1. Use Proper Structure (Headings, Lists, and Tables)

• Headings: Use headings (H1, H2, etc.) to structure your document. This helps screen readers navigate the document and provides a clear outline.
• Lists: Use proper list formatting (bulleted or numbered lists) rather than manually adding dashes or numbers to simulate a list. This ensures that the list is recognized by screen readers.
• Tables: Mark up tables with headers to provide context for data. Avoid using tables for layout purposes.

2. Add Descriptive Text for Links

• Ensure that all hyperlinks have descriptive text that explains the link’s destination or action. Avoid generic text like “click here.”
• Example: Use “View Accessibility Guidelines” instead of just “Click here.”

3. Text and Contrast

• Font Choice: Use clear, readable fonts like Arial, Helvetica, or Times New Roman. Avoid overly stylized fonts.
• Text Size: Use a font size of at least 12 points for body text to ensure readability.
• Contrast: Ensure high contrast between text and background colors. A ratio of 4.5:1 for normal text and 3:1 for large text is recommended (WCAG guidelines).

4. Use Alt Text for Images

• Add alternative text (alt text) to all images, charts, and other visual content. The alt text should describe the content and purpose of the image.
• Example: “Bar chart showing enrollment numbers for 2024 academic year.”

5. Ensure Proper Reading Order

• Make sure the reading order is logical by checking the tab order and using the “Reading Order” tool in PDF editing software.
• This ensures that content is read in the correct sequence by screen readers.

6. Use Accessible Form Fields

• If your PDF contains forms, make sure all form fields are properly tagged and labeled.
• Provide clear instructions for filling out the form and ensure that it is navigable using keyboard-only inputs.

7. Document Language

• Set the document’s primary language in the properties of the PDF file. This helps screen readers select the appropriate language and voice for narration.
• For multilingual documents, use language tags to indicate changes in language.

8. Avoid Using Scanned Documents

• Scanned images of text are not accessible to screen readers. If possible, use OCR (optical character recognition) to make the document readable by screen readers.
• Alternatively, provide a machine-readable version alongside the scanned document.

9. Ensure Proper PDF Metadata

• Fill in metadata fields, such as document title, author, and subject. This can improve document accessibility and make it easier to find the PDF in search engines or document management systems.

10. Test Accessibility

• After making the document accessible, test it using accessibility tools such as Adobe Acrobat’s accessibility checker or third-party tools like PAC 3.
• Conduct user testing with individuals who have disabilities to ensure the document works as intended.