Agree how the video will be used before choosing the caption deliverables. A website player, a conference screen and a social upload can need different files and presentation choices.
Separate the outputs
Captions follow the timing of the video. A transcript gives the content in a separate text form. Translated subtitles introduce another language and its own review work.
W3C’s captions guidance explains that captions include speech and the non-speech audio needed to understand the content. Its transcript resource also describes adding essential visual information where needed.
Use those resources to plan the actual audience needs. A decorative text overlay is not automatically a complete caption track.
Write a delivery sheet
This is a fictional example for a customer interview clip.
| Deliverable | Agreed use | Review |
|---|---|---|
| Clean video master | Client archive and further edits | No permanently embedded social captions |
| Caption file | Website player | Timing, names and relevant sounds checked |
| Captioned social export | One agreed channel format | Legible at normal viewing size |
| Transcript | Page beside the video | Speaker labels and essential visual context |
| Language version | English | Translation not included in this assignment |
Confirm the formats the client’s actual player and publishing workflow accept. Do not promise that one file will upload correctly everywhere.
Review words and timing
Play the finished piece with the captions turned on. Check names, specialist terms, numbers and speaker changes against the source.
Automatic text can be a starting point, but a human review should catch mistakes that change meaning. “Can” and “can’t” are a small difference on screen with a large difference in the customer’s statement.
Read the captions at the intended display size. Check that they do not cover important interface labels, speaker information or visual evidence.
Test the destination
A locally correct file can still be handled differently by the publishing platform. Confirm who will upload it and who will inspect the published result.
Ask the reviewer to check that captions can be selected where intended, the timing is preserved and the transcript link is discoverable. If only a burned-in version is supplied, describe it accurately instead of implying the viewer can switch it off.
Hand over something maintainable
Use clear filenames that connect the video, language and version. Keep the approved transcript and caption source with the final export so later corrections do not require rebuilding the whole project.
For the surrounding recording assignment, use the testimonial video brief. This checklist makes the caption part of that assignment specific enough for the client, editor and publisher to review together.