Captioning Services
Precise Captions. Enhanced Accessibility.
Professional Captioning for All Your Video Content
Our captioning service supports businesses, media producers, educators, marketing teams, healthcare providers, and government agencies. We deliver precise, expertly timed captions for webinars, corporate videos, training sessions, promotional content, and educational materials. With our caption files and flexible turnaround options, we ensure your content is accessible, engaging, and compliant.
↓ Explore our captioning use cases
Why Choose Us?
Trusted worldwide, we deliver accurate, reliable captions through our hybrid service. Alongside strict confidentiality and rapid turnaround times, our expert team ensures high-quality, precisely timed captions, available in SRT and VTT format. Every captioning order includes a free intelligent verbatim transcript, tailored to your content and needs.
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Captioning Quote Form
Video Captioning
Frequently Asked Questions
1. General Questions
How long will it take to receive my captioning quotation?
We aim to respond within 1 hour during UK business hours. If your request is received outside of business hours, we will respond by the next business day. If you do not receive a response within the expected timeframe, contact us. Please check your Junk or Spam email folder.
Do I need to create an account to request a quotation?
No, there is no need to create an account. Simply complete and submit the form.
What if I am unsure which content type to select?
If your content does not clearly fit into any category, select “Other” and provide additional details in the notes section.
2. Pricing & Discounts
How is the cost of captioning calculated?
Pricing is based on the turnaround time selected, total duration of your video files (calculated on a per minute rate) and any additional services requested.
Do volume discounts apply if I submit multiple videos over time?
Volume discounts apply only to videos submitted within three months from the date of your first upload. If you plan to upload files in stages, please let us know, and we will confirm whether the discount applies.
3. Payment Options
What are my options for payment?
Credit Card, Debit Card, Bank Transfer (BACS, EFT, Wire Transfer) or PayPal account.
- Prepaid Clients: Pre-payment is required for one-off jobs before transcription begins.
- Post-Paid Clients: Our regular clients receive an invoice for payment of completed work. Should you require our services on an ongoing basis please contact our Operations Team (operations@waywithwords.net) to discuss setting up this payment option.
- Note: If your organisation/institution works with Purchase Orders (PO) authorising you to make use of our services, we will require a copy of the PO to be submitted to us as soon as possible. Please present our quotation to your Finance/Procurement department to raise the PO.
What are the invoice payment terms?
- Our payment terms are payment on presentation of invoice.
- Please let us know of any invoice queries, in writing, within seven days of receiving the invoice.
What is a Purchase Order (PO)?
A Purchase Order (PO) is an official document issued by a university, institution, or organisation authorising a purchase. It typically contains:
- The name of the institution
- The services being requested (e.g., transcription services)
- The agreed price
- The contact details of the person responsible for payment
- An official PO number for reference
If your institution requires a PO to process payments, please contact your finance or procurement department. Once issued, the PO number can be provided in the quotation request to ensure smooth invoicing and payment processing.
4. Turnaround Times & Delivery
How do I choose the right turnaround time?
The price per minute rate decreases as the turnaround time increases. If you are working within a budget, selecting a longer turnaround time will give you a more cost-effective rate.
If you are unsure which turnaround time to choose, you can select multiple turnaround options when completing the form. This will allow you to compare pricing and choose the best option based on your timeline and budget. Turnaround times exclude weekends and public holidays.
Can I request an urgent captioning service faster than the Express option?
If you require a turnaround faster than Express, please contact us directly, and we will assess whether we can accommodate your request.
How will I receive my completed caption files?
Clients will be required to log into their secure account to access and download their completed caption files. This ensures data protection and confidentiality.
We do not send caption files via email as email is not a secure method of transmission. However, if a client explicitly requests caption delivery via email, they must confirm in writing that they accept the risks associated with email transmission and agree to the necessary conditions.
5. File Upload & Handling
Is there a file size limit for uploads?
Yes, the maximum file size per upload is 8GB. There is no limit to the number of files you can upload, but we suggest no more than 20 files per batch to ensure efficient processing.
What file formats do you accept for captioning?
We accept the following video file formats: .mp4, .mov, .avi, .m4v, .mpg, .mpe, .wmv, .3gp If your file format is not listed, please contact us before submitting your files.
Can I upload multiple videos in one request?
Yes. If you are submitting multiple recordings, please specify details in the “Project Logistics” section.
What if my files are not ready yet?
You can still submit your quotation request and include an estimated upload date in the form.
What caption formats do you provide?
We offer captions in the following formats:
- SRT (SubRip Subtitle Format) – Standard caption format for most platforms.
- VTT (WebVTT Format) – Used for web-based video players.
Both SRT and VTT formats are included at no extra cost.
Do I receive a transcript with my caption files?
Yes, a completed transcript in standard format (Intelligent Verbatim, two timestamps per page) is provided free of charge alongside your caption files.
Can I request additional time stamping or speaker identification with my FREE transcript?
We provide two timestamps per page in the transcript at no additional cost.
If you require:
- Timestamps for every speaker change, or
- Timestamps every 30 seconds,
These options are available for a small additional surcharge. Any surcharge will be automatically included in your quotation and shown as a separate line item for full transparency.
Do you embed captions in videos?
No. We provide SRT or VTT caption files, which can be uploaded to your platform of choice with the related video, where captions are embedded at the point of upload.
7. Security & Confidentiality
How do you ensure my files are secure?
We follow strict data security protocols to protect your recordings and caption files.
- All user accounts are unique, and password protected to ensure secure access.
- Access to recordings, transcripts, and captions is strictly limited to our in-house team and relevant contractors, all of whom comply with confidentiality agreements.
- All data is removed from our platform within 60 days unless a custom data retention period is requested.
Comprehensive information regarding data security, privacy, and compliance can be found in our Terms of Service, Privacy Policy, and Data Processing Addendum on our legal page.
Can I request a Confidentiality Agreement or NDA
Yes, you may select the Confidentiality Agreement or NDA option in the form if required.
Who has access to my recordings?
Only authorised professionals working on your files will have access to your videos.
How long do you store my files?
Files are automatically deleted after 60 days, unless you have made arrangements for shorter or extended data retention periods.
8. Additional Information & Support
What happens after I submit my quotation request?
We will review your request and send a detailed quotation via email. If we require any further information, we will get in touch.
How can I contact you for further queries?
If you have additional questions, please reply to the confirmation email or contact us via operations@waywithwords.net.
Way With Words
99%+ accurate and perfectly synchronised captions
We provide a professional and highly accurate video captioning service, ensuring captions are perfectly synchronised with your content. Our expert captioning team delivers captions tailored specifically for corporate training videos, engaging webinars, impactful promotional material, academic lectures, films and television programmes.
Trusted globally, our captioning services support corporate training departments, educational institutions, marketing teams, universities, and individual content creators seeking enhanced accessibility and viewer engagement. With our precise captions, clients benefit from increased audience reach, improved video searchability, and compliance with accessibility regulations and standards.
Every captioning service project receives careful attention to detail, with human captioners ensuring accuracy, clarity, and perfect timing.We offer widely-used caption files in SRT and VTT format, providing seamless integration with your video platform. Additionally, each captioning order includes a complimentary intelligent verbatim transcript, adding further value and versatility to your content.
Captioning Use Cases
Our captioning service helps businesses, educational institutions, and media producers deliver clear, accessible video content. Common captioning uses include corporate training videos, webinars, educational lectures, online marketing videos, and multimedia presentations.
Our professionally produced captions ensure enhanced audience engagement, improved video SEO, and compliance with accessibility standards such as GDPR. With accurate, expertly timed subtitles available in standard formats: SRT and VTT, our captioning services provide maximum reach, clarity, and viewer retention. Boost your content’s accessibility, increase visibility in search results, and enrich viewer experiences with our expertly crafted video captions.
Captioning for Education
Our clients include prestigious academic institutions, leading universities, and innovative online teaching schools. We offer tailored solutions for e-learning platforms, online university courses, and digital education environments.
Our services encompass academic webcasts, recorded lectures, and diverse educational video content, ensuring precise transcription and captioning for enhanced accessibility and engagement. This allows students to review and reinforce learning at their convenience, improving academic outcomes.
We help academic institutions comply with accessibility standards, ensuring their digital resources are inclusive and optimised for student success. Our meticulous approach maximises reach, engagement, and the overall effectiveness of educational content.
With a proven track record, we empower universities and online schools to deliver accessible, impactful learning experiences,
positioning them at the forefront of digital education innovation.
Captioning for Corporate Training
Our clients include training and human resources departments within various companies, organisations, and corporate entities. We offer specialised captioning solutions tailored for staff development and internal e-learning platforms, enhancing corporate education and communication.
Our services support online company guides, skills enhancement programmes, and diverse corporate communications and training materials. By providing accurate captions, we ensure content is accessible, inclusive, and engaging for all employees. This facilitates effective learning, boosts staff engagement, and reinforces training outcomes.
We help businesses adhere to accessibility standards, ensuring training resources and communications are clear and accessible to employees of all abilities. Our meticulous attention to detail maximises employee comprehension and the overall effectiveness of training initiatives.
With our reliable expertise, we empower organisations to deliver impactful corporate training experiences, positioning them at the
forefront of workplace learning and staff development.
Captioning for Language Schools
Our clients include online English language platforms, specialist language schools, and teaching institutions with dedicated language departments. We offer tailored captioning services specifically designed to support language teaching through audio and text-based content.
Our captioning solutions enhance language learning by facilitating online repetition, reading exercises, and improving language comprehension. Accurate and clear captions enable students to effectively associate spoken words with written text, strengthening their listening and reading skills.
We support language schools in meeting educational accessibility standards, ensuring that learning materials are inclusive and beneficial for all students, regardless of their language proficiency or learning style. Our attention to detail ensures maximum clarity, comprehension, and educational impact.
Through our specialised captioning services, language schools and online platforms can deliver engaging, accessible, and
effective language learning experiences, placing them at the forefront of language education and innovation.
Open Captioning Services
At Way With Words, we offer professional open captioning services designed to enhance accessibility and viewer engagement across various media platforms. Unlike closed captions, open captions are ideal for platforms where captions can’t be toggled on or off, such as social media posts, promotional videos, and live event broadcasts.
Our professional video captioning services ensure that your open captions are accurate, timed correctly, and stylistically consistent with your brand. With our accurate captioning solutions, your content can effectively reach diverse and global audiences, breaking accessibility barriers by enhancing inclusivity.
Why Choose Open Captioning?
- Enhanced Accessibility: Open captions ensure your content is accessible at all times, making them ideal for environments where viewers watch videos silently, such as public transport or office settings.
- Improved Engagement: Viewers are more likely to engage with videos that feature clear, easy-to-follow captions, increasing overall audience retention.
- Social Media Optimisation: Videos with open captions perform better on platforms like Facebook, Instagram, LinkedIn and Twitter, capturing attention even when muted.
The Growth of Captioning and Importance of Quality Control
The demand for captioning services has grown significantly due to increased digital media consumption and heightened awareness of accessibility standards. However, as captioning technology advances, ensuring the accuracy and quality of captions remains crucial. Although Artificial Intelligence (AI) captioning tools have become popular due to their speed and efficiency, the accuracy of AI-generated captions can vary considerably.
Quality control through human captioners and proofreaders is essential to ensure captions truly reflect spoken content. Professional human captioners offer expertise in accurately capturing nuances, technical terminology, and context, which AI alone might miss. This human touch ensures captions are both precise and contextually correct, making content accessible and understandable to all viewers.