How to Document Website Accessibility Barriers

Why Documentation Matters

If you use assistive technology and encounter barriers on a website, proper documentation is essential. Whether you're seeking accommodations, filing a complaint, or pursuing legal action, detailed records of your experience provide concrete evidence of accessibility failures.

This guide walks through the documentation process step-by-step, helping you create a clear record of barriers you've encountered and how they prevented you from accessing website content or services.

Before You Start: Gather Your Information

Effective documentation begins with preparation. Before you attempt to use the website, have these tools ready:

Essential Documentation Tools

• Screen capture software: Built-in tools (Windows Snipping Tool, Mac Screenshot) or third-party options like Greenshot or ShareX
• Screen recording software: OBS Studio, QuickTime (Mac), or built-in Windows Game Bar for video documentation
• Note-taking application: Text editor, Word document, or note-taking app to record observations in real-time
• Time tracking: Clock or timer to note when each attempt occurred

Information to Record

Create a document template with the following headers:

• Date and time of access attempt
• Complete URL of the page
• Browser name and version
• Operating system and version
• Assistive technology name and version
• Your specific disability or access need
• What you were trying to accomplish

Step-by-Step Documentation Process

Step 1: Record Your Setup

Begin your documentation by noting your complete technical setup. This establishes the environment in which barriers occurred.

Example documentation:

Step 2: State Your Goal

Clearly describe what you intended to do on the website. Be specific about the task or transaction you needed to complete.

Examples:

• "I attempted to purchase a product and complete the checkout process"
• "I tried to fill out the contact form to request customer support"
• "I needed to access my account settings to update my payment method"
• "I wanted to read the product description and reviews before making a purchase decision"

Step 3: Document Each Barrier with Screenshots

For each barrier you encounter, follow this documentation pattern:

1. Take a screenshot of the problematic element or page
2. Note the exact time you encountered the issue
3. Describe what you tried using your assistive technology
4. Record what happened (or didn't happen) as a result
5. Explain the impact on your ability to complete your task

Example barrier documentation:

Step 4: Try Multiple Methods

Document your attempts using different navigation methods available in your assistive technology. This demonstrates you made reasonable efforts to access the content.

For screen reader users, try:

• Tab key navigation through interactive elements
• Arrow key navigation through all content
• Heading navigation (H key or heading list)
• Form field navigation (F key or forms list)
• Link navigation (links list or K key)
• Landmark navigation (R key or landmarks list)

Example multi-method documentation:

Step 5: Document Alternative Attempts

If available, try accessing the same functionality through different paths or pages. This shows whether the barrier is isolated or systematic.

• Try different browsers (Chrome, Firefox, Edge, Safari)
• Test on different devices (desktop, mobile, tablet)
• Look for alternative pages offering the same function
• Check if a phone number or email alternative exists

Document each alternative attempt with the same detail as your original attempt.

Step 6: Create a Narrative Summary

After documenting each individual barrier, write a narrative summary that tells the complete story of your experience. This should read as a chronological account.

Narrative template:

Specific Barriers to Document

Different types of barriers require different documentation approaches. Here are common accessibility barriers and what to record for each:

Missing or Inadequate Alt Text

• Screenshot showing the image on the page
• What your screen reader announced (e.g., "graphic" or filename)
• Why the image information was necessary to understand the content
• How the missing information prevented task completion

Keyboard Navigation Failures

• List each element you could not reach via Tab key
• Note any keyboard traps (places focus got stuck)
• Document invisible focus indicators
• Record any functionality only available via mouse
• Test Enter and Space keys on buttons and links

Form Field Issues

• Screenshot of the form
• What your assistive technology announced for each field
• Whether labels were present and associated
• How error messages were communicated (or not)
• Required fields that weren't marked

Color Contrast Problems

• Screenshot of low-contrast text
• Description of your visual limitation
• What content you could not read
• Use contrast checker tool and record the ratio
• Impact on your ability to complete task

Video and Audio Content

• Note if captions were available (and if accurate)
• Check for audio descriptions
• Test if player controls were keyboard accessible
• Document if transcript was provided
• Record what information you missed

Dynamic Content and Popups

• Document if new content was announced to screen reader
• Note if modal dialogs trapped keyboard focus
• Check if you could close popups with keyboard
• Record if dynamic updates caused you to lose place

Organizing Your Documentation

File Naming Convention

Use a consistent naming system for all screenshots and recordings:

• YYYY-MM-DD_websitename_issue-description_001.png
• Example: 2025-10-25_examplestore_unlabeled-form_001.png
• Number sequentially if documenting multiple related barriers

Folder Structure

Organize your documentation in folders:

Master Documentation File

Create a comprehensive document that includes:

1. Your contact information and description of disability
2. Complete technical environment details
3. Chronological list of all access attempts with dates/times
4. Individual barrier descriptions with references to screenshots
5. Narrative summary of overall experience
6. Impact statement (how barriers affected you)
7. Any correspondence with the website owner

Documenting Communication Attempts

If you contact the website owner about accessibility barriers, document all communication:

Initial Contact

• Date and time you sent the message
• Method of contact (email, phone, contact form)
• Copy of your message
• Clear description of barriers and their impact
• Request for accommodation or remediation

Follow-Up Documentation

• Save all email responses (or note phone conversations)
• Record dates of any follow-up attempts
• Note any commitments made by the company
• Document if deadlines were missed
• Keep records of any refused accommodation requests

Test After Reported Issues

If the company claims to have fixed issues, test again and document:

• Date and time of retest
• Whether barriers were actually resolved
• Any new barriers that appeared
• Ongoing problems that persist

Documentation Best Practices

Be Objective and Factual

• Describe exactly what happened without emotional language
• Stick to observable facts and screen reader announcements
• Avoid assumptions about intent or negligence
• Let the facts speak for themselves

Be Thorough But Focused

• Document every barrier you encounter
• Include enough detail to recreate the issue
• Stay focused on how barriers prevented access
• Connect each barrier to your inability to complete tasks

Be Consistent

• Use the same documentation format for each barrier
• Maintain the same level of detail throughout
• Follow your file naming convention
• Update your master document after each attempt

Preserve Everything

• Keep all screenshots, even if they seem redundant
• Save screen recordings in multiple formats
• Back up your documentation folder
• Don't delete early drafts of narratives
• Maintain a complete timeline

Writing an Impact Statement

A crucial part of your documentation is explaining how accessibility barriers affected you personally. This goes beyond technical descriptions to describe real-world impact.

What to Include

• Lost opportunities: What you couldn't purchase, couldn't access, couldn't participate in
• Additional burden: Extra time spent, need for sighted assistance, inability to act independently
• Dignity concerns: Loss of privacy, need to share personal information with helpers
• Frustration and emotional impact: How repeated barriers made you feel
• Comparative experience: How non-disabled users can accomplish the same task easily

Example impact statement:

When to Seek Professional Assistance

Proper documentation creates a strong foundation, but you may need additional help depending on your situation:

Consider Consulting an Attorney If:

• The website owner refuses to address barriers after notification
• You've experienced significant harm or lost opportunities
• Barriers are widespread across the entire website
• The company is large or provides essential services
• You're interested in pursuing legal action

Disability Rights Organizations

Several organizations can provide guidance:

• National Federation of the Blind (NFB)
• American Council of the Blind (ACB)
• National Association of the Deaf (NAD)
• Disability Rights Education & Defense Fund (DREDF)
• State and local disability rights centers

These organizations can help you understand your rights and may offer assistance with documentation or complaints.

Key Takeaways

• Document in real-time: Record barriers as you encounter them with dates, times, and URLs
• Screenshot everything: Visual evidence strengthens your documentation significantly
• Try multiple methods: Show you made reasonable efforts using various navigation approaches
• Write narratives: Tell the complete story of your experience chronologically
• Connect to impact: Explain how each barrier prevented you from completing your goal
• Stay organized: Use consistent file naming and folder structures
• Preserve communication: Keep records of all contact with the website owner
• Be thorough but factual: Include detail without emotional language or assumptions

Resources

• ADA.gov Web Accessibility Guidance
• W3C Testing and Evaluating Web Accessibility
• National Federation of the Blind
• American Council of the Blind
• Disability Rights Education & Defense Fund