create accessible

TRANSCRIPTS

Making videos more accessible & searchable

Goal

Why it Matters

Transcripts make your audio and video content accessible for people who are Deaf, hard of hearing, visually impaired, or anyone who prefers to read instead of listen. They’re also great for SEO, user experience, and repurposing content.

Quick Wins (Start Here)

If you only do a few things, start here

  • Create a written version of the spoken content in your audio or video content

  • Include speaker names when needed

  • Keep the text clear, simple, and easy to follow

These alone make your content much more accessible and user-friendly.

What Is a Transcript?

A transcript is a text version of the spoken content in your audio or video.

It includes

  • Everything that’s said out loud

  • Speaker labels (if more than one person is talking)

  • Important meaningful sounds (if needed for clarity)

It does not need timestamps unless you want them, BUT they are very helpful for lots of different users.

Transcripts vs. Captions vs. Audio Descriptions

Transcripts

  • Provide a written version of audio or video

  • Great for podcasts, webinars, interviews, and videos

  • Help Deaf and hard-of-hearing and visually impaired users

  • Improve SEO and accessibility

Captions

  • Show spoken words on screen

  • Timed with the video

  • Include important sounds

Audio Descriptions

  • Describes important visual information aloud

A fully accessible video often uses all three.

What To Do

How to Create a Transcript

The good news is most video editing platforms will automatically create a transcript for you. The bad news….you definitely need to review it for accuracy. Not all platforms are equal when it comes to transcript quality. Youtube for instance generates transcripts as ONE LONG CLUMP OF WORDS. But ScreenPal on the other hand forms actual sentences and paragraph breaks.

So do your part and make sure your transcripts are legible if you are auto-generatingthem.

If you need to manually create them follow these simple steps.

Step 1. Start with the Audio

Listen to the recording and note

  • Who is speaking

  • Key phrases

  • Any sounds that matter

If the audio is clear, this step is quick.

Step 2. Write Out What’s Being Said

Keep it clean and easy to read.

Example:

Host
Welcome to today’s workshop on building a simple brand kit.

Guest
Thanks for having me. Let’s start by choosing your main color.

You don’t need to include filler words like “um” or “uh” unless they affect meaning.

Step 3. Add Speaker Labels (If Needed)

Use names when possible.
If not, use titles like “Instructor” or “Customer.”

This helps readers follow the conversation easily.

Step 4. Clean Up the Transcript

Make sure the text is

  • Organized

  • Clear

  • Free of typos

  • Easy to skim

Break long paragraphs into short sections.

Step 5. Make Your Transcript Accessible

A good transcript should

  • Be easy to read on mobile

  • Use headings if the content has sections

  • Avoid long walls of text

  • Be posted near or below the video or audio player

  • Use proper grammar

You can also offer a downloadable PDF or DOC file.

Step 6. Add It to Your Website or Platform

Common options

  • Blog post

  • Downloadable file

  • Text box below the video

  • Separate transcript page

Choose what works best for your audience.

Example

Imagine you host a podcast episode about “How to Create a Calm Workspace.”

Your transcript might look like

Host
Today we’re talking about small changes that make your workspace calmer.

Guest
A simple place to start is lighting. Natural light can reduce stress and increase focus.

A listener who can’t hear the podcast — or prefers reading — now gets the full value of your content.

Watch this video for a more indepth explanation of how to create accessible transcripts.

Tips & Common Mistakes

What To Do

  • Keep text readable

  • Break up sections with headings

  • Add speaker names

  • Use proper grammar

  • Include audio descriptions as a BONUS

  • Include time stamps or chapters for improved navigation

  • Upload the transcript near the media

What To Avoid

  • Walls of text

  • Jargon

  • Over-editing to the point that it no longer matches the audio

  • Forgetting to check readability on mobile

Helpful Tools for making Transcripts

Here are some simple, beginner-friendly tools

WCAG Guidelines

Transcripts support the following WCAG criteria:

  • WCAG 1.2.1: Audio-only and Video-only (Prerecorded)

  • WCAG 1.2.3: Audio Description or Media Alternative (Prerecorded)

Transcripts are one of the simplest ways to meet accessibility basics for audio content.

Next Steps

After adding transcripts, you may also want to explore

Each supports accessibility in a different way.

Want Help With accessibility?

If you’d like professional support, we can help:

We offer a full suite of digital accessibility services.

Get a Project Quote

Web Accessibility Initiative

To geek out and go deep on the history and technical criteria for WCAG (Web Content Accessibility Guidelines) W3C is the resource for you.

Recommended Digital Accessibility Resources

Web Content Accessibility Guidelines

Monthly Content Accessibility Checklist

Easy first steps to track and integrate accessibility into the digital content you create on a regular basis for your business.

Monthly Content Accessibility Checklist

Don’t See What You’re Looking For?

The accuracy of information on this website is subject to change. Implementing these accessibility tips by no means ensures your website is fully compliant with current guidelines or laws. You should consult with a professional to audit and/or remediate your site and obtain an accessibility statement.

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