How to make video and audio accessible

Transcripts for video

A separate transcript can help people access video content in a different way, but is not required in most cases.

On this page

What a video transcript is

A video transcript is a written version of important audio and visual information in a video. It provides the same essential information as the video in text form.

Transcripts help people who:

  • are deaf or hard of hearing
  • have low vision and use screen readers
  • are both deaf and blind and use braille displays
  • find it hard to understand spoken words
  • have attention difficulties, limited time, or prefer reading, scanning, or searching information

Transcripts can also be used with AI tools to summarise content, extract key points or translate the video information into another language.

They are usually linked separately from the video, either as web page content or accessible document files, so users do not need to interact with the video player.

Types of transcripts:

  • Basic transcript: includes spoken and non-spoken audio. May not fully describe visual information.
  • Descriptive transcript: includes spoken and non-spoken audio and descriptions of important visual content (Most useful for accessibility).

RNIB has an example of a basic transcript on their screen reader videos

This example from the Information Commissioners Office (ICO) shows a descriptive transcript: 

When you need a video transcript

A transcript is not required for: 

  • a pre-recorded video with audio
  • live videos

For pre-recorded videos: 

  • with audio, you cannot replace an audio description with a descriptive transcript, but you can provide both.
  • without audio (video-only), you must have either an audio description or a descriptive transcript.

Reasonable adjustment: While transcripts are not needed for most videos, you may need to provide one on request under PSBAR 2018 or the Equality Act. For example, for someone who is deafblind.

Captions or audio description will usually make the content accessible.

Creating a transcript

The easiest way to create a transcript is to start with auto-generated captions from video players like YouTube or Microsoft Teams.

Keep in mind, auto-generated captions alone are not sufficient for accessibility because they:

  • may be inaccurate with accents, unclear speech or abbreviations
  • do not include visual-only content, such as slides or important on-screen text
  • are not the same as providing a separate format because they require users to interact with the video player

Steps to create a transcript:

  1. Copy auto-generated captions into Word or another editor.
  2. Remove timestamps (or keep them for reference in long videos).
  3. Format paragraphs, add a title, headings, and label speakers.
  4. Add essential audio/visual content in square brackets ([laughter], [speaker inspects a pothole]).
  5. Publish as accessible web page content or document file
  6. Place or link the transcript alongside the video and clearly label it.

Writing guidance:

  • Use plain language, complete sentences, and accurate descriptions.
  • Use present tense, active voice, and third person.
  • Avoid personal interpretations or opinions.
  • Include only essential visual information.

Accessibility standards

Following this guidance helps more people access council content and supports meeting UK accessibility regulations, including PSBAR 2018.

For more guidance on creating transcripts: 

If system or format limits stop you from following this guidance, contact the Communications and Marketing team before publishing.