings (H1, H2, H3 etc.) and apply them hierarchically correctly.
- Create lists exclusively with software bullet points or numbering, not manually.
- Build tables correctly: define headers, not just draw lines. Simplify complex tables if necessary or describe them additionally in text.
- Images and graphics: All informative images require concise alternative text (max. 150 characters). Mark decorative images as such so they can be ignored.
- Formulate links meaningfully, not just "click here".
Interactive elements and multimedia:
- Label form fields and define a logical tab order.
- Provide multimedia content (videos, audio) with transcripts or captions.
Export and post-processing in PDF:
- When exporting from Word or InDesign, activate the "accessible PDF" or "with tags" option.
- In Acrobat Pro: Check and correct the tag tree (add tags, adjust reading order).
- Mark language changes within the text if different languages occur.
- Maintain metadata such as author and keywords.
Quality assurance:
- Use automated testing tools (e.g., Acrobat Accessibility Checker).
- Always perform a manual check with a screen reader. The involvement of people with actual screen reader experience is invaluable here.

For a deeper look at how to plan content for accessibility in general, I recommend our article Accessible Content: Planning Texts, Media and Downloads Correctly.

Realistic strategies for converting existing documents

Converting a large existing document inventory to accessibility can seem overwhelming. A strategic approach is therefore essential to manage the effort and leverage the biggest impacts first.

Prioritisation: Which documents should be made accessible first?

Start with the documents that have the widest reach or greatest relevance. These could be frequently downloaded forms, business reports, price lists, or important customer information. Analyse your website statistics to identify the top 20 or top 50 most used downloads. These documents have the greatest impact on your users and should be revised first. Also, consider legally relevant documents such as terms and conditions or privacy policies. Prioritisation by download numbers is a pragmatic approach that delivers visible results quickly. An insurance company from Styria, for example, halved its effort using this method by making only the most frequently downloaded policies and claim forms accessible in an initial step.

A realistic timeline and cost plan for SMEs

Converting to accessibility requires investment in time and, if necessary, external service providers. For an SME with, for example, 100 important PDFs, a realistic plan could look like this:

Phase 1: Inventory and Prioritisation (1-2 weeks)

Identification of all relevant documents.
Analysis of download statistics.
Prioritisation of top documents (e.g., 20-30 items).

Phase 2: Creation of accessible templates (2-4 weeks)

Development of one or more master templates in Word or InDesign, designed for accessibility from scratch.
Training of employees in the use of new templates and accessibility principles.

Phase 3: Migration of top documents (4-12 weeks, depending on complexity)

Revision of prioritised documents according to new standards.
Per document, this can mean 1-8 hours of work, depending on original quality and complexity (e.g., complex tables or diagrams).
Interim checks with automated tools and screen readers.

Phase 4: Continuous maintenance and further migration (ongoing)

Ensuring that all new documents are created accessibly directly.
Gradually revise further existing documents.
Regular training and sensitisation of employees.

The costs for external support, for example for creating templates or training, can range between 2,000 and 10,000 Euros, depending on the scope. The internal time commitment should not be underestimated. In many cases, funding for digitisation in Austria is available, which may also cover aspects of accessibility.

Tools and best practices for creating accessible PDFs

The market offers a range of tools and techniques that facilitate the PDF accessibility process. A combination of software and proven methods leads to success.

Which software helps in creating and checking accessible PDFs?

The basis consists of applications with which you create your content. Microsoft Word and Adobe InDesign are the most common tools here. Both offer functions to create semantically correct documents that can later be exported well to PDF/UA. For post-processing and verification, Adobe Acrobat Pro is essential. It offers an "Accessibility Checker" and allows manual correction of the tag tree, reading order, and alternative texts. There are also specialised software such as axesPDF QuickFix or callas pdfGoHTML, which can speed up the workflow, especially for automatic tag generation or correction of scans. Online tools like the PDF Accessibility Checker (PAC 3) are excellent for PDF/UA validation and provide detailed audit reports. Companies in Germany often use the BITV-Test, whose testing criteria are also relevant for PDFs.

Best practices for team collaboration

Accessibility is teamwork. A key point is to raise awareness among all involved, from content creators to proofreaders. Start with clear content briefs that work for humans and for AI and explicitly mention accessibility requirements. Establish a central knowledge base or wiki with guidelines and checklists. Appoint "Accessibility Champions" in each team who can act as contact persons and support colleagues. Regular internal training helps keep knowledge current and promote acceptance. Implement fixed testing steps in the publication process, where every document is tested for accessibility before publication. Use not only automated tools but also peer reviews. A good example is the City of Zurich, which provides a "Digital Accessibility Guide" for all employees and offers regular workshops to ensure the quality of its digital publications.

The introduction of such a process often requires change management. We support companies in managing such changes, also in the context of new technologies, as we describe in AI Strategy without Hype: From Idea to Robust System.

Advanced Topics: Artificial Intelligence and the Future of Accessible Documents

Developments in the field of Artificial Intelligence open up new possibilities for creating and checking accessible documents. However, the use of AI also brings new challenges.

How can AI support the creation of accessible PDFs?

AI can significantly speed up the accessibility process. AI-based text recognition software (OCR) can convert scanned documents into editable text more accurately and quickly. AI-powered tools can automatically generate suggestions for alternative text for images, set tags in PDFs, or optimise the reading order. AI can also help identify and semantically mark complex structures such as tables or diagrams in older, untagged documents. For example, a startup in Berlin has developed an AI that automatically evaluates PDFs according to WCAG standards and makes suggestions for improvement, significantly reducing the manual effort for auditors. It is important to understand that AI currently plays a supporting role and manual human review remains essential. The integration of AI tools into content creation is also a topic we address in Content Briefs that Work for Humans and for AI.

Challenges and limitations of AI use

Despite promising potential, AI use has limitations. The accuracy of AI heavily depends on the quality of the training data. For complex graphics or very specific technical content, AI can make errors in generating alternative texts that distort the context. AI can also reach its limits when interpreting the reading order in very cluttered layouts. Another problem is the "black box" nature of many AI systems, where it is not always transparent how decisions are made. There is a danger of relying too much on automated checks and neglecting human expertise and the necessity of screen reader testing. Ultimately, accessibility is about the human user experience, which a machine can only partially replicate. Therefore, the combination of AI support and human quality control is key to success.

If you would like to learn more about the practical application of AI and its challenges, read our article Keeping AI Costs in Check: Budgeting Without Nasty Surprises, which deals with the economic aspects.

The Future of Document Accessibility

The demands for accessibility will continue to increase, and new technologies will expand the possibilities. Companies that adapt early will benefit.

Trends and developments: What can we expect in the coming years?

In the coming years, we will see stronger integration of accessibility tools directly into content management systems and authoring tools. This will further drive the "shift left" approach, where accessibility is considered in the earliest phases of document creation. The importance of HTML as the preferred format for digital information will continue to grow, as it is natively more accessible than PDF. Nevertheless, PDF will remain relevant for specific use cases, such as official documents or print templates. We can also expect standardisation and harmonisation of testing methods and tools. The increased use of Voice User Interfaces (VUI) and voice-controlled assistants will further increase the requirements for semantically correct structures, as these systems rely on well-structured content to provide precise answers. The personalisation of content for different user groups will also gain importance. This requires flexible document formats that can dynamically adapt to meet the needs of people with different disabilities. An example from Switzerland is public administrations already working to provide forms and information on their websites as responsive HTML pages that automatically adapt to end devices and user settings.

The vision is a world where digital content is accessible to everyone without additional effort. This requires a rethinking in the entire value chain of content creation and distribution.

Frequently Asked Questions

Which standard applies to PDFs?

PDF/UA defines the requirements for accessible PDF documents.

Can old scans be salvaged?

With text recognition and subsequent manual tagging, yes, but the effort is high.

Who checks the result?

In addition to testing tools, a person with screen reader experience should always test.

Your Next Step

Would you like to implement this topic for your company? We will examine your initial situation, identify the three most effective measures, and inform you of the effort and timeframe involved. Email us at office@zensations.at or start with the free GEO Check.