Why media and documents are frequent blockers
Websites often outsource meaning to videos, podcasts, and PDFs—explainers, onboarding, compliance policies, statements, forms. When captions, transcripts, audio descriptions, or PDF structure are missing, non-hearing and non-visual users are effectively shut out. Even sighted users on mobile data or in noisy/quiet environments rely on text alternatives. Accessibility here is not a “bonus”; it is the delivery mechanism for essential information.
Video: captions, controls, and description
Captions: the non-negotiable baseline
- Accuracy: Captions should reflect spoken words, speaker changes, and meaningful sounds (“[doorbell]”, “[laughter]”).
- Timing: Sync with speech; avoid large blocks that vanish before they can be read.
- Placement: Avoid covering important on-screen text or UI; reposition if needed.
- Formats: Provide a sidecar file (e.g.,
.vtt) or burn-in only as a fallback. Sidecar enables user control and translation.
Audio description: when visuals carry meaning
If critical information is only visible (charts, on-screen instructions, gestures), provide an audio description track or weave descriptions into narration. Example: “On-screen: billing portal with ‘Pay Now’ button, top right.” Without this, blind users miss the point—even with captions.
Player requirements
- No auto-play. It startles users and conflicts with assistive tech. If you must, mute and provide a clear control to start audio.
- Keyboard access. Tab to play/pause, volume, captions, quality, full screen; use Space/Enter to activate; ensure visible focus.
- Status & labels. Buttons should expose accessible names and states (e.g., “Captions on”). Announce changes via polite live regions.
- Seek bar. Should be operable with arrow keys and expose time position to screen readers.
HTML patterns you can copy
<video controls preload="metadata" aria-label="Explainer: How to refill prescriptions">
<source src="/media/refill.mp4" type="video/mp4">
<track kind="captions" src="/media/refill-en.vtt" srclang="en" label="English" default>
<track kind="descriptions" src="/media/refill-desc.vtt" srclang="en" label="Audio description">
Sorry, your browser doesn’t support embedded video.
</video>Audio: transcripts and clear controls
Provide a verbatim transcript for podcasts, announcements, and support lines. A good transcript includes speaker names, links mentioned, and descriptions of meaningful non-verbal audio. Place it adjacent to the player or link clearly. For long-form audio, add timestamps so users can jump to sections.
<section aria-labelledby="podcast-transcript">
<h2 id="podcast-transcript">Transcript</h2>
<p><strong>Host:</strong> Welcome…</p>
<p><strong>Guest:</strong> Today we’ll… (background: <em>typing</em>)</p>
<!-- Add timestamps like [03:42] for navigation -->
</section>PDFs: the most common—and fixable—document barrier
Many PDFs are exported as untagged flats or scans. To assistive technology, they are a wall of images with no reading order, headings, or links. If a policy, bill, intake form, or instructions exist only as an untagged PDF, blind and low-vision users are excluded. The best path is often to publish an HTML page with the same content, and keep an accessible PDF for downloading or printing.
What an accessible PDF includes
- Tags: A complete structure tree (Headings H1–H6, P, List, Table, Figure) reflecting the document’s logical order.
- Reading order: Sequential flow that matches visual order—no ping-pong across columns.
- Headings & bookmarks: Real heading tags tied to a navigable bookmark outline.
- Alt text for figures: Images that convey information have concise alt; decorative art is marked as artifacts.
- Tables: True table structure with header cells and scope—no faux tables made from tabs or images.
- Links & form fields: Actual link objects with readable text; form fields with labels, tab order, and tooltips.
- Language: Document language set (and inline language changes where needed) for correct pronunciation.
- Title & metadata: A meaningful Title (not “Microsoft Word – Final v3.pdf”) and correct subject/author.
PDF pitfalls that cause harm
- Scanned images of text: Without OCR and tags, screen readers get nothing. Always OCR scans and then add proper structure.
- Two-column brochures: If reading order zigzags, content is incoherent. Set correct article threads/reading order.
- Form fields without labels, tab order, or descriptions, making submission impossible.
- Charts & figures: No alt or text equivalent; data locked in pixels.
Authoring & export workflow that works
- Author in a structured tool: Use styles for headings and lists in Word/Google Docs. Don’t “fake” headings by enlarging text.
- Add alt text to meaningful images; mark decorative images as decorative.
- Export to tagged PDF: In Word, “Save As PDF” with “Document structure tags for accessibility.” In Google Docs, use the built-in exporter or print to PDF then remediate.
- Remediate in Acrobat or similar: Verify tags, reading order, alt text, tables, and form fields. Fix the Title in Properties.
- Test with a screen reader: NVDA or VoiceOver can quickly reveal missing structure.
Prefer HTML for living content
HTML pages are responsive, accessible by default when correctly authored, and easier to maintain than PDFs. Use HTML when content changes frequently (policies, pricing, instructions). Reserve PDFs for print-like artifacts (invoices, brochures) and make them accessible too.
Document and media players: keyboard & announcements
- Keyboard paths: Every control must be reachable and operable with keys. Provide visible focus and predictable order.
- Announcements: When state changes (captions toggled, volume changed, page in PDF viewer changed), announce concisely to assistive tech.
- Zoom: Never disable pinch-to-zoom or browser zoom. For embedded PDFs, allow native viewer controls.
Checklists you can run in minutes
Video
- Captions present, accurate, and synced?
- Audio description provided when visuals carry meaning?
- Player operable via keyboard with visible focus? No auto-play?
Audio
- Transcript adjacent to the player with speaker labels and key links?
- Player announces play/pause state and is keyboard-friendly?
- Tagged structure with correct reading order and headings?
- Images with alt or marked decorative; tables have header cells?
- Forms have labels, logical tab order, and tooltips/help?
- Title property set; language set; bookmarks present?
Code & authoring snippets
<!-- Accessible link to a downloadable PDF plus HTML alt -->
<p>Download the <a href="/docs/benefits-summary.pdf">Benefits Summary (PDF)</a>.
Prefer the <a href="/benefits-summary.html">HTML version</a> for screen readers.</p>
<!-- Figure with caption explaining a chart from the PDF -->
<figure>
<img src="/images/premium-trend.png" alt="Premiums increased 6% year over year; largest rise in Q3">
<figcaption>Key data from the Benefits Summary. Full table available in HTML.</figcaption>
</figure>Evidence to capture when media or PDFs block access
If you can’t access information or complete a task because a video lacks captions, a player is inoperable, or a PDF is untagged, document it:
- Screenshots or short recordings showing the control, the attempt (e.g., toggling captions), or the untagged PDF behavior.
- Date/time, URL, device/browser, and any assistive tech used.
- Exact consequence (missed deadline, inability to submit a form, can’t follow instructions, billing confusion).
Why this is also good business
Captioned video increases watch time in quiet/noisy settings and benefits SEO. Transcripts unlock search and translation. Structured PDFs print better and reduce support tickets. Accessibility multiplies the reach and reliability of your content—improving outcomes for every customer.
How The Brensilber Law Firm helps (briefly)
When inaccessible media or documents deny equal access, we help turn evidence into action—focused on clear documentation, real impact, and outcomes that drive meaningful fixes. If you encountered barriers like those described here, contact us to discuss options, or explore our Resource Hub for more guides.