What an accessibility statement is
An accessibility statement is a page or section where an organization describes how accessible its content is, what it has done to improve it, and what a person can do if something does not work for them. It is usually public and linked from the footer or help area of a website, app or service.
For video and audio, the statement is where a visitor learns whether captions exist, whether they can be turned on, and whether other features are offered. A short, accurate statement saves viewers the effort of finding out the hard way.
Why subtitle information belongs in it
Viewers who rely on text cannot tell from the outside whether a video has captions, whether they are accurate, or whether live events will be captioned. People who are deaf or hard of hearing, in particular, often plan around this. Stating plainly what is available lets them choose and prepare, and it signals that the organization has thought about them.
Some places have rules or guidance that expect an organization to publish a statement of this kind, especially in the public sector. These requirements differ by location and change over time, so check with the relevant authority or a qualified professional rather than relying on a general article.
What to include about subtitles and captions
A useful statement is specific. Consider covering:
- Which content has text. Say whether all videos, only newer videos or only certain categories have captions or subtitles. If the answer is “most”, say so honestly rather than “all”.
- What kind of text is provided. Explain whether captions include non-speech sounds, and whether text is offered in more than one language.
- How to turn it on. A sentence on where the control is, and how to adjust the way text looks, helps viewers who have not used it before.
- How the text is produced. It is reasonable to say whether text is written or checked by people, or generated automatically and not reviewed. Automated output can contain mistakes, so being open about this sets realistic expectations.
- Live content. State whether live events are captioned, and how far ahead a person can ask for a particular arrangement.
- Related features. If audio description for blind viewers or a written transcript is available, mention it.
Be honest about gaps
An accessibility statement is not a promise of perfection. Few organizations have every item fully covered. The most trustworthy statements acknowledge known gaps and say what is planned, without inventing dates they may not meet.
Avoid claims such as “fully accessible” or “complies with all requirements” unless the organization has the evidence and the qualified review to support them. Strong claims that turn out to be wrong damage trust more than a modest, accurate account would have.
Give people a way to respond
Every statement should explain how a person can report a problem or request an alternative: a contact address or form, and ideally an indication of how long a reply usually takes. Make sure the contact method is itself accessible. A phone-only option is a poor choice for someone who cannot hear well.
It also helps to commit to using the feedback. When viewers report a missing caption file or a badly timed video, the organization can fix the item and update the statement.
Keep it short, plain and current
- Use everyday words. Avoid jargon about file types or standards unless it helps the reader.
- Put the most useful facts near the top, such as whether captions are available and how to turn them on.
- Add the date the statement was last reviewed. An undated statement may be out of date without anyone noticing.
- Revisit it when the service changes, for example after a new video player or a new set of content is added.
- Write it in the same language or languages the audience uses.
Statements and daily practice
A statement should reflect what actually happens. If it says all videos are captioned but new uploads regularly go out without text, it will quickly stop being accurate. Linking the statement to a routine, such as a check before publishing, keeps the two aligned. Planning for accessible production from the beginning makes this easier, as does a simple quality checklist that includes captions.
A short example of wording
The following is a hypothetical illustration of tone, not a template to copy as it stands: “Most of our videos include captions, which you can switch on from the player controls. Captions on older videos are produced automatically and may contain errors. We do not yet caption every live session. If you need a particular video captioned, contact us and we will tell you what we can do and when.”
Notice what it does: it states what exists, admits limits, and gives a next step. That is most of what an access statement needs to do.