For people with disabilities, digital transformation is just a buzzword, since most of them don’t have access to various websites, products, or digital services. Over 70% of disabled customers experience accessibility barriers on more than 1/4 of the websites they visit. The European Accessibility Act (EAA) plans to change that. But how will this EU directive impact digital businesses and what’s at stake for companies that don’t comply? In this article, you’ll learn more about EAA and what you need to change to make your documentation more accessible.
What is the European Accessibility Act?
The European Accessibility Act (EAA) is an EU directive that has the goal to improve accessibility for people with disabilities by ensuring that key products and services are accessible across the European Union. It applies to digital and physical products, including websites, mobile applications, e-books, banking services, e-commerce, and software. The directive must be implemented by June 28, 2025, which means that businesses and organizations must comply by that date.
Businesses with a digital presence need to make sure that their websites are accessible to all users, following WCAG 2.1 (Web Content Accessibility Guidelines). This means that websites should be navigable without a mouse and compatible with screen readers and voice-over technologies.
Apps and digital interfaces need to support screen readers and voice commands so that users with disabilities can manage essential tasks like transferring money or checking account balances.
Regular audits are required to maintain compliance and ensure continuous improvement. Businesses must routinely check their websites, digital platforms, and physical products for accessibility issues.
Non-compliant businesses risk fines and lawsuits
Each country can impose its own penalties and fines for non-compliance. For instance, in Germany, companies risk fines of up to €500,000 for non-compliant products, while in France, the authorities reserve the right to publicly expose companies that do not adhere to accessibility standards.
While the EAA will be enforced in June 2025, the ADA (Americans with Disabilities Act) was signed into law in 1990. There are various examples of companies that failed to comply and paid the price. For instance, Target faced a lawsuit by the National Federation of the Blind (NFB) in 2006. The NFB filed a class-action lawsuit against Target, alleging that its website was not accessible to blind users, violating the ADA. The case was settled in 2008, with Target agreeing to pay $6 million to the California settlement class and to make its website accessible. Last year, over 4000 lawsuits were filed for ADA violations.
EAA impacts documentation too and here’s what you need to do
The European Accessibility Act (EAA) is not just about physical products or digital services; it has a direct impact on technical documentation. Without accessible documentation, even the most compliant products and services will remain inaccessible to users who rely on assistive technologies.
Documentation is an important component of accessibility because it helps users understand, use, and troubleshoot products and services.
Many companies prioritize making their websites, apps, and digital platforms compliant but put supporting documentation in the back seat. However, users with disabilities must be able to read manuals, follow troubleshooting guides, and understand product specifications just as easily as any other user.
If a screen reader can’t process a technical manual, or if key information is only available in an inaccessible PDF, users will face significant barriers, even if the product itself is technically accessible.
While some accessibility standards have been optional in the past, the EAA makes them mandatory. This means businesses must actively implement accessibility best practices in their documentation workflows.
Technical documentation must comply with WCAG 2.1 AA, the same accessibility standard that applies to websites and digital platforms.
This means that PDFs must be accessible (PDF/UA format) so they work with screen readers. Digital documentation must be structured correctly (semantic HTML, EPUB 3, etc.). Also, navigation and readability must be optimized so all users can find information easily.
Making documentation accessible enhances the user experience for everyone. Clearer, more structured content benefits all users, not just those with disabilities. Easy-to-navigate documents reduce frustration and improve customer satisfaction. Also, accessible documentation reduces support inquiries.
For documentation specialists, adapting to the EAA is not just about compliance; it’s about changing the way content is created, structured, and delivered.
Documentation professionals must work with UX teams, developers, and compliance officers to make sure that product information is just as accessible as the product itself.
Documentation specialists, it’s time to make some changes
The EAA is bringing a fundamental shift in how documentation is created and maintained. If your documentation is not accessible, your company risks non-compliance, fines, and customer dissatisfaction. More importantly, inaccessible documentation excludes people who rely on it to use your product.
To meet EAA standards, documentation teams need to rethink how they write, structure, and maintain content. The focus should be on making content readable, navigable, and accessible to assistive technologies.
Adopting accessibility-first writing practices
Technical documentation must be clear and easy to follow for all users, including those with disabilities. Writing in plain language, avoiding unnecessary jargon, and keeping sentences concise ensures that content is accessible to a broader audience. Information should be well-structured, with clear headings that follow a logical hierarchy.
Every document should be formatted with a logical flow. Tables of contents and internal navigation links help users quickly find what they need.
Media and visual content need to be accessible
According to WHO, around 2 billion people have some type of vision impairment. These people rely on screen readers, text-to-speech, and other assistive technologies to consume content. If a document contains images, graphs, or videos, those elements must be accessible.
Alt text should be used for images to provide clear descriptions of visual content. Instead of a generic description like "screenshot of a product page," a better approach would be to describe the function or relevance of the image, such as "The product page displaying size and color selection options, along with an 'Add to Cart' button for easy purchasing."
Here’s an example of what NOT to do when it comes to Alt text and image caption:
This is what you should do instead:
Considering that over 460 million people have hearing issues, transcripts, and captions are mandatory. Tables and charts should be formatted with clear headers and simple structures, avoiding merged cells or complex formatting that screen readers may struggle to interpret.
Formatting documentation for maximum accessibility
Digital documentation should be provided in formats that support accessibility, such as HTML, EPUB 3, and properly structured PDFs. A PDF should not simply be an image of a document; it must be tagged and structured to allow screen readers to interpret the content correctly. Documentation platforms simplify this process. Archbee, for instance, helps you write and maintain accessible and structured documents that are easily available to all end-users.
Keyboard navigation is another critical consideration. Users should be able to navigate the document without a mouse, ensuring that all interactive elements, such as links and buttons, are clearly labeled and accessible. Testing for accessibility before publishing is essential. Automated tools like axe and WAVE can help identify issues.
Implement accessibility reviews into documentation maintenance
Accessibility is not a one-time effort; it must be maintained over time. Documentation should be regularly reviewed for accessibility compliance. Scheduled audits help ensure that all updates or new content continue to meet accessibility standards. Testing with real users, especially those who rely on assistive technologies, provides feedback on potential barriers within the documentation.
Training is another key component. Documentation teams must be educated on accessibility best practices. Ongoing training sessions and collaboration with UX teams, developers, and compliance specialists ensure that documentation meets legal and usability standards. Without proper training, accessibility issues can quickly become embedded in documentation workflows.
Using documentation platforms that support accessibility
Choosing a documentation platform that supports accessibility is essential for creating inclusive and compliant content. Archbee offers features that facilitate the creation and maintenance of accessible documentation:
Version control: Automatic versioning preserves previous document states. This allows for easy rollback to correct errors or remove inaccessible formatting without losing progress. It also prevents broken links, missing alt text, or improperly structured headings from persisting across documentation updates.
Custom Blocks: With over 30 custom blocks, including images, videos, and diagrams, Archbee enables the creation of interactive and intuitive user experiences, catering to diverse accessibility needs.
Real-Time Collaboration: Collaborative editors allow multiple team members to contribute to a document simultaneously. When documentation is being updated, inline comments and mentions facilitate instant feedback on accessibility issues. This allows contributors to flag missing alt text, unclear navigation, or improper formatting.
By using a documentation platform like Archbee, teams can create documentation that is not only accessible but also engaging and user-friendly.
EAA is not just a challenge, it’s an opportunity
According to WHO, an estimated 1.3 billion people are experiencing significant disabilities. This represents 16% of the world’s population.
Actually, many of the tools we use today were created for or by people with disabilities. The first typewriter was built in 1808 by Pellegrino Turri to help a blind friend write legibly. This invention laid the foundation for modern keyboards, now essential tools for both communication and work. Here’s another interesting example: Wayne Westerman, while completing his dissertation on multi-touch surfaces, developed severe carpal tunnel syndrome. This personal challenge led him to create a touch-sensitive interface requiring minimal force, a technology that Apple later incorporated into the first iPhone.
Complying with the European Accessibility Act (EAA) is not just about meeting legal requirements. It improves user experience, expands market reach, and gives companies a competitive advantage. Using tools that support accessibility at scale will make it easier to maintain and update documentation over time.
Legal compliance and risk management
The EAA requires companies to ensure their digital content, including documentation, is accessible. Non-compliance can result in fines, legal action, and restrictions on selling products in the EU.
Other countries are also strengthening accessibility laws, so compliance now will help with future regulations. Plus, government contracts and accessibility-conscious buyers prefer vendors who meet these standards.
Improved user experience
Accessible documentation helps not just people with disabilities but also those with temporary impairments or reading difficulties. Clear structure, alt text, captions, and transcripts make information easier to understand and use. When documentation is more readable, fewer users need to contact support, reducing costs. Plus, search engines favor well-structured, accessible content, improving visibility.
Competitive advantage
Companies that prioritize accessibility can reach a broader audience, including businesses and governments that require it. Also, they can appeal to more end-users, such as those with visual or hearing impairments.
Make your documentation accessible
Documentation teams need to start preparing now for the European Accessibility Act (EAA) to ensure compliance before the June 2025 deadline. Accessibility is no longer optional—it is a legal requirement that affects technical documentation, websites, and digital services. Failing to comply could result in fines, legal action, and restricted market access within the EU.
Beyond legal obligations, embracing accessibility leads to better documentation for all users. Structured content, clear language, and accessible formats improve readability, navigation, and user experience. When documentation is easy to understand and interact with, it reduces support costs, increases customer satisfaction, and enhances brand reputation.
Platforms that support flexible, accessible documentation workflows will be essential in meeting these new demands. Features such as real-time collaboration, version control, and customizable templates allow teams to create, maintain, and update documentation efficiently while ensuring accessibility best practices are followed.
Start your free trial or book a demo to see how Archbee helps you create accessible, up-to-date, and fully collaborative documentation that meets EAA requirements.
