How we design and produce AODA-compliant reports

As an Ontario-based graphic design agency, we understand the importance of accessibility and have extensive experience designing documents that meet the Accessibility for Ontarians with Disabilities Act (AODA) standards.

Why does accessibility matter?

Accessible design ensures your content can be used by everyone, including people with disabilities. Some rely on screen readers or braille displays, while others may have low vision, colour blindness, cognitive and motor challenges, or even a temporary condition like recovering from eye surgery. Clear, well-structured content helps all users.

We take care to meet both AODA requirements and our client’s communication goals, ensuring your documents are not only compliant but also clear and engaging.

This article outlines the key steps we follow to design and produce accessible publications, from the planning stage through to the final output.

Step 1: Consultation and content review

Every accessible publication starts with understanding your goals. We begin with a consultation to learn about the purpose of your publication and your audience’s needs. During this stage, we review your content to check whether it aligns with AODA accessibility guidelines.

If we identify any issues—such as missing structure or unclear language—we’ll collaborate with you to resolve them in a way that balances your message with accessibility. Because accessibility begins with content, we’ve created our own checklist to help you prepare your materials before design begins.

Step 2: Design and layout

Once the content is ready, our design team gets to work. At this stage, we focus on creating a visually appealing and inclusive layout.

We design with a range of users in mind, including those with visual, cognitive, or motor disabilities. This means using clear type, high-contrast colours, readable font choices, and a logical visual hierarchy. We break content into sections with meaningful headings, avoid dense text, and apply a consistent grid. Interactive elements like forms are designed to be keyboard-friendly and do not require fine motor control.

These strategies improve readability and ensure the publication works well—whether accessed visually, or with assistive technologies.

Step 3: Adding alt-text and metadata

Images and graphics need to be accessible, too. That’s where alternative text, or “alt-text,” comes in. Alt-text provides brief descriptions of visual elements, allowing screen readers to convey their meaning to users with visual impairments.

Metadata—like the document title and author—also helps make your publication accessible and searchable. We’ll provide a simple form containing all the images for you to supply this information.

Step 4: Tagging and testing the PDF

After the layout is finalized, we convert the file to a PDF and begin tagging the document to make it accessible to assistive technologies. Tagging involves applying behind-the-scenes structure—labelling headings, lists, tables, and reading order—so that screen readers and navigation tools can accurately interpret the content.

We then run a series of tests, including conformance to PDF/UA-1 standards. Additionally, we can test using screen readers or keyboard-only navigation to ensure a smooth experience for all users.

Step 5: Final review and delivery

We conduct one last review before delivering your final file to ensure it meets all AODA requirements. Once everything is in place, we’ll send you the tagged PDF along with a test report for your records.

We aim to leave you with a fully accessible, professionally designed publication you can confidently share.

About our agency’s experience

At Neglia Design, we believe accessibility is about more than compliance—it’s about clear communication, inclusive thinking, and designing with care.

For over a decade, we’ve been helping government agencies and public-sector organizations across Ontario create publications that meet AODA standards without compromising clarity or design quality.

Our experienced team of designers and production specialists brings deep knowledge of accessibility requirements and creative insight to present your content in a way that’s engaging and easy to understand for all users.

We take pride in making the process straightforward for our clients—from reviewing content and advising on best practices to delivering fully tested, accessible files you can confidently share with your audience.

If you’re looking for a trusted partner to design and produce AODA-compliant publications, contact us—we’d be happy to help.

Want to discuss a future project? Please contact us for a complimentary appointment.

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