If you’re in the public sector, PDFs are EVERYWHERE. Agendas, permits, reports, applications, budgets, but they’re also one of the most common (and overlooked) sources of accessibility violations.
If your city or agency relies heavily on PDFs to communicate with the public, we’re going to help you understand where the risk comes from, why PDFs are under increased scrutiny, and what you can do about it now.
For many organizations, PDFs feel “safe.” They’re official, printable, and widely used. Unfortunately, they’re also one of the least accessible formats by default.
Most PDFs are created without accessibility in mind. That means screen readers can’t interpret them properly, keyboard navigation breaks down, and users with low vision or cognitive disabilities are often completely blocked from accessing critical information.
From a legal standpoint, that’s a major problem because under ADA Title II, inaccessible PDFs are treated the same way as inaccessible websites. With the deadline coming up in April 2026, PDFs shouldn’t be left out of the picture.
Simply put, if an individual can’t read or complete a form because of how it’s published, that’s a denial of access to a public service. And if you’re ignoring ADA compliance within your PDFs, you’re 27% of individuals in the U.S. that live with disabilities.
Recent ADA Title II updates make it clear that digital documents are covered content, not a gray area.
This matters because:
PDFs are often tied to essential services (permits, payments, public records)
They’re frequently uploaded without review
Many live on city websites for years without being updated
As enforcement becomes clearer and complaints become easier to file, PDFs have turned into a common entry point for accessibility claims. They’re easy to test, easy to document, and often non-compliant at scale.
When it comes to digital accessibility, ADA Title II is just one piece of the puzzle. To make your PDFs (and other digital content) truly accessible, it helps to understand the key standards and guidelines that define compliance. Here’s a breakdown of the most important ones for public sector teams:
What it is: Part of the Americans with Disabilities Act that requires state and local governments to provide equal access to programs, services, and information.
Why it matters: Inaccessible PDFs, forms, and websites can be treated the same as inaccessible physical spaces. Non-compliance may lead to complaints or legal action.
What it is: Internationally recognized guidelines from the W3C that define how to make digital content accessible to people with disabilities.
Levels to know:
A: Basic accessibility (minimum level)
AA: Recommended level for public sector compliance (addresses most common barriers)
AAA: Highest level (rarely required, but ideal)
Why it matters: PDFs, websites, and apps that meet WCAG 2.1 Level AA are generally considered compliant under ADA Title II.
What it is: ISO standard for universally accessible PDF files. It ensures PDFs are properly tagged, readable by screen readers, and structured logically.
Why it matters: Creating PDFs that meet PDF/UA standards makes compliance easier and reduces risk when publishing public documents.
The good news is, you don’t need to be an accessibility expert to spot common problems. Some of the most frequent PDF issues include:
Missing or incorrect tag structure
No defined reading order
Headings that aren’t marked as headings
Tables without headers
Images without alternative text
Scanned PDFs that are essentially just images of text
Poor color contrast
No keyboard navigation
If your PDF was exported quickly from Word or scanned and uploaded as-is, there’s a strong chance it’s not accessible.
If you’re wondering where to start, take it one step at a time, you’ll address the big picture as you go.
You can’t fix what you can’t see. Identify:
High-traffic PDFs
Required forms and applications
PDFs tied to payments, permits, or legal notices
You don’t need to fix everything at once. Start with:
PDFs required to access services
Documents used by the widest audience
Anything linked from your homepage or service pages
Not every PDF needs the same attention. Some should be:
Remediated
Turned into web pages
Removed altogether
Accessibility issues often come from how PDFs are created, so it’s important to train staff and stakeholders on:
Accessible document templates
Proper heading structure
Exporting accessible PDFs from source files
Take a moment to put this into practice. Choose one PDF your organization currently uses and review it against the issues listed above. You may be surprised how quickly accessibility gaps become visible once you know what to look for.
University of Arizona has given some strong examples of what inaccessible vs. accessible PDF documents look like. This is a good starting point to get an idea of what typical adjustments are needed to boost the accessibility of your documentation.
If you’re unsure what to fix first, or whether a PDF should be remediated, replaced, or removed, our team can help assess your documents, website, and other digital content to identify clear, practical next steps toward compliance.
