11 Strategies and Techniques for Successful PDF Remediation

• By Emilie Brown
• 24-06-2025
• Technology

Until a decade ago, no one considered accessibility when creating documents and PDFs. However, with increasing awareness and emphasis on inclusivity and equality, it is common to create accessible documents that can be read, understood, and utilized by people of all abilities.

Advanced tagging technologies have made it easier and quicker to create accessible documents. PDF accessibility helps build a more equitable and inclusive society.

“The State of Digital Accessibility Report 2023-2024 from Level Access points out that while 72% of organizations have a digital accessibility policy, only 5% of the billion digital documents created each day actually meet accessibility standards.” - Source

What is PDF Remediation?

PDF remediation is the process of making PDF documents accessible to people with disabilities. This involves adding structure and tags to the document so that screen readers and other assistive technologies can understand and present the content correctly.

For example, headings, lists, tables, and reading order are properly marked so users can easily navigate and understand the information.

Without remediation, PDFs can be difficult or impossible to use for individuals who rely on assistive tools, such as blind or visually impaired users. Remediating a PDF ensures that everyone, regardless of ability, has equal access to the content.

PDF remediation is an important part of digital accessibility. It not only improves user experience but also helps organizations comply with accessibility laws and standards, such as Section 508 and the Web Content Accessibility Guidelines (WCAG).

“In a survey of the top 1 million websites, WebAIM found 95.9% had detectable WCAG conformance failures on their homepages, with an average of 56.8 errors per page. The most commonly detected accessibility issue was low contrast text, which plagued 81% of homepages.”

What are the Strategies and Techniques for PDF Remediation?

PDF remediation means making existing web documents accessible to those with disabilities. PDF remediation includes improving the document's navigation, readability, and compatibility.

By using professional PDF remediation software, organizations can automate the process and efficiently ensure their documents are accessible, allowing individuals with disabilities to easily read and engage with the content.

Here are some strategies for PDF Remediation –

1. Use Descriptive Link Text – Instead of generic words like 'Click Here', offer context to the linked content for all your hyperlinks. Make the link text descriptive and understandable.
   
   • Example: Instead of writing “Click here to learn more”, use “Read our guide on accessible PDFs.”
2. Meet Color Contrast Requirements – The color of your text and the background are vital for accessibility. The WCAG guidelines set specific standards for color contrast. Use the WCAG color contrast analyzer on your content to evaluate and remediate the colors if needed.
   
   • Example: Replace light gray text on a white background with dark blue text for better readability.
3. Proper Formatting – The readability of a document depends on its layout and formatting. The spacing, font size, and font should be easy to read and consistent throughout the document. Check your PDF formatting and add appropriate headings or subheadings as needed. It will improve the content structure and make the document easy to navigate.
   
   • Example: Use a 12pt sans-serif font like Arial with 1.5 line spacing and section headings in bold.
4. Ensure Proper Document Structure – Create a hierarchical structure for your content using heading styles like heading 1 and 2 underneath. It helps to improve the navigation experience and overall accessibility of the content. Labelling tables, lists, and graphs also adds to the document structure.
   
   • Example: Title the document with a Heading 1, followed by subtopics labeled as Heading 2.
5. Choose the Right Document Creation Tools – Various authoring tools support accessibility needs from the creation stage. You can choose the appropriate document creation tool with built-in features for accessibility. These tools enable you to create the required headings, add alt text for images, and include the meta tags you need.
   
   • Example: Create your document in Microsoft Word and export as a tagged PDF to retain accessibility.
6. Provide Descriptive Alternative Text – Non-text content, such as graphs, images, or tables, can be difficult to understand for those with visual or cognitive impairments. Therefore, accessible documents comprise descriptive alt text that allows them to appreciate these elements in the content.
   
   • Example: For a bar graph showing quarterly sales, write: “Bar graph showing Q1–Q4 sales growth with Q3 as the highest.”
7. Familiarize Yourself with Accessibility Guidelines – Web Content Accessibility Guidelines (WCAG) elaborately explain the accessibility standards for the modern digital world. Study these guidelines to know how to modify your PDF to remediate it. Read this blog to understand how WCAG compliance boosts your business.
   
   • Example: Follow WCAG 2.1 success criteria, such as ensuring non-text content has a text alternative.
8. Perform Accessibility Audits – Test your PDF documents using screen readers, screen magnifiers, and other assistive software. It will show you if your content reads in a logical sequence, if all interactive elements are accessible by the keyboard, and if all the images are accurately described.
   
   • Example: Run your PDF through Adobe Acrobat’s Accessibility Checker and listen to it with NVDA.
9. Include Proper Metadata – Metadata can help improve the usability and accessibility of the content. Metadata includes appropriate document titles, language information, author names, and other relevant descriptions, which can help visually and cognitively challenged individuals easily understand the document.
   
   • Example: Set the document’s title to “Employee Benefits Handbook 2025” and the language to English (U.S.).
10. Add a Text-Based Alternative – In some cases, it may not be possible to make a content element fully accessible. In such a scenario, add a text-based alternative to ensure that people with disabilities can fully understand and grasp the information given.
    
    • Example: Provide a transcript below a scanned handwritten letter embedded as an image.
11. Use Concise and Clear Language – The remediation process also includes reassessing the language used in the document and determining if the language is concise and easy to understand.
    
    • Example: Replace “utilize” with “use” and break long sentences into shorter ones.

What are the Key Guidelines for PDF Remediation?

“In the US, 1 in 6 adults, or about 61 million, have disabilities, and surprisingly, 59.6% lack internet access. Moreover, 90% of websites aren’t usable for assistive technology users.”- Source

When remediating PDFs for accessibility, it’s important to follow established standards and regulations. The key guidelines include:

• WCAG (Web Content Accessibility Guidelines)

WCAG provides a set of international guidelines developed by the W3C to make digital content accessible. For PDFs, this means ensuring documents are perceivable, operable, understandable, and robust (POUR principles). Key practices include adding alt text, maintaining proper structure, and using sufficient color contrast.

• Section 508 (U.S. Federal Law)

Section 508 requires that all electronic and information technology developed, procured, or maintained by U.S. federal agencies be accessible to people with disabilities. PDFs must be navigable with assistive technologies and contain proper tagging, reading order, and text alternatives.

• PDF/UA (PDF Universal Accessibility Standard)

PDF/UA is a technical standard (ISO 14289) focused specifically on PDF accessibility. It outlines requirements such as using tagged PDFs, ensuring logical reading order, and providing a clear document structure to support assistive technologies.

• EN 301 549 (European Accessibility Standard)

This is the European Union's standard for ICT accessibility, including documents like PDFs. It closely aligns with WCAG and is mandatory for public sector organizations in the EU. PDFs must be structured, tagged, and usable with assistive technologies.

• ADA (Americans with Disabilities Act)

While not a technical guideline, the ADA requires public-facing digital content (including PDFs) to be accessible under civil rights law in the U.S. It often references WCAG as a benchmark for compliance.

• ARIA (Accessible Rich Internet Applications) for Interactive PDFs

While ARIA is mostly used in web applications, its principles can sometimes guide interactive elements in PDFs, such as forms or embedded multimedia. Ensuring proper labeling and roles can enhance usability for screen reader users.

• HHS Guidelines (U.S. Department of Health and Human Services)

If you’re in the healthcare or public service sector, HHS has specific accessibility best practices for PDFs, which support Section 508 compliance with additional clarity.

• State-Level Accessibility Policies

Several U.S. states (like California, Texas, and New York) have their digital accessibility laws and guidelines that mirror or expand on Section 508. If your business serves these areas, checking local requirements is important.

By aligning your PDF documents with these standards, you not only ensure accessibility for all users but also meet legal compliance and industry best practices.

What are the Benefits of PDF Remediation?

“72% of organizations have a digital accessibility policy, and 85% see it as a competitive advantage.” - Source

PDF remediation is the process of making PDF documents accessible to everyone, including people with disabilities. Here are some key benefits of PDF remediation:

• Improves Accessibility for All Users - Remediated PDFs are easier to read and navigate, especially for individuals using screen readers or other assistive technologies. This ensures that everyone, regardless of their abilities, can access the content equally.
• Meets Legal and Compliance Standards - Many countries have laws and regulations, such as the Americans with Disabilities Act (ADA) and Section 508, that require digital content to be accessible. Remediating PDFs helps organizations stay compliant and avoid legal issues.
• Enhances User Experience - Accessible PDFs are better organized, with a logical reading order and clear headings. This makes the content easier to follow for all users, not just those with disabilities.
• Supports Inclusive Practices - Making documents accessible shows a commitment to inclusion and social responsibility. It reflects positively on your organization and strengthens your brand reputation.
• Boosts SEO and Discoverability - Tagged PDFs with proper structure and metadata are easier for search engines to index. This can improve your document’s visibility in search results, helping more users find your content online.
• Saves Time in the Long Run - Creating accessible PDFs from the beginning can reduce the need for rework later. Removing documents proactively is more efficient than responding to complaints or accessibility audits after the fact.
• Improves Document Usability on Mobile Devices - Accessible PDFs often adapt better to different screen sizes and devices. This is especially useful for users accessing content on smartphones or tablets.
• Increases Reach and Engagement - When your documents are accessible, more people can engage with them. This can lead to wider distribution and greater impact for your content.

Conclusion

PDF remediation isn’t just a technical task—it’s a meaningful step toward building a more inclusive digital world where everyone, including individuals with disabilities, has equal access to information. As digital content continues to grow, so does the responsibility to ensure that it is accessible to all users, regardless of the tools or technologies they rely on.

While PDF remediation may seem intimidating at first, it becomes manageable and rewarding with the right tools, guidance, and mindset.

By aligning your content with established accessibility standards like WCAG, Section 508, and PDF/UA, you not only meet legal requirements but also demonstrate your organization’s commitment to inclusivity and user-centered design.

To streamline the process and ensure accuracy, many organizations choose to work with experienced accessibility professionals. Partnering with a trusted accessibility expert like Continual Engine can help you efficiently remediate your PDF documents at scale, without compromising quality or compliance.

Whether you’re remediating a handful of documents or handling large volumes regularly, Continual Engine offers smart, AI-driven solutions to make your content accessible, compliant, and future-ready.