How to Create an Accessible PDF Form Using Venngage

Creating accessible digital documents has become essential for inclusive communication. In today’s post, we’re creating an accessible PDF form using Venngage, a user-friendly design platform. We cover the entire process, from design and configuration to accessibility validation and export to ensure compliance with PDF/UA and WCAG standards.

Video Guide

1. Set Up a Blank Canvas

Start by opening Venngage and selecting “New Design.” Choose a blank canvas to have full control over the layout. This setup allows you to customize each element and ensure accessibility from the beginning.

2. Add Informational Text

Before inserting form fields, add a heading. In our video example, we used “Application” and added a paragraph block stating “Please fill out the form.” These elements help users understand the form’s purpose.

3. Insert Form Elements

Go to the Elements tab and select Forms. You can add several types of fields. In our video example we:

• added a short text field to collect names. You can set the field type to text, email, password, date, or number and label it with instructions like “Enter first and last name.”
• added a long text field for open-ended responses, such as “Please tell us about yourself.” Resize the box as needed.
• inserted radio button selections for multiple-choice questions. Group the options visually to maintain clarity.
• added a signature field to capture user signatures.

4. Enhance Accessibility in Venngage

Run Venngage’s built-in accessibility checker to review color contrast, alternate text, reading order, heading hierarchy, and color dependency. Most elements pass the check, but you will need to manually set the document title and language, such as English.

//js.hsforms.net/forms/embed/v2.js

5. Configure Reading Order

Use the Tag Order tool in Venngage to define the reading sequence. Click through each tag to ensure screen readers interpret the form content logically.

6. Export the PDF

Once you finalize the design, export the form as a PDF file. This format enables additional validation and ensures compatibility across devices and platforms.

7. Review in Adobe Acrobat

Open the exported PDF in Adobe Acrobat. Walk the Tags Panel to verify the structure. Check that the heading appears as H1, paragraphs are tagged correctly, and form fields are placed inside the right tags. Nest the signature field inside a paragraph tag manually if necessary. Run Acrobat’s accessibility checker to confirm structural accuracy.

8. Validate with PAC 2024

Use the PAC 2024 tool for the final compliance check. Drop the PDF file into the tool and confirm that it meets PDF/UA and WCAG standards. Our Venngage form passed successfully in both checks.

Venngage offers a practical solution for creating simple accessible PDF forms. Although it lacks advanced features for complex form designs, it provides a quick and effective method for making accessible documents. You can use intuitive tools from the start and validate the results through professional software like Adobe Acrobat and PAC 2024.

Key Takeaways

• Start with a blank canvas to control layout
• Add clear headings and paragraphs to guide users
• Choose appropriate field types and labels for accessibility
• Use Venngage’s accessibility checker before exporting
• Set document metadata like title and language
• Define reading order using Tag Order
• Review tag structure in Adobe Acrobat

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!