What is an accessible document?

An accessible document is a file that anyone can use, including people with disability. Accessible documents are designed so that people can read, understand and navigate the content, including people who use assistive technologies such as screen readers or magnifiers.

Creating accessible documents ensures that people with visual, hearing, motor or cognitive impairments can access information and complete the tasks they need to do.

Document accessibility is not only an important part of supporting inclusion, but it’s essential for compliance with accessibility standards.

Why document accessibility matters

Documents are one of the most common ways to share information, from policies and reports to forms and guides. If a document is not accessible, people with disability may not be able to read or use it, which can prevent them from accessing essential information or participating fully in different areas of life, such as work.

Making documents accessible is not just best practice. Australia’s Disability Discrimination Act 1992 makes it illegal to discriminate against people with disability in many areas of life, including access to places and services. This means there are certain accessibility standards in Australia that everyone must follow.

For example, digital content in Australia, including digital documents, must comply with the Web Content Accessibility Guidelines (WCAG).

Key features of an accessible document

An accessible document includes:

• Clear structure: headings, lists and sections are marked up so assistive technologies can navigate them.
• Alt text for images: descriptions allow people who cannot see the images to understand their meaning.
• Meaningful links: links clearly describe their destination instead of generic text like “click here.”
• Readable fonts and contrast: text is easy to see and read, including for people with low vision.
• Proper table structure: tables are used clearly to present data and information, with headings that assist screen readers.
• Logical reading order: content flows correctly for assistive technology.

These features make documents accessible and usable for everyone, improving both inclusion and compliance.

How to make documents accessible

Many common document formats can be made accessible, including Microsoft Word, PDFs and PowerPoint slides.

Each format has specific requirements:

• Word and PowerPoint documents should use built-in heading styles and alt text for images.
• PDFs must be properly tagged and structured so screen readers can interpret the content correctly.

To improve document accessibility, follow these steps:

• Use heading styles and structured lists.
• Add descriptive alt text to images.
• Ensure high contrast between text and background.
• Use clear, simple language and meaningful links.
• Check tables for proper headings and layout.
• Test documents using accessibility tools or screen readers.

You can find out more in our article How to make your PDF accessible.

Summary

An accessible document allows all users, including people with disability, to read, understand and interact with information. Making documents accessible follows best practice, meets legal standards and ensures information is available to everyone.

How we can help you

It’s important to make sure your documents are accessible and follow Australia’s accessibility standards.

Find out how we can help you meet accessibility standards on our Services page.