The Simple Guide to Subtitles and Captions
Subtitles can do more than show words on a screen. They can open your video to a bigger audience, help you meet the law, and make your message clearer. If you are working on government projects, e-learning, marketing, or broadcast TV, the right subtitle file can make all the difference.
Subtitles vs Captions
People often mix these two words, but they are not the same. Subtitles usually show only what is spoken. They are most useful for translation or when a viewer cannot hear the sound clearly. Captions go further. They show speech, plus sound effects like [music playing], [laughter], or [door closes].
Another term you may hear is SDH, which means Subtitles for the Deaf and Hard of Hearing. SDH combines the dialogue with extra sound cues and labels for who is speaking.
There are also two main styles. Closed captions and subtitles can be switched on or off and come as a separate file. Open captions are “burned in” to the video and always visible.
Choosing the Right File
Not all subtitle files are the same. The most common one is SRT. It is simple, works almost everywhere, and is accepted by YouTube, Facebook, and most video players. WebVTT, or VTT, is another popular choice. It is the web standard for HTML5 video and lets you control the style and placement of the text.
Broadcast TV and some streaming platforms often need special formats such as SCC, EBU-STL, TTML or iTT. These are more technical, but essential if you want your video to pass strict broadcast checks.
If you are not sure what you need, it is safe to ask for both SRT and VTT. That way you are covered for most uses online.
Where Subtitles Work Best
Different projects call for different solutions. Marketing and social media videos often use SRT or VTT, and sometimes open captions so that text is always on screen even when the sound is muted. Training and e-learning platforms often need SDH to meet accessibility rules. TV broadcasters will ask for SCC or EBU-STL, while film and streaming services may require multiple subtitle tracks in different languages.
What are the laws on subtitles in the US and UK?
Subtitles are not only useful. In many places, they are the law.
In the United States, the FCC makes captions a requirement for most television content, and the ADA requires “effective communication” for many public services and businesses. On the web, WCAG standards guide how captions should appear.
In the United Kingdom, Ofcom sets the rules for TV and on-demand video. Broadcasters can be penalised if subtitles are missing or poor quality. Across Europe, the AVMSD requires access services, and the new European Accessibility Act comes into force in June 2025. This act will make captioning even more important for businesses providing video content.
Canada, Australia, and other countries have similar rules. In Ontario, for example, the AODA points directly to WCAG for web and video captions. In Australia, the ACMA makes captions a duty for key broadcast hours and expects them to be accurate and clear.
The simple truth is this: if your video is public, educational, or part of government or broadcast work, captions are usually required. For the web, WCAG is the global benchmark.
What Makes Subtitles Work Well
Quality subtitles are easy to read and follow. They must be accurate so names and words are right. And they need to stay in sync with the sound so viewers are not distracted. They should cover all spoken words and important sounds. And they should be written in a way that feels natural and readable on screen.
How We Help You
Working with us means you do not have to guess which format you need. You tell us where your video will be used and who it is for. We then prepare the right files, whether that is SRT, VTT, SCC, EBU-STL, or something else. Our team uses AI tools where they help, but every file is checked by people for accuracy, timing, and readability.
We deliver files that are ready to upload, on time, and built to pass any regulatory checks. We can also create open captions, translations, or re-time files for shorter edits.
Why Clients Choose Us
We have the technical knowledge to match your video with the correct format. We understand the legal side, from FCC and ADA in the US to Ofcom in the UK, the EU Accessibility Act, AODA in Canada, and ACMA in Australia. Most of all, we care about quality.
Our goal is simple: to give you subtitles that meet the rules, work on your platform, and make your message clear to everyone.
Ready to Start?
If you are unsure which subtitle file to ask for, tell us your platform and your audience. We will guide you to the best choice and deliver files that are accurate, accessible, and compliant. Let’s make your video clear, legal, and loved.
We also provide transcription services, multilingual transcription services, translation services, live captioning services and note taking services.
