Downloadable Document Guidelines

Requirements for Downloadable Documents

A downloadable document may be used only when both of the following conditions are met:

• The content serves a specific, documented purpose that cannot be achieved through standard web content.
   
• The document is formatted to meet WCAG  2.1 AA standards.
   


Permitted use cases include:
 

• Printable forms that must be completed, signed, or submitted in hard copy.
   
• Official reports or policy documents that require fixed formatting for compliance, archival, or formal distribution.

   
• If content can be presented as a webpage, it must not be published solely as a downloadable file.


Limitations of Document-Based Content

Downloadable documents introduce several issues that negatively impact user experience, accessibility, and website performance:
 

• Not accessible to assistive technologies: Documents that are not properly formatted cannot be read by screen readers or other assistive tools.
   
• Disruptive to read: Files interrupt browsing flow and require users to open and navigate them outside the website.
   
• Dependent on additional software: Downloadable documents often require separate applications (such as Adobe Reader or Microsoft Word), which may not be available or functional on all devices.
   
• Not mobile-friendly: Downloadable documents do not resize automatically and often require zooming or scrolling.
   
• Obscured from analytics: User interactions with documents—especially when accessed directly from search engines—are not consistently captured in site analytics.
   
• Lower search visibility: Search engines prioritize webpage content, making downloadable files less visible in search results.