What to Document
Describe the specific accessibility problem in clear, technical language: Explain how this barrier prevents you from using the website: Be precise about where the barrier exists: Document when you discovered the issue: Capture evidence of the barrier:
Images without alt text: "Image elements on the product page lack descriptive alt attributes"
Keyboard navigation issues: "Cannot navigate form fields using Tab key; form is mouse-dependent"
Color contrast problems: "Navigation menu text fails WCAG color contrast standards"
Missing labels: "Form fields lack associated labels"
Video captions: "Video lacks captions and transcripts"
Focus indicators: "Focus outlines are invisible when tabbing through buttons"
Heading hierarchy: "Page skips from H1 directly to H3, breaking document structure"
"I use a screen reader (JAWS/NVDA) and cannot understand product images because alt text is missing"
"I use keyboard navigation due to motor disability and cannot access the checkout function"
"I have low vision and use high contrast mode; text becomes unreadable at the current color ratios"
"I am deaf and require captions to understand instructional videos"
Specific page URL
Section of the page (header, product listing, checkout form)
Which element(s) are affected
Steps to reproduce the issue
Date and approximate time
Browser and assistive technology used
Operating system and version
Screenshots: Take screenshots showing the barrier (missing alt text in inspector, hidden focus indicators)
Screen reader recording: Record your screen using NVDA or JAWS showing how the barrier affects your access
Keyboard navigation video: Record attempting keyboard navigation to show where it fails
Contrast analysis: Use WebAIM contrast checker to document color ratios
Code inspection: Take screenshots of browser dev tools showing missing labels, alt text, etc.
Creating Your Documentation Package
For initial contact with a website owner, keep it direct and professional: Subject Line: "Website Accessibility Issue Report - [Website Name]" Body: Hello [Website Owner/Accessibility Contact], I am writing to report accessibility barriers on your website that prevent me from accessing your services. As a person with [disability type], I use [assistive technology] to access websites. Issue 1: Missing Image Descriptions Location: Product listing page (www.example.com/products) Problem: Product images lack alt text descriptions Impact: Using a screen reader, I cannot understand what products are being displayed Standard: WCAG 2.1 1.1.1 (Text Alternatives) Issue 2: [Add additional issues if multiple] [Follow same format] These barriers violate web accessibility standards that your organization should follow. I am requesting that you prioritize fixing these issues within [30 days]. Please confirm receipt of this report and let me know your timeline for remediation. Thank you, [Your Name] [Contact Information] If you're working with an advocacy organization or attorney, create a comprehensive report: Include sections: Reference the specific WCAG 2.1 success criteria your case involves. This shows you're making a technical, standards-based claim:
Your name and contact information
Date of report
Your disability and assistive technology used
Website URL and name
Screenshots and video recordings (labeled and dated)
List of each barrier with WCAG reference
How each barrier affects your access
Timeline of when you first contacted the owner (if applicable)
Copies of all correspondence
1.1.1 Non-text Content (Level A): Images, icons, and graphics need alt text
1.4.3 Contrast (Minimum) (Level AA): Text must have 4.5:1 contrast ratio
1.4.11 Non-text Contrast (Level AA): UI components need 3:1 contrast
2.1.1 Keyboard (Level A): All functionality accessible via keyboard
2.1.2 No Keyboard Trap (Level A): Focus cannot be trapped using keyboard alone
2.4.7 Focus Visible (Level AA): Focus indicator must be visible
1.3.1 Info and Relationships (Level A): Form labels must be associated with inputs
1.2.1 Audio-only and Video-only (Level A): Videos need captions and transcripts
Contacting the Website Owner
Look for accessibility or compliance contacts on the website: If you cannot find contact information, start with general customer service. In your message, ask to be directed to the accessibility coordinator or legal compliance team. Use professional language and clear formatting: Save everything: If you don't hear back within your stated timeframe:
Accessibility statement or page (usually in footer)
Contact form or customer service email
Investor relations (for public companies)
HR or legal department email
WHOIS lookup for domain registrant (public information)
Subject line clearly states this is an accessibility issue
Be specific about what's broken (not "your site is inaccessible")
Explain how it affects you personally
Reference applicable standards (WCAG, ADA)
Include evidence (screenshots, videos, or links to specific pages)
Request a specific timeline for response (e.g., 14 days)
Remain professional and non-threatening
Your original email and any attachments
Their response (or lack thereof)
Follow-up emails and dates sent
Any explanation for why they cannot fix the issue
Screenshots of emails (in case they're deleted)
Send one follow-up email referencing your original report
Ask if they received your accessibility report
Reiterate that you're seeking voluntary compliance
Keep this professional and documented
What Happens After You Report?
Many companies are responsive when properly informed. They may: If they don't respond or refuse to remediate: This rarely holds up legally, but they might claim: Professional documentation helps refute these excuses.
Acknowledge the issue and commit to a fix
Ask follow-up questions to better understand your concerns
Provide a timeline for remediation
Thank you for helping them improve their website
Document all attempts to contact them
Consider escalating to a state or federal complaint (if applicable)
Consult with an accessibility attorney or advocacy organization
Your documentation becomes crucial evidence if legal action is necessary
"It's too expensive" — Not a legal defense
"We use a third-party platform" — Still their responsibility
"We don't have technical staff" — Still their responsibility
"Nobody else has complained" — Your complaint started the record
Tools for Documentation
WAVE Browser Extension: Visual feedback about accessibility issues
axe DevTools: Browser extension with detailed reports
Lighthouse: Built into Chrome DevTools
WebAIM Contrast Checker: Check color contrast ratios
Keyboard Navigation: Try using Tab, Shift+Tab, Enter, and Space
Screen Reader Testing: NVDA (free, Windows), JAWS (commercial), VoiceOver (Mac)
Browser DevTools: Inspect HTML for missing labels, alt text, ARIA attributes
Zoom Testing: Test at 200% zoom to check responsiveness
OBS Studio: Free screen recording software
Windows/Mac Built-in Tools: Screen recording features in OS
Screenshot Tools: Built-in tools for annotating images
Build Your Evidence Package
Professional documentation starts with a thorough accessibility audit. Get specific barriers identified with a free WCAG scan.