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How to Make a PDF Accessible? A Simple Guide

Michael Halpin — Thu, 05 Mar 2026 16:19:29 +0000

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Wondering how to make a PDF accessible? PDFs are one of the most commonly used document formats by organisations because they offer universal compatibility across different devices, compact file sizes, and robust security. This makes them a great option for sharing important information, including reports, policies, brochures, and forms.

Although there are many benefits to PDFs, it is important to be aware that there can be accessibility issues. These issues can create barriers for people with disabilities that prevent the information from universally accessible to all users.

The importance of following PDF accessibility guidelines

Organisations must prioritise creating accessible PDFs to prevent exclusion. There are a few universally recognised accessibility guidelines that make it easy to create PDFs and other digital content that is accessible for all.

Web Content Accessibility Guidelines

The Web Content Accessibility Guidelines (WCAG) are recognised as the global benchmark for accessible online content. These guidelines provide a structured approach to ensuring that content is accessible by focusing on four key principles: Perceivable, Operable, Understandable, and Robust.

PDF/Universal Accessibility

PDF/Universal Accessibility (PDF/UA) is an international ISO standard focused on the accessibility of PDF documents. This standard establishes technical requirements for how PDFs must be structured and tagged so that they are available to people with diverse needs. This includes areas like the correct use of tags, metadata, and document structure. While WCAG is applied broadly to all online content, PDF/UA is highly technical and applies specifically to PDFs.

By aligning content with these PDF accessibility guidelines, organisations can create PDFs that are accessible to all and usable with assistive technologies, such as screen readers, voice commands, and keyboard navigation tools.

Free Scan for Non-compliant PDFs on your Website

Scan your website to locate every PDF in one place and instantly see how many do not meet accessibility standards. You will also receive one of your website’s PDFs fully remediated, so you can see the impact in action.

How to make accessible PDFs: The most important steps

Creating accessible PDFs can be straightforward by following a few important steps:

Correct document structure

Be sure to use proper headings (H1, H2, etc) to convey document structure so that it can be read in the correct order by assistive technologies.

WCAG-Compliant colour contrast

Sufficient colour contrast ensures documents are readable by those with visual impairments, such as colour blindness. WCAG 2.0 Level AA states that normal-sized text should have a contrast of at least 4.5:1, while large text should have a ratio of at least 3:1.

Properly tagged PDFs

PDF tags should be applied to headings, paragraphs, lists, tables, etc. This provides important information about the structure and content of assistive technologies so that the information can be presented to the user correctly.

Descriptive image alternative text

All relevant images should have descriptive image alternative text. This enables assistive technologies like screen readers to interpret the image to the user, ensuring all elements of the document can be presented correctly.

Descriptive hyperlinks and buttons

Descriptive text should be used for hyperlinks and buttons so that their purpose can be conveyed by assistive technologies. Include information on where the ink goes as opposed to a generic phrase like “click here”.

Use structured tables

Tables can cause confusion for assistive technologies even when they look clear visually. Define headers, rows, and columns to support table navigation.

Readable fonts and text size

Fonts should be clear and easy to read, while text size should be scalable to ensure clarity and readability for those with visual impairments.

Navigable with keyboard only

Many users require content to be navigable with a keyboard only. Make sure that the content has the correct tab and reading order to ensure that it can be navigated without the use of a mouse.

Compatible with assistive technologies

Finally, be sure to test that the document is compatible with different assistive technologies. This should include screen readers, voice command technologies, and keyboard-only navigation. These tools are relied on by those with many different types of disabilities, so you need to make sure PDFs are compatible with these tools to maximise reach.

Why should organisations create accessible PDF documents?

There are a few reasons why all organisations need to prioritise creating accessible PDF documents, including large and small businesses, government agencies, non-profits, and other types of organisations. The main reasons to create accessible PDF documents include:

Provide a better experience for readers

One of the most notable reasons why organisations should create accessible PDF documents is to provide a better experience for readers. In the UK, approximately 1 in 4 people have a disability, which means that millions of people have accessibility needs when it comes to digital content. Removing barriers ensures that people with wide-ranging disabilities and those using assistive technology can read, navigate, and understand the content.

In addition to users with disabilities, creating accessible PDFs can also make the reading experience better for abled users. Accessible documents with a clear structure and tags can streamline the reading process, making it quick and easy for users to understand the content.

Comply with global accessibility legislation

Accessibility is also important in terms of global accessibility legislation. There are various laws around the world that require organisations to produce accessible digital content, including PDFs. Failure to comply with global accessibility legislation can lead to formal investigations, lawsuits, legal fees, large settlements, and remediation costs.

WCAG is the global benchmark in terms of compliance, and requirements are outlined in the table below.

Accessibility Legislation	Region	Compliance requirement
Americans with Disabilities Act	USA	WCAG 2.1 Level AA required
European Accessibility Act	Europe	WCAG 2.1 Level AA advised
Public Sector Bodies Accessibility Regulations	UK	WCAG 2.2 Level AA required
Accessible Canada Act	Canada	WCAG 2.1 Level AA required
Disability Discrimination Act	Australia	WCAG 2.2 Level AA advised

Drive revenue through increased reach

Making your digital content accessible to all users can also drive revenue through increased reach. This is because you are not excluding any users, allowing you to cast a much wider net and deliver your communication effectively.

Improve brand image and reputation

Demonstrating a commitment to inclusivity and accessibility can also help improve brand image and reputation. This is important during a time when society values organisations with a strong moral compass, so creating accessible PDFs can help build trust and make it easier to both attract and retain customers.

Maintaining accessible PDFs into the future

It is important to recognise that PDF accessibility is not a one-time fix. Organisations should maintain accessible PDFs in the future, which means that the same accessibility standards must be maintained when updating existing PDFs or generating new ones.

Many organisations forget to ensure accessibility when updating old PDFs with new content, images, tables, etc. Publishing a PDF that falls short of accessibility requirements could lead to a complaint that may lead to an expensive lawsuit, so accessibility should be built into the publication process.

How the Recite Me PDF accessibility checker can automate the process

Checking PDFs for accessibility issues can be a tricky and time-consuming process, especially for organisations that regularly produce PDFs. Fortunately, there is a simple solution with the Recite Me PDF accessibility checker. This automates the process by finding all of your PDFs and running them through WCAG compliance tests. Any accessibility issues are flagged and can either be instantly fixed with AI-powered tools or resolved by offering step-by-step guidance.

The PDF accessibility checker is a useful tool for organisations looking to improve their accessibility standards. It is smart to adopt a hybrid approach with both automated and manual checks, as manual checks ensure that content retains its meaning and context.

Download A Free PDF Remediation Checklist

Improve the accessibility of your website’s official documents with our free PDF remediation checklist. It guides you through clear steps to identify and address common accessibility barriers, to align with global accessibility standards.

Create accessible PDF documents today

Every organisation needs to prioritise accessible PDFs to ensure that the information they publish can be accessed and understood by all users. You can take the first steps today by downloading a free PDF remediation scan of your website. Alternatively, you can contact our team for more personalised support and guidance.

How to make accessible PDFs FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

Why should PDF remediation be both automated and manual?

It is wise to adopt a hybrid approach to PDF remediation to leverage the advantages of both and address the drawbacks. Automation tools are ideal for finding and fixing issues at scale, but they can struggle with context and nuance. Therefore, manual checks are valuable for handling context-sensitive issues.

What are the most common PDF accessibility issues?

There are a handful of common accessibility issues organisations encounter when producing PDFs, but missing tags and incorrect reading order are two of the most common issues that can prevent some users from engaging with the content.

Why is ongoing monitoring and auditing important?

Every organisation needs to perform ongoing monitoring and auditing of PDF accessibility. This is because regulations are evolving, content is often updated, and new documents are produced frequently. Regular accessibility checks ensure that nothing slips through the cracks that would put you at risk of non-compliance.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post How to Make a PDF Accessible? A Simple Guide appeared first on Recite Me.

How to Check Accessibility in PDFs?

Michael Halpin — Mon, 02 Mar 2026 11:58:55 +0000

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PDFs are one of the most commonly used document formats thanks to their consistent formatting across devices, small file sizes, and strong security features. That said, organisations need to ensure the PDF is accessible to everyone by aligning content with globally recognised accessibility principles, such as the Web Content Accessibility Guidelines (WCAG). This means accessibility is both about compliance and making information accessible to every reader.

This post will tell you everything you need to know about checking PDF accessibility so that you can publish documents with confidence and avoid the fallout of inaccessible content.

What makes a PDF accessible?

So, what makes a PDF accessible? Accessible PDFs can be accessed, read, and navigated by all users, including those with disabilities and those using assistive technologies, such as screen readers.

PDFs should align with the four principles of WCAG, which means content should be:

Perceivable
Operable
Understandable
Robust

To achieve this, organisations should make sure that the document follows a clear reading order, has a logical and tagged structure, supports keyboard navigation, uses sufficient colour contrast, and includes descriptive alt text for images.

Free Scan for Non-compliant PDFs on your Website

When should you check PDF accessibility?

PDF accessibility should never be an afterthought because this can lead to non-compliance issues and excludes users, potentially harming your brand reputation. Therefore, accessibility checks should be a part of your publishing process to ensure that documents are accessible for all users and in line with WCAG before hitting publish.

The main times when you should check PDF accessibility include:

Before publishing PDFs online
After converting documents from Word or InDesign
When updating legacy or scanned PDFs
As part of regular accessibility audits

By checking PDF accessibility at these moments, you can feel confident that the documents you make available are accessible to all users and in line with globally recognised accessibility guidelines.

PDF accessibility checks that everyone should know

PDF accessibility should involve manual checks that help you detect any issues and ensure that the meaning of the content remains intact. The key checks to conduct before publishing content include:

Check reading order

First, you should check the reading order to ensure that it is logical and structured. Many visually impaired users rely on a screen reader that follows the document’s tag structure, not the visual layout. The Adobe Acrobat “Read Out Loud” feature can be a simple way to test this, or you could check the Tags panel for a more technical analysis.

Test keyboard navigation

Many users rely on keyboard navigation, so it is important that there are no barriers. The document should be easy to navigate with the use of the Tab, Shift+Tab, and arrow keys, and all interactive elements should be reachable.

Check images for alternative text

Screen readers rely on alt text to describe images to those who are visually impaired. Therefore, all important images should include descriptive alternative text to ensure all users understand the images included. You can use empty alt=”” for any decorative images (screen readers will skip these).

Zoom and reflow testing

Text should always be readable without the need for horizontal scrolling where possible. You can test this by increasing the zoom levels to 200+ to make sure the text remains readable without horizontal scrolling.

Review headings and structure

Make sure that all headings follow a hierarchy by using H1, H2, H3, etc. This will make it easier for a screen reader to follow the order of the document.

Check links and navigation elements

Check all hyperlinks within the PDF to ensure they use descriptive link text as opposed to something generic like “click here”.

Assess colour contrast and visual clarity

Colour contrast is key to making sure text is readable by users with visual impairments. There should be a minimum colour contrast of 4.5:1 for normal text and 3:1 for large text.

Review language and metadata

Finally, make sure that you set the right document language and that metadata is completed fully so that assistive technologies like screen readers can interpret the document correctly.

How the Recite Me PDF Remediation Tool can fast-track the process

Manual accessibility checks are important, but they can also be time-consuming, and it is easy to miss small mistakes. The Recite Me PDF Remediation Tool can fast-track the process by automatically scanning your website for PDF documents that are then tested against WCAG guidelines.

The tool is capable of detecting a wide range of issues, including missing alt text, contrast errors, incorrect reading order, and more. Many of these issues can then be fixed with AI-powered automation, allowing for fast and effective document remediation. However, step-by-step guidance is still provided for any issues you may want to resolve manually.

Why regular PDF accessibility checks are so important

Carrying out regular PDF accessibility checks helps ensure documents are usable, compliant, and aligned with inclusive values. When accessibility is overlooked, organisations can face legal exposure, operational inefficiencies, and reputational harm.

Legal and regulatory compliance: Many laws and standards require digital content to be accessible. Failing to meet these requirements can result in fines, legal costs, settlement payments, and urgent remediation work.
Inclusive access to information: PDFs should work for anyone, including people with visual, cognitive, or motor differences. Accessible documents help ensure that important information is available to everyone who needs it.
Improved productivity and efficiency: When internal documents are not accessible, some staff may need more time to navigate and understand them. This can slow workflows and increase reliance on additional support.
Reduced support demands: Inaccessible documents often generate avoidable queries and requests for assistance, creating extra work for support teams.
Stronger reputation and trust: Demonstrating a clear commitment to accessibility reinforces organisational credibility. Inclusivity and transparency are widely recognised expectations, and accessible content reflects those values in practice.

Download A Free PDF Remediation Checklist

Start creating accessible PDFs today

PDF accessibility should be a priority for all organisations moving forward, as it’s both the thing you must do and should do. Organisations that align PDFs with WCAG accessibility guidelines can reduce legal risk and improve access to important internal and external information.

The Recite Me PDF Accessibility Checker is the perfect tool to support you in this journey. You can run a free remediation scan today or contact our team to see how we can help.

How to check PDFs are accessible FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

Should I use manual or automated PDF remediation?

It is always worth doing both manual and automated PDF remediation. Manual remediation allows you to interpret the meaning of the content and how the information should be conveyed. Automated PDF remediation can offer speed and scale advantages while ensuring there are no manual oversights (a common issue).

This hybrid approach allows organisations to benefit from the speed of automated tools and the nuanced judgement of human editing.

Do private organisations need to ensure PDF accessibility?

Yes, global accessibility legislation mandates accessible websites for private organisations.

What are PDF tags?

PDF tags are used to describe the structure of the document, which can include headings, paragraphs, lists, tables, etc.

They are important because they help assistive technologies like screen readers to understand how the content is ordered and how it should be read out loud or navigated.

What is WCAG 2.2 Level AA?

WCAG 2.2 Level AA is considered the benchmark of international accessibility guidelines.

Although originally designed for websites, many of the guidelines can also be applied to PDFs. Aligning PDFs with WCAG 2.2 Level AA reduces non-compliance risks while ensuring that your documents are accessible to users with wide-ranging disabilities.

How often should PDF accessibility be reviewed?

Accessibility is not a one-time fix. Accessibility audits should be conducted annually to ensure all content aligns with WCAG guidelines. Additionally, it is important to review PDF accessibility any time new documents are created or existing documents are updated. For organisations that frequently publish reports, brochures, and other documents, PDF accessibility checks must be a top priority.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post How to Check Accessibility in PDFs? appeared first on Recite Me.

Standard PDFs Vs Accessible PDFs: What are the Differences?

Michael Halpin — Tue, 24 Feb 2026 10:14:42 +0000

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Many businesses, government agencies, and other organisations use PDFs as a way to share important information. This can include product brochures, research reports, company policies, and online forms, just to name a few examples. PDFs are a useful file type because they preserve the document formatting across devices and operating systems, which ensures a clean, professional, and easy-to-use format for all users. Additionally, PDFs are highly compressed for small file sizes and fast sharing.

In this quick guide, we cover everything you need to know about standard PDFs vs accessible PDFs and the main differences.

A quick comparison of PDFs Vs Accessible PDFs

The table below provides a quick comparison between standard PDFs and accessible PDFs, highlighting how structure, navigation and content markup affect readability and access for a wide range of people and technologies.

Feature	Standard PDF	Accessible PDF
Document structure	Often untagged or poorly structured	Fully tagged with logical, semantic structure
Reading order	May be incorrect or confusing	Follows a natural reading order
Screen reader compatibility	Limited or unusable	Fully compatible with screen readers
Keyboard navigation	Not always supported	Fully navigable using a keyboard
Headings and lists	Visually styled only	Properly marked up using tags
Images	No alternative text or context	Images include meaningful alt text
Tables	Complex or unreadable by assistive technology	Correctly tagged with headers and relationships
Text scalability	Can break layout when zoomed	Text reflows and remains readable

Get a Free Accessibility Check of your Website

Get a free automated accessibility check of your websites homepage. This will identify and highlight any compliance issues on your website. Followed by recommendations on how to implement the necessary changes to make your website more accessible.

What are the main differences between PDFs and accessible PDFs?

So, what are the main differences between PDFs and accessible PDFs? Here is a detailed breakdown that will help you gain a stronger understanding of each type.

Structure & tagging

In a standard PDF, the document may look visually formatted with headings, tables, and images, but this may not be built into the underlying code of the PDF. This means that assistive technologies will not be able to interpret the content effectively.

An accessible PDF, meanwhile, will use proper document tagging to define headings, lists, tables, reading order, and any other important information. A semantic structure will enable assistive technologies to interpret the document and communicate the information correctly to the user.

Screen reader compatibility

Screen readers are one of the most commonly used assistive technologies that can help those with visual impairments understand websites and files by reading out the content. In order for these devices to work properly, the document needs to be tagged correctly. This means that standard PDFs can be read in the wrong order if they are not tagged correctly.

An accessible PDF will be correctly tagged so that the screen reader is able to understand the order in which to read the information, allowing users to navigate through the different elements in an efficient manner.

Keyboard navigation

Keyboard navigation is another notable difference between standard and accessible PDFs. Many disabilities prevent people from using a mouse, which means documents should be easy to navigate via keyboard. Despite this, standard PDFs often do not support structured keyboard navigation.

An accessible PDF enables users to quickly and efficiently tab through the various sections, enabling full functionality without requiring the use of a mouse.

Text and image accessibility

Text and image accessibility are often overlooked elements when it comes to PDF generation. Standard PDFs often lack alternative text, which means screen readers are unable to describe the image to users with visual impairments. Additionally, text can be embedded as an image instead of selectable text, making it unusable to a screen reader.

Accessible PDFs will always include detailed alt text for images and content that is selectable (and readable by screen readers). It is also important that text can easily be resized without impacting the layout of the document.

Forms and interactive elements

PDFs often have forms and other interactive elements, but these are not always labelled properly in the code. This means that while they might appear visually clear, screen readers will struggle to identify fields, instructions, and error messages.

In an accessible PDF, all forms and interactive elements are tagged and labelled in the underlying structure of the PDF. This means that form fields are labelled, instructions are clear, and users are able to complete and submit forms with the use of assistive technology.

The role of accessibility standards and compliance when creating PDFs

To ensure that PDFs can be perceived, understood, and navigated by users with disabilities, organisations should use PDF accessibility guidelines such as Web Content Accessibility Guidelines (WCAG) and PDF/UA.

The role of WCAG in creating accessible PDFs

WCAG was originally developed for web content, but experts in accessibility have extracted 23 PDF accessibility guidelines that content creators should adhere to. The guidelines are built around four key principles: content should be perceivable, operable, understandable, and robust (POUR). When creating PDFs, this means:

Providing alt text for images
Ensuring a logical reading and tab order
Using clear structure (headings and lists)
Making forms and links usable with different input models

PDF accessibility legislations

WCAG is not legislation, but it is widely considered to be the global benchmark in terms of accessibility compliance. Many legislative acts around the world cite WCAG as the accepted standard, including:

Therefore, organisations that create PDFs should align content with WCAG guidelines to be considered compliant with applicable laws and reduce legal risk and reputational consequences.

PDF/UA (PDF/Universal Accessibility

In addition to WCAG, organisations should be aware of PDF/UA (PDF/Universal Accessibility). This is an international ISO standard focused on the accessibility of PDF documents, which defines the technical requirements for how they should be structured and tagged so that content is available to those with a wide range of needs. This covers areas such as correct use of tags, document structure, and metadata.

Who benefits from accessible PDFs?

Accessible PDFs are useful for anyone who wants content that is clear and works well across different tools, devices, and ways of engaging. That could be pretty much anyone, but some of the most specific examples include:

People reading on mobile devices or small screens
People working in noisy or low-bandwidth environments
People who want to search, copy, highlight, or reuse text easily
People who use screen readers or text-to-speech to read content aloud
People who benefit from clear structure, headings, and predictable navigation
People who navigate using a keyboard, voice control, or other assistive technology
People who prefer to change text size, spacing, or colours to suit their visual preferences
People who use an alternative language from the document’s original language and rely on translation tools

Use our PDF remediation tool to ensure your digital content is compliant

So, what can you do to make sure your digital content is compliant and accessible? This does not have to be a manual, painstaking process with the Recite Me PDF Accessibility Checker. Our tool scans your entire website to find PDF documents, which are then run through WCAG compliance tests to highlight accessibility barriers.

You can then easily apply fixes with smart tools, AI-powered insights, and automation to ensure that documents align with WCAG standards. This can help organisations simplify the process of transforming standard PDFs into accessible documents. For any issues that cannot be automated, the tool will provide step-by-step instructions on how to remediate.

Digital Accessibility and Inclusion Toolkit

Our 40-page Digital Accessibility & Inclusion Toolkit helps businesses break down online barriers and make a real impact. It offers practical advice on all aspects of digital accessibility, from writing an accessibility statement to accessible website tips and inclusive hiring.

Create accessible PDFs for your website

Standard PDFs often contain accessibility barriers that can exclude users with different disabilities. In addition to preventing users from accessing important content, this can increase compliance risk and legal exposure.

This is why every organisation needs to understand how to create accessible PDFs that align with globally recognised accessibility guidelines. This will improve the user experience and inclusivity while reducing legal risk. The Recite Me PDF Accessibility Checker is a useful tool that can help organisations quickly and efficiently transform standard PDFs into more accessible documents.

PDF Accessibility Guidelines FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

What are the risks of non-compliant PDFs?

There are several risks of non-compliant PDFs for organisations. Accessibility barriers can lead to formal complaints, damage to your reputation, and legal consequences. This is a key concern for public sector bodies who are subject to accessibility regulations.

What are common accessibility barriers?

There are a handful of common accessibility barriers found in standard PDFs. These include:

Insufficient alt text
Keyboard navigation issues
Incorrect heading usage
Improper reading order
Forms without properly labelled fields

How often should organisations review PDF accessibility?

PDF accessibility should be reviewed regularly by all organisations. This includes once annually and when new content is published. For organisations that frequently generate PDFs, ongoing monitoring is essential for compliance and making sure content is accessible for all.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post Standard PDFs Vs Accessible PDFs: What are the Differences? appeared first on Recite Me.

South Australia’s State Disability Inclusion Plan 2025–2029: Why Digital Accessibility Matters More Than Ever

Michael Halpin — Mon, 16 Feb 2026 11:08:00 +0000

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South Australia has launched its refreshed State Disability Inclusion Plan (SDIP) 2025–2029, setting out a bold vision for a state “where no one is left behind.”

The plan focuses on inclusion across education, employment, infrastructure, justice, health and community life. It is grounded in the human rights model of disability and backed by the Disability Inclusion Act 2018 (SA), which requires every state authority to align with its priorities.

But there is one area that quietly underpins almost every outcome in the plan:

Digital accessibility.

In 2025, access to information, services and community participation increasingly happens online. If digital systems are not accessible, inclusion cannot be fully realised, no matter how strong the policy commitment.

What Is the South Australia Disability Inclusion Plan 2025–2029?

The State Disability Inclusion Plan makes a clear commitment to ensuring that people with disability can:

Access the information they need
Participate fully in community life
Engage with government services
Feel safe and supported

Today, that experience is largely shaped by digital touchpoints:

Government websites
Online forms and service portals
Emergency alerts and updates
Transport and health information
Community consultations
Downloadable documents
Policy publications

If these systems are difficult to navigate, incompatible with assistive technologies, or inaccessible to people with cognitive, sensory or literacy challenges, then barriers remain, even if physical infrastructure improves.

Digital accessibility is therefore not a technical add-on. It is foundational to modern public service delivery.

How the Plan Elevates Digital Accessibility Across South Australia

The SDIP references websites that meet recognised accessibility standards and accessible formats such as Easy Read and Auslan translations. More importantly, it embeds accessibility within a broader framework of:

Measurable outcomes
Annual reporting
DAIP alignment
Cross-department collaboration
Public transparency

This means digital accessibility is no longer just a web team’s responsibility. It becomes part of governance, accountability and community trust.

For leaders across communications, digital, policy and executive teams, this creates an important shift: Accessibility must be embedded not retrofitted.

Beyond Compliance: Accessibility as Public Service Quality

It is tempting to approach digital accessibility as a compliance exercise.

But the State Disability Inclusion Plan is rooted in something deeper: removing societal barriers so that people with disability can participate equally.

In a digital context, that means:

Ensuring online information is clear and readable
Making content usable with screen readers and assistive technologies
Supporting people with low literacy
Enabling translation for culturally and linguistically diverse communities
Designing systems that do not exclude neurodivergent users
Providing accessible communication during emergencies

When digital accessibility is approached this way, it improves services for everyone, including older residents, regional communities, people under stress, and those accessing services on mobile devices. Accessibility becomes synonymous with usability.

What Digital Accessibility Means in Practice

The SDIP acknowledges that disability is diverse. It includes physical, sensory, cognitive, intellectual, psychosocial and invisible disabilities.

It also recognises intersectionality, the ways disability overlaps with:

Cultural background
Language
Geography
Age
Socioeconomic disadvantage

Digital systems that are complex, cluttered, inaccessible or text-heavy can disproportionately affect people already facing barriers.

Inclusion in 2025 requires understanding how digital experiences shape daily life — from applying for support to accessing transport updates, from reading policy documents to navigating emergency services.

Annual Reporting and Public Accountability

A defining feature of the State Disability Inclusion Plan is its emphasis on accountability.

Each state authority must:

Maintain and update a Disability Access and Inclusion Plan (DAIP)
Align actions with the State Plan
Report annually on progress
Publish information in accessible formats

This creates transparency.

Accessibility performance is no longer invisible. It becomes part of public reporting and organisational maturity.

For many authorities, this raises important questions:

Do we know how accessible our digital systems are today?
Can we evidence improvement over time?
Are accessibility responsibilities clearly assigned internally?
Is accessibility embedded in procurement and design processes?

These are strategic governance questions and not just technical ones.

Digital Accessibility and Inclusion Toolkit

The Accessibility Opportunity for Leadership in South Australia

South Australia has positioned itself as a state committed to inclusion and human rights.

Digital accessibility offers public sector organisations an opportunity to lead:

By designing services that work for everyone
By reducing complaints and friction
By strengthening community trust
By demonstrating measurable progress
By aligning digital transformation with social impact

Rather than treating accessibility as a reactive fix, authorities can embed it into digital strategy, content governance and service design.

How Recite Me Supports Digital Inclusion and accessibility

Recite Me partners with public sector organisations to support digital inclusion at scale.

Our approach focuses on:

Understanding the current accessibility landscape
Providing tools that support real-world users
Enabling multilingual access
Supporting accessible document publication
Offering continuous monitoring and reporting

The goal is not simply to pass a standard but to create inclusive digital environments aligned with public sector responsibilities.

A More Inclusive Digital Future for South Australia

South Australia’s State Disability Inclusion Plan 2025–2029 is ambitious and forward-looking. It recognises that inclusion is not limited to physical infrastructure or policy statements.

In a world where government services are increasingly digital, accessibility must be embedded in websites, systems and communications.

Digital accessibility is not just about compliance.

It is about ensuring that when someone seeks information, support or safety online, they are not left behind.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post South Australia’s State Disability Inclusion Plan 2025–2029: Why Digital Accessibility Matters More Than Ever appeared first on Recite Me.

PDF Remediation Checklist

scotth — Mon, 16 Feb 2026 10:41:48 +0000

PDF Remediation Checklist

Public sector organisations have a legal responsibility to ensure their PDFs are accessible. As PDFs are treated as public-facing digital content under accessibility regulations, they are a common source of risk and a growing focus of audits and enforcement.

This free checklist gives you a clear, practical way to understand what accessible PDFs require and how to address common issues. No technical overload. Just clear guidance to help you review, fix, and maintain accessible PDFs across your organisation.

Fill in the form below to download your copy instantly.

What's Included?

Why inaccessible PDFs create legal and user risk

What accessible PDFs look like in practice

Common WCAG-related PDF issues to look out for

How to prioritise and remediate existing PDFs

Practical steps to help you maintain accessibility over time

Preview the Checklist

Get your free PDF Remediation Checklist

Don’t wait until inaccessible PDFs cause problems for users or appear in an audit. Use this checklist to understand where the risks are and start taking control of PDF accessibility now.

Inside, you’ll find a structured checklist designed to help you identify problem PDFs, prioritise what to fix first, and put processes in place to stop issues coming back. It’s built to support ongoing compliance and reduce the operational burden of managing large document libraries.

Accessibility isn’t just about compliance. It’s about making sure everyone can access essential information independently, without barriers.

Free Resources

Accessibility compliance is essential for your business and its customers. Get started today with any of our free downloadable resources:

Free Website Accessibility Check

Run a free accessibility scan to detect any inaccessibility on your website and how to fix it.

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Free PDF Remediation Scan

Instantly uncover accessibility barriers hidden across your PDFs and understand what they mean for disabled users and legal compliance.

Free PDF Remediation Scan

Website Accessibility Checklist

Develop your knowledge of website accessibility. Discover strategies to make your website accessible.

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Wounds Australia

Laura Blenkinsopp — Tue, 10 Feb 2026 15:25:08 +0000

Success Stories
Charity/Non-Profit

Wounds Australia

Wounds Australia is the national peak body for chronic wound health in Australia, raising awareness of the risks of wounds, the warning signs of chronic wounds, and how to care for your skin. In January 2026, they took an important step towards making their digital resources more inclusive by implementing the Recite Me Assistive Toolbar across their websites.

As CEO Jeff Antcliff explains, “Clear, accessible information empowers people to take an active role in their own care.” For Wounds Australia, accessibility in health communication isn’t optional, it’s essential.

Our Brief

Accessibility is a big challenge in health communication. Many people living with chronic wounds face barriers when trying to access information online, from older age and vision loss to learning differences, low literacy and language needs.

This meant there was a real risk that important guidance, self-care advice and support could be missed by the very people it was designed to help. Wounds Australia needed a solution that would:

Make health information easier to find, read and understand
Support people with different abilities, needs and languages
Reflect their commitment to fair and equal access to wound care
Reinforce their position as a leader in inclusive, people-first health communication
Be flexible enough to work with a range of content types, such as PDF factsheets

Our Solution

Wounds Australia implemented the Recite Me Assistive Toolbar to create a more flexible and inclusive digital experience, giving visitors access to features such as text-to-speech, translation, reading aids, and customisation tools that adapt content to individual needs. This means people living with chronic wounds, their carers, and healthcare professionals can access and engage with wound care information in a way that works for them, making it easier to understand, trust, and use vital health resources with confidence.

“Our decision to apply Recite Me supports our commitment to equity in wound care, ensuring our resources are usable by people with varying abilities, needs and language backgrounds. When information is easier to access and understand, people are more likely to use it effectively, benefiting individuals living with wounds, their carers and the clinicians who support them.”

Jeff Antcliff,
CEO, Wounds Australia

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Providing an inclusive experience online for all, contact Recite Me to book a demo

Features text-to-speech software that reads content aloud, a translation tool for over 100 languages, customisable font style, size, colour, and spacing.

What is Document Remediation? A Detailed Explanation

Michael Halpin — Tue, 03 Feb 2026 10:23:18 +0000

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Document remediation is the process of reviewing and improving documents so they are usable by anyone who chooses to access them, regardless of how they interact with digital content. This is becoming increasingly important in a world where people with diverse needs are often blocked from accessing essential information online. Not to forget that digital accessibility legislation is now enforceable with fines and penalties in key regions like Europe, the US, Australia, and Canada.

In this quick guide, we will explain what document remediation involves, why it matters, and how it supports inclusive and accessible experiences.

What is document remediation?

Document remediation is the practice of updating existing digital documents so they work well with different ways of accessing content. It focuses primarily on improving the structure of content, its clarity, and its compatibility with assistive technologies.

Remediation can include adding meaningful headings, ensuring reading order makes sense, providing text alternatives for visual content, and improving colour contrast and navigation. The aim is not to change the message or purpose of a document, but to remove unnecessary barriers that can appear when content is shared digitally.

Why does document remediation matter?

An estimated 1.3 billion people, about 16% of the global population, experience significant disability, and many face barriers when digital content isn’t structured for diverse access needs. This highlights the importance of document remediation for two key reasons:

Societal: Remediated documents ensure equal access to digital content and services, promoting inclusion, dignity, and participation for everyone.
Business: Accessible documents help organisations reach wider audiences, reduce legal and reputational risks, demonstrate a commitment to inclusion, and improve employee or customer satisfaction.

Get a Free Accessibility Check of your Website

What types of documents need accessibility remediation?

Creating accessible PDFs is probably the document type that springs to mind when thinking about document remediation. But it’s important to remember that this isn’t the only file type that needs to be remediated.

Here are a few more examples you should consider:

PDFs
Word documents and Google Docs
Excel spreadsheets and Google Sheets
Presentations (PowerPoint, Keynote, Google Slides)
Forms and interactive documents
Reports and marketing materials

How WCAG provides the guidelines for document remediation

The Web Content Accessibility Guidelines (WCAG) offer internationally recognised standards for making digital content accessible to everyone. The gold standard for compliance is WCAG 2.1 Level AA, which is often referenced in global accessibility legislation, such as the Americans with Disabilities Act and the European Accessibility Act.

WCAG is built on four core principles, ensuring that digital content is perceivable, operable, understandable, and robust, which is often abbreviated to POUR. Moreover, WCAG outlines 23 specific PDF accessibility guidelines that content creators should adhere to, which can be applied to most document types during remediation.

What are the most common accessibility checks documents need during remediation?

When remediating documents, there are several checks that can be conducted to ensure accessibility. Still, it makes sense to start with the issues which are most commonly found. Let’s take a closer look at those:

Headings and structure

When remediating documents, it is important that headings, lists, and paragraphs are formatted in a clear and logical structure. This allows assistive technologies, including screen readers, to navigate content more efficiently. That said, a well-structured document also improves readability for everyone, not just those using assistive tools.

Document tagging

Documents that have been remediated successfully should include correct tags for headings, lists, tables, and other elements. This ensures that assistive technologies can interpret and present digital content accurately. In contrast, if documents are not tagged correctly, it is difficult for people with diverse needs to navigate and comprehend the information.

Alternative text for images and graphics

If documents contain any images or graphics, then they should include descriptive alternative text. This ensures that people using screen readers receive the same information as sighted readers. It also helps clarify the purpose of visuals and reinforces key points.

Colour contrast and formatting

Text and background colour should have sufficient contrast to remain readable for people with visual differences. This also means avoiding the use of colour to convey meaning and ensuring consistent formatting to improve clarity and comprehension.

Tables

Tables must have clear headers and a logical reading order to ensure data is understandable when accessed with assistive technologies. Also, complex tables may require additional markup to maintain clarity and content.

Links and navigation

Hyperlinks should be descriptive and provide context about the destination or action. Documents must also allow navigation using a keyboard alone, as this supports those who cannot rely on a mouse.

Forms and interactive content

Accessible form fields must be clearly labelled, with instructions that are easy to follow and understand. Also, a logical tab order helps people move through forms efficiently without confusion. While well-designed interactive elements support participation and make completing tasks simpler for everyone.

Tools to help you remediate documents successfully

Several accessibility tools can be utilised to help remediate documents. Some of the most popular that we offer here at Recite Me include our PDF accessibility checker for automated checks and our PDF accessibility checklist for manual audits. Here’s how each works:

PDF Accessibility Checker

Our PDF Accessibility Checker automates the remediation of every PDF published on your website. It scans your site to identify all PDFs, checks each file against recognised accessibility standards such as WCAG and PDF/UA, and automatically fixes many common accessibility issues.

PDF Accessibility Checklist

If you prefer manual remediation, our PDF Accessibility Checklist is a useful place to start. It sets out the key checks needed to ensure documents are remediated correctly and aligned with recognised accessibility standards and guidelines worldwide.

Digital Accessibility and Inclusion Toolkit

Conclusion: Start remediating your documents now

To summarise, document remediation plays an important role in creating accessible digital content that works for everyone. It also supports compliance with the WCAG guidelines, helping to ensure you are compliant with global accessibility legislation. This reduces legal risks and the cost of remediation further down the line.

If you would like to start your document remediation journey, you can check out our PDF remediation tool. Alternatively, you can contact us to speak with an accessibility specialist to see how we can help.

Document remediation explained FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

Why is document remediation important?

Remediated documents give people choice and control over how they access information. This can be useful for anyone who prefers keyboard navigation, screen readers, text resizing, alternative colour combinations, captions, or a more predictable layout. It also supports legal requirements for digital accessibility and improves overall document quality.

Is document remediation the same as accessibility?

Document remediation is part of digital accessibility. Accessibility is the broader practice of designing content, services, and systems so that people can engage with them in different ways. Remediation focuses specifically on improving existing documents.

When should documents be remediated?

Ideally, accessibility is built into documents from the start or as soon as possible. However, if you have a lot of documents that require remediation, you should prioritise frequently used or high-impact documents.

Who benefits from document remediation?

Anyone may benefit from accessible documents. This includes people using assistive technologies, people accessing content on mobile devices, people working in noisy or low-bandwidth environments, and people who simply prefer clear structure and easy navigation.

Does remediation change how a document looks?

Most changes happen behind the scenes, such as adding structure and metadata, so the visual appearance usually stays the same. Where visual updates are needed, they are typically subtle and aimed at improving clarity and consistency.

How long does document remediation take?

Time depends on factors such as document length, complexity, format, and quality of the original file. For example, a short, well-structured document may take under an hour, while a long, complex PDF may take several hours.

It also depends on the tool you are using. For example, the Recite Me PDF remediation tool can fix PDF documents instantly, while manual reviews can take significantly longer.

Can automated tools do document remediation?

Automated tools can help identify issues and apply basic fixes, but they cannot catch everything. Human review is important for the checks where automated tools fall short, including reading order, meaningful alternative text, and ensuring the document makes sense when accessed in different ways.

Is document remediation a one-off task?

Remediation applies to a specific version of a document. If the document is updated or redesigned, accessibility should be reviewed again to ensure it still meets requirements and continues to work well for different ways of accessing content.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post What is Document Remediation? A Detailed Explanation appeared first on Recite Me.

PDF Accessibility Guidelines: Practical Techniques from WCAG and PDF/UA Standards

Michael Halpin — Fri, 30 Jan 2026 08:44:54 +0000

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Accessible PDFs ensure content can be perceived, understood, and navigated by anyone, regardless of how they access information. To do this, PDF accessibility guidelines like WCAG and PDF/UA must be followed, as they provide practical techniques that can be implemented.

By applying these PDF accessibility standards to your documents and files, you can improve usability, comply with legislation, and provide an inclusive experience for everyone. In this quick guide, we will cover all the important guidelines for success.

What are the main accessibility standards referenced for PDFs?

If you want to create and maintain accessible PDFs across your digital landscape, there are a few accessibility standards to keep in mind. Let’s take a closer look:

Web Content Accessibility Guidelines (WCAG)

Although originally developed for web content, WCAG has a total of 23 PDF accessibility guidelines that content creators must follow. These guidelines are organised around four key principles: content should be perceivable, operable, understandable, and robust. For PDFs, this includes providing text alternatives for images, ensuring a logical reading and tab order, using clear structure such as headings and lists, and making forms and links usable with different input methods.

WCAG is not legally enforceable on its own, but it is widely recognised as the global benchmark for accessibility compliance. Legislation such as the Americans with Disabilities Act, the European Accessibility Act, the Accessible Canada Act, and Australia’s Disability Discrimination Act all reference WCAG as the accepted standard. Organisations that fail to meet WCAG guidelines may be considered non-compliant with these laws, potentially exposing themselves to legal risks and reputational consequences.

PDF/UA (ISO 14289)

PDF/UA, which stands for PDF/Universal Accessibility, is an international ISO standard specifically focused on the accessibility of PDF documents. It defines technical requirements for how PDFs must be structured and tagged so content is reliably available to people with diverse needs.

PDF/UA covers areas such as correct use of tags, document structure, metadata, language specification, and interactive form behaviour. Unlike WCAG, which is technology-agnostic, PDF/UA is tightly aligned with the PDF format itself.

Free Scan for Non-compliant PDFs on your Website

Understanding the 23 WCAG guidelines for accessible PDFs

WCAG currently has a total of 23 PDF accessibility guidelines that content creators should adhere to. Here’s how they work:

Technique PDF1: Applying text alternatives to images with the Alt entry in PDF documents

This technique ensures that images include meaningful text alternatives using the Alt entry. This allows anyone who uses assistive technology or prefers text-based access to understand the purpose or content of images.

Technique PDF2: Creating bookmarks in PDF documents

This PDF accessibility guideline ensures bookmarks provide a clear, navigable structure within a PDF. They also help anyone who prefers quick navigation to move efficiently between sections of a document.

Technique PDF3: Ensuring correct tab and reading order in PDF documents

A correct tab and reading order ensures content is presented in a logical sequence. This benefits anyone who navigates using a keyboard or assistive technology and anyone who prefers a predictable reading flow.

Technique PDF4: Hiding decorative images with the Artifact tag in PDF documents

Decorative images are marked as artifacts so they are ignored by assistive technology. This reduces unnecessary interruptions and supports a more focused reading experience.

Technique PDF5: Indicating required form controls in PDF forms

Required form fields are clearly identified, so expectations are transparent. This helps anyone completing forms to understand what information is needed without confusion.

Technique PDF6: Using table elements for table markup in PDF Documents

When following this PDF accessibility guideline, proper table markup ensures rows, columns, and headers are correctly identified. This allows table content to be understood and navigated in a meaningful way by a wide range of tools and preferences.

Technique PDF7: Performing OCR on a scanned PDF document to provide actual text

Optical Character Recognition converts scanned images of text into actual text content. This makes documents that follow PDF accessibility guidelines searchable, selectable, and usable with assistive technology.

Technique PDF8: Providing definitions for abbreviations via an E entry for a structure element

Abbreviations are given clear definitions using structure elements. This supports understanding for anyone who may be unfamiliar with shortened terms or prefers additional context.

Technique PDF9: Providing headings by marking content with heading tags in PDF documents

With this PDF accessibility technique, headings are marked up using appropriate heading tags to convey document structure. This allows anyone to scan, navigate, and understand the hierarchy of content more easily.

Technique PDF10: Providing labels for interactive form controls in PDF documents

Form controls are given clear, programmatic labels that describe their purpose. This ensures form fields are understandable and usable for a wide range of interaction methods.

Technique PDF11: Providing links and link text using the Link annotation and the /Link structure element in PDF documents

Links include descriptive link text and proper link annotations, making it clear where a link will take someone, supporting informed and confident navigation.

Technique PDF12: Providing name, role, and value information for form fields in PDF documents

With this next PDF accessibility standard, form fields expose their name, role, and current value to assistive technology. This ensures interactive elements behave predictably and provide clear feedback during use.

Technique PDF13: Providing replacement text using the /Alt entry for links in PDF documents

This accessible PDF technique ensures links include meaningful replacement text using the /Alt entry. It helps anyone understand a link’s purpose without relying on the surrounding visual context.

Technique PDF14: Providing running headers and footers in PDF documents

Running headers and footers provide consistent contextual information, such as section titles or page details, across pages. This PDF accessibility standard supports orientation for anyone navigating longer documents.

Technique PDF15: Providing submit buttons with the submit-form action in PDF forms

Submit buttons are clearly defined with the correct submit-form action so forms behave as expected. This provides a predictable and understandable experience for anyone completing a form.

Technique PDF16: Setting the default language using the /Lang entry in the document catalog of a PDF document

The document’s default language is specified using the /Lang entry. This supports correct pronunciation, interpretation, and display for anyone using language-aware tools.

Technique PDF17: Specifying consistent page numbering for PDF documents

Consistent page numbering is defined so page references are clear and reliable. This PDF accessibility guideline helps anyone accurately follow instructions, references, or shared page numbers.

Technique PDF18: Specifying the document title using the Title entry in the document information dictionary of a PDF document

A meaningful document title is provided in the document information dictionary. This allows anyone to quickly identify the document when it is opened or listed among other files.

Technique PDF19: Specifying the language for a passage or phrase with the Lang entry in PDF documents

Language changes for specific words or passages are marked using the Lang entry. This supports accurate reading and pronunciation when multiple languages appear in a document.

Technique PDF20: Using Adobe Acrobat Pro’s Table Editor to repair mistagged tables

Adobe Acrobat Pro’s Table Editor is used to correct table structure and relationships. This ensures table content is presented clearly and logically for different access tools and preferences.

Technique PDF21: Using List tags for lists in PDF documents

List tags are used in this PDF accessibility guideline to mark up lists correctly. This conveys list structure and relationships, making content easier to understand and navigate.

Technique PDF22: Indicating when user input falls outside the required format or values in PDF forms

Clear feedback is provided when input does not match the required format or values. This helps anyone understand what needs to be adjusted without guesswork.

Technique PDF23: Providing interactive form controls in PDF documents

Form controls are implemented as interactive elements rather than static content. This ensures forms can be completed using a wide range of input methods and technologies.

Additional WCAG compliance guidelines to consider for PDFs

While WCAG outlines 23 specific checks for PDFs, there are a few extras that you will want to consider to ensure your files are accessible. Here’s what you need to know:

Colour contrast: Contrast ratios should be accessible and meet the standards outlined in WCAG success criteria 1.4.3 Level AA.
Fonts: Ensures that fonts are embedded in the PDF and referenced correctly.
Notes: Correct semantic markup must be applied to notes to ensure they are accessible.
Metadata: PDFs should contain appropriate metadata to describe the document’s content and structure.

How the Recite Me PDF accessibility checker can help

Organisations with hundreds or even thousands of PDFs often face significant challenges in bringing them into compliance with accessibility guidelines. But this doesn’t have to be the case, as the Recite Me PDF accessibility checker provides an automated solution.

The remediation tool scans your entire website to identify all PDFs and assess their compliance with accessibility standards. It evaluates each document against all 23 WCAG PDF guidelines, as well as additional PDF/UA (ISO 14289) requirements. For any PDFs that do not meet these standards, the tool can provide automated fixes, helping to bring your website into full accessibility compliance quickly and efficiently.

What are the risks of ignoring PDF accessibility guidelines?

Ignoring PDF accessibility guidelines is not advised, as it can create a range of risks across legal, operational, reputational, and human impact. Here are a few of the key risks:

Legal and compliance risks

Regulatory action or legal challenges under various accessibility laws are a real risk for inaccessible PDFs. This can lead to fines and penalties, as well as costly remediation to urgently fix compliance issues.

Exclusion and unequal access

One of the most obvious impacts of ignoring accessibility guidelines for PDFs is that you exclude people with diverse needs. Specifically, those who rely on screen readers, voice control, keyboard navigation, text reflow, or customised colour and contrast settings.

You will also reduce independence and choice, as some people may need to request alternative formats or assistance instead of accessing information directly.

Operational and productivity impacts

Lower efficiency can come as a result of inaccessible documents, as they can slow down tasks for anyone who benefits from searchable text, clear structure, or consistent navigation.

Also, inaccessible PDFs will likely lead to an increased number of support requests, creating extra work for teams who must manually provide accessible alternatives.

Reputational damage

If you fail to follow PDF accessibility guidelines, it can lead to a loss of trust and credibility. This is particularly true if your organisation states a commitment to inclusion but provides inaccessible documents.

Download A Free PDF Remediation Checklist

Follow PDF accessibility guidelines for an inclusive digital environment

Creating accessible PDFs is not only a legal requirement, but it’s the right approach. Following the relevant guidelines helps to ensure your digital content can be accessed and used by everyone. This brings clear benefits for your organisation, making accessibility a priority worth taking seriously.

If you would like to take the first step towards compliance, make sure you check out our PDF Accessibility Checker tool. You can book a free demo or speak to an expert from our accessibility team.

PDF Accessibility Guidelines FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

Is automated or manual PDF remediation best?

The best approach is to use a combination of both automated and manual PDF accessibility remediation.

What does it mean for a PDF to be accessible?

An accessible PDF ensures that all users, including those with visual, cognitive, or motor differences, can access the content. This includes:

Screen reader compatibility
Logical reading order
Searchable text
Proper use of headings, lists, tables, and links

What are PDF tags and why do they matter?

PDF tags describe the structure of a document, such as headings, paragraphs, lists, and tables. They allow assistive technologies to understand how content is organised and how it should be read aloud or navigated.

Without tags, content may appear visually correct but become confusing or unusable for people relying on alternative access methods.

What standards should accessible PDFs meet?

Accessible PDFs typically align with the Web Content Accessibility Guidelines (WCAG), most commonly WCAG 2.1 or 2.2, at Level AA. These guidelines focus on making content perceivable, operable, understandable, and robust for people with diverse needs.

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post PDF Accessibility Guidelines: Practical Techniques from WCAG and PDF/UA Standards appeared first on Recite Me.

Automated Vs Manual PDF Accessibility Remediation: When to Use Each Approach

Michael Halpin — Tue, 27 Jan 2026 13:30:43 +0000

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PDFs remain one of the most widely used formats for sharing information, from reports and policies to forms and guidance documents. When PDFs are not accessible, some people may encounter barriers when interacting with the content in ways that work best for them.

PDF accessibility remediation is the process of improving existing documents so they can be used more effectively by people with diverse needs. Automated and manual PDF remediation are two of the most common techniques, but the question remains: which is better? In this guide, we will cover everything you need to know to help you make this decision.

Automated Vs manual PDF accessibility remediation at a glance

When it comes to making PDFs accessible, organisations often weigh the benefits of automated versus manual remediation. Each approach has distinct strengths and limitations, making them suited to different scenarios. The table below provides a quick comparison of key aspects to help determine which method fits your needs.

Aspect	Automated Remediation	Manual Remediation
Speed	Fast, handles large volumes	Slower, time-intensive
Cost	Lower for simple/high-volume docs	Higher due to specialist labour
Accuracy	Limited, may miss context	High, context-aware and precise
Complex Layouts	Struggles with tables, forms, graphics	Handles complex content effectively
Consistency	High for similar docs	Slight variation possible
Scalability	Excellent for large archives	Limited for bulk processing
Use Case	Baseline remediation, fast turnaround	Critical/complex documents
Limitations & Risks	Technically compliant but inaccessible	Time and cost constraints

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What is automated accessibility remediation for PDFs?

Automated PDF accessibility remediation refers to the use of software tools to identify and apply accessibility-related changes to PDF documents with minimal human involvement. These tools analyse a PDF’s underlying structure and attempt to add or correct elements so the document is more compatible with assistive technologies and alternative ways of accessing content.

Most automated remediation solutions work by scanning a PDF for common accessibility gaps, such as missing document structure, untagged content, or absent text alternatives for images. Based on predefined rules and patterns, the tool then applies fixes, for example, by adding tags, assigning headings, or generating placeholder alternative text.

What are the main benefits of using automated PDF remediation solutions?

Automated PDF accessibility remediation offers several advantages, particularly when speed, scale, and consistency are key considerations. For example, automated tools can process large volumes of PDFs in a short period of time, making them useful for organisations with extensive document archives or regular publication schedules. This can help reduce backlogs and support quicker access to content for anyone who prefers or relies on accessible formats.

Furthermore, automation can support cost efficiency, as automated remediation often requires less time and fewer specialist resources than fully manual approaches. This can make it a practical option when budgets are limited or when accessibility improvements need to be applied at scale.

Automated remediation is especially useful in situations such as:

Large document libraries with similar formatting
Legacy PDFs that need baseline accessibility improvements
Time-sensitive publications where rapid turnaround is required
As an initial step before manual review or refinement

Finally, consistency is another key advantage, as automated tools apply the same rules across all documents, which can result in uniform tagging, structure, and metadata when source files are similar. This can be particularly useful for standard templates, reports, or forms that follow a predictable layout.

What are the limitations of automated PDF remediation

While the best PDF accessibility remediation tools offer speed and efficiency, it has important limitations that can affect the overall quality and usability of a document.

One major limitation is the lack of context awareness. Automated tools can detect missing tags or incorrect reading order, but they cannot interpret the meaning of content or understand how information should be conveyed to a person using assistive technology. For example, a chart or infographic may be tagged correctly, but the automated system cannot generate meaningful alternative text that explains the data in context.

There is also a risk that automation can produce “technically compliant” PDFs that still fail real-world accessibility testing. A document might pass a PDF/UA or WCAG checkpoint without being truly usable for someone navigating with a keyboard, screen reader, or other assistive technologies.

What is manual PDF accessibility remediation?

Manual PDF accessibility remediation involves a human accessibility specialist or someone trained in accessible document creation, reviewing and adjusting a PDF to ensure it meets accessibility standards and provides a usable experience for all readers. Unlike automated tools, manual remediation relies on human judgment to interpret content, which allows for more nuanced accessibility improvements.

The manual remediation process typically includes:

Tagging and structuring content: Applying correct heading levels, lists, tables, and paragraphs to create a logical reading order for assistive technologies.
Alternative text creation: Writing descriptive, context-aware text for images, charts, and other non-text elements.
Ensuring navigation and interactivity: Making forms, links, bookmarks, and tables of contents accessible for keyboard and screen reader users.
Validating reading order and flow: Confirming that content is presented logically and clearly, especially in complex layouts such as multi-column pages, sidebars, or graphics-heavy documents.
Testing with assistive technologies: Using screen readers, magnifiers, and other tools to verify that the document works as intended for diverse readers.

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What are the benefits of manual PDF accessibility remediation?

While more time-intensive than automated approaches, manual remediation offers several key benefits that directly improve the experience for people who rely on accessible content. Here are some of our favourite benefits:

Context-aware decision making

Humans can understand the meaning behind content, allowing them to make informed choices that automated tools cannot. For example, deciding the most descriptive alternative text for an image or determining the correct reading order for complex layouts requires comprehension of the content and its purpose.

Effective handling of complex layouts

Documents with multiple columns, tables, interactive forms, or embedded media often require nuanced adjustments. Manual remediation allows specialists to organise content so it is both accessible and maintains the intended visual or functional design.

Higher-quality structure and tagging

Manual remediation ensures that headings, lists, tables, and forms are correctly identified and tagged in a logical, hierarchical order. This improves navigation for people using assistive technologies, allowing them to move through the document efficiently and intuitively.

Choosing the right approach for accessible PDF remediation

Deciding between automated and manual PDF accessibility remediation, or a combination of both, depends on several practical factors. There is no one-size-fits-all solution, and the best approach balances efficiency, quality, and the needs of the intended audience.

Key considerations include:

Document Volume and Complexity: Large, simple PDFs may suit automation; complex layouts need manual attention.
Audience Needs: Consider how people will engage with content and what they require to access it effectively.
Risk and Compliance: High-stakes or regulated documents often demand both automated and manual remediation.
Time and Budget: Automation is faster and more cost-effective, while manual work ensures higher accuracy.
Hybrid Approach: Combining automated fixes with human review balances efficiency and quality.
User Testing: Testing with assistive technologies ensures real-world accessibility for everyone.

Why a hybrid approach that combines automation and manual reviews usually wins

In practice, many organisations find that the most effective strategy for PDF accessibility is a hybrid approach, combining the speed of automated tools with the nuanced judgement of human reviewers. Rather than relying solely on one method, a hybrid workflow leverages the strengths of both to produce high-quality, genuinely accessible documents.

How the hybrid PDF accessibility remediation works

A typical hybrid process begins with automated remediation tools. These tools quickly identify and fix obvious issues, such as missing tags, unlabelled headings, or untagged images. Once automated fixes are applied, a human accessibility specialist reviews the documents.

The reviewer focuses on context-specific issues that automated tools often miss, such as:

Verifying the logical reading order of complex layouts
Writing meaningful alternative text for images, charts, and graphics
Checking tables, forms, and interactive elements for usability
Ensuring compliance with accessibility standards while also prioritising real-world user experience

Benefits of automated & manual PDF remediation together

Ultimately, the hybrid approach balances speed, accuracy, and inclusivity, ensuring that PDFs are not just compliant on paper but genuinely usable for all people who interact with them. It acknowledges that technology can do much of the heavy lifting, but human insight remains essential for accessibility that truly works in practice.

Which accessibility standards must be followed when remediating PDFs?

When remediating PDFs, the Web Content Accessibility Guidelines (WCAG) are widely recognised as the gold standard. Developed by the W3C, WCAG provides clear, internationally accepted criteria for making digital content perceivable, operable, understandable, and robust for everyone. Following WCAG ensures that PDFs are not only technically compliant but also genuinely usable for people with diverse abilities.

Adhering to WCAG also helps organisations meet a variety of global accessibility legislation. For example, in the United States, compliance supports requirements under the Americans with Disabilities Act (ADA) and Section 508. In Europe, the European Accessibility Act (EAA) aligns closely with WCAG principles, making it easier for organisations to satisfy multiple legal frameworks simultaneously.

By remediating documents in line with WCAG, organisations can reduce legal risk, demonstrate inclusivity, and ensure content is accessible to everyone, regardless of ability or technology used.

Download A Free PDF Remediation Checklist

Final verdict: Why a combined approach often makes the most sense

Automated and manual PDF accessibility remediation often come with their own unique benefits and use cases. For example, automated approaches can be useful for quickly identifying and resolving consistent, repeatable patterns across large volumes of documents. Manual remediation, on the other hand, can be valuable where accuracy, context, and nuance matter.

The best approach is actually to combine the two approaches into a hybrid system, leveraging the benefits of both. If you would like to get started, we recommend checking out our PDF accessibility checker or contacting our team to see how we can help.

Automated Vs manual PDF remediation FAQs

Looking for a recap or quick summary? Here are a few of our most frequently asked questions to help you get to grips with the essentials:

What is PDF accessibility remediation?

PDF accessibility remediation is the process of updating a PDF so that it can be accessed and understood by everyone, including people using assistive technologies like screen readers, voice control, or alternative input devices. It ensures that text, images, tables, forms, and navigation are perceivable and usable.

What is the difference between automated and manual PDF remediation?

Automated remediation uses software tools to detect and fix accessibility issues quickly, such as missing tags or unlabelled headings. Manual remediation relies on human expertise to address context-sensitive issues, including reading order, meaningful alternative text, complex tables, and interactive elements.

Can automation fully replace manual remediation?

No. While automated tools are fast and cost-effective for large volumes of documents, they cannot reliably handle complex layouts or ensure content is truly understandable. Human review is essential for high-quality, usable PDFs.

Which accessibility standards should PDFs meet?

The WCAG (Web Content Accessibility Guidelines) are the gold standard for PDF accessibility. Compliance with WCAG also helps organisations meet global legislation such as the ADA, Section 508, and the European Accessibility Act (EAA).

Check out our Products & Services

Ready to take your first steps towards digital accessibility compliance? Then see how we can support your journey with our accessibility solutions:

Web Accessibility Checker

Scan, detect, fix, and maintain accessibility compliance standards on your website.

Assistive Toolbar

Make your website an inclusive and customisable experience for people with disabilities.

PDF Accessibility Checker

Check your PDFs are compliant with accessibility standards and run automated fixes.

The post Automated Vs Manual PDF Accessibility Remediation: When to Use Each Approach appeared first on Recite Me.

CoAct Elevates Website Accessibility with Recite Me

Paige Harbottle — Mon, 08 Dec 2025 09:01:00 +0000

CoAct, a national network of not-for-profit employment service providers, has enhanced its website accessibility with the help of the Recite Me Checker, and further improved usability through the Recite Me Toolbar.

We caught up with Alex Parkes, Digital Marketing Specialist at CoAct, to explore how these tools help meet accessibility commitments as an Inclusive Employment Australia member.

A Commitment to Inclusion as an Inclusive Employment Australia Member

As a disability employment services provider, CoAct helps people reach their full potential through meaningful, sustained employment. Accessibility is central to everything they do.

Recently, CoAct was selected to deliver the Australian Government’s Inclusive Employment Australia (IEA) program. Through this program, CoAct supports job seekers with career pathways, including help with job searching, resumes, and interviews.

“As part of our IEA tender commitments, we pledged to provide an accessible public website and an inclusive digital environment through our Campus Employment Hub.”

To fulfil these commitments, CoAct partnered with Recite Me to identify and fix accessibility issues on their website, ensuring a smooth experience for all users.

“Recite Me plays a key role in delivering on that promise by ensuring our online spaces are usable by everyone.”

The Recite Me Checker Improves User Experience

CoAct began using the Recite Me Accessibility Checker in October 2024. Since then, CoAct has made progress toward their end goal of achieving WCAG AAA compliance by following these steps:

Plan: Identify which pages, documents, and assets need auditing.
Scan: Run a full scan against WCAG 2.2 success criteria.
Fix: Use AI-powered insights to prioritise fixes.
Maintain: Ensure long-term compliance with automated scanning.

“We’ve made significant enhancements to colour contrast, making it easier for clients to navigate and find the information they need. While we’re still collecting longer-term usage data, we’ve already observed a positive impact on user experience and engagement.”

Empowering Users with the Recite Me Toolbar

Before taking on the Checker, CoAct implemented the Recite Me Toolbar in January 2023. The toolbar assists people with disabilities, visual impairments, or those who speak English as a second language. Features include:

Screen reader and text-to-speech functionality
Customisable website styling for improved readability
Reading aids to enhance comprehension
Translation into over 100 languages

“Recite Me stood out as the leading solution in the market. Not only was the product robust and feature-rich, but the support from the Recite Me team has also been outstanding.

“We needed a partner who understood our values, provided exceptional technical guidance, and offered a seamless implementation experience, and Recite Me delivered on all fronts.”

Positive Feedback from Clients

Since adopting Recite Me Tools, CoAct received positive feedback from clients who are finding it easier to read and understand online content.

“Clients have told us the site is easy to navigate and that they appreciate having options to customise their experience, such as adjusting text size and screen contrast.

“It’s validating to hear that these changes are making a real difference for people we’re here to support.”

Ready to get started?

CoAct’s partnership with Recite Me demonstrates how accessibility can enhance user experience, engagement, and inclusivity.

Ready to make your website inclusive for everyone? Contact Recite Me today to get started.

Create Customisable Experiences for your Website Visitors

The Recite Me cloud-based toolbar makes your website digitally inclusive by allowing visitors to customise your content so that they can consume it in ways that work best for them. Kick start your journey to make your website inclusive for everyone. Press the button below to get started!

The post CoAct Elevates Website Accessibility with Recite Me appeared first on Recite Me.