A buyer’s perspective
Many projects involve an outside provider at some point, whether a freelancer, a small agency or a large service. This article does not recommend or name any provider. It offers general questions that a buyer can ask any of them, and explains why each matters. Good providers are usually glad to answer clearly; vague answers are themselves information.
The decision to buy in at all is a separate matter, covered in the discussion of in-house or outsourced work.
Before you ask: know what you need
Questions are easier to answer, and quotes easier to compare, when you can describe the job. Have ready the number and length of videos, the source and target languages, whether you need same-language captions or translation, the formats and places of use, the deadline and your review process. Good source preparation, including a name list and notes, will also reduce back-and-forth.
Questions about the people
- Who does the work: employees, freelancers, or a mix? Are the translators working into their first language?
- Do they have experience with your subject, such as medical, technical or educational content?
- Will a second person check the work, and do they read the target language?
- Is the same person or team used on repeat projects, so terms stay consistent?
Subtitling is a skilled craft, so experience with your kind of material matters. Be cautious about promises that sound too broad, such as covering every language and subject at any speed.
Questions about the process
- What are the steps from receiving my files to delivery?
- Do you work from a script, the audio, or both, and how do you handle differences?
- Do you use automated tools for first drafts, and if so, how are they checked and corrected? Automated output should never be presented as finished without human review.
- How do you handle questions, and who is my contact?
- Can you work with my glossary and style guidelines, or supply your own?
- How do you keep terminology and style consistent across videos and languages?
You are not asking them to reveal trade secrets, only to describe their approach in plain terms. A provider who cannot explain their process may find it hard to manage yours.
Questions about quality and review
- What standards or guidelines do you follow for line length, reading speed and timing?
- How do you check your own work before delivery? Is there a written checklist?
- Will I be able to review and comment before the files are final?
- How many rounds of corrections are included, and what happens after that?
- If I find errors after delivery, how are they handled, and within what period?
For medical, legal or safety-related material, ask about review by a person with suitable subject knowledge, and plan your own qualified human reviewer on your side, too. Responsibility for the published result stays with you.
Questions about formats and delivery
- Which file formats and versions can you supply?
- Can you deliver separate files for each language, correctly labeled?
- Can you produce burned-in versions if I need them?
- Do you check character encoding and test the files in a player?
- What frame rate or timecode conventions do you assume, and what do you need from me?
Asking early avoids discovering at the end that a file does not load on your platform.
Questions about schedule
- What turnaround do you expect for my job, and what does it include?
- What affects it, and what could slow it down?
- What happens if my video changes after you have started?
- Is there a rush option, and what review still takes place if I choose it?
Remember that the time a job takes depends on audio quality, speech density, languages and review. A provider who gives a firm date without asking about your material may be guessing.
Questions about privacy and rights
- Who will see my files, and where are they stored?
- Are confidentiality terms available in writing?
- Are any automated tools used that might send my material to third parties?
- What happens to my files and the finished subtitles afterward? Who owns the work?
- Can you delete my material at the end of the project if I ask?
These matter most for unreleased, personal or confidential recordings. If your content is sensitive, discuss these points before sending anything.
Questions about price
- What exactly does the price cover: transcription, translation, timing, review, formats, corrections?
- Is it charged by minute of video, by word, per language or by project?
- What costs extra, such as rush work, difficult audio or additional revisions?
- Are there minimum charges?
Compare like with like. Two quotes that look different may be pricing different scopes.
Try before you commit
A short paid sample or pilot job shows how the provider communicates, handles your terms, and meets your style rules, and it costs far less than discovering problems on a large order. Have someone who reads the target language assess the sample, rather than judging on appearance.
Keep your side organized
Provide clear briefs, answer questions promptly, give consolidated feedback rather than piecemeal changes, and keep your own approved versions under sensible version control. Agree in writing what was ordered, what was delivered and what was approved. Good records protect both sides.
Requirements that apply to your content, for example accessibility rules for public bodies, vary by country and change over time. A provider can describe what they deliver, but you should consult the relevant authority or a qualified professional about what applies to you.