How to make an accessible PDF, step by step
From the source Word file to tags, reading order, alt text and a PDF/UA check — with a checklist.
Service · Documents
PDF and document remediation
We make PDFs, Word files, PowerPoints and forms readable by screen readers — tagged, ordered and verified to PDF/UA and WCAG 2.1 AA, at any volume.
Why PDFs are the hidden compliance problem
Most organizations have far more PDFs than web pages: agendas and minutes, annual reports, forms, statements, brochures, policies, course readers. Almost none were created accessibly. To a screen reader, an untagged PDF is either a jumble of words in the wrong order or — if it was scanned — a picture with no text at all.
Under the ADA Title II rule, these documents must meet WCAG 2.1 AA. Under Section 508, federal documents already must. And in Title III lawsuits, an inaccessible PDF menu, form or statement can be the barrier that triggers the claim.
What remediation involves
- Tag structure: headings (H1–H6), paragraphs, lists, tables, figures, links and notes, so assistive technology understands the document.
- Reading order: the tag tree is reordered so multi-column layouts, sidebars and footnotes are read in a logical sequence.
- Alternative text written by people for every meaningful image, chart and diagram, and decorative elements marked as artifacts.
- Tables with correct header cells, scope and, for complex tables, header IDs.
- Fillable forms with labeled fields, tooltips, logical tab order and accessible error checking.
- Document properties: title, language, bookmarks, and the PDF/UA identifier.
- OCR for scanned documents, with recognition errors corrected by hand. See scanned PDFs and OCR.
- Color and contrast issues flagged and fixed where the source allows.
How we verify every file
- PAC (PDF Accessibility Checker) for PDF/UA and the Matterhorn Protocol’s machine-checkable conditions.
- Acrobat Pro’s accessibility checker for a second automated pass.
- Manual tag-tree review of structure, reading order, tables and alt text.
- Screen reader read-through with NVDA or JAWS for complex files and forms.
You receive the remediated file, a per-document verification record, and on request a summary conformance statement for your records.
Source files first
When you have the original Word, InDesign or PowerPoint file, the best long-term fix is to correct the source and export properly, so the next version is accessible too. We remediate source files and provide templates and training so your team produces accessible documents from the start.
Pricing tiers
| Complexity | Typical content | Pricing basis |
|---|---|---|
| Standard | Text, headings, lists, simple images | Lowest per-page rate |
| Moderate | Multi-column layouts, simple tables, charts | Mid per-page rate |
| Complex | Complex or nested tables, forms, maps, math, dense infographics | Highest per-page rate or per-form |
| Scanned | Image-only pages requiring OCR and correction | Standard rate + OCR fee |
Volume discounts start at a few hundred pages. Send us a sample and we’ll quote within two business days.
Formats we remediate
PDF · Word (.docx) · PowerPoint (.pptx) · Excel (.xlsx) · InDesign (.indd) source files · EPUB.
Frequently asked questions
Are PDFs covered by the ADA?
Yes. The DOJ’s ADA Title II rule explicitly covers ‘conventional electronic documents’ — PDFs, Word, Excel and PowerPoint files — posted on websites and apps. Courts and the DOJ treat documents offered to customers by businesses the same way under Title III.
Can't we just run Acrobat's 'Make Accessible' action?
It’s a helpful start, but auto-tagging regularly gets reading order, headings, tables and form fields wrong, and it cannot write meaningful alt text. A PDF can pass Acrobat’s checker and still be unusable with a screen reader. Every file we deliver is checked manually.
Do we need to fix our old PDFs?
Not always. The ADA Title II rule has a limited exception for archived content and for older documents that nobody needs to use. We help you inventory your library and decide what to remediate, what to archive properly, and what to replace with an accessible web page.
How do you price PDF remediation?
Per page, based on complexity tiers (text-only, moderate, complex tables/forms/charts), with volume discounts. We give you a fixed quote after reviewing a sample of your files.
What turnaround can we expect?
Single documents in 2–5 business days; rush service in 24–48 hours for short files. Large back-catalogue projects are delivered in weekly batches, highest-priority documents first.
Find out where you stand, in writing.
Send us a few URLs or sample PDFs. Within two business days you get a free, plain-English snapshot of your biggest accessibility risks and what it takes to fix them.