At ThankView, we’re committed to helping you create content that is engaging and accessible to all audiences. We’ve seen an increasing number of customers prioritizing PDF accessibility and we're here to help!

This guide outlines best practices for creating and uploading accessible PDFs so your content works seamlessly with assistive technologies.

Why PDF Accessibility Matters
Accessible PDFs ensure that individuals using screen readers, text-to-speech tools, keyboard navigation, or other assistive technologies can access and understand your content. Creating accessible documents helps you:

• Improve inclusivity and user experience
• Support ADA and WCAG compliance efforts
• Ensure your message reaches your full audience

Key Accessibility Guidelines for PDFs
1. Use Text-Based PDFs (Not Image-Only Files)
Ensure your PDF contains real, selectable text.

• Avoid uploading scanned documents that are saved as images only.
• Screen readers cannot interpret image-only PDFs.
• If scanning a document, use Optical Character Recognition (OCR) to convert it into searchable text.

Tip: Try selecting text in your PDF. If you can highlight it, it’s likely text-based.

2. Add Alternative Text (Alt Text) for Images
All meaningful images must include descriptive alt text so screen readers can convey their purpose.

• Provide concise but meaningful descriptions.
• Decorative images should be marked as decorative (if applicable).
• Charts and graphs should include text explanations of key data points.

3. Use Proper Tags and Structure
Tagged PDFs allow assistive technologies to understand document structure.
Make sure your document includes:

• Proper heading hierarchy (H1, H2, H3, etc.)
• Tagged paragraphs and lists
• Table headers properly identified
• Logical reading order

Well-structured documents improve both accessibility and usability.

4. Provide a Download Option
When sharing PDFs in ThankView:

• Include a clear Download button.
• Downloading allows users to open the file in their preferred assistive software (e.g., screen readers or magnifiers).

This ensures users can interact with your document in the way that works best for them. You can add a download button to your landing page in ThankView. Visit this resource for more information.

5. Ensure Sufficient Color Contrast
Color contrast is critical for users with visual impairments. You can control the button colors, text colors, images, and logos on the landing page.

• Text should have strong contrast against the background.
• Avoid relying solely on color to convey meaning (e.g., “items in red are overdue”).
• Use contrast-checking tools to verify compliance with WCAG guidelines.

6. Use Clear, Descriptive Link and File Name Text
Avoid vague link and file name text like:

• “Click here”
• “Learn more”
• "Image1"
• "Untitled Image"

Instead, use descriptive text such as:

• “Download the 2026 Annual Impact Report (PDF)”
• “View Scholarship Program Overview”
• "UniversityCampusPicture"
• "StudentsAtFootballGame"

This helps screen reader users understand link purpose.

7. Use Readable Fonts and Logical Layout

• Choose simple, readable fonts.
• Avoid overly decorative or script fonts.
• Maintain consistent spacing and alignment.
• Avoid complex multi-column layouts when possible.

8. Verify Accessibility Before Uploading
Before uploading your PDF to ThankView:

• Run an accessibility check using your PDF software.
• Confirm reading order is correct.
• Ensure images have alt text.
• Test with keyboard-only navigation when possible.

Helpful Resources
For detailed guidance on creating accessible PDFs, review these trusted resources:

• Creating Accessible PDFs
https://accessibility.huit.harvard.edu/pdf
• Create and Verify PDF Accessibility (Adobe)
https://helpx.adobe.com/acrobat/using/create-verify-pdf-accessibility.html

These guides provide step-by-step instructions for creating accessible PDFs in tools like Adobe Acrobat and Microsoft Office.

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If you have additional questions, please reach out to your Customer Success Manager or support@thankview.com.