Document accessibility checklist

Ensuring that your documents are accessible to all individuals, regardless of their abilities is a fundamental aspect of inclusivity. A well-structured and accessible document can make information available to a wider audience and improve overall user experience. This checklist serves as a guide to help you create documents user-friendly for everyone.

Please note: This checklist is an overview of factors to consider and suggested steps to take but is not intended to be a comprehensive guide guaranteeing accessibility compliance.

Document preparation

Start with an accessible source document, such as a well-structured Word document. Ensure that the source document uses proper heading styles, alt text for images, meaningful hyperlinks, and accessible fonts and colours.

PDF conversion

If converting document to a pdf file.

Use an accessible PDF conversion tool or software.

Document structure

Verify that the document has a clear and descriptive title. Use proper heading structure, with Heading 1 for the main title and Heading 2, Heading 3, etc., for sections and subsections. Set the document language in the document properties.

Alternative text for images

Add descriptive alternative text for all images, charts, graphs, and non-text content.

Hyperlinks

Ensure that hyperlinks have descriptive and meaningful link text. Avoid generic link labels like 'click here' or 'read more.'

Reading order

Verify that the reading order of content is logical and follows a top-to-bottom, left-to-right flow. If a PDF document, use the 'Reading Order' tool in Adobe Acrobat Pro to adjust the reading order if needed.

Tables

Only use a table if there's no easier way to show your information, like using a list or regular text. Tables are for presenting data, not for changing aesthetic layouts.

Format tables with column and row headers. Ensure that tables are correctly tagged and accessible.

Fonts and colours

Use readable fonts like Arial, Public Sans, or Calibri. Ensure sufficient contrast between text and background colours for readability. Avoid using colour alone to convey information.

Tagging PDFs and accessibility features

Enable the 'Add Tags to Document' and 'Enable Accessibility and Reflow with Tagged Adobe PDF' options in Adobe Acrobat Pro. Ensure that content is properly tagged and structured using the 'Tags' panel in Adobe Acrobat Pro.

Accessibility checker

Run the accessibility checker in Adobe Acrobat Pro or Microsoft Word to identify and address accessibility issues. Resolve any issues detected by the accessibility checker.

Testing

Test the document with screen reader software such as JAWS, NVDA (for Windows), or VoiceOver (for Mac) to ensure that content is correctly read aloud and navigable. Test keyboard navigation to ensure that all interactive elements can be accessed and used with keyboard commands. Review the document for overall usability and accessibility.

Document distribution

Provide the accessible PDF document on your website or platform with clear instructions on how to access it. Encourage users to reach out for accessibility assistance if needed.

Document saving

Publish the final document in an accessible format, such as Word or publish to HTML.

Support

If you need any assistance or have questions about the information on this page, please email us at digital.accessibility@customerservice.nsw.gov.au. To report an accessibility barrier with NSW Government’s online content, use our web accessibility report form.