# How to Write an Annex V Declaration

> Article 13(2) requires a public accessibility declaration. Learn the mandatory fields, format, and where to publish your Annex V statement.

https://rankproof.eu/guides/annex-v-declaration-guide

## Short answer

Annex V of Directive (EU) 2019/882 defines what a service provider must publish about accessibility. An audit-ready declaration explains how the service meets each applicable Annex I requirement, references EN 301 549, and is kept current with dated evidence — not a generic statement that the site is accessible.

- **Legal basis**: Annex V · Directive (EU) 2019/882
- **Evidence maps to**: Annex I
- **Referenced standard**: EN 301 549 · WCAG 2.1 AA
- **Must stay current**: ✓

## How to Write an Annex V Declaration

**Article 13(2)** of the European Accessibility Act requires service providers to publicly document how their services meet the accessibility requirements of Annex I. This document — the **Annex V declaration** — is your legally mandated accessibility statement.

## What is an Annex V Declaration?

The Annex V declaration (sometimes called an "accessibility passport" or "EU accessibility declaration") is a formal document that:

1. **Identifies** your organisation and the service covered
2. **States** which accessibility standards you follow
3. **Documents** how your service meets each applicable Annex I requirement
4. **Acknowledges** any areas of non-compliance or claimed exemptions

It is **not** the same as a WCAG conformance statement (though it may reference one). The Annex V declaration specifically addresses the **legal requirements of the EAA**, not just technical WCAG criteria.

## Mandatory fields

The EAA specifies that the declaration must include:

### 1. Provider identification (V.1.a)
- Full legal name of the economic operator
- Registered business address
- Contact information for accessibility inquiries

### 2. Product/service identification (V.1.b)
- Clear description of the product or service
- Version number (for software/web services)
- Scope (which URLs, platforms, or product models)
- Date of the assessment

### 3. Standards referenced (V.1.c)
- **EN 301 549 v3.2.1** as the harmonised standard
- **WCAG 2.1 Level AA** as the underlying technical standard
- Any additional standards applied

### 4. Compliance status
For each applicable Annex I requirement:
- **Compliant** — the requirement is fully met
- **Partially compliant** — some aspects are met, with documented exceptions
- **Non-compliant** — the requirement is not met (with explanation)
- **Not applicable** — the requirement does not apply to this service

### 5. Exemptions (if any)
- If claiming disproportionate burden: detailed cost-benefit analysis
- If claiming microenterprise exemption: evidence of eligibility

## Format requirements

The EAA does not mandate a specific file format, but the declaration must be:

- **Publicly accessible** — published on your website, easily findable
- **In an accessible format** — the declaration itself must meet accessibility standards
- **Machine-readable** (recommended) — JSON-LD format enables automated verification

A declaration is typically published in three formats:
- **PDF** — for printing and formal archiving
- **HTML** — for web publication (accessible, indexed by search engines)
- **JSON-LD** — for machine-readable structured data

## Where to publish

Best practices for publication:

1. **Dedicated URL** — e.g., yoursite.eu/accessibility or yoursite.eu/eaa-declaration
2. **Linked from the footer** — every page should link to the declaration
3. **Linked from legal/compliance pages** — alongside privacy policy and terms of service
4. **Submitted to national authority** — some member states require direct submission

## How RankProof helps

RankProof's free audit supports part of the declaration process:

1. **Scans your website** using industry-standard tools
2. **Maps violations** to Annex I requirements
3. **Evaluates compliance** for each requirement
4. **Gives you the evidence** to write the compliance-assessment section yourself
5. **Leaves the versioning to you** — re-run the audit whenever the service changes, and publish a new dated version of your declaration

## Template structure

A well-structured Annex V declaration follows this outline:

1. **Header** — Document title, version, date
2. **Provider information** — Organisation name, address, contact
3. **Service description** — What is covered, scope, URLs
4. **Standards applied** — EN 301 549, WCAG 2.1 AA
5. **Compliance assessment** — Per-requirement status table
6. **Non-compliance details** — Specific issues and remediation plans
7. **Exemptions** — Disproportionate burden claims (if any)
8. **Feedback mechanism** — How users can report accessibility issues
9. **Enforcement procedure** — Link to national authority complaint process

## Retention and updates

- **Keep the declaration available for as long as the service is offered** (Article 13(2)) — update it whenever the service changes materially
- **Update after every significant change** to the service
- **Re-assess at least annually** even without changes
- **Version your declarations** — maintain a history of compliance status over time

## Primary sources

- [Directive (EU) 2019/882 — EUR-Lex](https://eur-lex.europa.eu/eli/dir/2019/882/oj)
- [EN 301 549 — ETSI](https://www.etsi.org/deliver/etsi_en/301500_301599/301549/)
- [WCAG 2.1 — W3C](https://www.w3.org/TR/WCAG21/)