Recite Me

How to Make a PDF Accessible? A Simple Guide

Michael Halpin — Thu, 05 Mar 2026 16:19:37 +0000

Get Your Free PDF Remediation Checklist

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.

Webinar: Your PDFs Aren’t Accessible – What Now?

Laura Blenkinsopp — Tue, 03 Mar 2026 11:36:27 +0000

Webinar: Your PDFs Aren’t Accessible – What Now?

24 March 2026, 2:00–3:00 pm

Most organisations have improved their websites, but documents remain a major accessibility risk. Policies, reports, forms and public information are often published as PDFs that assistive technologies cannot interpret, leaving organisations exposed to complaints, audits and non-compliance.

Join this webinar to learn what accessible PDFs require, where documents fail, and how to identify issues at scale, so you can prioritise fixes and reduce risk quickly.

Meet the panellists

John Abbott,
Head of Product,
Recite Me

Chris Holloway,
Head of Accessibility,
Recite Me

24 March 2026, 2:00–3:00 pm

Recite Me’s accessibility experts will explain why inaccessible PDFs are a major compliance risk, and how to identify, prioritise, and fix issues at scale.

During this webinar they will:

Outline what accessibility legislation requires for documents and why PDFs are increasingly under scrutiny, including findings from GDS monitoring and audits.
Highlight the most common issues that prevent assistive technologies from accessing content
Share practical guidance on how to identify, prioritise, and remediate documents at scale
Explain how to reduce risk moving forward without reviewing every document manually

Please note this webinar is aimed at organisations operating in the UK and will cover UK specific legislation.

Free Resources

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

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

PDF Accessibility Remediation Checklist

This free checklist gives you a clear, practical way to understand what accessible PDFs require and how to address common issues.

Get Your Free Checklist

The post Webinar: Your PDFs Aren’t Accessible – What Now? appeared first on Recite Me.

How to Check Accessibility in PDFs?

Michael Halpin — Mon, 02 Mar 2026 11:59:01 +0000

Get Your Free PDF Remediation Checklist

Download Now

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.

Creating an Accessible PDF Checklist

Laura Blenkinsopp — Mon, 02 Mar 2026 09:57:12 +0000

Creating an Accessible PDF Checklist

PDFs are one of the most common ways organisations share information. They are also one of the most common causes of accessibility failure. When PDFs are inaccessible, they create barriers for users and expose organisations to legal, reputational, and operational risk.

This practical checklist helps you understand what accessible PDFs actually require and what “good” looks like in real-world use. It’s designed to support teams before PDFs are published, giving clear, non-technical guidance to help you spot issues early and build accessibility in from the start.

Fill in the form below to download your copy instantly.

What's Included?

Why PDFs are a frequent source of accessibility risk

What accessible PDF structure and layout should look like

Common issues with headings, reading order, images, and forms

What to check before exporting or publishing a PDF

Simple steps to help teams create accessible PDFs consistently

Preview the Checklist

Get your free Creating an Accessible PDF Checklist

Accessible PDFs don’t happen by accident. They’re the result of clear structure, the right checks, and good habits built into everyday workflows.

This checklist gives you a straightforward way to review PDFs before they’re shared, helping you catch accessibility issues early and reduce the need for time-consuming fixes later. It’s built to support content creators, communications teams, and anyone responsible for publishing documents.

Accessibility isn’t just about avoiding risk. It’s about making sure everyone can read, understand, and use your information independently, from day one.

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.

Get a Free Compliance check

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.

Get Your Free Checklist

The post Creating an Accessible PDF Checklist appeared first on Recite Me.

12 Week Compliance Planner for the Public Sector

scotth — Thu, 26 Feb 2026 09:28:16 +0000

12 Week Compliance Planner for the Public Sector

The Government Digital Service (GDS) is actively auditing public sector websites for compliance with the Public Sector Bodies Accessibility Regulations. If you’re found to be non-compliant, you have just 12 weeks before a retest.

Whether you’ve already received an audit notice or you want to be prepared, this free 12 Week Compliance Planner helps you take control of the process. It turns what can feel like an overwhelming task into a clear, week-by-week plan, so you always know what to focus on next.

Fill in the form below to download your copy instantly.

What's Included?

A structured 12-week compliance plan

How to kick off your accessibility project

Actions to resolve core website issues

What to review for functional accessibility

Launching your fixes and maintaining accessibility long-term

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.

Get a Free Compliance check

Accessibility & Inclusion Toolkit

Discover new tips and tricks to ensure your organisation is accessible and inclusive to customers.

Download Free Toolkit

Website Accessibility Checklist

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

Get Your Free Checklist

The post 12 Week Compliance Planner for the Public Sector appeared first on Recite Me.

Surrey County Cricket Club

Laura Blenkinsopp — Tue, 24 Feb 2026 14:47:46 +0000

Success Stories
Sport

Surrey County Cricket Club

As a modern sports organisation, Surrey understands that connecting with fans and the wider public starts long before anyone walks through the gates of the Kia Oval.

The Club wanted to ensure its website reflected its commitment to inclusion by providing an accessible and welcoming digital experience that supports a wide range of user needs. They were also keen to gain better insight into how visitors engage with accessibility features, helping inform future improvements and ensure their digital platforms continue to evolve.

Our Brief

As a modern sports organisation, Surrey understands that connecting with fans and the wider public starts long before anyone walks through the gates of the Kia Oval.

Our Solution

They integrated the Recite Me Assistive Toolbar across its website to support users in tailoring their online experience. The Toolbar offers a range of features, including screen reading, reading aids, customisable styling options, and translation tools, helping to remove digital barriers for a diverse audience.

Alongside its intuitive design, the Toolbar provides valuable usage insights, allowing Surrey to monitor engagement and understand their audience. These insights support the Club’s commitment to data-led decision making and continual improvement across its digital channels.

Our ambition to be the most inclusive and sustainable cricket club goes well beyond what happens here at the Kia Oval. Our website is often the first place people engage with us, which is why making it more accessible and welcoming is so important.

What stood out to us was the look and feel of the Recite Me Toolbar, alongside the breadth of features available. The ability to track usage and understand how our audience engages with the toolbar is incredibly valuable.

We’ve also been extremely pleased with the support from the Recite Me team. Their collaborative approach and shared focus on increasing awareness and usage of the toolbar is exactly the kind of partnership we value.

Elliott Rousen
Equity Diversity and Inclusion Lead

Book a Toolbar Demo

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.

Standard PDFs Vs Accessible PDFs: What are the Differences?

Michael Halpin — Tue, 24 Feb 2026 10:14:51 +0000

Get A Free PDF Accessibility Check for your Website

Download Now

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.

A Practical Guide to UK Public Sector Accessibility Law

scotth — Fri, 20 Feb 2026 15:42:00 +0000

A Practical Guide to UK Public Sector Accessibility Law

Public sector organisations have a legal responsibility to make their websites accessible. And with Government Digital Service (GDS) audits actively checking compliance, it’s no longer something that can be pushed aside.

This free guide gives you a clear, simple overview of what the law requires and what you should be doing next. No legal jargon. Just the essentials you need to understand your responsibilities and start moving towards compliance.

Fill in the form below to download your copy instantly.

What's Included?

Who the regulations apply to

What compliance actually looks like in practice

A simple introduction to WCAG

How accessibility is monitored and enforced

Practical tips to help you get started

Preview the Guide

Get your free guide to UK Public Sector Accessibility Law

Don’t wait until an audit highlights problems. Use this guide to understand the law now and start building a plan for compliance.

Inside, you’ll find a clear summary of the key legal requirements, alongside practical advice to help you take your first steps with confidence. It’s designed to help you reduce the risk of failing a GDS audit and create a better experience for disabled users.

Accessibility isn’t just about compliance. It’s about making sure everyone can access your services, 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.

Get a Free Compliance check

Accessibility & Inclusion Toolkit

Discover new tips and tricks to ensure your organisation is accessible and inclusive to customers.

Download Free Toolkit

Website Accessibility Checklist

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

Get Your Free Checklist

The post A Practical Guide to UK Public Sector Accessibility Law appeared first on Recite Me.

PDF Remediation Checklist

Michael Halpin — Mon, 16 Feb 2026 09:07:44 +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.

Get a Free Compliance check

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.

Get Your Free Checklist

The post PDF Remediation Checklist appeared first on Recite Me.

When Accessibility Matters Most: A 256% Rise in Usage

Laura Blenkinsopp — Wed, 11 Feb 2026 13:35:22 +0000

Every March, as International Women’s Day approaches, more people turn to the Bristol Women’s Voice website for information, connection and support. Last year, pages viewed using the Recite Me Assistive Toolbar increased by 256% in March compared to an average month.

We caught up with Claire Charras, Communications Coordinator at Bristol Women’s Voice, to explore what’s behind this rise and why accessibility plays such a central role in their work.

Why accessibility is central to Bristol Women’s Voice

Accessibility is rooted in who Bristol Women’s Voice are as an organisation.

“We are an intersectional feminist organisation,” Claire explains. “That means looking at women’s lives and experiences across race, ethnicity, disability, language and more. Inclusion is really important to us.”

Bristol is one of the UK’s most diverse cities, with over 90 languages spoken across its communities. That diversity shapes how the organisation approaches everything, including their digital presence.

Their website as their strongest connection point

For a small charity, the website is one of their strongest connection points. It’s where women discover events, find support and understand what’s available to them.

Claire explains “Digital is really key for us. We don’t always have the time or resources to go out and meet people where they are, so this is how we connect.”

Accessible online experiences allow Bristol Women’s Voice to extend their reach far beyond what would otherwise be possible. “It’s about helping women access services and organisations in a way that works for them,” she adds.

International Women’s Day: where inclusion becomes critical

That need for accessibility becomes even more important around International Women’s Day. Bristol Women’s Voice hosts one of the city’s largest celebrations, bringing together panel discussions, workshops and community stalls.

Last year’s programme included eight panel discussions, over 40 workshops and more than 30 stallholders, from wellbeing services and community groups to specialist support organisations.

“With International Women’s Day, we see a lot more traffic to the website,” Claire explains. “People are looking for event information, workshops and support.”

It’s a time when more people need information, and it has to be accessible.

Making accessibility visible, so people can use it

The increase in Toolbar usage isn’t only driven by higher traffic. It’s also intentional.

“We actively encourage people to use the Recite Me Toolbar,” Claire says. “If they need information in another language, or if they need accessibility features, we tell them that it’s there and show them how to use it.”

That visibility matters. A 256% increase in toolbar usage shows that when accessibility is promoted and normalised, people feel able to use it. It becomes part of the experience, not something hidden or secondary.

“I think there’s a deliberate push from our side to make sure people know it exists,” Claire adds. “And I’m really glad that people are using it.”

Accessing information independently

For Bristol Women’s Voice, accessibility is about far more than usability.

“It’s really about giving women the tools to make informed choices.”

Many systems, especially around social care and support services, are complex and difficult to navigate.

“If English isn’t your first language, or if you have a disability or learning difference, it’s easy to get lost in information,” she says. “Information needs to be there and accessible so people can make informed decisions.”

Not needing someone else to translate, read, or explain content creates independence and privacy. It gives people control over how they engage.

One Toolbar, many ways to access information

One of the things Claire finds most powerful about Recite Me is the breadth of support in one place.

“What’s interesting is the range of accessibility features all in one toolbar. You can cater for a lot of different needs at the same time.”

From translation and screen reading to customising text and layout, users can adapt content to match how they read, learn and process information.

“The tool supports people to access information in the way they need.”

The rise in Toolbar usage around International Women’s Day isn’t just a statistic. It represents real people accessing information, support and community independently, at a time when connection matters most.

Ready to Get Started?

If you’d like to explore how accessibility technology can support your website visitors, get in touch with the Recite Me team to find out more.

The post When Accessibility Matters Most: A 256% Rise in Usage appeared first on Recite Me.

Recite Me

How to Make a PDF Accessible? A Simple Guide

The importance of following PDF accessibility guidelines

Web Content Accessibility Guidelines

PDF/Universal Accessibility

How to make accessible PDFs: The most important steps

Correct document structure

WCAG-Compliant colour contrast

Properly tagged PDFs

Descriptive image alternative text

Descriptive hyperlinks and buttons

Use structured tables

Readable fonts and text size

Navigable with keyboard only

Compatible with assistive technologies

Why should organisations create accessible PDF documents?

Provide a better experience for readers

Comply with global accessibility legislation

Drive revenue through increased reach

Improve brand image and reputation

Maintaining accessible PDFs into the future

How the Recite Me PDF accessibility checker can automate the process

Create accessible PDF documents today

How to make accessible PDFs FAQs

Check out our Products & Services

Webinar: Your PDFs Aren’t Accessible – What Now?

Webinar: Your PDFs Aren’t Accessible – What Now?

24 March 2026, 2:00–3:00 pm

Meet the panellists

24 March 2026, 2:00–3:00 pm

Recite Me’s accessibility experts will explain why inaccessible PDFs are a major compliance risk, and how to identify, prioritise, and fix issues at scale.

Free Resources

How to Check Accessibility in PDFs?

What makes a PDF accessible?

When should you check PDF accessibility?

PDF accessibility checks that everyone should know

Check reading order

Test keyboard navigation

Check images for alternative text

Zoom and reflow testing

Review headings and structure

Check links and navigation elements

Assess colour contrast and visual clarity

Review language and metadata

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

Why regular PDF accessibility checks are so important

Start creating accessible PDFs today

How to check PDFs are accessible FAQs

Check out our Products & Services

Creating an Accessible PDF Checklist

Creating an Accessible PDF Checklist

What's Included?

Preview the Checklist

Get your free Creating an Accessible PDF Checklist

Free Resources

12 Week Compliance Planner for the Public Sector

12 Week Compliance Planner for the Public Sector

What's Included?

Free Resources

Surrey County Cricket Club

Surrey County Cricket Club

Our Brief

Our Solution

Elliott RousenEquity Diversity and Inclusion Lead

Book a Toolbar Demo

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.

Related content​

Standard PDFs Vs Accessible PDFs: What are the Differences?

A quick comparison of PDFs Vs Accessible PDFs

What are the main differences between PDFs and accessible PDFs?

Structure & tagging

Screen reader compatibility

Keyboard navigation

Text and image accessibility

Forms and interactive elements

The role of accessibility standards and compliance when creating PDFs

The role of WCAG in creating accessible PDFs

PDF accessibility legislations

PDF/UA (PDF/Universal Accessibility

Elliott Rousen
Equity Diversity and Inclusion Lead

Related content