Give captions a structured review that combines the actual audio with a checked project glossary. This worksheet focuses on terminology and correction handling. It is one part of media quality review, not a complete accessibility assessment.
Start with the right film and caption version
Record the exact edit being reviewed and how the captions are supplied: a separate file, text embedded in the picture or captions provided through a destination. Ask the production or publishing contact which version is authoritative for this review.
A script can help with names and intended wording, but listen to what is actually said. The final interview or edit may differ from an earlier script. Do not silently replace a speaker’s meaning with the planned line simply because the planned line reads more neatly.
Where the audio itself is unclear, mark the uncertainty and ask the responsible person to resolve it. A confident guess can introduce a factual error that is difficult to notice later.
Build a small project glossary
Collect only the terms likely to cause a problem: project and organisation names, participant names, product or component terms, acronyms and unusual place names. Add the checked spelling and a contact who can confirm it.
Include a brief distinction where two similar terms mean different things. The purpose is to help the reviewer recognise the intended word, not to turn captions into a technical dictionary.
Keep confidential terminology or internal identifiers out of public wording unless the relevant owner has approved their use. The glossary can record an approved public term and the owner of any unresolved question.
Review the captions with the audio
W3C’s caption guidance describes captions as conveying speech and relevant non-speech audio, and stresses the need to check automatic output. Use that as a reason for a deliberate review, not a claim that a spelling pass alone fulfils every accessibility requirement.
Listen while reading. Check small words that change meaning, including negatives, as well as impressive-looking technical nouns. Verify numbers and units against what is said and the relevant factual review.
Notice whether a speaker change or meaningful sound needs clarification. Give those questions to the person responsible for the caption treatment rather than improvising a new style in isolated comments.
Use a caption correction record
| Time range | Current caption | Issue | Checked correction or question | Evidence/owner | Resolution |
|---|---|---|---|---|---|
| Exact range | Existing words | Name, term, number or meaning | Exact replacement | Glossary or responsible person | Open/confirmed/applied |
Add the film and caption version at the top. Keep one issue per row where possible. If a correction affects repeated instances, identify that explicitly without assuming every similar word is wrong.
For an uncertain term, write the question rather than supplying an unverified replacement. Separate “I cannot hear this clearly” from “the approved spelling is…” so the production team knows what kind of decision is needed.
A fictional plausible error
An automatic caption substitutes an ordinary word for a specialist component term. The sentence remains grammatically sensible, so a reviewer reading without listening misses it. A glossary check reveals the mismatch, and the project specialist confirms the spoken term.
The coordinator records the exact time range and correction, then checks the returned caption version with the audio. This invented example illustrates a review process; it does not describe the error rate of any particular system.
Check timing and placement in the intended experience
After the wording is corrected, watch the captions in the actual viewing arrangement where practical. Check that text arrives with the relevant speech and does not obscure important project detail or labels.
Record observable problems rather than prescribing a technical fix without context. “The name is covered by the caption in this version” gives the responsible person a clear issue to assess. Delivery format and layout decisions should follow the agreed requirements.
If captions are uploaded separately, ensure they match the correct film. A small edit change can leave an older caption file out of step even when every word is individually correct.
Close the review across the agreed outputs
Check the corrections were applied, not merely acknowledged. Identify which short versions or destinations also need the change and who owns that work.
Keep the approved glossary and correction record with the release material so later edits have a useful reference. For broader requirements such as descriptions, transcripts and player behaviour, use the accessibility requirements worksheet and obtain the relevant specialist input.
Sources and editorial note
W3C WAI — Captions/Subtitles — captions convey speech and relevant non-speech audio; automatic captions need checking. Checked 29 October 2026.
The worksheet and fictional example are original editorial planning guidance. Confirm project facts, permissions and the written production scope with the responsible people. Prepared with AI assistance for Live Images.