Let’s be honest. Most of us don’t give file names much thought. We choose names that make sense to us personally or for the project we’re working on, without considering how clear they are to others.
But file names can make a real impact on accessibility.
Here’s why.
For screen reader users, file names are read aloud, so a name like “IMG-1234.pdf” isn’t helpful. It’s confusing and in no way descriptive.
For users with cognitive complexities, straightforward names reduce mental effort and prevent frustration.
On the legal side, WCAG SC 2.4.6: Headings and Labels (Level AA) requires clarity in labeling. So accessible file names help keep you compliant.
For everyone, clear and easy-to-understand file names make files easier to find and share.
Here are a few common file naming mishaps to be aware of:
- Random strings or default camera names, such as IMG0098.jpg.
- Overuse of acronyms or jargon. For example FY25-QBR-RFP-DRAFT-v3.docx
- Excessive length, such as Quarterly-Marketing-Report-For-Internal-Team-Review-And-Approval-By-Senior-Leadership-July-2025-Version3-FINAL-FINAL.pdf
- No versioning clarity. Your first draft is named ProjectProposal.docx
If you save multiple drafts, and you don’t use a version scheme in the name, you end up with ProjectProposal(1).docx, ProjectProposal(2).docx, etc. No one knows which one is the final. - Using special characters, for example, Marketing&Sales#2025%Report.docx, can break links, cause compatibility concerns across different operating systems, and create readability issues for assistive technologies.
The following best practices can help you create more accessible, easy-to-read, and understandable file names:
Be descriptive but concise.
Example:
- Inaccessible: IMG-5678.jpg
- Accessible: Team-Photo-2025.jpg
Use plain language.
Example:
- Inaccessible: Fiscal-Allocational-Expenditure-Dossier-For-Tertiary-Quarterly.xls
- Accessible: Budget-Report-3rd-Quarter.xls
Follow a logical, consistent structure to improve readability.
Example:
- Date-topic-version: Dec2025-SalesReport-Final.pdf
- Or another consistent format, maybe your organization's style guide
- Consider using camel case: Dec2025SalesReportFinal.pdf
Avoid special characters.
Example:
- Inaccessible: Marketing&Sales-Report#2025%Final!.pdf
- Accessible: Marketing-and-Sales-Report-2025-Final.pdf
Keep it short.
Example:
- There really isn’t a strict character limit, but a general best practice is to keep file names at or under 32 characters.
- Some suggest up to 40-50 characters for more complex naming conventions.
Clear version control.
Example:
- Inaccessible: ReportFinalFINAL(2).pdf
- Accessible: Accessibility-Audit-Report-2025-v3.pdf
Accessible file names are a small detail with big benefits. Clear and consistent file naming improves readability and technology compatibility. It also boosts productivity and efficiency, making files easier to find, share, and reuse. Accessible names support inclusive communication, helping people from diverse backgrounds understand file content. Using accessible file names is a simple, powerful way to create more inclusive, effective digital spaces.
Resources
- Create accessible file names
- ACCESSIBLE FILE NAMES: Please…No Spaces and/or Special Characters
- What’s in a File Name? Why It Matters for Accessibility—and Your Brand
- Hyphens and Underscores in File Names
A human author creates the DubBlog posts. The AI tool Gemini is sometimes used to brainstorm subject ideas, generate blog post outlines, and rephrase certain portions of the content. Our marketing team carefully reviews all final drafts for accuracy and authenticity. The opinions and perspectives expressed remain the sole responsibility of the human author.
