Let’s start with the obvious: your website should work for everyone, including people with disabilities. But making that happen doesn’t start with tech. It starts with intention. That’s where a web accessibility policy comes in.
If you’re a business owner or part of an organization, this isn’t just a nice-to-have. It’s a must-have, both for compliance and for creating a better digital experience for all users.
What is a Web Accessibility Policy?
A web accessibility policy is an internal document that outlines your organization’s commitment to making its digital content accessible to people with disabilities. It usually includes:
- Your accessibility goals
- The standards you’re following (like WCAG)
- Who’s responsible for implementation
- What tools, audits, or training are in place
- A plan for monitoring and updating accessibility efforts
Think of it as your roadmap for accessibility. It tells your team what needs to be done and shows users (and legal bodies) that you take accessibility seriously.
It’s also important to understand how a web accessibility policy differs from an accessibility statement. The policy is usually more detailed and operational, intended to guide your internal teams, not necessarily the public. An accessibility statement, in contrast, is a short, public-facing summary often linked in a website footer. It communicates your current accessibility status, known issues, and how users can get support. Most organizations share the policy internally and only publish the accessibility statement for end users.
What to Include in Your Web Accessibility Policy
If you’re drafting your first policy, here’s a more detailed structure to get you started:
1. Purpose Statement
A short intro explaining why your organization is committed to accessibility. This should align with your mission and values.
Example: “Our goal is to ensure that all users, regardless of ability, can access and benefit from our digital content and services.”
2. Scope
Define what the policy applies to. This could include:
- Public websites
- Mobile applications
- Internal tools (e.g., employee portals)
- Documents like PDFs or slide decks
- Third-party platforms you rely on (e.g., e-commerce systems)
3. Standards and Guidelines
List the benchmarks you’re using. Typically, organizations aim for:
- WCAG 2.1 AA (the most widely accepted accessibility standard)
- ATAG 2.0 for authoring tools
- Section 508 (for U.S. federal sites)
- Local laws depending on your region (e.g., AODA in Ontario)
4. Roles and Responsibilities
Detail who is accountable for what. Consider:
- Web developers: coding with accessibility best practices
- Designers: using accessible color contrast and layout
- Content creators: writing with clarity and using proper alt text
- QA or compliance teams: conducting audits and reviews
- Leadership: supporting training and budgeting for tools
5. Training and Education
Commit to training your staff on digital accessibility. This might include:
- Regular internal workshops
- Bringing in accessibility experts
- Subscribing to accessibility learning platforms
6. Tools and Resources
Mention any tools you’re using to support accessibility, such as:
- Screen readers (e.g., NVDA, JAWS)
- Automated testing tools (e.g., Axe, WAVE, Lighthouse)
- Manual checklists
- Browser extensions or plug-ins
7. Testing and Auditing
Accessibility isn’t a one-time task. Lay out how and when you check for compliance:
- Regular manual testing
- Automated scans during development
- User testing, including people with disabilities
- Third-party accessibility audits
8. Feedback Mechanism
Tell users how they can report accessibility issues. Include:
- Contact information
- Expected response time
- How issues will be prioritized and resolved
9. Ongoing Review and Updates
Your policy should evolve. Set a schedule for reviewing it—yearly is a good starting point. Note how updates will be documented and communicated.
10. Accessibility Statement
If you’re making your policy public, include a short version on your website as an accessibility statement. This helps users understand your efforts and how they can get support.
Why It Matters
Having an accessibility policy in place helps you set down the intention and also portrays that your organization cares about its users. Moreover, it put structures in place to help guide your organizational efforts towards achieving sustainable inclusivity. Here are some other ways having an accessibility policy document helps your organization:
1. Legal Compliance
Under the Americans with Disabilities Act (ADA), digital content is expected to be accessible. In recent years, lawsuits over inaccessible websites have increased dramatically. Having a web accessibility policy won’t magically make your site compliant, but it does show good faith, and that matters if legal issues ever arise.
Standards like WCAG (Web Content Accessibility Guidelines) give clear technical benchmarks. A policy helps tie those standards to your real-world workflows.
2. Better UX for Everyone
Accessibility isn’t just about screen readers or captions. It’s about better design for all. Clearer navigation, keyboard shortcuts, and readable fonts help everyone, not just users with disabilities.
3. Builds Trust and Reputation
Users notice when a brand is inclusive. They also notice when it’s not. Having a policy shows you care. It signals that your organization is thoughtful, responsible, and proactive.
4. Streamlines Internal Processes
With a documented policy, everyone on your team knows what the standard is. That means developers code with accessibility in mind, designers choose accessible color schemes, and content creators know how to write for clarity and screen readers.
5. Opens Up New Markets
An accessible website can expand your audience. In the U.S. alone, over 70 million people live with a disability. A good web accessibility policy helps ensure you’re not unintentionally locking people out of your services or content.
Take the BBC. Their accessibility policy is public, detailed, and includes both technical standards and inclusive design principles. Or look at government websites in the U.S. and Canada, which often link directly to their accessibility policies in the footer.
The key isn’t to create a massive legal document. It’s to build something clear, actionable, and honest about where your organization stands, and where it’s going.
How to Get Started
If you don’t already have a policy, now’s the time. And you don’t have to figure it all out on your own.
Pivotal Accessibility offers expert consultations to help you:
- Create a customized accessibility policy
- Understand legal obligations under ADA, WCAG, and other standards
- Train your team and audit your site
- Build accessibility into your day-to-day operations
Whether you’re just getting started or need to level up your current accessibility strategy, we’ve got your back. Contact us today to get a tailored accessibility consultation for your organization.