When a government entity receives an ADA demand letter or lawsuit, the immediate question is not "Are you fully compliant?" It is "Can you prove you made good faith efforts?" A strong documentation record can reduce settlement pressure, shape timelines, and demonstrate credibility with regulators and courts.
This checklist translates the broader good-faith documentation strategy into a practical, step-by-step plan that any government entity can implement before the 2026 deadline. Use it to build a defensible record, prioritize remediation, and show ongoing commitment to accessibility.
**Important Note:** This content is for educational purposes only and does not constitute legal advice. Consult qualified ADA counsel for guidance specific to your organization.
→ Need a documented baseline? Get a Good Faith Compliance Certificate to establish your assessment date.
1) Accessibility Audit Records
• Dated automated scan reports (monthly or quarterly)
• Manual audit notes for key templates and critical workflows
• Scope details (URLs, templates, forms, PDFs, third-party integrations)
• Accessibility score or issue counts with methodology
• Follow-up validation reports after fixes
Why it matters: Audit records establish when you identified issues and prove that remediation started before enforcement. Keep both baseline and follow-up reports.
2) Remediation Plan & Issue Tracking
• Written remediation plan with priorities and timelines
• Issue tracking log (issue, WCAG criterion, severity, date identified)
• Proof of fixes (before/after screenshots or validation scans)
• Assigned owners and completion dates
• Vendor scopes or work orders for accessibility fixes
Why it matters: Courts want to see that you did more than identify problems. A remediation plan and log show active progress and accountability.
3) Policies & Governance
• Formal accessibility policy signed by leadership
• Designated accessibility coordinator or owner
• Procurement requirements for accessible vendors
• Public accessibility statement with contact method
• Internal escalation process for accessibility complaints
Why it matters: Written policy signals organizational commitment and helps prove that accessibility is institutional, not ad hoc.
4) Training & Staff Capacity
• Training completion records for content editors and developers
• Training agenda or curriculum outline
• Attendance logs and dates
• Ongoing refresher training schedule
Why it matters: Many violations reappear due to staff turnover or content updates. Training documentation shows you are preventing recurrence.
5) PDF & Document Accessibility Logs
• Inventory of public-facing PDFs and documents
• Priority list for remediation (forms, policies, meeting minutes)
• Accessible document standards or templates
• Remediation completion records and dates
Why it matters: PDF accessibility is the most common trigger in government enforcement. Document logs show that you addressed a high-risk area proactively.
6) Ongoing Monitoring & Maintenance
• Quarterly or monthly scan schedule
• Regular accessibility review for new content
• Logs of issues discovered and resolved over time
• Updated compliance certificates or periodic audits
Why it matters: Good faith is ongoing. A single audit is not enough. Monitoring records demonstrate continuous compliance management.
Quick Start: What to Create This Week
• Run and save a dated accessibility scan
• Start a remediation tracking sheet
• Draft or update your accessibility policy
• Assign an accessibility owner
• Schedule staff training
This Month:
• Fix highest-priority violations (PDFs, forms, alt text)
• Update scan results after fixes
• Publish or update your accessibility statement
• Begin quarterly monitoring schedule
Get Your Good Faith Compliance Certificate
Need a documented baseline fast? The Government Compliance Action Kit includes a professional compliance certificate, remediation guidance, and tracking tools to help you establish good faith documentation.
Get Your Compliance CertificateDocumentation is not optional in ADA enforcement. It is the evidence that shows you knew your obligations, acted on them, and maintained progress over time. Use this checklist to build a defensible compliance record before the 2026 deadline, and continue documenting as you remediate and monitor.
If you need to establish your baseline quickly, start with a dated scan and a compliance certificate. Then build out your remediation log, policy documents, training records, and ongoing monitoring. Good faith is a process—your documentation should reflect that.