Accessible Filenames
Document names and download link text that make sense
When users download a file, the filename is what they see in their downloads folder, what screen readers announce when a link is activated, and often what appears in link text if the URL is copied. Cryptic filenames, excessive capitalization, and large undisclosed files create barriers.
What to avoid
<a href="/files/FY2024_ANNUAL_RPT_FINAL_v3_USE_THIS_ONE.pdf">
Annual Report
</a>The filename is meaningless to someone who downloads it. ALL_CAPS reduces readability. "FINAL_v3" and "USE_THIS_ONE" are internal version notes that should never be public-facing. There is no indication of file format or size.
Best practice
<a href="/files/annual-report-2024.pdf">
Annual Report 2024 (PDF, 2.4 MB)
</a>The filename is descriptive and date-stamped. Lowercase with hyphens is readable and URL-safe. The link text includes format and file size so users can make an informed decision before downloading.
Naming conventions
- Use lowercase letters and hyphens:
meeting-minutes-march-2024.pdf - Include the year or date for time-sensitive documents
- Avoid internal version markers: no
_v2,_FINAL,_USE_THIS - Keep names short but descriptive - aim for under 50 characters
- Avoid spaces and special characters
File size disclosure
Always include the file size when linking to a download. Users on mobile connections or with data limits need this information before committing to a download.
<a href="/files/budget-2024.pdf">2024 Budget (PDF, 840 KB)</a>Why it matters
Screen readers announce file links including the filename. A link to IMG_4823_compressed_WEBSITE.jpg provides no useful information. A clearly named file gives all users the context they need - before and after the download.