Many PDFs must remain accessible when people share them publicly or use them for a wide audience. Accessible documents support readers who use screen readers, keyboard navigation or magnification tools.
Public sector bodies must follow accessibility standards. Many charities and private companies also follow these standards. This helps support clear and inclusive communication. Alliance Agency builds accessibility into their design process to ensure documents remain readable and reliable.
Below are the key situations when a PDF should be accessible:
When the document is intended for public use
Any PDF shared publicly, downloaded from a website, or sent to many people should be accessible. This includes:
- Reports
- Policies
- Application forms
- Strategy documents
- Guides and information packs
These documents often contain essential information. Ensuring accessibility includes every reader in understanding the content.
When the organisation operates in the public sector
Public sector bodies in the UK must follow the Public Sector Bodies Accessibility Regulations. These rules say that most PDFs published since 2018 must meet accessibility standards. Accessible documents help these organisations meet their legal duties and support their communities.
Alliance Agency works with councils, health organisations and education providers to ensure their documents meet recognised accessibility requirements.
When the PDF contains important instructions or guidance
If the document explains a process, provides safety instructions or outlines steps that users must follow, accessibility becomes essential. This includes:
- Health and safety guides
- Staff training material
- Customer information
- Technical documentation
Clear structure, alt text and readable layout help users follow steps without confusion.
When the information must be understood by people with varied needs
In many organisations, readers may include people with visual impairments, cognitive differences, limited mobility or reading difficulties. Accessible PDFs ensure that documents work for everyone, regardless of ability or preferred reading method.
An accessible document is not only inclusive but also more usable for all readers.
When the PDF includes interactive elements
Forms, input fields and clickable elements must be fully accessible so that users can complete them without difficulty. If a PDF contains:
- Application forms
- Feedback forms
- Registration forms
- Surveys
the document must be properly tagged and each field must be labelled clearly.
When the PDF will be used long term
Long lasting documents such as policies, manuals, onboarding guides and strategy reports should be accessible from the beginning. This ensures they continue to work well across changing devices and software.
Alliance Agency designs documents with accessibility built in so they remain dependable over time.
FAQs
Any document shared publicly or used for essential communication should be accessible.
If staff include users with accessibility needs, internal documents should also follow accessibility standards.
Yes, but retrofitting accessibility is often more time consuming. Creating accessible source files is the best approach.
Only meaningful images require alt text. You can mark decorative images as decorative.
Yes. Form fields can be labelled, structured and tagged to support screen readers and keyboard navigation.
Discuss a Project
Interested in finding out more about our accessible brochure design services? Get in touch with our team using the contact form, or contact using the details below.
Email: hello@allianceagency.co.uk
Call: 01633 449885
