Creating Accessible PDF (Fillable) Forms

Electronic forms are more accessible than forms that are designed to be printed and completed by hand (imagine trying to complete a printable form as a person who is blind, or unable to read small print, or physically unable to write with a pen or pencil). You may find that you are able to use a Microsoft Form or a Dynamic form in place of a fillable PDF.

If you do need to proceed with a fillable PDF form, know that the learning curve is steep for your first form or two.

TBR Webinar Presentation

This hour-long webinar recording, created by TBR, demonstrates how to use Word and Adobe Acrobat to create an accessible, fillable PDF form.

Additional Recommended Video Resource

This 11 part series Fillable, Accessible forms playlist from Morgan Community College is a great resource.
This video series shows more of the types of form fields you can use, and provides details about form field settings in Adobe.

TBR Provided Checklist for Forms

Best Practices Summary

DO:

✓ Use built-in styles and labels.
✓ Ensure logical tab order.
✓ Add alt text to images.
✓ Check accessibility and screen reader compatibility.

AVOID:

✗ Using only bold/italics as headings.
✗ Skipping labels for fields.
✗ Using Print to PDF.
✗ Relying solely on visual layout.

From Word Document

Use Built-in Styles and Templates:

  • Start with accessible Word templates.
  • Use Heading 1, Heading 2, Normal, etc.

If keeping in Word:

Insert Accessible Form Fields (Developer Tab):
  • Plain Text Control – for names, short answers.
  • Check Box – for Yes/No or multiple choice.
  • Drop-Down List – for preset options.
  • Avoid legacy form fields (less accessible).
Label All Form Fields Clearly:
  • Example: 'Name:' [_____] instead of just [_____].
  • Label should be placed just before the field.
Check Tab Order:
  • Press Tab and verify logical order (top-to-bottom, left-to-right).
Use Accessibility Checker:
  • Go to Review → Check Accessibility.
  • Fix any issues

If Creating a PDF:

Save as PDF the Right Way:

  • File → Save As → PDF → Options → Check 'Document structure tags for accessibility'.
  • Avoid Print-to-PDF or screenshots

Open the Tags pane to inspect the tag structure

  • Manual cleanup may be needed

Fix the Reading Order

  • Go to Accessibility > Reading Order
  • Check if the screen reader order is logical
  • Use the Order pane to drag elements into proper sequence

Label Form Fields

  • Go to Prepare Form tool
  • Select each field and enter a Tooltip (screen reader label)
  • Example: Tooltip = “First Name” for a text box

Run Accessibility Checker

Go to Tags Tree

  • Go to Find (top of box, three dots on right side)
  • Click on Unmarked Annotations
  • Tag Element (continue to end of document)

Run Accessibility Checker

  • Fix any other errors
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