Format guidance
When to Remediate PDFs Instead of Converting to HTML
Not every document should be converted to HTML. Some documents depend on fixed layout, precise positioning, or print fidelity, and for those, traditional PDF remediation is the right approach. Here is how to tell the difference.
The principle
Convert to HTML when the content matters more than the layout. Remediate the PDF when the layout is inseparable from the content. If changing the visual structure would change the meaning, legal validity, or usability of the document, PDF remediation is the right call.
Document types that need PDF remediation
These document categories are best served by traditional PDF accessibility remediation: adding proper tags, reading order, and alternative text within the existing PDF structure.
Fillable forms
Tax forms, applications, enrollment forms, and intake documents that users fill out, print, and submit.
Why PDF remediation is better here
Form fields, checkboxes, radio buttons, and signature lines depend on precise spatial positioning. Users expect to print and handwrite on these documents. HTML forms are a different interaction model entirely.
Common examples
Legal filings and court documents
Court filings, legal briefs, contracts, and regulatory submissions where exact page layout and formatting carry legal significance.
Why PDF remediation is better here
Courts and regulatory bodies often require specific margins, line numbering, page breaks, and formatting. Deviation from prescribed layout can result in rejection. These documents are filed as PDFs and must remain in PDF format.
Common examples
Signed and notarized documents
Documents bearing digital signatures, wet signatures, notary stamps, or official seals where visual placement of these elements is part of the document's legal validity.
Why PDF remediation is better here
Digital signatures in PDF are cryptographically bound to the document. Converting to HTML would break the signature chain. Wet signatures and notary stamps occupy specific page positions that must be preserved.
Common examples
Engineering drawings and technical diagrams
CAD drawings, architectural blueprints, circuit schematics, and technical illustrations where spatial relationships between elements carry meaning.
Why PDF remediation is better here
Technical drawings depend on exact scale, dimension callouts, and spatial relationships between components. These documents are often printed at specific sizes (A1, D-size) where measurement accuracy matters. HTML cannot preserve these spatial relationships.
Common examples
Print-optimized publications
Brochures, marketing collateral, annual reports, and publications designed for physical printing where layout is the primary user experience.
Why PDF remediation is better here
These documents are designed with specific print bleeds, fold marks, column layouts, and image-text relationships that define the reading experience. Converting to HTML would fundamentally change the document's purpose and usability.
Common examples
Archival and historical documents
Scanned historical records, archived government publications, and legacy documents where preserving the original visual appearance is a requirement.
Why PDF remediation is better here
Archival documents must maintain visual fidelity to their original form. Researchers and legal teams need to reference the document as it originally appeared. PDF/A format is the standard for long-term archival preservation.
Common examples
Complex data tables and financial statements
Financial statements, audit reports, and complex multi-page tables where precise column alignment, cell spacing, and page-break behavior are essential for readability.
Why PDF remediation is better here
Large financial tables with merged cells, nested row groups, and multi-page continuation headers are notoriously difficult to represent faithfully in HTML. When users print these documents for review meetings, the PDF layout ensures consistent column widths and page breaks.
Common examples
Compliance certificates and official records
Certificates of compliance, inspection reports, diplomas, and official records where the document's visual presentation is part of its authority.
Why PDF remediation is better here
Official certificates often include watermarks, seals, security features, and specific visual layouts that convey authenticity. The visual presentation is inseparable from the document's purpose and authority.
Common examples
Quick decision criteria
If any of these apply to your document, PDF remediation is likely the better path.
Users will print and write on it
If the document is designed to be printed and filled out by hand, PDF remediation preserves the form layout that makes this possible.
Exact layout carries legal or regulatory meaning
When courts, regulators, or procurement bodies require specific formatting, page structure must be preserved exactly.
The document contains digital signatures
Cryptographic signatures are bound to the PDF structure. Converting breaks the signature chain and invalidates the document.
Spatial relationships between elements carry meaning
Engineering drawings, floor plans, and technical diagrams where the position of elements relative to each other is the content itself.
The document is an archival record
Historical and archival documents where preserving the original visual appearance is a preservation requirement, not just a preference.
Print output is the primary delivery channel
Publications, catalogs, and materials designed specifically for physical printing where the reading experience depends on page layout.
When HTML conversion is the better choice
For the majority of documents, including policies, reports, guides, manuals, articles, and informational content, HTML conversion delivers better accessibility outcomes.
The content is primarily text with headings, lists, and tables
Users will read the document on screens of varying sizes
The document will be updated regularly
Screen reader users need to navigate the document efficiently
The document does not require print-specific layout
You need live accessibility validation and version control
The document is part of a web-based service or portal
For these document types, read our guide on why HTML is the better format.
Side-by-side comparison
| Consideration | PDF Remediation | HTML Conversion |
|---|---|---|
| Layout preservation | Exact layout maintained | Content reflows to screen size |
| Print fidelity | Pixel-perfect print output | Browser print styling (variable) |
| Form fields | Native PDF form controls | Requires HTML form rebuild |
| Digital signatures | Preserved and verifiable | Cannot be preserved |
| Screen reader experience | Viewer-dependent | Natively consistent |
| Content updates | Re-remediate entire document | Edit text, keep structure |
| Responsive display | Fixed dimensions | Adapts to any screen |
| Version control | Binary diffs only | Text-based diffing |
| Live testing | Specialized PDF tools | Standard browser dev tools |
| Long-term maintenance | Higher per-update cost | Lower per-update cost |
Frequently asked questions
Does DocAccessible offer PDF remediation services?
DocAccessible specializes in HTML conversion for documents where reflowable, semantic content is the best approach. For documents that require traditional PDF remediation, we can help you identify the right workflow and recommend qualified PDF remediation partners through our network.
Can a single document need both HTML conversion and PDF remediation?
Yes. Some programs maintain a remediated PDF for print and archival use alongside an HTML version for digital accessibility. The key is identifying which format serves which user need and maintaining synchronization between versions.
What about fillable PDF forms? Can those be converted to HTML forms?
HTML forms are a fundamentally different interaction model. While web forms can be more accessible than PDF forms, the conversion is not a simple format change. It requires rebuilding the form logic, validation rules, and submission workflow. For forms that users print and fill by hand, PDF remediation is the correct approach.
How do I decide between PDF remediation and HTML conversion for a specific document?
Ask three questions: (1) Will users primarily consume this on screen or in print? (2) Does the layout carry meaning beyond the text content? (3) Will the document be updated frequently? If the answers are screen, no, and yes, HTML conversion is likely better. If print, yes, or rarely, PDF remediation may be the right choice.
Are remediated PDFs as accessible as HTML documents?
A well-remediated PDF can meet WCAG requirements, but the assistive technology experience is generally less consistent than with HTML. PDF accessibility depends on the viewer application, while HTML accessibility works natively in every browser. For documents where PDF is the right format, thorough remediation with proper tag structure, reading order, and alternative text is essential.
What about PDF/UA? Does that solve PDF accessibility?
PDF/UA (ISO 14289) provides a technical standard for accessible PDFs and is a significant improvement over untagged PDFs. However, PDF/UA compliance requires specialized tooling and expertise, and the resulting documents are still viewer-dependent. PDF/UA is the right standard for documents that must remain in PDF format.
Related guides
Not sure which approach fits your documents?
Send us a sample document or describe your document portfolio. We will recommend the right remediation strategy for each document type in your program.