Video captions and transcripts make your content usable for people who are deaf or hard of hearing, people watching without sound, and people who understand written language better than fast speech. Web accessibility guidelines (WCAG) list captions for prerecorded video as a Level A requirement, the most basic level, and transcripts for audio-only content too. Adding them is now quick: create a transcript, correct it, and publish it as captions and as text on the page.
- The WHO estimates about 430 million people need rehabilitation for disabling hearing loss, rising to over 700 million by 2050.
- WCAG 2.2 Success Criterion 1.2.2 requires captions for prerecorded video with audio (Level A).
- Captions help far more people than those with hearing loss.
- A transcript on the page also helps search engines understand your video.
- Create transcripts privately with the free Video to Text Converter.
A training video nobody could follow
Imagine a company that records a safety training video for new factory workers. One worker has hearing loss. Several others watch on their phones during a noisy lunch break. Without captions, none of them get the key safety steps.
Adding captions takes less than an hour. Suddenly the same video works for everyone: the worker with hearing loss, the people in the noisy canteen, and the ones whose first language isn’t the narrator’s. Accessibility often turns out to be simply good communication.
Who benefits from captions
What the accessibility guidelines say
| WCAG 2.2 criterion | Level | Requirement in short |
|---|---|---|
| 1.2.1 Audio-only and Video-only (Prerecorded) | A | Provide a text alternative, such as a transcript, for audio-only content |
| 1.2.2 Captions (Prerecorded) | A | Provide captions for prerecorded video with audio |
| 1.2.4 Captions (Live) | AA | Provide captions for live video with audio |
| 1.2.5 Audio Description (Prerecorded) | AA | Describe important visual information not in the audio |
Captions vs subtitles vs transcripts
- Captions: timed text of speech plus important sounds ([music], [applause]), for people who can’t hear the audio.
- Subtitles: usually a translation of speech for people who can hear but don’t understand the language.
- Transcript: the full text, not timed, placed on the page or as a download. Essential for podcasts.
How to make a video accessible, step by step
- Transcribe the audioUse the free Video to Text Converter, which keeps files on your device.
- Correct the transcriptFix names, terms and punctuation.
- Add sound informationNote meaningful sounds and speaker names where helpful.
- Create captionsUse YouTube auto-sync or create an SRT or VTT file. See how to add subtitles to YouTube.
- Publish the transcriptAdd it below the video on your website.
- Check itWatch with sound off. Can you follow everything important?
Make your videos work for everyone
Start with an accurate transcript from the free Video to Text Converter, then choose the right format with our guide to SRT vs VTT. Want more reach from the same video? Read how to turn videos into blog posts.
Sources
- W3C: Web Content Accessibility Guidelines (WCAG) 2.2
- W3C: Understanding SC 1.2.2 Captions (Prerecorded)
- WHO: Deafness and hearing loss fact sheet (March 2026)
Frequently asked questions
Are captions required for website videos?
Under WCAG 2.2, captions for prerecorded video with audio are a Level A requirement. Whether that is legally required depends on your country and sector.
What is the difference between captions and subtitles?
Captions show speech and important sounds for people who cannot hear the audio. Subtitles usually translate speech for people who do not understand the language.
Do podcasts need transcripts?
For accessibility, yes. WCAG asks for a text alternative such as a transcript for prerecorded audio-only content.
How many people have hearing loss?
The WHO estimates about 430 million people need rehabilitation for disabling hearing loss, and projects over 700 million by 2050.
Turn video and audio into text privately on your own device. No upload, no sign-up, files up to 1 GB.
Guides for this tool
Guide · 3 min readHow to Transcribe a Video to Text for Free (Private, Step by Step)
Guide · 3 min readHow to Turn Your Videos into Blog Posts with Transcripts (SEO Guide)
Guide · 3 min readHow to Add Accurate Subtitles to YouTube Videos (Using a Transcript)
Guide · 3 min readSRT vs VTT: Subtitle File Formats Explained (With Examples)Want a tool, website or app like this for your business?
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