How to Create a VPAT Report: Explained with Examples

The VPAT (Voluntary Product Accessibility Template) is a standardized format used to create an Accessibility Conformance Report (ACR). This report lists the accessibility standards with which a product or service complies while also highlighting any potential barriers that users may encounter. The VPAT Report serves as the foundation for creating an ACR, providing a formalized methodology to assess and report on a product’s compliance with accessibility standards such as WCAG, Section 508, and EN 301 549. It is a vital tool for software engineers, product owners, and compliance specialists to examine, document, and improve accessibility through thorough accessibility testing. By effectively utilizing a VPAT, organizations can demonstrate their commitment to accessibility, fulfill their legal obligations, and enhance user experience. This handbook will assist you in creating a VPAT report through distinct steps and illustrations, ensuring the creation of a comprehensive and accurate ACR.

Why is a VPAT Report Important?

A VPAT (Voluntary Product Accessibility Template) report is important because it helps organisations assess and communicate the accessibility of their digital products, such as software, websites, and applications. Here’s why it matters:

1. Ensures Compliance with Accessibility Standards

• A VPAT evaluates a product against accessibility standards like WCAG (Web Content Accessibility Guidelines), Section 508 (U.S. law), and EN 301 549 (European standard).
• It helps businesses avoid legal risks related to non-compliance, such as lawsuits under the ADA(Americans with Disabilities Act).

2. Improves Digital Inclusion

• A VPAT ensures that people with disabilities, including those using screen readers, keyboard navigation, or assistive technologies, can access and use digital products effectively.
• This fosters a more inclusive digital experience for all users.

3. Boosts Marketability & Business Opportunities

• Many government agencies and large enterprises require a VPAT before purchasing software.
• Having a strong accessibility report makes a product more competitive in both public and private sector markets.

4. Identifies Accessibility Gaps

• The report pinpoints areas where a product does not fully meet accessibility guidelines, helping teams prioritize improvements.
• It serves as a roadmap for fixing accessibility issues and making informed development decisions.

5. Demonstrates Commitment to Accessibility

• A VPAT shows that a company values corporate social responsibility (CSR) and is proactive in making its products accessible.
• This can enhance brand reputation and trust among users.

Types of VPAT Report:

VPAT reports are categorized based on the accessibility standards they assess. The four main types of VPAT templates are:

• VPAT 2.4 Section 508
• VPAT 2.4 WCAG (Web Content Accessibility Guidelines)
• VPAT 2.4 EN 301 549 (EU Accessibility Standard)
• VPAT 2.4 INT (International Accessibility Standard)

1. VPAT 2.4 Section 508 (U.S. Federal Accessibility Standard)

The VPAT Section 508 report is primarily used by federal agencies, procurement officers, and government buyers to ensure that information and communication technology (ICT) products are accessible.

Who Needs This?

• Companies and vendors selling software, websites, or IT services to the U.S. government.
• Organisations that receive federal funding must comply with Section 508 requirements.
• Developers ensure their products are accessible to government employees and the public.

Key Features:

• When developing, acquiring, maintaining, or using ICT products, each federal department or agency (including the U.S. Postal Service) must follow the Revised Section 508 Standards.
• Covers hardware, software, websites, electronic documents, and telecommunications products.
• Helps Organisatio

2. VPAT 2.4 WCAG (Web Content Accessibility Guidelines)

The WCAG VPAT is designed to ensure that ICT products and services conform to Web Content Accessibility Guidelines (WCAG), specifically WCAG 2.1 and WCAG 2.2. These are internationally recognized standards that define how digital content should be made accessible.

Who Needs This?

• Website developers, designers, and content creators.
• Software companies offering SaaS (Software as a Service) products.
• Organisations that want to ensure their digital platforms meet global accessibility standards.

Key Features:

• Provides universally accepted standards that organisations must follow to make websites, e-learning platforms, mobile applications, and other digital products accessible.
• Covers WCAG 2.0, 2.1, and 2.2 at Levels A, AA, and AAA.
• Applicable to websites, mobile applications, e-learning platforms, and online services.

3. VPAT 2.4 EN 301 549 (European Union ICT Accessibility Standard)

The EN 301 549 VPAT Standard is tailored to document compliance with EN 301 549, the European accessibility standard for ICT products and services. This VPAT is commonly used by companies that aim to sell their products or services within the European Union (EU).

Who Needs This?

• Companies bidding for government contracts in the EU.
• Software developers and IT service providers operating in European markets.
• Businesses that need to comply with the European Accessibility Act (EAA).

Key Features:

• Covers a broad range of ICT products, including software, hardware, and assistive technologies.
• Ensures digital inclusivity for people with disabilities across European nations.
• Based on WCAG 2.1 for web accessibility, with additional EU-specific requirements.

4. VPAT 2.4 INT (International Accessibility Standard)

This comprehensive VPAT template integrates accessibility standards, including Section 508, WCAG, and EN 301 549. It is ideal for organisations that operate across different regions and need to meet various compliance requirements.

Who Needs This?

• Global companies selling software, digital content, or ICT products in multiple countries.
• Organisations looking for a single accessibility report covering U.S., EU, and international regulations.
• Businesses that prioritise accessibility as part of their corporate social responsibility (CSR) strategy.

Key Features:

• Ensures compliance with multiple accessibility laws and standards in one report.
• Useful for companies that want to expand their market reach while maintaining accessibility compliance.
• Reduces the need for separate VPAT reports for different regions, saving time and resources.

Breaking Down the VPAT Sections

A Voluntary Product Accessibility Template (VPAT) is structured into key sections that provide a detailed assessment of an ICT product’s accessibility. Each section helps vendors, compliance officers, and procurement teams evaluate how well a product aligns with accessibility standards. Here’s a breakdown of the main sections of a VPAT report:

1. Executive Summary

This section provides a high-level overview of the product or service being evaluated. It includes:

• A brief description of the product
• The purpose of the VPAT report
• The accessibility standards covered (e.g., WCAG 2.1, Section 508, EN 301 549).
• The organisation’s approach to accessibility.

Why It Matters:

The Executive Summary helps procurement officers and decision-makers quickly understand whether a product meets accessibility requirements.

2. Scope of the Report

This section defines the boundaries of the accessibility evaluation, including:

• What specific product, service, or version is being assessed?
• Which components (e.g., software interface, web application, mobile app) are covered?
• Any limitations or exclusions.

Why It Matters:

Clarifying the scope ensures transparency about what aspects of the product have been evaluated and helps stakeholders understand any accessibility gaps.

3. Conformance Standards & Guidelines

This section outlines the accessibility standards against which the product is evaluated. It typically includes:

• Section 508 (U.S. Government Standard)
• WCAG 2.1 or WCAG 2.2 (Global Web Accessibility Standard)
• EN 301 549 (European Accessibility Standard)

European Standards Breakdown (EN 301 549)

• 9 (Web) – Focuses on web accessibility, ensuring that websites and web applications are usable by individuals with disabilities.
• 11 (Software) – Ensures software applications support assistive technologies and include built-in accessibility features.
• 12 (Documentation and Support Services) – Requires that documentation and customer support services be accessible, providing alternative formats and necessary support.

Section 508 Standards Breakdown

• 501 (Web and Software) – Ensures web content and software applications are accessible, including compatibility with assistive technologies like screen readers and keyboard navigation.
• 504 (Authoring Tools) – Requires that tools used to create web content or software be accessible and support users in creating accessible content, including features for individuals with disabilities (e.g., keyboard shortcuts and screen reader support).
• 602 (Support Documentation) – Mandates that user manuals, help guides, and online support are accessible, offering alternative formats such as audio, braille, or screen-readable PDFs.

Why It Matters:

Listing the conformance standards ensures organisations comply with local and international accessibility laws, depending on where they operate.

4. Detailed Accessibility Conformance Report

This is the core section of the VPAT and includes a table that evaluates the product’s compliance with each accessibility criterion. The table generally contains:

Conformance Levels:

• Supports – The feature is fully accessible.
• Partially Supports – Some elements are accessible, but improvements are needed.
• Does Not Support – The feature is not accessible.
• Not Applicable (N/A) – The criterion does not apply to the product.

Why It Matters:

This section provides detailed insights into where the product meets or falls short of accessibility requirements, guiding developers on areas for improvement.

5. Remarks & Explanations

This section expands on the evaluation table by offering additional context or justifications for conformance ratings. It may include:

• Descriptions of workarounds for inaccessible features.
• Planned future accessibility improvements.
• Links to additional support documentation or accessibility statements.

Why It Matters:

Providing explanations ensures transparency and helps buyers understand potential accessibility barriers before procurement.

6. Legal Disclaimer & Contact Information

The VPAT concludes with:

• A legal disclaimer outlining the accuracy of the information provided.
• Contact details for accessibility support, including email, phone number, or website.

Why It Matters:

This section allows organisations to address any accessibility concerns directly with the vendor.

Gathering Necessary Information Before Drafting Your Report:

• Testing Environment: Use Windows 11, Chrome, NVDA, JAWS, Color Contrast Analyzer, and keyboard-only navigation for testing.
• Product Overview: Understand the product’s purpose, target users, and platforms (e.g., website, app, software).
• Accessibility Features: Check for keyboard navigation, screen reader compatibility, alt text for images, and colour contrast.
• Conformance Levels: Record if the product supports, partially supports, does not support, or is not applicable for each feature.
• Bug Documentation: Log any issues with a description, actual vs. expected results, steps to reproduce, and WCAG guidelines violated.
• Compliance Standards: Reference WCAG, Section 508, and EN 301 549 standards when documenting issues.
• Assistive Technology Testing: Test the product with screen readers, voice recognition tools, and magnification software.

Step-by-Step Guide to Creating a VPAT Report

Step 1: Choose the Correct VPAT Template

You can download the Sample VPAT templates from Codoid –Download Here

Step 2: Fill Out the VPAT Sections

• Product Information
• Evaluation Methods Used
• Applicable Standards & Guidelines

Step 3: Completing the Conformance Table

Example VPAT Table for WCAG 2.1 Compliance

Step 4: Provide a Summary and Recommendations

Example Summary:

Overall Compliance: Partially Supports WCAG 2.1 AA Key Issues Identified:

• Dropdown menus are not keyboard accessible.
• Some form labels are missing, making it difficult for screen readers.
• Improvements are planned for the next release.

Step 5: Finalize and Publish the VPAT Report

• Review the report for accuracy and completeness.
• Fix major accessibility issues before publishing.
• Provide the VPAT to customers, clients, or government agencies upon request.

Conclusion:

The VPAT (Voluntary Product Accessibility Template) is an important tool for ensuring that products and services meet accessibility standards, providing a transparent assessment of their compliance with Section 508, WCAG, and European accessibility requirements. This report helps organisations assess and document how their products or services meet accessibility criteria, ensuring they are usable by people with various disabilities.By following the VPAT process, organisations not only comply with legal and regulatory requirements but also make their products more inclusive and accessible, which ultimately leads to equal access for all kinds of people. Through careful documentation of testing environments, conformance levels, and success criteria, companies can identify potential barriers and address them proactively, aligning with standards such as Section 508, WCAG 2.1, and EN 301 549.

The VPAT is vital in offering transparency to buyers, particularly federal procurement officers and European Union markets, ensuring that the products they acquire meet the needs of users with disabilities. Ultimately, a well-prepared VPAT report provides the necessary insights for developers, compliance officers, and product managers to continuously improve and meet accessibility standards, contributing to the creation of a more inclusive digital world.

Frequently Asked Questions