1. Lack of Alt Text for Images

Problem: Images often come with no description, or “alt text.” Alt text is a short description that tells screen readers what’s in the image. Without it, people who can’t see the image won’t know what’s there.

Why It Matters: If an image is important to understanding the content, a screen reader user will miss out on that part of the information.

Solution: Write clear, simple alt text for all images in your document. Describe the image’s purpose, not just what it shows. If the image is purely decorative, label it as such, so screen readers skip over it. Use less than 100 characters.  If it is decorative use “”.

Example: Instead of saying “Image of a tree,” say “Photo of a large oak tree in a park.”

 2. Poor Heading Structure

Problem: Many documents use text that looks like a heading but isn’t properly tagged as one. Headings should follow a clear structure (like H1 for main headings, H2 for subheadings, and so on). When you just make the text bold or a larger font without using proper heading tags, assistive technology tools such as screen readers don’t recognize it as a heading.

Why It Matters: Proper heading structure helps people using assistive technology to understand the document’s layout and quickly jump between sections. Without it, they have to listen to the document from start to finish, making it hard to find information.

Solution: Use the heading styles in your document editor, such as H1, H2, and H3. Follow a logical order – don’t jump from H1 to H3, for instance. This helps all users follow the structure more easily.

3. Missing Document Title

Problem: Every document should have a title. Sometimes, titles are left blank or just use the file name, like “Document1.” Without a clear title, screen readers don’t provide users with an overview of the document’s content.

Why It Matters: A meaningful title tells users what the document is about before they dive in. It’s especially helpful for people using screen readers to understand the document at a glance.

Solution: Give every document a clear, concise and descriptive title in the document properties. This is easy to do in most software, like Word or PDF editors, and makes a big difference for screen reader users.

Example: Instead of a title like “Report,” use something more specific, like “2024 Quarterly Financial Report.”

 4. Inaccessible Links

Problem: Links in a document should clearly tell users where they lead. Generic links like “click here” or “read more” aren’t helpful because they don’t describe the link’s purpose.

Why It Matters: Clear link text helps all users, especially those using screen readers, to understand what will happen if they click the link. It also helps everyone scan for relevant links more quickly.

Solution: Use descriptive text for links. Instead of “click here,” try “Read our 2024 Financial Report.” The link should tell users what they’re clicking on without needing extra context. Use no more than 5 words to describe the link target.

 5. Low Colour Contrast

Problem: Text that blends into the background (like light gray text on a white background) can be hard to read. Low colour contrast makes it tough for people with low vision or colour blindness to read the text.

Why It Matters: Strong contrast helps everyone read your content more easily, especially people with visual impairments.

Solution: Use high-contrast colours between text and background. The recommended contrast ratio is 4.5:1 for normal text and 3:1 for large text. Tools like the WebAIM Contrast Checker can help you test colour contrast.

 6. Unlabelled Form Fields

Problem: Forms are often missing labels for their fields. This makes it difficult for screen reader users to understand what information to enter.

Why It Matters: Labels give screen readers a way to communicate what each field is for. Without labels, a form becomes confusing, as users may not know if a field is for their name, email, or something else.

Solution: Label all form fields, so users know what information is expected. Add instructions if needed, like “First Name” or “Email Address,” in an easy-to-read location. If there is a requirement for information to be entered in a particular format add that to the label.  Don’t rely on placeholders.

 7. Missing Table Headers

Problem: Tables without headers make it hard for screen readers to convey information accurately. Screen readers rely on headers to help users understand what each column and row means.

Why It Matters: Without headers, a screen reader can’t tell users where the information in a table goes, making it hard to understand.

Solution: Always include headers for tables, even if the table is small. Label each column clearly and consistently.

Example: For a table listing employees, make headers like “Name,” “Position,” and “Department.”

8. No Keyboard Navigation

Problem: Some documents are hard to navigate without a mouse. This can be a big problem for users who rely on keyboards or other assistive devices.

Why It Matters: People who can’t use a mouse often rely on the keyboard to move through a document. If a document isn’t set up for keyboard navigation, these users can’t access the information.

Solution: Test your document by using only the keyboard. Ensure you can tab through links, forms, and content. Also test using the arrow keys. Make adjustments if necessary to improve the flow and accessibility.