A lot of organizations think exporting a Word doc to PDF is the final step. But when it comes to accessibility, that’s often where the real work begins.

An accessible PDF isn’t just about visible content—it’s about how that content is structured, tagged, and understood by assistive technologies like screen readers. If the document doesn’t follow those rules, it’s not accessible. And that creates a barrier.

Whether you're working in education, government, or any public-facing role, accessibility isn’t optional—it’s a responsibility.

So what actually makes a PDF accessible?

1. Tagging the Content Properly

Tags are the backbone of PDF accessibility. They give structure and meaning to the content. A screen reader can’t guess what’s a heading, paragraph, or list—it needs the document to define it.

Your PDF should include:

• Heading levels (H1, H2, etc.) that follow a logical order
• Paragraph tags for body text
• List tags for bulleted or numbered content
• Table structure with headers and scopes
• Figure tags with alt text for images

No tags = no structure = inaccessible.

2. Correct Reading Order

Reading order refers to the sequence in which a screen reader moves through the content. In many PDFs, especially those generated from design tools or scanned documents, the reading order is chaotic—text jumps around, headings appear out of order, and sidebars interrupt the flow.

A properly structured PDF ensures that:

• Content reads top to bottom, left to right
• Headings appear before body text
• Sidebars and footnotes are correctly placed or marked as artifacts

If it doesn’t read the way a person would logically follow it, it needs to be fixed.

3. Alternative Text for Images

Alt text (short for “alternative text”) describes the content and function of images. This includes photos, charts, icons, infographics—anything visual that carries meaning.

Accessible PDFs:

• Include concise, descriptive alt text for meaningful images
• Mark decorative images as artifacts so they’re skipped by screen readers
• Avoid redundant descriptions (don’t repeat info already in nearby text)

4. Document Properties and Metadata

Small details matter. Accessible PDFs should:

• Specify the document title and language
• Identify the correct tab order
• Set a logical document structure tree

These behind-the-scenes settings make a big difference in how the document behaves in assistive environments.

5. Passes Accessibility Testing Tools

Accessible PDFs aren’t just tagged—they’re verified. Every file should pass automated and manual checks, including:

• Adobe Acrobat Pro Accessibility Checker
• Microsoft Accessibility Checker (for Word > PDF workflows)
• Screen reader spot checks (e.g., NVDA, VoiceOver)
• Optional tools like SiteImprove, PAC 2021, or CommonLook PDF Validator

If a document fails these tests, it needs remediation before it’s considered accessible.

Accessibility Is Intentional

You can’t “accidentally” make a PDF accessible. It requires:

• The right tools
• The right process
• A clear understanding of what assistive users need

At Properly Tagged, I specialize in transforming PDFs into clean, structured, accessible documents that meet WCAG 2.1 AA, Section 508, and PDF/UA standards. Whether you're starting from scratch or cleaning up someone else's export, I can help you get it right.