We are often asked if content can be published in PDF format , as this is a popular way of sharing documents.
The recommended format for web content is as an HTML publication. This is a time-stamped publication that opens in a web browser.
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When we can format documents as PDFs
It would be appropriate to use a PDF in these cases:
- the content is designed to be printed off by users
- you need to display complex content that is not web-friendly e.g. complicated diagrams or flow charts.
Otherwise we recommend publishing in HTML format. All PDFs published on GOV.UK should have a Gateway number.
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Content must be accessible for all users
The reason we prefer HTML to PDF is that HTML documents are more accessible for users.
It is important that users are able to quickly and effectively find information using desktop, mobile and tablet devices.
We have a commitment to make our service accessible for anyone who needs it.
The benefits of HTML
HTML documents are better for users because they:
- are more accessible in terms of font, tagging and metadata
- are easier to search and find online
- are optimised for swipe screen
- fit specification of assistive technologies, such as screen readers
- can be quickly updated
- create fewer problems when linked to (PDF links break when they are updated)
- comply with open standards principles
- get higher user engagement
The drawbacks of PDFs
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While PDFs are a useful document type for sharing internally, we do try not use PDFs to share information on the web for these reasonsbecause they:
- PDFs cannot be easily discovered by users found through the search engines
- PDFs are not mobile-friendly, so they are more difficult to access
- it is easier to keep an HTML document accurate and up to date
Why we use HTML as the preferred format
HTML is the recommended format for web content because:
- HTML documents are easier to read online
- HTML documents are easier for users to locate in the search engines
- HTML pages can be easily located on mobile devices
- we need to comply with 'open standards' - we need to make sure we do not discriminate against people with disabilities.
- for example, content must be accessible by someone who has a visual impairment.
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- adapt poorly to different screen sizes and devices
- are difficult to update
- are less likely to be compliant with accessibility legislation
- have lower user engagement
Useful resources
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