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How to Make a PDF Accessible? A Simple Guide

Michael Halpin — Thu, 05 Mar 2026 16:19:32 +0000

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Wondering how to make a PDF accessible? PDFs are one of the most commonly used document formats by organizations 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

Organizations 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, organizations can create PDFs that are accessible to all and usable with assistive technologies, such as screen readers, voice commands, and keyboard navigation tools.

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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 color 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 organizations create accessible PDF documents?

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

Provide a better experience for readers

One of the most notable reasons why organizations 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 organizations 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 organizations 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. Organizations 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 organizations 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 organizations 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 organizations 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 organization 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 customizable 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 Make A PDF Section 508 Compliant?

Michael Halpin — Mon, 02 Mar 2026 13:44:23 +0000

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Every organization needs to consider digital accessibility, particularly when it comes to compliance with accessibility laws, regulations, and standards. In the US, this includes Section 508 of the Rehabilitation Act, a federal law that mandates public services are accessible for people with disabilities.

Federal agencies often generate PDFs to share reports, policies, forms, and other important communications both internally and externally, which means these agencies must ensure PDF 508 compliance to reduce legal risk and create content that is accessible to all users. Despite this, there are a number of common issues with PDFs that can put government agencies at risk while excluding users from the content.

The basics of Section 508 compliance

Section 508 is part of the Rehabilitation Act of 1973, a federal law prohibiting discrimination on the basis of disability in programs conducted by federal agencies, receiving federal financial assistance, or under federal contracts. Section 508 was added to the Rehabilitation Act in 1998 and then updated in 2017.

Who does Section 508 apply to?

Section 508 is mainly aimed at federal agencies but also extends to federal contractors and vendors, educational institutions, and software developers designing apps and platforms for government use.

Section 508 compliance requirements

Section 508 requires federal agencies to make their websites, software, multimedia, and downloadable content (such as PDFs) accessible to people with disabilities.

To achieve this, agencies should focus on complying with Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. These guidelines address four criteria for digital content:

Perceivable: Information and user interface components must be presentable to users in ways they can perceive.
Operable: User interface components and navigation must be operable.
Understandable: Information and the operation of the user interface must be understandable.
Robust: Content must be robust enough that it can be interpreted reliably by a wide variety of user agents, including assistive technologies.

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How does Section 508 apply when creating PDFs?

Section 508 requires federal agencies to ensure that all digital documents are compliant, whether they are created, shared, or published. This can include documents designed for training materials, reports, internal policies, and any other internal or external documents.

PDF accessibility involves making sure that the document is structured properly so that it can be understood by assistive technologies, such as screen readers. Non-compliance can lead to Section 508 lawsuits, exclude users, and damage your reputation. PDFs that are visually well-designed may not be accessible. The document must contain proper structure, tagging, and metadata so that it can be understood and navigated by those with disabilities.

The most common PDF accessibility issues and how to fix them

There are a number of common PDF accessibility issues that can put federal agencies at risk of non-compliance. The most common mistakes include:

Missing or incorrect tags

PDF tags are used to define the structure and order for assistive technologies, so missing or incorrect tags make it hard for those relying on these technologies to interpret the PDF document correctly.

This issue can be avoided by applying tags to headings, paragraphs, lists, tables, etc.

Incorrect reading order

PDFs may appear visually to be in a logical order, but they require semantic HTML to convey structural meaning to assistive technologies to guide users through the content in the right order.

You can check the reading order in the Reading Order panel, allowing you to quickly test and fix any issues.

Image-only or scanned PDFs

Image-only or scanned PDFs may contain no readable content for assistive technologies, as they will appear as an image with no selectable text.

You can use Optical Character Recognition (OCR) to convert images into selectable text for screen readers.

Inaccessible tables

Tables with poor structure can be hard to interpret by assistive tools. Be sure to use header rows and define relationships for accessibility.

Color contrast and color-only reliance

Low color contrast can limit readability for those with visual impairments. WCAG Level AA requires a contrast ratio of at least 4.5:1 for normal text and 3:1 for larger text and design elements.

Improper use of headings

Proper heading tags (h1, h2, etc) should be used instead of visual styling for assistive technologies to follow the structure of the PDF document.

Broken links or non-descriptive links

Broken links or non-descriptive links confuse screen readers and reduce usability. Links should always be descriptive and use meaningful text, such as “download report here”.

Non-keyboard accessible elements

Many users are unable to use a mouse, so PDF documents should be keyboard accessible. Make sure the document can easily be navigated with a keyboard only to avoid non-compliance.

Missing document language metadata

Screen readers rely on document language metadata to read the content in the right language. Be sure to set the right language metadata before publishing.

Run automated tests for 508 compliance with our PDF Remediation tool

As you can see, there are a lot of common mistakes and areas where it is easy to trip up in regard to Section 508 compliance. You never want to risk non-compliance, as this has legal, reputational, and financial risks, which is why it is smart to run automated tests for 508 compliance.

The Recite Me PDF Remediation tool can be used to scan your PDFs against PDF-specific WCAG success criteria, such as reading order, alt text, structure, and color contrast. You can then apply automated fixes within seconds, saving you the time of manual edits.

Automated tests also allow you to easily evaluate the compliance of high volumes of content that would otherwise take a long time to complete. Additionally, the PDF Remediation tool generates data and reports that help you better understand your compliance status.

The risks for government agencies that don’t comply with Section 508

It is important to be aware of the wide-ranging risks of non-compliance with Section 508 for government agencies. The main risks to understand include:

Federal agency corrective actions: Non-compliance can lead to formal investigations and remediation requirements.
Contract sanctions: Non-compliance with Section 508 can disqualify federal agencies and contractors from current or future government contracts.
Fines and penalties: Section 508 lawsuits can be hugely expensive, with settlements often ranging from thousands to millions of dollars.
Reputational damage: A commitment to inclusivity and accessibility is one of the best ways to build a positive reputation. Non-compliance issues can harm your brand reputation, making it harder to build public trust.

Download A Free PDF Remediation Checklist

Work towards Section 508 PDF compliance today

Government agencies and contractors need to take Section 508 compliance seriously, particularly when it comes to PDFs. By using a PDF remediation tool to scan for non-compliance issues, government agencies can quickly fix issues and feel confident in the accessibility of their PDFs. This will help prevent costly lawsuits, ensure important information is accessible to all users, and make it much easier to build public trust.

To get started on your journey towards creating accessible and 508-compliant PDFs, be sure to run a free remediation scan. You can also reach out to our team of accessibility experts for additional support.

Section 508 compliance for 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:

Is Section 508 compliance only for government agencies?

Section 508 requires government agencies and any person or organization with a contract or receiving funding from the US government to be compliant. Private businesses must comply with the Americans with Disabilities Act (ADA).

How often should PDF documents be scanned?

It is smart to conduct quarterly scans of all PDF documents to ensure that they remain compliant. Scans should also be conducted every time a new PDF is created or an existing PDF is edited to ensure that any live updates remain compliant with 508. Try to view accessibility as an ongoing process rather than a one-time fix.

How are non-compliance issues typically discovered?

Section 508 issues are often discovered by users with disabilities reporting any issues that they encounter, which can lead to complaints and formal investigations. This is why it is important to scan PDFs before publishing them to ensure all content is Section 508 compliant once live.

What standards should PDFs meet?

PDFs should align with the WCAG Level AA 2.1 standards. WCAG is not legally enforceable, but it is considered to be the global benchmark in terms of accessibility standards. Many forms of legislation around the world, including Section 508, reference WCAG as the accepted standard (this applies to all web content, including PDFs).

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 customizable 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 Section 508 Compliant? appeared first on Recite Me.

How to Check Accessibility in PDFs?

Michael Halpin — Mon, 02 Mar 2026 11:58:59 +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, organizations need to ensure the PDF is accessible to everyone by aligning content with globally recognized 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, organizations should make sure that the document follows a clear reading order, has a logical and tagged structure, supports keyboard navigation, uses sufficient color contrast, and includes descriptive alt text for images.

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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 recognized 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 color contrast and visual clarity

Color contrast is key to making sure text is readable by users with visual impairments. There should be a minimum color 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, organizations 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 organizational credibility. Inclusivity and transparency are widely recognized 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 organizations moving forward, as it’s both the thing you must do and should do. Organizations 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 organizations to benefit from the speed of automated tools and the nuanced judgement of human editing.

Do private organizations need to ensure PDF accessibility?

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

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 customizable 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

Raissa Rurangwa — Mon, 02 Mar 2026 09:56:38 +0000

Creating an Accessible PDF Checklist

PDFs are one of the most common ways organizations 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 organizations 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.

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Website Accessibility Checklist

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

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

Standard PDFs Vs Accessible PDFs: What are the Differences?

Michael Halpin — Tue, 24 Feb 2026 10:14:47 +0000

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Many businesses, government agencies, and other organizations 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, organizations 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, organizations 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, organizations 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 colors 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 organizations 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 organization needs to understand how to create accessible PDFs that align with globally recognized 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 organizations 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 organizations. 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 labeled fields

How often should organizations review PDF accessibility?

PDF accessibility should be reviewed regularly by all organizations. This includes once annually and when new content is published. For organizations 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 customizable 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.

ADA Protected Disabilities: Who Does The Americans with Disabilities Act Protect?

Michael Halpin — Tue, 17 Feb 2026 10:50:00 +0000

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The Americans with Disabilities Act is a civil rights law designed to protect people with disabilities from any form of discrimination by providing equal access to public services, jobs, transport, digital content, and more. With 1 in 4 adult Americans having some kind of disability, the ADA is one of the most important laws in the US that protects millions of citizens in many areas of life.

A quick summary of the Americans with Disabilities Act (ADA)

The ADA prohibits discrimination on the basis of disability in the same way that civil rights laws prohibit discrimination on the basis of race, color, sex, national origin, age, and religion. This guarantees that people with disabilities have equal opportunities when it comes to jobs, buying goods and services, accessing government programs, and accessing online content.

This means that the ADA applies to employers, transport providers, government agencies, telecommunications providers, and any business or organization open to the public. Compliance with the ADA is essential for avoiding fines and legal action while also ensuring equal access and inclusivity, both of which are key factors when it comes to building trust and brand reputation.

Who does the ADA protect?

The ADA is designed to protect people who have disabilities. As established by the ADA, a person with a disability is someone who:

Has a physical or mental impairment that substantially limits one or more major life activities
Has a history or record of such an impairment (such as cancer that is in remission)
Is perceived by others as having such an impairment (such as a person who has scars from a severe burn)

This covers a wide range of disabilities, both visible and invisible. A few examples of disabilities protected by the ADA include:

HIV
Cancer
Autism
Epilepsy
Diabetes
Cerebral palsy
Traumatic brain injury
Intellectual disabilities
Blindness or low vision
Deafness or hearing loss
Major depressive disorder
Post-traumatic stress disorder
Mobility disabilities such as those requiring the use of a wheelchair, walker, or cane

This list barely scratches the surface, as many other disabilities covered by the ADA are not listed here. That said, it should give you a good idea of the most common.

Download your free ADA Compliance Checklist

Want to make sure your website is compliant with the Americans with Disabilities Act? Then unlock the ADA compliance checklist now. Discover actionable steps to ensure ADA compliance, helping you avoid lawsuits and any other negative consequences of non-compliance.

How everyone benefits from ADA compliance

The ADA was designed to protect people with disabilities, but it is a law that benefits everyone. Removing barriers and improving accessibility allows organisations to create physical and online environments that are easier to navigate for all.

For example, clear signage in the workplace can make it easier for everyone in the event of an emergency. Transcribed video content can help people in noisy environments to understand what is being said. Structured online content that is logically organized will be easier to read for all users, not just those using screen readers.

How does the ADA protect people with disabilities?

The ADA protects people with disabilities by providing clear guidance on how organisations can improve accessibility. Non-compliance can lead to costly legal consequences, so organizations are required to take action to ensure both physical and digital accessibility.

The act mandates compliance with WCAG 2.1 Level AA

The ADA was enacted before the rise of the internet, but with so much of life and business being digital these days, the Department of Justice (DoJ) interprets the act to apply to all digital environments. In practice, this involves compliance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. This is considered to be the gold standard in terms of digital accessibility.

WCAG 2.1 Level AA establishes guidelines for making all web content accessible, which is broken down into four core principles:

Perceivable: Users must be able to recognize and use your online services with the senses available to them.
Operable: Users must be able to find and use your content, regardless of how they choose to access it.
Understandable: Users must be able to understand your content and how it works.
Robust: Content should be interpreted reliably by a wide variety of user agents, including assistive technologies like screen readers.

Physical spaces must be made fully accessible to people with disabilities

The ADA also requires that physical spaces must be made fully accessible to people with disabilities. Businesses and public bodies are required to make changes where it is “readily achievable”, which means without significant difficulty or expense. In practice, this often involves wheelchair accessible entranceways, ramps and lifts, accessible bathrooms, clear signage, lower service counters, and appropriate parking spaces.

Examples of businesses and other organizations that are open to the public that must adhere to the ADA include:

Gyms
Hotels
Restaurants
Retail stores
Movie theaters
Day care centers
Doctors’ offices and hospitals
Private schools (including housing)
Organizations offering courses or examinations

Lawsuits and fines are issued for non-compliance

Non-compliance with ADA can lead to lawsuits and significant fines. Maximum penalties can range between $55,000 and $75,000 for first-time violations, while subsequent violations can result in fines of up to $150,000.

Even if there are no fines, legal settlements can cost an organization tens or hundreds of thousands of dollars when you factor in legal fees and remediation costs. Financial penalties are also just one part of a broader risk landscape, as non-compliance can lead to lasting damage in terms of loss of customers and revenue and a damaged brand reputation.

Which organizations need to comply with ADA guidelines?

ADA compliance is a requirement for many different types of organizations. Each of the act’s titles outlines the type of organizations, criteria, and sectors where ADA applies. This includes:

Title I: Employers with 15+ employees

Businesses with 15+ employees are legally required to provide accessible hiring processes, workplace accommodations, and accessible digital programs for training and internal communication. Employees with disabilities must also have equal opportunities for career advancement.

Title II: State and local government websites

Public entities must remove barriers to digital platforms to ensure websites and apps are fully accessible to those with disabilities. This can include steps such as ensuring content is compatible with screen readers, using color contrast for visibility, and mouse-free navigation.

The DoJ recently announced two key deadlines for ADA Title II compliance:

April 24, 2026 – Entities serving a population over 50,000 must be ADA-compliant.
April 26, 2027 – Entities serving 50,000 or fewer people, and special district governments, must be ADA-compliant.

Title III: Public-facing businesses

Public-facing businesses include both physical locations, like restaurants and hotels, as well as digital platforms like e-commerce stores. This means all businesses, facilities, and websites that serve the public must be compliant with ADA Title III.

Title IV: Telecommunications companies

Companies that provide video and phone services must comply, which can involve providing transcriptions and relay services to users with hearing impairments.

Organizations can get a free accessibility scan to take a step towards ADA compliance

These days, most organizations have digital platforms, including websites and mobile applications. These platforms must be ADA-compliant in order to avoid legal action and fines. ADA compliance also prevents users from exclusion.

A free accessibility scan is a smart step towards ADA compliance. It will analyze your website and highlight any issues that do not align with the WCAG 2.1 Level AA criteria. AI-driven fixes can then be made instantly to remove barriers and ensure accessibility. Manual checks can be time-consuming, and it is easy to make mistakes, but an accessibility scan will quickly scan your entire digital landscape to find any hidden issues.

Keep in mind that accessibility is not a one-time fix. Regular scans should be performed to ensure long-term compliance. This is particularly important for organizations that regularly publish new content and perform website/app updates.

Free ADA Compliance Audit of your Website

Get a free automated ADA compliance audit of your website. This audit will highlight compliance violations and provide the recommendations needed to meet ADA compliance standards.

Make sure your organization is ADA-compliant

The ADA is designed to protect individuals with disabilities and provide equal access to employment, goods and services, and government programs. For organizations, compliance is much more than a box-ticking activity and a way to prevent costly legal fees and penalties; it is about removing barriers, promoting inclusivity, and protecting brand reputation.

Take the first steps towards compliance today by requesting a free ADA compliance check of your website’s homepage. You can also reach out to a member of our team for more personalized support.

ADA Protected Disabilities 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 autism protected under ADA?

Yes, autism is protected under the ADA as a disability that can substantially limit life activities.

Is ADHD protected under ADA?

ADA protects individuals with ADHD, which can require organizations to make workplace accommodations.

Is anxiety protected under ADA?

Anxiety can be a grey area, but anxiety disorders are considered to be mental health disabilities, which are protected by the ADA if they substantially limit life activities. That said, documentation from a healthcare provider will likely be required to prove the limitation. Workplace accommodations can include flexible scheduling and environmental changes, such as a quiet workspace.

Is pregnancy protected under ADA?

Pregnancy is not directly protected under the ADA, but accessibility benefits everyone, including pregnant women who can sometimes find accessibility challenging in physical environments.

Is PTSD protected under ADA?

Yes, PTSD is protected under ADA and considered a disability that can require employers to provide reasonable accommodations and protects against discrimination during the hiring process.

Need more help becoming ADA compliant?

The following resources are packed full of actionable tips and expert advice for making your digital content compliant with the Americans with Disabilities Act:

Free ADA Accessibility Training

Take the first step to ADA compliance by completing our training course.

Free ADA Accessibility Guide

Ensure your organization is meeting the requirements for ADA compliance.

Free ADA Compliance Check

Download a free ADA compliance check of your website.

The post ADA Protected Disabilities: Who Does The Americans with Disabilities Act Protect? appeared first on Recite Me.

PDF Remediation Checklist

scotth — Mon, 16 Feb 2026 10:36:28 +0000

PDF Remediation Checklist

Public sector organizations 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 prioritize 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, prioritize 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.

Why Organizations In Los Angeles Need To Be ADA Compliant

Michael Halpin — Mon, 09 Feb 2026 10:36:44 +0000

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Los Angeles is one of the biggest cities in the US, with a population of approximately 3.88 million residents. With 1 in 4 adult Americans having some kind of disability, every organization needs to understand the importance of accessibility and compliance with the Americans with Disabilities Act (ADA).

ADA is a federal accessibility law that prohibits discrimination against individuals with disabilities and ensures they have equal opportunities. For organizations, this means removing physical and digital barriers so that those with disabilities have equal access to goods, services, and government programs.

Does every business in Los Angeles need to be ADA-compliant?

The Americans with Disabilities Act is a law that applies to all businesses nationwide, including those based in Los Angeles. Different types of organizations have different requirements outlined by different titles. For instance, Title I applies to businesses with 15 or more employees and requires employers to provide equal employment-related opportunities to those with disabilities, including hiring, training, and promotions.

Types of ADA compliance requirements

ADA compliance in LA involves the removal of barriers from both physical and online environments to improve accessibility.

Accessibility adjustments for physical environments

For business premises and facilities, ADA compliance involves making sure that those with disabilities can safely access physical environments. This often involves adjustments such as installing wheelchair ramps, lifts between different floors, and wheelchair accessible restrooms.

Businesses must remove barriers where it is readily achievable, meaning that changes are required without significant difficulty or expense. This means that businesses operating in older properties will not have to make huge, costly structural changes.

Digital accessibility for online environments

Digital accessibility has become a key area of focus in terms of ADA-related complaints in recent years. Many Los Angeles-based businesses offer websites, mobile apps, and digital platforms, so these must also be accessible for those with disabilities.

The Web Content Accessibility Guidelines (WCAG) 2.1 Level AA provide guidance on making sure that all digital content is accessible for users with a range of disabilities. This is generally considered to be the gold standard for compliance for digital accessibility, so LA-based businesses should rely on WCAG 2.1 Level AA to reduce legal risk while ensuring that their digital content is usable by all, including those using assistive technologies.

Download your free ADA Compliance Checklist

The top five most common digital ADA compliance violations

ADA lawsuits in Los Angeles often stem from the same recurring accessibility issues. These include:

1. Poor color contrast

High color contrast is key to ensuring that digital content is easier to read for those with visual impairments or color blindness, but this is often overlooked when it comes to web design, with a focus on aesthetics.

How to fix it:

Implement a minimum contrast ratio of 4.5:1 for normal text and 3:1 for large text
Test pages and elements with a color contrast checker

2. Missing or inadequate alt text for images

Missing or inadequate alt text for images prevents screen readers from communicating content to users with a visual impairment, which can make it hard for them to understand the website content.

How to fix it:

Add descriptive alt text to all informative images
Use empty alt=”” for any decorative images (screen readers will then skip these)

3. Missing or poorly labelled form inputs

Many digital platforms have website forms for users to complete, so it is important that these are accessible for all users. A common ADA compliance violation is missing or poorly labelled form inputs, which can prevent those using assistive technologies from completing forms.

How to fix it:

Make sure every form field has a descriptive label
Provide accessible error messages
Do not use placeholder text as a substitute

4. Lack of keyboard accessibility

Many users are unable to use a mouse for website navigation, so you need to make sure that they can use a keyboard to get around the site. If elements of the website are inaccessible via keyboard, many users are excluded.

How to fix it:

Make sure all interactive elements can be accessed with the Tab and Shift+Tab keys
Do not use custom controls that break standard keyboard functionality

5. Poor semantic structure and reliance on visual indicators

Screen readers can have difficulty understanding a website with poor semantic structure and reliance on visual indicators.

How to fix it:

Use headings in a logical order, such as H1 > H2 > H3
Do not use headings for stylistic purposes

Run an ADA compliance scan of your website to detect errors

Fortunately, you do not have to spend hours on end manually checking every web page for errors. An ADA compliance scan can quickly analyze your website and highlight any issues that need to be addressed.

The Recite Me Website Accessibility Checker is an effective tool that can help organizations address accessibility issues in line with WCAG 2.1 Level AA standards. Once the scan is complete, you will get an accessibility score and easy-to-follow steps on remediation, making it quick and easy to address issues such as low color contrast, missing alt text descriptions, and structural problems.

Tools like this also make ongoing compliance efforts easier as you can perform regular scans, which is particularly important after any content updates or the introduction of new online services.

Digital files and PDFs must also be made accessible

It is not just your website that you need to make ADA-compliant. Many organizations create digital files and PDFs, so you need to make sure that these are accessible to all users. A few common issues found in documents like PDFs include missing tags, contrast errors, and incorrect reading order.

The Recite Me PDF Accessibility Checker is another tool that can simplify digital accessibility for LA-based organizations. This tool can scan your entire website to identify PDFs and other digital files, which are then put through WCAG compliance checks. Many required fixes can be automated, reducing the need for manual work. For any other highlighted issues, the tool will provide step-by-step instructions to help you resolve the issue.

How ADA compliance in L.A. can prevent lawsuits & regulatory scrutiny

The city of Los Angeles operates within a state that is widely known for its active disability rights enforcement. Every organization should prioritize ADA compliance in order to prevent avoidable lawsuits and the subsequent fallout. ADA lawsuits can lead to significant financial losses in terms of penalties, legal fees, settlements, and website accessibility remediation efforts.

By adopting a proactive stance, organizations can ensure ongoing ADA compliance. This should be achieved through regular website audits, remediation efforts, and staff training. Additionally, be sure to document compliance efforts to minimize legal exposure and simplify any investigations.

Increase your reach, revenue, and brand image through ADA compliance

ADA compliance in Los Angeles is clearly important from a legal standpoint, but it can also offer business benefits. It means that you are not excluding potential customers, enabling you to increase your reach and maximize revenue opportunities. With a quarter of the nation having a disability, failure to remove accessibility barriers naturally reduces your pool of customers.

Additionally, in cities like Los Angeles, where inclusivity and equal opportunities are a core part of the cultural identity, ADA compliance can help brands develop a positive brand image. This is critical to success in a competitive marketplace like L.A.

Free ADA Compliance Audit of your Website

Get a free automated ADA compliance audit of your website. This audit will highlight compliance violations and provide the recommendations needed to meet ADA compliance standards.

Make sure your brand meets digital ADA compliance standards in LA

The city of Los Angeles is home to businesses of all sizes and in all industries. ADA compliance must be a priority for all in 2026, and not just in terms of legal obligation. Following best practices ensures that your business is inclusive and accessible to all, which is essential for getting ahead and building trust in a city like L.A.

To start your digital journey towards compliance, you can run a free website accessibility scan of your website. Alternatively, for more personalized support, you can reach out to a member of our team.

ADA Compliance in San Francisco 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:

How common are ADA lawsuits in Los Angeles?

The risk of ADA compliance litigation is higher in Los Angeles, San Francisco, San Diego, and other major cities in California. This is because California has additional disability rights protections under the Unruh Civil Rights Act. Therefore, L.A-based businesses must ensure compliance with both the ADA and Unruh to reduce legal risk.

Are small businesses in LA at risk of ADA compliance?

Small businesses are also at risk of the ADA, including lawsuits, fines, and penalties. Employment provisions under Title I apply to businesses with 15+ staff, but Title III public accommodation requirements apply to all. Therefore, small businesses must ensure their physical premises and digital services are compliant and accessible.

How are ADA issues typically discovered?

Typically, ADA issues are discovered by a user with a disability attempting to access online services and discovering a barrier. This can lead to complaints that, in turn, lead to formal investigations by regulatory agencies. This is why it is important to be proactive and conduct your own regular accessibility audits.

Need more help becoming ADA compliant?

The following resources are packed full of actionable tips and expert advice for making your digital content compliant with the Americans with Disabilities Act:

Free ADA Accessibility Training

Take the first step to ADA compliance by completing our training course.

Free ADA Accessibility Guide

Ensure your organization is meeting the requirements for ADA compliance.

Free ADA Compliance Check

Download a free ADA compliance check of your website.

The post Why Organizations In Los Angeles Need To Be ADA Compliant appeared first on Recite Me.

How Does ADA Compliance Work In San Diego?

Michael Halpin — Tue, 03 Feb 2026 10:48:26 +0000

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Every San Diego business needs to be aware of and comply with the Americans with Disabilities Act (ADA), a federal law established in 1990 to protect people with disabilities from discrimination. This means businesses of all sizes and in all industries must take steps to ensure compliance to prevent legal issues, penalties, and reputational damage.

San Diego is a thriving business city with a large population, which means accessibility must be a top priority both in terms of ADA compliance and practical requirements. By understanding how ADA compliance works in San Diego, organizations can take steps to reduce legal risk and implement equal opportunities.

What is the Americans With Disabilities Act (ADA)?

The Americans with Disabilities Act is a federal accessibility law designed to prohibit discrimination on the basis of disability. This ensures that individuals with disabilities have equal opportunities in all areas of life, including employment, access to services, and the ability to participate in local and state government programs.

In the US, statistics show that more than 1 in 4 adults has a disability. According to ADA, a person with a disability is someone who:

Has a physical or mental impairment that substantially limits one or more major life activities,
Has a history or record of such an impairment (such as cancer that is in remission), or
Is perceived by others as having such an impairment (such as a person who has scars from a severe burn).

The ADA outlines requirements for employers, state and local governments, transport providers, commercial facilities, and telecommunication companies to prevent discrimination against people with disabilities.

Government agencies must be compliant by the deadline

Government agencies in the US need to be aware of two deadlines in terms of ADA compliance set by the Department of Justice (DoJ). Agencies must ensure that their services, programmes, and digital content are equally accessible by these deadlines to prevent legal action.

These deadlines are as follows:

April 24th, 2026: Agencies serving a population of more than 50,000.
April 26th, 2027: Agencies serving a population of less than 50,000.

For government agencies in San Diego and elsewhere, this means taking steps to ensure online services conform to Web Content Accessibility Guidelines (WCAG) 2.1 at level AA. This is widely considered to be the gold standard for ADA compliance.

Download your free ADA Compliance Checklist

Private companies in San Diego still need to achieve ADA compliance

It is not just government agencies that need to achieve ADA compliance. Private companies in San Diego must also take steps to remove barriers to ensure accessibility for all.

For businesses with 15+ employees, this means equal opportunities regarding hiring, workplace practices, and training in accordance with Title I employment provisions. Additionally, companies that qualify as “places of public accommodation” are required to make sure that customers with disabilities can access goods and services (both online and offline).

The most common ADA website compliance issues and how to fix them

ADA website compliance is an essential consideration for all modern businesses. It is vital that steps are taken to make websites accessible for those with a wide range of disabilities so that they can access information, complete purchases, fill in forms, and interact with services.

There are a few common ADA website compliance issues that can lead to lawsuits and exclude potential customers. These include:

Color contrast

One of the most common compliance issues is low color contrast between website text and the background. This can make it hard or impossible for users with visual impairments or color blindness to read content. To ensure compliance, implement a minimum contrast of 4.5:1 for normal text and 3:1 for large text.

Descriptive image alt text

Visually impaired users often use screen readers to understand a website. In order for this to be effective, websites must include descriptive image alt text that will enable the screen reader to describe any images to the user. Be sure to include a description of the image and the purpose for all essential images.

Ineffective keyboard navigation

You must also take steps to make sure that your website can be navigated with a keyboard. Many users are unable to use a mouse, so keyboard accessibility must be a priority. This involves making all interactive elements accessible with the Tab and Shift+Tab keys.

No captions or transcripts for multimedia content

These days, it is common for businesses to have videos and/or audio content on their websites. Users who are deaf or hard of hearing must not be excluded from this content, which is why compliance involves providing accurate captions for video content and full transcripts for audio content.

Improper heading structure

Improper heading structures are another common mistake where headings skip levels, which can confuse screen readers. This is why all web pages should use headings in a logical order, such as h1>h2>h3. This also keeps content in a clear, organized format.

How running an ADA compliance audit of your website can help detect issues

It can be hard to know where to begin with ADA website compliance, especially as many issues are not immediately obvious.

Instead of manually checking each page yourself (and risking oversights), consider using a website accessibility checker to scan your entire website for non-compliance issues. This is an automated audit that will detect accessibility issues, including the violations mentioned above and others. Once the scan is complete and any issues have been detected, you will receive a prioritized list with guidance on how to resolve the issues.

Crucially, you must also conduct manual checks as part of your website audit. This is because automated tools may not detect all ADA compliance violations. Use an ADA audit checklist to ensure ongoing compliance. Additionally, it is smart to conduct regular ADA compliance audits of your website, particularly if you often add new content or features.

PDFs need to be ADA-compliant too

It is also common for organizations to use PDFs to communicate important information, particularly government agencies. These documents must also be ADA compliant, but are often overlooked and have non-compliance issues such as missing tags, incorrect reading order, and contrast errors. These issues can prevent screen readers from communicating the essential information to those with visual impairments.

The Recite Me PDF Remediation tool can scan all PDF documents across your website and identify non-compliance issues that need to be addressed. The tool is also capable of automating many required fixes, helping to streamline and reduce manual workload. For any non-compliance issues that cannot be solved automatically, step-by-step guidance is provided, allowing you to take swift and effective action.

How ADA compliance in San Diego protects your business

Businesses in San Diego need to recognize the wide-ranging benefits of ADA compliance and how it can protect their company from several issues.

Avoid lawsuits – ADA compliance is a legal requirement, meaning non-compliance can lead to costly lawsuits, federal investigations, and enforcement from the DoJ.
Protect your brand image – ADA compliance demonstrates that your business prioritizes inclusivity – this is particularly important in a large and diverse city like San Diego. This can help build public trust and attract new customers.
Reach more customers – As established before, 1 in 4 adults in the US has a disability. San Diego has approximately 1.4 million residents, which means non-compliance can exclude many potential customers.
Prevent regulatory scrutiny – Regulatory investigations can be stressful and disruptive to daily operations. Ongoing ADA compliance and maintaining a strong paper trail of audits, remediation, and staff training can streamline investigations and reduce the likelihood of DoJ enforcement actions.

Free ADA Compliance Audit of your Website

Get a free automated ADA compliance audit of your website. This audit will highlight compliance violations and provide the recommendations needed to meet ADA compliance standards.

Work towards ADA compliance in San Diego before it’s too late

ADA compliance must be a top priority for every business and government agency in San Diego in 2026. This is essential from a legal standpoint, but also to make your organization inclusive and accessible to all. ADA compliance involves removing physical and digital barriers so that individuals with disabilities have equal access.

If you would like to take the first step to compliance, we recommend running a free ADA compliance scan of your website. You can also check out our PDF remediation tool to ensure your documents are accessible and compliant, or contact our team for tailored support.

ADA Compliance in San Diego 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 the difference between ADA and WCAG?

ADA is a federal civil rights law, while WCAG are technical standards that can help organizations improve website accessibility and comply with ADA. WCAG 2.1 Level AA is considered the benchmark for digital accessibility.

What are the penalties for ADA non-compliance?

For first violations, maximum penalties can range from $55,000 to $75,000. For subsequent violations, there are penalties of up to $150,000. Additional fines are possible in California due to the Unruh Civil Rights Act, which allows plaintiffs to claim damages of up to $4,000 per violation. Settlements can also cost organizations huge sums in legal fees and remediation expenses.

Do mobile apps also need to be ADA-compliant?

Yes, all digital platforms offered by organizations must be ADA-compliant.

How often should websites be audited for ADA compliance?

It is smart to audit your website at least annually and after any major updates and/or the launch of new services.

Need more help becoming ADA compliant?

The following resources are packed full of actionable tips and expert advice for making your digital content compliant with the Americans with Disabilities Act:

Free ADA Accessibility Training

Take the first step to ADA compliance by completing our training course.

Free ADA Accessibility Guide

Ensure your organization is meeting the requirements for ADA compliance.

Free ADA Compliance Check

Download a free ADA compliance check of your website.

The post How Does ADA Compliance Work In San Diego? appeared first on Recite Me.

What is Document Remediation? A Detailed Explanation

Michael Halpin — Tue, 03 Feb 2026 10:23:15 +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 color 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 organizations reach wider audiences, reduce legal and reputational risks, demonstrate a commitment to inclusion, and improve employee or customer satisfaction.

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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 recognized 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.

Color contrast and formatting

Text and background color should have sufficient contrast to remain readable for people with visual differences. This also means avoiding the use of color 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 utilized 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 recognized 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 recognized accessibility standards and guidelines worldwide.

Digital Accessibility and Inclusion Toolkit

Conclusion: Start remediating your documents now

To summarize, 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 prioritize 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 customizable experience for people with disabilities.

PDF Accessibility Checker

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

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