Legal documents play a critical role in defining obligations, protecting client rights, and ensuring fair representation. However, these documents can become inaccessible when accessibility rules are not kept in mind, resulting in the unintentional exclusion of clients with visual, cognitive, motor, or reading disabilities. So, making legal documents accessible is essential.

9 Best Practices to Make Accessible Contracts & Case Documents

To create accessible legal documents, you need a thoughtful process that follows proper format, structure, language, and technology. The following best practices can help ensure that contracts and case files remain usable for all clients.

1. Understand the Accessibility Standards

Before making changes, legal teams should understand basic accessibility standards that apply to digital documents. For legal documents, accessibility often includes readable text, logical structure, clear headings, and compatibility with assistive software. Understanding these requirements is the foundation for making any legal document accessible across different client needs.

2. Use Accessible File Formats

File format plays a major role in accessibility. Scanned or image-only PDFs are often unreadable by assistive technologies, while properly structured digital documents allow clients to search, navigate, and review content independently.

When contracts or case files are distributed as PDFs, they should be remediated to include selectable text, tags, and navigational structure.Using an expert led PDF remediation service ensures that legal documents meet accessibility standards without compromising accuracy or formatting.

3. Structure Documents Properly

Clear structure benefits every reader, but it is essential for accessibility. Contracts and case documents should use:

Logical headings and subheadings
Consistent numbering for clauses and sections
Short, well-organized paragraphs
Clearly labeled lists and references

A well-structured document allows screen reader users to move efficiently between sections and helps all clients understand complex legal information more easily.

4. Provide Alternative Text for Visuals

Legal documents may include charts, signatures, exhibits, or referenced images. Without alternative text, clients using screen readers may miss critical information. Adding descriptive alternative text ensures that visual elements are explained clearly in words.

Decorative images that do not convey legal meaning should be marked as artifacts so they do not interrupt the reading flow.

5. Simplify Legal Language

Complex legal language can be a significant barrier for many clients, including those with cognitive disabilities or limited literacy. Accessibility does not require removing legal precision, but it does encourage clarity.

Using plain language where possible, defining legal terms, and avoiding unnecessary jargon help make accessible contracts for clients while improving overall comprehension.

6. Test Compatibility with Assistive Technologies

Accessible legal documents must work with assistive technologies such as screen readers, magnification tools, and keyboard navigation. This means ensuring that text is selectable, form fields are labeled, links are descriptive, and interactive elements can be accessed without a mouse.

Testing documents with assistive tools helps identify barriers early and ensures that your legal documents are accessible in real-world use.

7. Offer Multiple Access Options

Not all clients access information in the same way. Offering documents in multiple formats, such as accessible PDFs, editable text files, or large-print versions, provides flexibility and reduces barriers. Providing multiple access options supports your clients with different disabilities and preferences while reinforcing inclusive legal practices.

8. Communicate Accessibility Options to Clients

Accessibility efforts are most effective when clients know they exist. Law firms should clearly communicate that accessible formats are available and explain how clients can request them. This proactive approach builds trust, reduces hesitation, and demonstrates a firm’s commitment to inclusive service.

9. Regularly Review and Update Legal Documents

Accessibility is not a one-time task. Contracts, templates, and case documents evolve over time, and updates can unintentionally introduce barriers. Regular reviews ensure that accessibility features remain intact and aligned with current standards.

Conclusion

Accessible legal documentation ensures that all clients can fully understand their rights, responsibilities, and legal options. By applying thoughtful structure, accessible formats, clear language, and assistive technology compatibility, law firms can make accessible case files and contracts without compromising legal integrity.

Ultimately, accessibility strengthens client relationships, reduces misunderstandings, and reinforces a firm’s commitment to fair and inclusive legal services.