How do I link to a downloadable file and identify what it is?
Quick answer
Use link text that names the file’s purpose and makes clear that selecting it downloads a file. Add the formal file type, such as “PDF file,” and include the size when it helps readers decide whether or how to download it. For example: “Download the workshop agenda (PDF file, 240 KB).” Use a placeholder destination until you know the correct file location.
The question, the details, the next step.
What should a downloadable file link say? I want people to know what they will get before they select it.
Name the file’s purpose in the link itself, then say that it downloads. Avoid labels such as “click here”: descriptive link text should make sense even when read on its own, and download behavior should be clear. [S1]
For example, if the file is a workshop agenda, use wording like “Download the workshop agenda” rather than “Download” by itself. If readers may have several files to choose from, be more specific: “Download the spring workshop agenda.” Keep the description accurate to the actual file; don’t promise contents the file doesn’t contain.
A simple HTML example, using a placeholder destination, is:
<a href="[FILE-LOCATION]">Download the spring workshop agenda (PDF file, 240 KB)</a>Replace [FILE-LOCATION] with the correct location for your file. The wording and the destination should refer to the same file.
Should I include the format and file size in the link text?
Include the format when it helps readers identify what they are downloading. Use the formal type name—for example, “PDF file” or “CSV file”—rather than presenting the extension alone as the type name. [S2] You can put the format in the link text or immediately next to it, as long as the information is easy to associate with that download.
Size is an optional reader aid, not a requirement established by the format guidance. Add it when it would help someone choose between files or anticipate the amount of data to download; omit it if you do not know the correct size or expect it to become outdated. For example:
<a href="[FILE-LOCATION]">Download the attendance list (CSV file, [FILE-SIZE])</a>Replace [FILE-SIZE] with a verified value and unit, or remove that part. The example does not imply any particular file size.
Can you show how to handle two similar downloads without making the links confusing?
Give each link a distinct description that identifies the specific file and says it downloads. Add the format, and optionally the size, when those details help distinguish the choices. For example, assuming these are the actual available files:
- “Download the facilitator agenda (PDF file, [SIZE])”
- “Download the attendee checklist (PDF file, [SIZE])”
Replace the bracketed values with verified information or leave the size out. Avoid two links both labeled “Download PDF,” because that wording does not tell readers which document each link provides. Descriptive link text should remain understandable out of context. [S1] If a filename is displayed too, check that it matches the linked file; a filename by itself may not explain the file’s purpose.
How do I check that the link label is accurate, especially if I show a size?
Compare the label with the file you are actually linking to: confirm its purpose, format, and any displayed size before publishing. Do not infer the file type solely from a label you have not checked. If your site obtains file details through an integration, check that the displayed information corresponds to the same file and is available for that file. For example, Google Drive’s API distinguishes a browser download link for binary content from a browser viewing link, and its size field may be absent for some items. That is product-specific behavior, not a general rule for all file links. [S3]
A reusable pattern is: “Download [specific file purpose] ([formal file type][, verified size]).” Treat the size as optional. The cited guidance supports clear descriptive download wording and formal type names; it does not establish that every link must show a size or prescribe a universal size format.
A practical checklist
Name the specific document or file purpose in the link text.
Make clear that selecting the link downloads a file.
Use a formal type name, such as “PDF file,” when the format is useful.
Show a size only when useful and verified; otherwise omit it.
Check that the link destination, description, format, and any displayed size match the file.
A few more useful answers
Is “Download” by itself a good link label?
Usually it is too vague when several downloads are possible. Add the file’s purpose so the link is understandable on its own. [S1]
Do I have to show the file size?
No size requirement is established by the cited guidance. Treat size as optional, and include it only when it helps readers and you can verify it.
Should I write “.pdf” or “PDF file”?
Use the formal type name, such as “PDF file,” when identifying the format. [S2]
Sources
References used for this guide.
- [S1] Google developer documentation style guide: Cross-references and linking developers.google.com · Checked
- [S2] Google developer documentation style guide: Filenames and file types developers.google.com · Checked
- [S3] Google Drive API v3: files resource reference developers.google.com · Checked