Can PDFs be adaptable? Stay ahead of the EAA

As digital regulations evolve, so does the need to ensure that every piece of content we publish is inclusive and accessible (and PDFs are no exception).

With the European Accessibility Act (EAA) at full effect since July 2025, any organization operating in or selling to the EU must take a closer look at how accessible its digital documents are. That includes websites, mobile apps, and yes, even the humble PDF.

Join us as we break down why PDF accessibility matters, what the EAA requires, and how you can make sure your documents are compliant and user-friendly for everyone.

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The Shift Toward Inclusive Digital Content

PDFs are everywhere: from brochures and eBooks to contracts, guides, and product manuals. A standard PDF isn’t always accessible to people using screen readers or keyboard navigation. Without structure, tagging, or proper metadata, these documents become frustrating at best and unusable at worst for users with certain disabilities.

The EAA requires digital content to meet the WCAG 2.1 Level AA standard. When it comes to PDFs, that means aligning with PDF Universal Accessibility, a technical framework that ensures documents can be read, navigated, and understood by assistive technologies.

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What Makes a PDF Accessible?

Creating an accessible PDF isn’t just a single checkbox. It’s a process that starts with how the file is created and ends with how it’s tested.

Here’s a streamlined approach we think might work for most cases:

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1. Start with Structure: Design With Accessibility in Mind

If you're working in InDesign, Word, or another layout tool, begin by setting up your content correctly before exporting to PDF.

• Tag your styles: Map paragraph and character styles to proper export tags (like H1, H2, lists, etc.).
• Anchor images in the text flow so they stay in the correct reading order.
• Add alt text to all meaningful images, graphics, and icons.
• Include bookmarks, hyperlinks, and cross-references for easier navigation.
• Use the Articles panel (in InDesign) to set a logical reading order.
• Embed key metadata: title, author, language, subject, etc.

2. Refine in Acrobat: Tagging, Testing, and Tuning

Once your PDF is exported, move over to Adobe Acrobat Pro to polish and test for accessibility.

• Set the document language.
• Make sure the tab order follows the document structure.
• Run the Accessibility Checker to flag:
  
  • Missing document title or metadata
  • Images without ALT text
  • Incorrect heading hierarchy
  • Poor or illogical reading order
  • Untagged elements (like tables or lists)

3. Fix the Gaps: What to Look For

Here are the big-ticket items that can make or break PDF accessibility:

• Headings: Use a consistent hierarchy (H1, H2, etc.) so users can navigate with screen readers.
• Images: Add clear, descriptive alt text and skip it only if the image is decorative.
• Links: Avoid generic phrases like “click here.” Use meaningful, descriptive link text.
• Forms: Label all form fields, provide tooltips, and define the tab order clearly.
• Tables: Tag all headers and define row/column scope. Avoid complex or nested tables when possible.
• Color & Fonts:
  
  • Maintain sufficient contrast between text and background.
  • Avoid relying on color alone to convey meaning.
  • Stick to clear, readable fonts with consistent formatting.

4. Test Like a User Would

Testing is where you validate all your hard work. Use both automated tools and manual checks:

• Re-run the Accessibility Checker in Acrobat after each major update.
• Test with screen readers like NVDA, JAWS, or VoiceOver.
• Navigate using keyboard-only to make sure everything is reachable and functional.
• Try zooming in or resizing the screen to check how the content reflows and scales.

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Recommended Tools

There’s no shortage of tools to help along the way:

• Adobe Acrobat Pro: Your go-to for PDF tagging, testing, and remediation.
• PAC 2021 (PDF Accessibility Checker): A free tool for validating against PDF/UA standards.
• EqualWeb and CommonLook: Third-party tools for automated or enterprise-level remediation.
• Assistive Tech Testing: NVDA (free), JAWS (paid), VoiceOver (built into macOS).

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Why This Matters (Beyond Compliance)

Making your PDFs accessible means more people can use your content, and that’s always a win. But it also comes with real business implications:

• Non-compliance = risk, both legally and reputationally.
• Accessibility opens doors to public sector contracts and broader audiences.
• It shows your organization is committed to equity, usability, and good digital practices.

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Final Thoughts

With the July 2025 EAA compliance deadline on the horizon, now is the time to start reviewing and updating your PDFs, especially if your organization publishes documentation, customer-facing content, or any digital materials that need to be publicly accessible.

Creating accessible PDFs is making sure your digital footprint is usable by all.

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Need help making your PDFs EAA-ready?
At JMR Digital, we help organizations take accessibility from checklist to reality, whether it’s a single document or a full-scale remediation strategy. 

Need help? Let’s talk.

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