How to Prepare a Subtitle Project Brief

A clear brief means an accurate quotation, fewer questions and fewer revisions. Here's what to include.

What you have

• Videos: number of files and total duration.
• Text: do you have a transcript? Does it include timing? Is it complete?
• Existing subtitles: do you already have subtitle files that need fixing or converting?

What you need

• Service: formatting, synchronization, quality control, conversion — or "not sure, please advise".
• Format(s): SRT, WebVTT, or both.
• Destination: the player, platform or LMS the files are for. Some platforms have specific requirements.

Style rules

• Maximum characters per line and lines per cue
• Speaker labels: yes or no, and their format
• Treatment of filler words, sound descriptions and on-screen text
• A glossary of names and technical terms

Logistics

• Deadline — and whether it's firm.
• Naming conventions and folder structure.
• Delivery channel and any confidentiality requirements.
• Purchase order or internal reference for invoicing.

Template

Project:        Q4 compliance modules
Files:          8 videos, ~95 minutes total
Have:           Timed transcripts exported from recording platform
Need:           SRT + WebVTT, synchronized to final cuts
Destination:    Company LMS (accepts SRT and VTT)
Style:          42 chars/line, 2 lines max, no speaker labels
Deadline:       2026-11-20 (firm)
Naming:         compliance-2026-XX-title.en.srt
PO:             PO-48817

Ready? Request a quote — the form follows the same structure.