Web Standard: PDF Links

Related Links

Definitions

  • A PDF is a document in Adobe Portable Document Format (PDF); the filename extension is .pdf
  • The EPA PDF linking standard also applies to any link to PDFs including:
    • PDF files added to the page using the WebCMS’s Add media icon in the WYSIWYG editor.
    • Links to PDF files on EPA.gov added to the page using the WebCMS’s link icon in the WYSIWYG editor.
    • Links to PDF files not on EPA.gov.
Section 508

PDFs are required by law to meet Section 508 accessibility requirements. Occasionally, a PDF may not meet those requirements (e.g., too technical, mathematical formulas, maps or other images).  In rare cases like this, the PDF can be accompanied by contact information for users in need of accommodation.

  • If you are posting a non-accessible (not 508 compliant) PDF and you are not posting the same content in some other accessible format (e.g. HTML or text), provide contact information. (If you include an email address, follow the EPA standard for linking to email addresses.)
  • You may provide contact information in the same box or paragraph as the long disclaimer.
  • Contact information is a phone number or an email address where a person could get help with a document, primarily for purposes of accessibility.
  • Possible contacts include your library, public information center, public affairs office or the person who created the document. Whatever information you provide, the document should be traceable back to the program office which produced it.

Content Requirements

  • Do not force downloading of PDF files. PDFs should open in the browser. If you would like the PDF to open in another tab or window, follow the Linking to Related Content via Pop-ups, Overlays, New Browser Tabs/Windows and Same Browser Tabs/Windows web standard.

  • All links to PDFs should follow this format:  <link>PDF Title (pdf)</link> (yy K)

    • The WebCMS adds the PDF link standard requirements (pdf in the link, file size after the link) automatically on the page when using the Add Media tool in the WebCMS WYSIWYG editor. It will include the publication date and publication number if entered. 
    • When linking directly to any PDF, include the title of the document and the acronym “pdf” in parentheses in the link text, following the link text Web Standard. After the link, include the PDF file size.

    • Links to non-public PDFs should be avoided on public web content. If you must link to an internal only PDF, mark the link with "(internal link)" to alert visitors. 

Example:

About this Standard

All EPA public web content must adhere to all federal requirements including; the EPA Web Standards, the U.S. Web Design System guidelines, federal plain language guidelines, and the 21st Century Integrated Digital Experience Act. Internal content, including Intranet and Microsoft 365, may differ from the public content. If not explicitly stated, content must adhere to all federal requirements.

Original effective date: 07/12/2006
Last approved on: 03/09/2022
Web Council review by: 03/09/2025 (or earlier if deemed necessary by the Web Council) 

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Last updated on April 10, 2024