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Why this matters
Transcripts serve multiple critical purposes beyond accessibility compliance. For students who are deaf or hard of hearing, transcripts provide access to audio and video content that may not include captions. For everyone, transcripts improve learning outcomes by providing a searchable, reviewable text version of content. Students can search transcripts for key terms, review information at their own pace, and reference specific quotes. Faculty benefit from transcripts that can be indexed for searchability, repurposed in different contexts, and made available to diverse learners. From an educational standpoint, transcripts support comprehension, retention, and equitable access. From an institutional standpoint, transcripts create searchable archives of educational content and preserve knowledge for future reference. For individuals learning English as a second language, transcripts provide opportunities to read along with audio, improving comprehension and language learning.
WCAG 2.1 requirements for transcripts
WCAG 1.2.1: Audio-Only and Video-Only (Prerecorded) – Level A
For audio-only content (podcasts, lectures, interviews with no video), you must provide either a transcript or a text-based description of the content. This is a foundational Level A requirement.
WCAG 1.2.2: Captions (Prerecorded) – Level A
For video with audio, captions are required (covered in the Captions resource). However, transcripts serve as an additional resource that provides complete textual access.
WCAG 1.2.3: Audio Description or Media Alternative – Level A
As an alternative to audio description, you can provide a descriptive transcript that includes both dialogue and descriptions of relevant visual information. This transcript must be as thorough as audio description would be.
When are transcripts sufficient?
A transcript can serve as a complete accessibility alternative to captions and audio description if it is comprehensive and detailed:
- It includes all spoken dialogue with speaker identification
- It includes descriptions of relevant sounds (music cues, sound effects)
- It includes descriptions of visual information essential to understanding the content
- It is organized in a way that allows readers to understand the sequence and structure of the content
However, for most video content, a combination of captions AND transcripts is ideal – captions for real-time viewing and transcripts for review, searching, and deeper engagement.
Types of transcripts
Basic transcript (dialogue only)
A straightforward transcription of all spoken dialogue with speaker identification. Useful for interviews, lectures, and discussions where visual information is not essential. Format example:
PROFESSOR SMITH: Today we’re discussing the causes of climate change.
STUDENT: What role does deforestation play?
PROFESSOR SMITH: That’s an excellent question. Deforestation removes trees…
Descriptive transcript
A comprehensive transcript that includes dialogue, speaker identification, and descriptions of relevant sounds and visual information. Used for video content where visual elements are important, or for educational videos where demonstrations or visual examples are central to the message. This type of transcript can serve as a substitute for both captions and audio description when detailed enough.
[Lab setting with beakers and equipment on a table]
INSTRUCTOR: Watch carefully as I demonstrate proper measurement technique.
[Instructor slowly pours liquid from a bottle into a graduated cylinder]
INSTRUCTOR: The liquid should reach the 100-milliliter mark…
Timestamped transcript
A transcript that includes timecodes indicating when each segment occurs in the audio or video. Useful for long-form content where readers may want to jump to specific sections or correlate transcript text with the media. Format example:
00:00-00:15 NARRATOR: Welcome to Introduction to Biology.
00:15-00:45 PROFESSOR: Today’s topic is photosynthesis…
Edited transcript
A transcript that has been lightly edited for readability while maintaining accuracy. Filler words like “um” and “uh” may be removed, and sentences may be rephrased for clarity, but the meaning and content must remain unchanged. Used when prioritizing readability while maintaining accuracy.
Verbatim transcript
A word-for-word transcription including all filler words, false starts, repetitions, and speech patterns. Useful for legal proceedings, research, or content where capturing exact speech patterns is important. Generally not preferred for educational content due to readability concerns.
When transcripts are needed
Audio-only content (REQUIRED)
Podcasts, lectures without video, interviews, and any audio-only content must have transcripts. This is a WCAG Level A requirement. Without a transcript, individuals who are deaf or hard of hearing have no way to access the content.
Video content (REQUIRED)
While captions are required for video, transcripts add significant value. All educational video should include both captions and transcripts. Transcripts allow:
- Searching for specific information within the video
- Review and study at the viewer’s own pace
- Access for those who prefer reading to watching
- Citation and reference of specific quotes
- Archive and indexing for future discovery
Live events (RECOMMENDED)
For live events, real-time captions are required. After the event, provide a transcript for the archived recording. This allows people who could not attend the live event to access the content, and those who attended can review specific portions.
Meetings and discussions (RECOMMENDED)
For recorded team meetings, webinars, and online discussions, transcripts are highly recommended, especially if live captions were provided. They create a searchable record of decisions and discussions and accommodate employees who may have missed the live meeting.
Educational materials (HIGHLY RECOMMENDED)
All educational audio and video should include transcripts. This supports multiple learning styles and ensures equitable access for students with various disabilities and learning preferences.
Creating transcripts
Step 1: Choose your transcription method
Manual transcription: Listen to the audio and type it out. Time-consuming but allows for quality control and accuracy verification. Best for shorter content (under 20 minutes) or highly important content.
Automated transcription: Use speech-to-text software (Rev.com, Trint, Otter.ai, or YouTube’s built-in transcription). Fast but requires review and editing. Accuracy typically ranges from 70–90% depending on audio quality and speaker clarity.
Professional transcription services: Hire a professional transcriber. Highest accuracy and quality, but more expensive. Useful for important content, lectures with technical terminology, or large volumes of content.
Combination approach: Use automated transcription and then review and edit for accuracy. This balances speed and quality.
Step 2: Capture complete content
Ensure your transcript includes:
- All dialogue: Every word spoken, including false starts, “um,” and “uh” if creating a verbatim transcript (these can be removed in edited transcripts).
- Speaker identification: Clearly identify each speaker, especially in multi-speaker content.
- Relevant sounds: Music cues, door slams, applause, laughter – anything that provides context or meaning.
- Visual descriptions (for video): If the transcript will serve as an accessibility alternative, include descriptions of visually important information.
- Timestamps (optional): Include timecodes for reference, especially in longer content.
Step 3: Edit for accuracy and clarity
If using automated transcription, carefully review the transcript against the audio. Common errors to watch for:
- Homophones (words that sound the same but are spelled differently)
- Technical terms and proper names misheard or misspelled
- Punctuation and capitalization errors
- Missing or added words
- Misidentified speakers
Listen to the audio in segments and verify that the transcript matches exactly. Pay special attention to names, dates, numbers, and technical content.
Step 4: Format for readability
See the formatting section below for best practices on structure, organization, and presentation.
Step 5: Verify completeness
Before publishing, ask:
- Does the transcript include all essential information from the audio/video?
- Is every speaker identified?
- Are all relevant sounds and visual information described?
- Is the transcript organized logically?
- Are timestamps accurate (if included)?
Step 6: Make transcript accessible
Ensure the transcript is accessible itself:
- Provide it in plain text or HTML format, not image-only PDF
- Use semantic HTML with proper heading structure if in HTML
- Include a link to the transcript on the page with the audio/video
- Label it clearly (“Full transcript,” “Show transcript”)
Formatting transcripts for readability and accessibility
Use clear speaker labels
Format speaker names consistently. Use uppercase or bold for identification. Examples:
PROFESSOR SMITH: Today we’re discussing photosynthesis.
STUDENT 1: What does the light reactions do?
Organize logically
Use headings and sections to break long transcripts into manageable chunks. This helps readers navigate and find specific information. For example:
Introduction (0:00–2:15)
The Water Cycle (2:15–8:30)
Environmental Impact (8:30–15:00)
Q&A Session (15:00–20:30)
Include timestamps
If the content is longer than a few minutes, include timestamps at regular intervals (every paragraph or section) so readers can find corresponding portions of the audio/video. Format as [00:00:00] or [0:00].
Describe visual information
For video transcripts, include descriptions of important visual information in brackets. For example:
[Slide appears showing a pie chart of enrollment by college]
PROFESSOR: This chart shows our enrollment distribution. Engineering represents 35% of students.
Indicate relevant sounds
Describe sounds that are important for understanding, in brackets. For example:
[Background music begins, soft and instrumental]
NARRATOR: Let’s explore the natural world.
[Sound of birds chirping, water flowing]
Use punctuation and grammar correctly
Even in edited transcripts, maintain proper punctuation and grammar for readability. Fragments and informal speech should still be spelled and punctuated as uttered, but capitalization and basic grammar help comprehension.
Provide in accessible formats
Transcripts should be available as:
- Plain text (.txt) – Simple, universally accessible
- HTML – With proper heading structure and semantic markup
- Word documents (.docx) – Accessible and easy to share
- PDF – Only if properly tagged and accessible (not just a scanned image)
Avoid providing transcripts only as images or inaccessible PDFs. Ensure the file itself is accessible to screen readers and text-searching tools.
Best practices
Make transcripts findable
Place a prominent link to the transcript near the audio/video player. Use clear labeling like “Full Transcript” or “View Transcript.” Do not hide transcripts in expandable sections or require users to search for them.
Provide transcripts alongside captions, not instead of
Both captions (for real-time viewing) and transcripts (for review and searching) serve different purposes. Provide both when possible.
Keep transcripts current
If you edit or re-record audio/video, update the transcript to match. An outdated transcript creates confusion and accessibility problems.
Be consistent with terminology
If transcribing technical content, use consistent terminology throughout. Define acronyms on first use: “WCAG (Web Content Accessibility Guidelines)”
Use plain language
When editing transcripts for clarity, maintain the speaker’s intent and meaning while improving readability. Use plain language, avoiding unnecessarily complex constructions.
Respect speaker identity and context
Do not edit out speech patterns or accents that are part of the speaker’s identity or important to the content. Maintain authenticity while ensuring clarity.
Proofread carefully
Transcripts are often the only way some users access content. Errors in transcripts are serious accessibility barriers. Proofread thoroughly against the original audio.
Consider searchability
Provide transcripts in searchable formats (plain text, HTML, Word) rather than image-only or locked PDFs. Searchability enhances usability for all users, not just those with disabilities.
Common mistakes to avoid
- Providing incomplete transcripts: Transcripts that omit content, summarize rather than transcribe, or skip sections are not accessible. Include everything.
- Not identifying speakers: In multi-speaker content, always identify who is speaking. Transcripts without speaker labels are confusing and difficult to follow.
- Relying on auto-generated transcripts without review: Automated transcription often contains errors, especially with names, numbers, and technical content. Always review and correct.
- Omitting sound descriptions in video transcripts: Music, sound effects, and ambient sounds convey information. Include [brackets describing sounds] in transcripts.
- Using image-based transcripts (scanned documents): Transcripts must be in text format to be searchable and accessible to screen readers. Do not provide transcripts as JPGs or non-tagged PDFs.
- Hiding transcripts in collapsed sections or difficult-to-find locations: Make transcripts prominently available. Many users assume transcripts do not exist if they are not immediately visible.
- Failing to include visual descriptions in video transcripts: If the transcript is meant to serve as an accessibility alternative, it must include descriptions of important visual information.
- Creating transcripts that are too long or poorly organized: Long transcripts without headings or sections are difficult to navigate. Use logical organization and timestamps.
- Forgetting to update transcripts when content changes: If you edit or re-record the audio/video, update the transcript. Discrepancies between content and transcript create confusion.
- Providing transcripts in non-accessible formats only: If offering transcripts as downloads, ensure they are in accessible formats (Word, HTML, text), not just locked or image-based PDFs.
Related DASH resources
Getting help
UGA’s Digital Accessibility Services Hub (DASH) is here to support you. Whether you need guidance on creating transcripts, want to outsource transcription to professional services, need help converting transcripts to accessible formats, or want to discuss transcript best practices for your content, we are ready to help.
- Contact DASH to discuss your transcription needs, explore service options, or get feedback on transcript quality and accessibility.
Accessibility is a shared responsibility, and transcripts make your educational content more inclusive, searchable, and useful for all learners.