Document Accessibility Checklist
Note
This checklist will not make your PDF documents completely accessible. Full accessibility requires training and a nuanced approach. This checklist is a collection of legal requirements and best practices to help people with limited accessibility training make documents more accessible. For content like text, images, graphics, and audio/video, refer to the “Basic checklists” at accessibility.ucsd.edu/checklists.
Basics
- Tags (<H1>, <P>, <Table>, <Figure>) have been applied to every part of the document and are nested under a “Document” tag.
- PDF is not an image or a scan of a document.
- Colors or sensory characteristics are not used alone to convey meaning.
File Properties
- A descriptive document title is in file properties.
- The document begins with a descriptive page title, written as an H1 heading, at the top of the first page. This title should closely match the title in the document settings.
- Initial View is "Show: Document Title” in file properties.
- PDF security settings are set to "Content copying for accessibility: Allowed”.
- Filename concisely describes the subject or purpose.
Language
- The correct language is set for the document in file properties.
- Content in a language that differs from the majority of the document has the correct language in its tag properties.
Tables
- Tables are not used for content that can be equally represented with text.
- Tables are not used for design layout purposes.
- Tables have clearly labeled row and column headings.
- Tabs or spaces have not been used to give the appearance of columns.
- The draw tool has not been used to draw tables.
- Document headings styles are not used as column or row headings.
- Complex tables are broken up into separate tables if possible.
- Split tables up into simpler and smaller tables, when possible. Every effort must be made to avoid having a table extend between pages.
- There are no split or merged cells.
- There are no empty cells or spaces to create white space or to format the table. If an empty cell is necessary, use "no data", "no value", "blank", "none", or "not applicable."
- Captions are placed above the table, not below.
- All tables have alternative text.
Reading Order
- Elements in “Order” panel match the visual/logical reading order of the page.
- All meaningful, non-repetitive content, has the correct tag in the “Tags” panel.
- All tags follow the visual/logical order of the page.
- There are no empty tags in the “Tags” panel (except for TD).
Graphs
- There is clear text that labels the significant parts of the data, such as the chart title and the horizontal and vertical axis.
- Labels and legends are used to clearly mark and distinguish data points.
- Graphs are linked to the same data in table form.
- "Direct labeling" is used, if possible — position the label directly beside or adjacent to the data point.
Documents Over 8 Pages
- A cover page is included.
- An up-to-date and linked table of contents is added.
Testing
- The document is tested with screen readers like NVDA, JAWS, or VoiceOver to ensure it is navigable and all elements are read correctly.
- The document has been tested on different devices (desktop, tablet, mobile) to ensure proper rendering and accessibility.
- All content is accessible without a mouse. Navigate through your document using only the keyboard (Tab, Shift+Tab, Enter, Space) to ensure this.
Additional Steps
- A link to an accessibility statement and/or contact information for recipients who need assistance or further accommodations is provided.