Subtitling and captioning: a guide for pros
What customers ask, how to win the job, and what to put on your profile.
Offering subtitling and captioning
Captioning clients need timed text that is accurate, readable and in the right file format for their platform. Show that you check your timing on the video itself, and that you explain the format and accessibility choices you make.
What customers ask
- What file format will you deliver, and will it work on my platform?
- How accurate will the captions be?
- Can you add subtitles in another language?
- Will you include sound notes?
- How do you time the lines so they can be read?
- How long will it take for a video of this length?
How to win the job
- On the first call, ask which platform the video is for, the languages needed and the deadline, then confirm the file format in writing.
- Ask for the video file and a note of any terms or names, and time a short section as a sample so the client can check it.
- Show the sample section with the line length and the timing noted, so the client sees the standard you work to.
- Put the video length, the languages, the sound notes and the file formats into the quote, so the client knows what is included.
- Explain in your first reply how you check the timing on the video, so the client knows the files have been tested.
- Agree in writing who approves translated wording before the files are delivered.
What to put on your profile
- Sample caption files and short timed clips, with the platform noted and permission where needed.
- Languages you subtitle in and the file formats you deliver.
- Your process: transcription, timing, translation, check on the video and delivery.
- The platforms and tools you work with.
Follow-up that helps the customer
- Offer to caption future videos in the same series, using the same names and terms list.
- Suggest a short style sheet for the client's captions, covering line length, sound notes and names.
- Offer to update captions when a video is edited or re-cut, so the files match the final cut.
Licenses and permits
Captioning and subtitling are not commonly licensed, so you usually do not need a license to offer them. Check with your state or local licensing agency for business registration, and keep a written agreement that names the languages, the file formats and the review step for translated wording.
Questions
How do I show I can time captions well?
Show a short clip with its caption file, and note the line length and the timing rules you used. Clients can play the sample and judge it directly.
Should I accept a video in a language I do not speak?
Only if you can work with a translator or reviewer who speaks it. Say how the review is done in the quote, so the client knows where the check happens.
How do I handle a client who wants captions after publishing?
Tell them the timing has to match the final video, so any edit after publishing means the files must be updated too. Agree the update process in writing.
Pro reviewers
Pros who offer subtitling and captioning remotely can improve this guide, like Wikipedia. We check every edit before it goes live. Every approved edit is credited in the edit history and on the pro's profile.
Edit history
- Oct 29, 2026: Drafted by infinibell to our content guidelines.
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