Put accessibility in the statement of work

When accessibility appears only in the final quality check, the agency inherits avoidable rework. Define the required media features before scripting, filming, or editing. The W3C recommends including accessibility requirements in project requirements, requests for proposals, and contracts. Its audio and video planning guidance also separates the needs of prerecorded video, live video, audio-only media, and video-only media.

For each deliverable, record the target standard, publishing platform, languages, review owner, and accepted file formats. Do not promise that a caption file alone makes a video accessible.

Agency video accessibility checklist

  1. Identify meaningful audio. Plan accurate captions for dialogue, speaker changes, music, and sounds that carry meaning.
  2. Identify meaningful visuals. Plan audio description for actions, names, graphics, demonstrations, and intentional on-screen text that the soundtrack does not communicate.
  3. Choose the description method. Use integrated description during production, standard AD in natural gaps, or extended AD when essential information needs a pause.
  4. Prepare the right files. Confirm whether the client needs a described MP4, mixed audio, narration-only audio, captions, or a descriptive transcript.
  5. Check the player. AD and caption controls must be discoverable, keyboard operable, clearly labelled, and usable at mobile sizes.
  6. Review with the original. Captions must follow actual speech. AD must add missing visual meaning without needlessly repeating or covering dialogue.
  7. Document the handoff. State what was tested, which files were supplied, and which publishing tasks remain with the client.

Ask for the source assets early

Request the highest-quality final video, an accurate script if one exists, the correct spelling of names, brand pronunciations, approved translations, and any existing caption file. Ask the client to identify legal disclaimers, prices, phone numbers, safety warnings, and calls to action that must be communicated exactly.

Avoid using a low-resolution social export as the master. Compression can make names and small on-screen text harder to verify, while poor audio can reduce caption accuracy.

Build two separate review passes

Caption review and audio-description review are different jobs. Caption reviewers compare text with speech and meaningful sound. AD reviewers compare narration with the picture and ask what a listener still cannot know. Combining both into one rushed review makes timing errors and missed visual information more likely.

For repeat clients, keep a pronunciation list and a delivery template. This reduces revision time without hiding the need for a human check.

Package accessibility as an agency service

Offer accessibility as a scoped line item on every relevant proposal. Price the work by source-video minutes, language count, turnaround, and review level. A predictable workflow lets an agency protect its margin while giving the client a concrete deliverable.

VoxDescribe creates editable AD and caption outputs from one upload. Agencies can review the timing and wording before downloading the final files.