Working checklist
The PDF remediation checklist
Use this checklist for a single document review or as the acceptance criteria for a remediation vendor. It follows the order most teams work in: source, text, structure, tables, forms, metadata and verification.
Before you start
- Confirm the standard you are targeting: WCAG 2.1 AA, Section 508, PDF/UA or a state rule.
- Confirm whether the original PDF must remain the record copy.
- Identify the document owner and the date of the next update.
- Check whether the source file (Word, InDesign, LaTeX) is available. Fixing the source is cheaper than fixing the export.
- Decide how the accessible version will be linked from the same page as the original.
Document level
- Title metadata is present and meaningful (not “Microsoft Word - final(3).pdf”).
- Document language is set and matches the content.
- Security settings allow assistive technology to access the content.
- Bookmarks or an outline exist for documents longer than a few pages.
- Page labels match the printed page numbers.
Text and structure
- A text layer exists on every page. If not, run OCR and proof the output.
- Tags are present and the reading order matches the visual order.
- Headings use real heading levels (H1–H6) and do not skip levels.
- Lists are tagged as lists; list items are not fake bullets.
- Columns, sidebars, headers, footers and page numbers are artifacts or placed in a sensible order.
- Links have descriptive text; “click here” and bare URLs are replaced or clarified.
- Footnotes and endnotes are associated with their references.
Images and non-text content
- Meaningful images have alt text that explains the purpose, not the pixels.
- Complex charts have a short alt text plus a data table or long description.
- Decorative images are marked as artifacts.
- Text inside images is avoided; if unavoidable, the text is repeated in the body.
- Colour is not the only way information is conveyed.
Tables
- Each table has a caption or a heading that introduces it.
- Header cells are tagged as TH and associated with the correct data cells.
- Merged cells do not scramble the reading order.
- Layout tables are removed or marked as presentation.
- Nested tables are avoided.
- Figures in tables include units and are read in context.
Forms
- Every field has a label, and the label is programmatically associated.
- The tab order matches the visual order.
- Required fields are identified in text, not by colour alone.
- Validation errors are announced and explain how to fix the problem.
- Buttons and checkboxes have accessible names and states.
- The form can be completed with a keyboard and a screen reader.
Verification and sign-off
- Run a PDF/UA or accessibility checker and review every reported issue.
- Test with NVDA or JAWS on Windows and VoiceOver on macOS or iOS.
- Listen to the first page, a table, a form and a figure without looking at the screen.
- Test at 200% zoom and with text spacing overrides.
- Record the checker output, screen-reader notes, reviewer and date.
- Publish the accessible version next to the original and update the page’s accessibility statement if needed.
Frequently asked questions
What should a PDF remediation checklist include?
At minimum: text layer and OCR, tags and reading order, headings and lists, alt text, table headers, form labels and tab order, links, language and title metadata, and a verification step with a screen reader and a PDF/UA checker.
How do I check reading order in a PDF?
Use the reading-order or tags panel in Acrobat or a PDF accessibility checker to inspect the order, then confirm by listening with a screen reader. Visual order and tag order often diverge in multi-column layouts.
What is the fastest way to find inaccessible PDFs?
Crawl the site, record page counts and whether each file has a text layer, then run an automated checker to flag missing tags, alt text and titles. Automated results are a triage list, not a sign-off.
Can I use this checklist for a vendor acceptance test?
Yes. Attach it to the statement of work and require a sample document, checker output and a screen-reader walkthrough before acceptance.
This guide is general information, not legal advice. Confirm your obligations with counsel and your accessibility office.