Using videos and multimedia

Short videos can help make complex information easier to understand, but to be accessible, they need captions, transcripts, and, where relevant, audio descriptions or sign language.

Steps to take

To make a prerecorded video accessible, you need to:

• Write a transcript
• Include closed captions
• Add audio descriptions of visual content
• Include sign language for corporate resources

Writing a transcript

When content is available in a written form, it helps people who cannot see or hear it to get the information. Transcripts also improve the search engine optimization (SEO) of the video and make it easier to produce subtitles in other languages.

Transcripts should be written in HTML and available on the same page or via a link. Do not upload them as Word documents or PDFs. Make sure to include:

1. All speech as well as the speakers’ names
2. Relevant non-verbal information in square brackets, such as: [laughing] or [upbeat music]
3. At the end of the transcript write ‘End of transcript’

Writing closed captioning

Closed captioning (CC) refers to the text version of spoken words that accompany videos or other multimedia.

When creating closed captioning:

1. Text should appear as close to the same time as the audio as possible
2. Do not skip or change words. The CC should be word-for-word the same as the spoken, even if the person speaking makes a mistake
3. Identify who is speaking
4. Use an appropriate readable font with a solid background
5. Give users enough time to read the captions
6. Place captions at the bottom of the screen so they don’t cover important visuals
7. Always review and edit auto-generated captions or transcripts before publishing

Adding audio descriptions of visual content

When important visual information is not already described in the audio, audio descriptions are required to meet the Web Content Accessibility Guidelines Level AA. Including them ensures people who are blind or have low vision can access the same information as sighted viewers. For example, imagine you’re presenting a slide with a chart and someone is listening on the phone instead of viewing the video. Without an audio description, they would miss the key information the chart conveys.

When possible, include audio descriptions in the original script. Visit our simplified WCAG guide to learn more about how to add audio descriptions to videos. If they weren’t included originally, they can be added as a separate track or embedded into the video narration. 

Sign language

Sign language is the first language for some Deaf people. While sign language interpretation is not required to meet WCAG Level AA, it can be essential for some audiences. Include an interpreter track for high-impact or public-facing content such as training, announcements or corporate presentations.

Supporting resources

• Captions, transcripts, and audio (WebAim) (external link)
• World Wide Web Consortium's (W3C) video captions perspective (external link)
• W3C guidance on Making Audio and Video Accessible (external link)

Web Content Accessibility Guidelines (WCAG)

• Use captions for audio content in videos (Level A, 1.2.2)
• Add descriptions or alternative media for recorded audio (Level A, 1.2.3)