What is a VPAT and Do I Need One? Accessibility Conformance Reports Explained

If you sell software, SaaS products, or digital services to enterprises or government, you've probably encountered requests for a "VPAT." These requests often come with tight deadlines and significant deal value attached. Understanding what VPATs are and whether you need one helps you respond appropriately—and potentially close deals that competitors without VPATs can't.

This guide explains what VPATs are, when you need them, and how to create documentation that serves your business needs.

Q: What is a VPAT?

A: A VPAT (Voluntary Product Accessibility Template) is a standardized document that reports how well a product or service conforms to accessibility standards. The completed document is called an Accessibility Conformance Report (ACR). VPATs are commonly required for selling to government agencies and large enterprises with accessibility procurement requirements.

Understanding VPATs and ACRs

The Terminology

The terms get confusing, so let's clarify:

VPAT (Voluntary Product Accessibility Template): The blank template format created by the Information Technology Industry Council (ITI). It's the form you fill out.

ACR (Accessibility Conformance Report): The completed document after you've filled in the VPAT template with your product's specific conformance information.

In common usage, people often say "VPAT" when they mean the completed ACR. When someone asks for "your VPAT," they want your filled-out accessibility conformance report, not a blank template.

What VPATs Document

VPATs report conformance against specific accessibility standards:

Section 508 (US Federal): Requirements for information and communication technology sold to US federal government.

WCAG 2.x (Web Content Accessibility Guidelines): International standard for web content accessibility. Most VPATs include WCAG 2.1 or 2.2 at Level AA.

EN 301 549 (European): European standard incorporating WCAG plus additional requirements. Relevant for EU sales.

The VPAT template has sections for each standard. You complete sections relevant to your market and product type.

VPAT Structure

A typical VPAT includes:

Product information: Name, version, description, and evaluation methods used.

Conformance level declarations: For each success criterion, you state:

• Supports: Product fully meets the criterion
• Partially Supports: Some functionality meets the criterion
• Does Not Support: Product doesn't meet the criterion
• Not Applicable: Criterion doesn't apply to this product

Remarks and explanations: Details about how the product meets criteria, or explanations of partial support or non-support.

When You Need a VPAT

Federal Government Sales

If you're selling to US federal agencies, VPATs are typically required. Section 508 of the Rehabilitation Act requires agencies to purchase accessible technology. Procurement officers use VPATs to evaluate vendors.

Who this affects:

• Software vendors selling to federal agencies
• SaaS providers with federal customers
• IT services companies with federal contracts
• Subcontractors to federal prime contractors

The practical reality: No VPAT often means no sale. Federal procurement processes frequently require VPAT submission before vendors can be considered.

Enterprise Sales

Large enterprises increasingly request VPATs even without government contracts:

Why enterprises care:

• Their own accessibility policies require vendor evaluation
• They face accessibility lawsuits and want to demonstrate due diligence
• Accessibility-conscious procurement is becoming standard practice

Common enterprise requirements:

• Healthcare systems (HIPAA doesn't require accessibility, but organizations recognize the need)
• Financial institutions
• Higher education
• Large retailers
• Any organization with accessibility programs

European Market Access

Selling to EU public sector or preparing for the European Accessibility Act (EAA) may require EN 301 549 conformance documentation. VPATs can address this when they include the European standard sections.

When You Might Not Need One

B2C products without enterprise sales: Consumer apps and websites without government or enterprise customers typically don't need formal VPATs. Accessibility still matters legally and ethically, but formal documentation isn't usually required.

Internal tools: Tools used only by your own employees typically don't require VPATs, though accessibility still benefits your workforce.

Small business customers: Small business sales rarely involve VPAT requests.

Creating a VPAT

Getting the Template

The official VPAT template is available from ITI (Information Technology Industry Council). Current versions support multiple editions:

• VPAT 2.4 WCAG: For web-only products claiming WCAG conformance
• VPAT 2.4 508: For products addressing Section 508 requirements
• VPAT 2.4 EU: For products addressing EN 301 549
• VPAT 2.4 INT: International edition combining all standards

Choose the edition matching your market requirements. When in doubt, the International edition covers everything.

Evaluation Methods

VPATs require stating how you evaluated the product. Options include:

Testing with assistive technology: Screen readers (NVDA, JAWS, VoiceOver), keyboard navigation, magnification software.

Automated testing: Accessibility scanning tools that detect certain violations automatically.

Manual inspection: Human review of code, design, and content for accessibility issues.

User testing: Testing with people with disabilities.

Good VPATs combine multiple methods. Automated-only evaluation misses significant issues.

Completing the Document

For each success criterion:

Evaluate honestly. Overclaiming conformance backfires when customers test your product. Underclaiming loses sales. Accuracy matters.

Provide meaningful remarks. "Supports" with no explanation is less useful than "Supports - all images include alt text, form fields have visible labels, keyboard navigation works throughout."

Explain partial support. If you partially support a criterion, explain what works and what doesn't. "Most functionality is keyboard accessible, but the data visualization editor requires mouse interaction for node positioning."

Justify non-applicability. If a criterion doesn't apply, explain why. "Product is audio-only; video requirements don't apply."

Common Mistakes

Claiming full support without testing. Procurement evaluators may test your product. Inaccurate claims damage credibility and potentially relationships.

Incomplete remarks. Empty remarks columns suggest rushed evaluation. Details demonstrate thoroughness.

Outdated versions. Using old VPAT templates or evaluating against outdated standards suggests neglect.

Missing product version. VPATs apply to specific versions. Future versions need re-evaluation.

Vague scope. "Our platform" is less useful than "CustomerPortal web application version 3.2."

VPAT Quality Levels

What Buyers Look For

Procurement evaluators have seen many VPATs. They can distinguish quality:

Excellent VPATs:

• Specific product version and scope
• Detailed testing methodology
• Thorough remarks explaining conformance
• Honest acknowledgment of known limitations
• Recent evaluation date
• Professional presentation

Poor VPATs:

• Vague product descriptions
• All "Supports" with no explanations (often indicates no actual testing)
• Very old evaluation dates
• Obvious template without customization
• Claims that don't match product reality

Red flags to buyers:

• Third-party overlay vendors' VPATs claiming conformance
• Generic VPATs that don't match specific products
• Contradictory claims (keyboard accessible, but requires mouse)

Third-Party vs. Self-Evaluation

Self-evaluation: Your team completes the VPAT based on internal testing. Lower cost, but may lack credibility with skeptical buyers.

Third-party evaluation: Independent accessibility consultants evaluate your product and complete the VPAT. Higher cost, but adds credibility and catches issues internal teams miss.

Hybrid approach: Internal team does initial assessment; third party validates and adds credibility.

For high-stakes sales (large federal contracts, major enterprise deals), third-party VPATs often provide ROI through increased credibility.

Maintaining VPATs

Version Currency

VPATs apply to specific product versions. When products update significantly:

Minor updates: May not require new VPAT if accessibility hasn't changed.

Major updates: Likely require re-evaluation. New features, redesigns, or technology changes affect accessibility.

Continuous products (SaaS): Need periodic re-evaluation strategy. Annual reviews are common; more frequent for rapidly-changing products.

Responding to Customer Findings

Customers sometimes test products and find issues not reflected in VPATs. Respond professionally:

Acknowledge valid findings. If testing reveals issues, don't deny them.

Provide remediation timeline. When will issues be fixed?

Update VPAT accordingly. Revise conformance claims to match reality.

Honest handling of discrepancies builds trust more than defensive responses.

VPAT Alternatives and Complements

Accessibility Statements

Public accessibility statements (common on websites) differ from VPATs:

Accessibility statements: Public-facing commitments, typically less detailed, aimed at end users.

VPATs: Detailed technical documentation for procurement evaluation.

Both serve different purposes. Many organizations have both.

Accessibility Roadmaps

When VPATs reveal conformance gaps, roadmaps showing planned improvements help sales conversations:

"We currently partially support criterion X, but our Q3 release will address the gap through [specific improvement]."

Roadmaps demonstrate commitment to improvement without overclaiming current conformance.

FAQ Section

Q: How much does a VPAT cost to create?

A: Self-evaluation costs primarily time (dozens of hours for thorough evaluation). Third-party VPAT creation typically costs $3,000-$15,000+ depending on product complexity and evaluator. Professional accessibility audits that include VPAT development provide the most thorough results.

Q: How long does VPAT creation take?

A: Self-evaluation: 2-4 weeks for thorough assessment. Third-party: 3-6 weeks typically, depending on product complexity and evaluator availability. Rush timelines are sometimes possible at premium cost.

Q: Can I use the same VPAT for different products?

A: No. VPATs are product-specific. Different products need separate VPATs, even if they share code or design patterns. Each product's accessibility varies based on its specific functionality.

Q: What if my product doesn't fully conform?

A: Partial conformance is normal and honest. Most products have some gaps. The VPAT documents current state; buyers expect honest assessment, not perfection claims. Include remediation timelines for known issues.

Q: How often should VPATs be updated?

A: Re-evaluate when products change significantly or at least annually. Stale VPATs (2+ years old) suggest accessibility isn't actively maintained.

Making VPATs Work for Your Business

VPATs represent both obligation and opportunity:

Obligation: Government and enterprise sales often require them. No VPAT can mean no sale.

Opportunity: Quality VPATs differentiate you from competitors who can't demonstrate accessibility. They show maturity and commitment.

Reality check: VPATs document accessibility; they don't create it. Improving actual product accessibility should precede or accompany VPAT creation.

The investment in VPAT creation pays off when it opens doors to government and enterprise markets that require accessibility documentation. The greater investment in making products actually accessible pays off in reduced legal risk, expanded market access, and better user experience for everyone.

Need help assessing your product's accessibility before VPAT creation? Schedule a demo to see how TestParty can identify and help remediate accessibility issues.

Related Articles:

• Enterprise Accessibility Software: RFP Requirements Checklist
• Accessibility Audit Cost: Complete Pricing Guide
• What Are the Legal Requirements for Website Accessibility?

TestParty's content team produced this article using AI-powered research tools combined with our expertise in automated accessibility testing. The guidance here reflects current best practices but shouldn't substitute for professional legal counsel on ADA or WCAG compliance matters.