Making documents more accessible benefits everyone. It’s also increasingly a legal requirement, with accessibility laws around the world requiring documents to be accessible for all. The PDF/UA standard allows you to meet those requirements. This guide explains what PDF/UA is, the accessibility regulations it applies to and how to meet them across every document you produce.
PDF/UA: Key Takeaways
• ISO 14289 (PDF/UA) is the international standard that makes PDFs readable by assistive technology.
• Accessibility laws, including the EAA, UK Equality Act and ADA, require documents to be accessible, and PDF/UA is a reliable way to stay compliant.
• The standard requires tagged content, logical reading order, alt text, embedded fonts and security settings that allow assistive technology access.
• Meeting PDF/UA standards keeps your organisation compliant and improves document accessibility for customers and employees.
What is PDF/UA?
PDF/UA stands for Portable Document Format/Universal Accessibility. Published as the international standard ISO 14289, it sets out the technical requirements for making PDFs accessible, building on the PDF file format released by Adobe in 1993. The standard exists to help people who rely on assistive technology, such as screen readers and text-to-speech tools, read digital documents.
A PDF is built to look right on the page, not to be understood by assistive technology. This effectively blocks millions of people from accessing the information they need. PDF/UA fixes this by defining how a PDF should be structured to be readable by assistive technology.
What are the regulations around PDF/UA?
PDF/UA isn’t a legal requirement itself, but it’s closely linked to accessibility laws. Accessibility regulations around the world expect your public-facing documents to be accessible to all, and meeting the PDF/UA standard is how you show regulators you’ve done that.
European Accessibility Act (EAA)
The European Accessibility Act requires digital products and services to be accessible to everyone, and that includes consumer-facing PDF documents. As of 28th June 2025, businesses operating in the EU and non-EU companies selling to EU customers must make sure their digital content (such as PDF invoices, contracts, forms, bank statements, product manuals and reports) is accessible to those with disabilities.
UK Equality Act
In the UK, organizations are legally required under the 2010 Equality Act to make reasonable adjustments to make sure disabled individuals aren’t placed at a substantial disadvantage. For digital content, this means public bodies, service providers and employers must make information assets fully accessible. Adhering to PDF/UA is a reliable way to meet the requirements of the Equality Act.
Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act
In the U.S., several laws govern digital accessibility. The Americans with Disabilities Act (ADA) requires organizations to follow web accessibility guidelines, while Section 508 of the Rehabilitation Act requires US federal agencies and their contractors to do the same.
What’s the difference between PDF/UA and WCAG?
When it comes to document accessibility, you’ll encounter two main acronyms: PDF/UA and WCAG. The Web Content Accessibility Guidelines (WCAG) were designed for the web. The guidelines are built on four core accessibility principles, known as POUR: Perceivable (e.g. text alternatives for images), Operable (e.g. being able to navigate by keyboard), Understandable (clear language and navigation) and Robust (content that works reliably with assistive technology). WCAG differs from PDF/UA because it’s designed for a wide range of digital content, whereas PDF/UA only applies to PDFs.
What are the PDF/UA file format requirements?
To be compliant with document accessibility regulations, assistive technologies need to be able to interpret content correctly. Here are the file format requirements your documents need to meet:
Tagged content
Content must be tagged to define its role, e.g. headings, paragraphs, images and tables. Tags are a hidden structural layer that tells assistive technology what each element is, not just how it looks. Without tags, a screen reader sees a wall of text with no way to tell elements apart.
Logical reading order
Visual layout on the page doesn’t dictate the order assistive technology reads in – the tag tree does. A two-column page or sidebar will be read out in a jumbled sequence unless the reading order is set to match how a person would read it.
Descriptive alt text
Descriptive alt text should be used for images so they can be explained to visually impaired users. It should communicate the image’s purpose and meaning in context, and purely decorative images should be hidden so they are skipped by assistive technology.
Embedded fonts
Fonts must be embedded, and characters must map to Unicode so that content can be interpreted correctly. Embedding guarantees the right content travels with the file, and Unicode mapping lets letters and symbols be identified as real characters. This means text can be read aloud, searched and copied accurately.
Security settings
Security settings must allow assistive technologies to access the PDF. Encryption and permission settings can block content extraction, so the file must explicitly permit assistive tech to read the text. Otherwise, all the work you’ve done to increase accessibility is inaccessible to the people who need it.
What are the benefits of aligning with PDF/UA standards?
Here’s what your organization gets out of meeting the PDF/UA standard:
Compliance with global accessibility laws
Aligning with PDF/UA supports compliance with accessibility laws around the world. Because different countries have their own regulations, working to one internationally recognised standard helps you meet obligations wherever you operate (and avoid the problems that come with falling short).
A smoother document experience for all
Following PDF/UA will also improve the experience for everyone using your documents, whether they’re customers or employees. These requirements remove accessibility barriers, making your PDFs far easier to access and understand for people with disabilities.
Easier mobile usability
PDF/UA-aligned files allow text to reflow more naturally on smaller smartphone or tablet screens, making it easier for mobile users to access the information they need. Plus, logical heading structures make it easier for readers to skim longer documents when they’re on the go.
Improved SEO
Your marketing team will also be interested in PDF/UA because of its SEO implications. Aligning documents with PDF/UA standards makes it easier for search engines to crawl your customer-facing documents, increasing your online visibility.
PDF/UA and document management software: How Lasernet incorporates accessibility
Organizations produce thousands of invoices, statements and order confirmations, generated straight from their ERP system. For accessibility to work at that scale, it has to be built into the documents automatically. However, Microsoft Dynamics 365 F&O doesn’t produce PDF/UA-aligned documents by default. You’ll need the help of an ISV to make sure the documents you send are accessible, and that’s where Lasernet comes in.
Lasernet builds PDF/UA tagging and structure into your documents as they’re generated, applying the reading order, alt text and structure that assistive technology relies on across common form designs.
Looking for a document management system that complements your ERP and prioritises accessibility? Get in touch with the ERP Mechanics team today to find out how Lasernet can keep your documents accessible and compliant at scale.