216digital.
Web Accessibility

ADA Risk Mitigation
Prevent and Respond to ADA Lawsuits


WCAG & Section 508
Conform with Local and International Requirements


a11y.Radar
Ongoing Monitoring and Maintenance


Consultation & Training

Is Your Website Vulnerable to Frivolous Lawsuits?
Get a Free Web Accessibility Audit to Learn Where You Stand
Find Out Today!

Web Design & Development

Marketing

PPC Management
Google & Social Media Ads


Professional SEO
Increase Organic Search Strength

Interested in Marketing?
Speak to an Expert about marketing opportunities for your brand to cultivate support and growth online.
Contact Us

About

Blog

Contact Us
  • How to Create a Strong Web Accessibility Policy

    How to Create a Strong Web Accessibility Policy

    A web accessibility policy is more than a document—it’s a framework that defines how your organization approaches inclusivity, compliance, and digital responsibility. Without one, accessibility efforts can become inconsistent, reactive, or misunderstood. With one, your team gains a roadmap that builds accountability, supports compliance with laws like the ADA and Section 508, and demonstrates a commitment to all users.

    Think of your policy as both a shield and a compass. It protects your organization by showing good-faith effort to regulators, but it also guides your team toward continuous improvement.

    Why Your Organization Needs a Policy

    Accessibility policies matter for more than just legal defense. Internally, they bring clarity across departments—from IT to marketing to compliance—so everyone understands which standards to follow. They ensure accessibility isn’t dependent on one person’s expertise or limited to a single project cycle.

    Externally, a policy builds trust. Customers, investors, and partners see that accessibility is part of your values, not an afterthought. And strategically, accessibility opens doors: people with disabilities and seniors represent nearly half a trillion dollars in disposable income. A policy is a first step toward serving that audience well.

    Core Elements of a Strong Web Accessibility Policy

    Purpose and Commitment

    Begin with a statement of intent. This should be more than a generic declaration; it should connect accessibility to your organization’s mission. For example:

    “Our organization is committed to ensuring digital accessibility for all users, including people with disabilities and seniors. We strive to meet or exceed recognized accessibility standards and continuously improve the user experience.”

    This opening sets the tone by making accessibility a matter of principle, not just compliance.

    Scope

    A good web accessibility policy makes it clear what’s covered. Websites are obvious, but often overlooked are mobile apps, intranet systems, PDFs and digital documents, and even third-party platforms like payment processors or video players. By spelling out the scope, you avoid leaving accessibility responsibility in a gray area between departments.

    Standards and Guidelines

    Policies must be tied to recognized standards. Most organizations point to WCAG 2.1 or 2.2 at Level AA, which is the global baseline. In some cases, ATAG (Authoring Tool Accessibility Guidelines) and UAAG (User Agent Accessibility Guidelines) may also apply, especially if your team develops content management systems or provides custom controls. Referencing these standards prevents vague promises and gives your teams concrete goals.

    Accountability

    Accessibility only works when responsibilities are clear. Your web accessibility policy should describe who does what—leaders allocate resources, designers and developers build accessible systems, content creators ensure their materials are accessible, and quality assurance checks for compliance. Including procurement teams is especially important, since third-party vendors often introduce accessibility risks.

    Testing and Monitoring

    Accessibility is not something you achieve once and then check off the list. Your web accessibility policy should outline how accessibility will be tested and monitored over time. Automated scans are helpful but limited; manual testing with screen readers, keyboard navigation, and zooming provides a more accurate picture. Involving people with disabilities in testing is the gold standard. Regular audits—quarterly or annual—should be part of the plan, along with ongoing monitoring through services like a11y.Radar.

    Training and Culture

    Accessibility knowledge fades without reinforcement. A strong policy requires training for new employees during onboarding, refresher sessions for existing staff, and resources to keep accessibility visible in everyday work. This shifts accessibility from being the job of a few specialists to a shared organizational culture.

    Feedback and Grievance Process

    Your users need a way to tell you when something isn’t working. Policies should establish a clear feedback mechanism, such as a dedicated email or form, along with expected response times and escalation steps. Done well, this process builds credibility and helps you identify issues before they turn into legal complaints.

    Review and Updates

    Accessibility standards evolve, and your policy must evolve with them. Commit to reviewing it on a set schedule—at least once a year—and name the role or department responsible for updates. That way, your policy doesn’t quietly drift into irrelevance.

    Internal Policy vs. Public Accessibility Statement

    One point that’s often misunderstood is the difference between a web accessibility policy and an accessibility statement.

    A policy is usually internal, designed to align your staff around roles, standards, and processes. A statement, on the other hand, is public-facing. It communicates your organization’s accessibility efforts, acknowledges areas that may not yet meet standards, and tells users how to get help.

    Both are necessary. The internal policy keeps your team aligned, while the public statement demonstrates accountability and transparency to your users. The World Wide Web Consortium (W3C) recommends keeping the internal policy more detailed and technical, while making the statement concise, approachable, and easy to find on your website—often linked in the footer near your Privacy Policy.

    Common Pitfalls

    Many organizations stumble by making their policies too vague (“we aim to be accessible”) or too ambitious (“we guarantee full compliance at all times”). Others fail to address vendors or neglect to include a way for users to provide feedback. A strong policy balances realism with accountability and leaves no room for ambiguity.

    Moving from Policy to Practice

    A policy isn’t a box to check—it’s the start of an ongoing process. To put it into practice:

    • Integrate accessibility into procurement so third-party tools don’t create barriers.
    • Build accessibility into project lifecycles rather than tacking it on at the end.
    • Track progress with measurable outcomes, such as reduced accessibility errors in audits.
    • Share updates internally and externally to demonstrate that accessibility is a living priority.

    Drafted. Signed. Now, Let’s Do This.

    A web accessibility policy is more than paperwork. Done well, it declares your commitment, defines your scope, sets standards, assigns responsibility, and ensures accountability through testing, training, and review. By avoiding vague promises and grounding your policy in specific, actionable steps, you give your organization the confidence to serve all users fairly and consistently.

    If you’re ready to move from intention to implementation—whether you’re just starting, mid-remediation, or refining a mature program—schedule an ADA briefing with 216digital. In one focused session, our experts will meet you where you are, assess your current posture, and outline a practical, prioritized path toward sustainable web accessibility.

    Looking for a place to begin drafting your own policy?

    Download our Sample Web Accessibility Policy Template to jumpstart your efforts and adapt it to your organization’s needs.

    Greg McNeil

    August 27, 2025
    How-to Guides
    accessibility policy, How-to, Web Accessibility, Website Accessibility
  • The Dos and Don’ts of Crafting a Web Accessibility Policy

    When you run a website or create online content, it’s easy to get excited about beautiful visuals and the latest technology. But here’s the thing many people overlook: web accessibility. Making your website easy for everyone to use—no matter their abilities—isn’t just kind, it’s smart business.

    A thoughtful web accessibility policy explains exactly how your website will be welcoming and easy to use for everyone, especially people with disabilities. It shows you care about being fair and inclusive, building trust with your visitors.

    In this guide, we’ll walk you through creating a strong, practical web accessibility policy, show you how to put it into action, and help you build an organizational culture that cares deeply about accessibility every day.

    What is a Web Accessibility Policy?

    Accessibility Statement: Your Promise to Visitors

    Have you ever noticed a link that says “Accessibility” at the bottom of a website? That’s usually an accessibility statement. Think of it as your friendly promise to visitors that your website is designed to be easy for everyone to use.

    A good accessibility statement:

    • Clearly shows you care about accessibility.
    • Shares exactly how accessible your website currently is (like meeting WCAG 2.1 AA standards).
    • Gives easy ways for visitors to ask for help or report problems.

    This statement helps visitors feel welcome and shows you’re serious about meeting their needs.

    Accessibility Policy vs. Accessibility Statement: What’s the Real Difference?

    Here’s a quick way to remember the difference:

    • Accessibility Statement: Short, public, and visitor-focused. It’s your friendly promise to website users.
    • Accessibility Policy: Detailed, internal, and team-focused. It guides your team on exactly how to keep your site accessible, including who does what and when.

    Both are important. The statement lets visitors know you care, and the policy helps your team keep that promise.

    Creating a Strong Accessibility Policy

    Pick Clear Standards

    Avoid vague promises like “fully accessible.” Instead, choose clear guidelines, such as WCAG 2.1 Level AA. These give your team specific targets to reach. If your site lets users add their own content, include guidelines like ATAG (Authoring Tool Accessibility Guidelines).

    Clear standards help your team know exactly what’s expected.

    Clearly Assign Responsibilities

    Make it easy for everyone to know who does what:

    • Choose an accessibility lead or form a team from different areas like design, content, and web development.
    • Schedule regular checks (monthly or quarterly) to catch problems early.
    • Set up simple ways for users to report issues and quickly decide who will respond to these reports.

    Involve Everyone in Your Organization

    Accessibility isn’t just for tech teams—it’s for everyone. Teams like marketing, communications, and HR also need to understand basic accessibility. Include accessibility checkpoints in everyday work, like project plans, content creation, and contracts.

    Keep an Eye on Third-Party Tools and Vendors

    Sometimes outside software or tools can accidentally create accessibility barriers. Avoid this by:

    • Checking accessibility before buying new software or services.
    • Asking vendors for proof of their products’ accessibility (like a VPAT).
    • Clearly stating accessibility requirements in your contracts.

    Putting Your Web Accessibility Policy Into Action

    Set Clear Goals and Deadlines

    Set achievable goals with clear deadlines. For example, you might aim to reach basic accessibility standards in six months and higher standards within a year. Clearly write down each task and assign it to specific people.

    Keep Your Policy Up-to-Date

    Accessibility standards change over time. Regularly review your policy every 6 to 12 months. Stay informed about new guidelines by joining webinars, reading blogs, or participating in workshops.

    Building an Accessibility-Friendly Culture

    Your ultimate goal is to make accessibility feel natural and positive in your organization. Encourage your team to see accessibility as part of good design—not as something extra or limiting.

    Celebrate successes, reward good work, and encourage ongoing learning about accessibility.

    Conclusion

    Creating a web accessibility policy isn’t a one-time task—it’s an ongoing commitment to fairness and inclusion. By clearly setting goals, involving your entire organization, and keeping an eye on outside tools, you make your site truly welcoming for everyone.

    Need help getting started or improving your policy? 216digital can support you. We provide accessibility audits, policy creation help, and ongoing support to make sure your website stays welcoming for all visitors. Reach out to 216digital today—let’s make your website inclusive, accessible, and successful together!

    Greg McNeil

    February 28, 2025
    Web Accessibility Training
    Accessibility, accessibility policy, accessibility statement, Web Accessibility, Website Accessibility
216digital Scanning Tool

Audit Your Website for Free

Find Out if Your Website is WCAG & ADA Compliant













    216digital Logo

    Our team is full of expert professionals in Web Accessibility Remediation, eCommerce Design & Development, and Marketing – ready to help you reach your goals and thrive in a competitive marketplace. 

    216 Digital, Inc. BBB Business Review

    Get in Touch

    2208 E Enterprise Pkwy
    Twinsburg, OH 44087
    216.505.4400
    info@216digital.com

    Support

    Support Desk
    Acceptable Use Policy
    Accessibility Policy
    Privacy Policy

    Web Accessibility

    Settlement & Risk Mitigation
    WCAG 2.1/2.2 AA Compliance
    Monitoring Service by a11y.Radar

    Development & Marketing

    eCommerce Development
    PPC Marketing
    Professional SEO

    About

    About Us
    Contact

    Copyright 2024 216digital. All Rights Reserved.