Who Needs Accessible PDFs

Which organizations are expected to provide accessible documents and why.

Accessible PDFs are required in more situations than many organizations realize. Accessibility obligations are not limited to government agencies or large institutions, and they often apply regardless of intent.

This page explains who typically needs accessible PDFs and why accessibility requirements apply in practice.

Organizations publishing public-facing PDFs

Any organization that publishes PDFs for public use may be expected to provide those documents in an accessible format.

This includes PDFs used for:

  • Information sharing

  • Customer communication

  • Instructions or policies

  • Reports or disclosures

If the document is intended to be read by the public, accessibility is commonly expected.

Government and public sector organizations

Government agencies and public bodies are almost always required to provide accessible documents.

This includes:

  • Federal, state, and local governments

  • Municipal services

  • Public agencies and authorities

PDFs used for forms, notices, reports, or public communication must generally meet accessibility requirements.

Education institutions

Educational organizations frequently rely on PDFs for instruction and communication.

This includes:

  • K–12 schools

  • Colleges and universities

  • Training providers

  • Online learning platforms

Course materials, policies, and student-facing documents are often required to be accessible.

Healthcare organizations

Healthcare providers use PDFs for patient communication, policies, and forms.

Common examples include:

  • Intake forms

  • Patient instructions

  • Policies and disclosures

  • Educational materials

Accessibility is critical to ensure equal access to information and services.

Financial services and regulated industries

Organizations in regulated industries often face accessibility expectations due to consumer protection and disclosure requirements.

This includes:

  • Banks and credit unions

  • Insurance companies

  • Investment firms

  • Utilities and telecom providers

PDFs used for statements, policies, or customer communication are commonly subject to accessibility requirements.

Vendors responding to RFPs or procurement requirements

Organizations bidding on contracts are often required to provide accessible documents as part of procurement processes.

Even when accessibility is not explicitly stated, it is frequently evaluated during vendor review.

Providing accessible PDFs can be a prerequisite for contract eligibility.

Organizations with employees or customers with disabilities

Accessibility obligations often arise when documents are required for:

  • Employment

  • Enrollment

  • Access to services

  • Participation in programs

In these cases, providing inaccessible PDFs may result in exclusion or discrimination.

Why accessibility applies even without explicit mandates

Many organizations assume accessibility is required only when a specific law is cited.

In practice, accessibility expectations often apply because:

  • Documents are public-facing

  • Services are offered to the general public

  • Equal access is required

  • Accommodations are requested

Accessibility is frequently evaluated based on impact, not intent.

Why PDFs are a common risk area

PDFs are widely used but often inaccessible by default.

Because PDFs are fixed-format documents, accessibility must be implemented deliberately and verified. Without proper structure and testing, PDFs frequently fail accessibility requirements even when other content formats are accessible.

Conclusion

Accessible PDFs are required in many contexts, including public communication, education, healthcare, regulated industries, and procurement.

In many cases, these expectations are evaluated against recognized accessibility requirements.

Organizations that rely on PDFs should understand whether accessibility applies to their documents and ensure accessibility is addressed before issues arise.

Accessibility Note

Accessibility requirements are commonly evaluated based on document use, audience, and impact, not just organizational type.