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Review an annual report for accessibility

Review the annual report for meaningful order, readable text, useful image descriptions, contrast and sound data structure.

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Written and reviewed by Megal Software Limited. Published . Last reviewed and updated .

Practical workflow

Work through the publication in a fixed order

Separate content, structure and proofing decisions so a late correction does not undo earlier work.

Start with meaning and order

A reader should be able to identify the purpose of the annual report, navigate its sections and understand the required action without decoding the visual design. The intended audience is members, funders, customers or stakeholders reviewing a year of activity and results, and the goal is to present an accountable narrative supported by approved evidence and financial or performance data. Use descriptive headings for cover and reporting period, leadership overview, activities and outcomes, financial or performance information and governance, contacts and acknowledgements and keep their reading order logical in both the page layout and exported document.

Make text readable

Use a disciplined report hierarchy, readable long-form text, consistent captions and clear treatments for figures and sources. Check font size at final output size, line spacing, paragraph width and contrast. Do not place essential text over a photograph unless the contrast remains dependable across the whole text area. Avoid using colour, capitals or decorative type as the only way to distinguish warnings, categories or actions.

Describe images and structure data

Select representative, consented images and charts that support the record rather than functioning as generic decoration. Add concise alt text to informative images that explains their purpose in context. A caption is not always a substitute because it may serve a different editorial role. For data, reported figures, dates, names, financial tables, claims and source notes require formal sign-off and version control. Use real table headers where row-and-column relationships matter and do not simulate structure with spaces.

Use the Accessibility Checker

Megal Publisher’s Accessibility Checker reviews publication title and language, picture alt text, colour contrast, empty text boxes, very small text, table structure and PDF-tagging considerations. Use its findings to work through your review. Maintain a logical heading order, real table headers, alt text for informative graphics and sufficient contrast in charts. Standard PDF export includes a tagged structure tree; check reading order and semantics in the final file as part of your accessibility review.

Use before sign-off

A short working checklist

Accessibility review checklist

  1. The publication has a meaningful title and language.
  2. Headings describe content and follow a logical sequence.
  3. Body text, captions and conditions remain readable at final size.
  4. Colour is not the only way information is distinguished.
  5. Informative images have useful alt text.
  6. Tables use genuine headers and a simple reading order.
  7. The final PDF is reviewed for its intended accessibility requirement.
Keep the source and proof together. Megal Publisher can keep the page objects editable in an .mpub project. Preserve the source facts and the approved output as separate records so later changes can be checked.

Frequently asked questions

Questions about accessible output

Does PDF export certify accessibility?

Standard PDF export includes tagged structure, but it does not by itself certify PDF/UA compliance. The Accessibility Checker supports your review; it does not replace it. Validate the final file against the accessibility standard required by your organisation or recipient.

Continue the workflow

Related annual report guides

Move to the next production decision or compare the same task for another publication format.

Foundational references: Microsoft Publisher alternative · Direct PUB import evidence · Megal Publisher instruction manual.

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