The best format for delivering a VPAT to clients is a signed PDF of the completed Accessibility Conformance Report (ACR). PDF preserves formatting across devices, supports digital signatures, and reads as a finished document rather than a working draft. Procurement teams expect a PDF. Legal teams expect a PDF. Buyers reviewing vendor accessibility documentation expect a PDF. Word documents and web pages create friction. A clean, accessible PDF removes that friction and signals that the report is final.
| Element | Recommendation |
|---|---|
| Primary format | Tagged, accessible PDF of the completed ACR |
| Secondary format | Word document only if the client specifically requests it |
| Signature | Digital signature from the evaluator or issuing party |
| File naming | Product name, VPAT edition, WCAG version, date |
| Delivery method | Email attachment or secure download link |
| Accompanying file | Audit report that supports the ACR conclusions |
Why PDF Is the Preferred Format
An ACR is a finished document. It represents a point-in-time evaluation of a product against WCAG 2.1 AA, Section 508, EN 301 549, or all three under the INT edition. PDF reflects that finality.
When a buyer opens a Word file, the document looks editable. Tracked changes may appear. Comments may surface. Formatting can shift depending on the version of Word the client is using. None of that inspires confidence in the document.
A PDF locks the content in place. The reader sees the same report the issuer intended. That consistency matters in procurement reviews, where the ACR is often forwarded across multiple departments before a purchase decision is made.
What Makes a VPAT PDF Itself Accessible?
A VPAT is a document about accessibility. It should be accessible. That means a tagged PDF with proper heading structure, table markup, reading order, and alt text on any logos or graphics included in the file.
Tables inside the ACR map closely to WCAG success criteria. Each row covers a specific criterion, the conformance level, and supporting remarks. Screen reader users need that table to be navigable. Header cells must be marked correctly so a screen reader can announce which criterion is being discussed.
A flat, untagged PDF fails the document it represents. Confirm the export settings preserve tags before sending the file.
File Naming and Versioning
File names carry meaning. A buyer who downloads a VPAT often saves it to a shared folder alongside reports from other vendors. A clear file name helps the document stay findable.
A workable pattern: ProductName_VPAT_WCAG21AA_YYYY-MM-DD.pdf. This tells the reader the product, the edition, the standard, and the date at a glance. Avoid generic names like VPAT.pdf or final_report.pdf. Those names lose context the moment the file leaves the inbox.
Version numbers are helpful when an ACR is updated after product changes. Append v2, v3, or the date of the new evaluation. Old versions should be archived rather than overwritten, since some buyers may reference an earlier ACR tied to a specific contract.
What to Send Alongside the PDF
The ACR is one document in a small set. The audit report that supports the ACR conclusions should accompany it. The ACR summarizes conformance. The audit report identifies the specific issues that informed those conformance statements.
Some clients also request a remediation roadmap or a statement of partial conformance for criteria that did not fully meet. These can be separate PDFs or included as appendices, depending on what the client asked for.
Sending the ACR with its supporting audit report shows the work behind the report. Buyers who care about real accessibility documentation will appreciate seeing the evidence.
Delivery Method
Email attachment works for most deliveries. A secure download link is a reasonable alternative when the file size is larger or when the client prefers a portal-based handoff.
Avoid links that expire quickly or require an account to access. The point of delivery is to put the document in the buyer’s hands with the least friction. If the buyer has to create an account to read the ACR, the format has become an obstacle.
When a Word Document Makes Sense
Some clients ask for an editable copy. This usually happens when an enterprise procurement team wants to copy ACR content into an internal vendor risk database. In that case, send the Word file as a supplement to the PDF, not as a replacement.
The PDF remains the official, signed document. The Word version is a working copy for the client’s internal use. Make that distinction clear in the delivery email.
Frequently Asked Questions
Should the VPAT include a digital signature?
Yes. A digital signature from the evaluator or issuing party confirms the document is final and traceable. Buyers reviewing vendor documentation often look for a signature before treating the ACR as authoritative.
Can a VPAT be delivered as a web page or HTML?
It can, but it is uncommon and rarely requested. PDF remains the format procurement teams expect. An HTML version can sit on a vendor’s trust or security page as a public reference, but the primary deliverable to a client should still be a PDF.
How large should the VPAT PDF file be?
Most ACRs run between 20 and 60 pages depending on the VPAT edition and the depth of remarks. File size typically stays well under 5 MB, which fits inside standard email attachment limits without issue.
Does the format affect how often a VPAT should be updated?
No. Format and update cadence are separate. ACRs do not have a formal expiration, but updating after significant product changes keeps the report accurate. The format question applies each time a new version is delivered.
A clean PDF delivery reflects the standard of the work behind it. Get the format right and the document does its job.
Contact Accessible.org for VPAT and ACR services.
