Thesis in PDF/A: what it is, why universities ask for it and how to create it
Updated 18 October 2026 · overminder
Many universities ask you to upload your thesis as PDF/A: a PDF designed to look exactly the same decades from now.
How it differs from a normal PDF
- All fonts are embedded in the file.
- Colours have a declared profile (for example sRGB).
- It contains XMP metadata (title, author, date).
- No encryption, passwords, JavaScript, embedded audio or video.
Which version
| Version | In short |
|---|---|
| PDF/A-1b | the oldest and strictest: no transparency |
| PDF/A-2b | allows transparency and modern compression: the one most often required for theses |
| PDF/A-3b | like 2b, but with attached files of any type |
The “b” (basic) level guarantees that the visual appearance is preserved. If the rules don’t say, PDF/A-2b is the safest choice.
How to check it
The free, open-source validator veraPDF checks the file and lists any rules that are not met. Many university repositories run the same check on upload.
Common errors
- Fonts not embedded (common with system fonts that forbid embedding).
- Images with incompatible colour profiles.
- A PDF “printed” by an online service that adds passwords or restrictions.
- Converting an already exported PDF: it is better to create it in the right format directly.
With Gradus
From the preview or Typesetting, choose Save PDF/A: you get PDF/A-2b with embedded fonts, an sRGB profile and metadata, verified with veraPDF. Pages of attached PDFs stay in the document with the notice “Original document attached, unmodified”.