How to Prepare a Transcript for Synchronization

Synchronization aligns text with speech. The closer your transcript matches what is actually said in the final video, the faster and more accurate the result.

1. Use the final cut

Transcribe or check the transcript against the final, locked video. Text from an earlier edit will contain sections that no longer exist.

2. Match the spoken words

If the speaker went off-script, the transcript should reflect what was said, not the script. Decide in advance whether to keep filler words ("um", "you know"), false starts and repetitions — and apply that consistently.

3. Mark speakers

If there are several speakers, mark changes clearly:

JANE: Thanks for joining today's session.
OMAR: Happy to be here.

Tell us whether speaker labels should appear in the final subtitles.

4. Keep paragraphs natural

Don't pre-split into subtitle-sized lines unless you're following a specific style guide — segmentation is easier to do consistently during synchronization.

5. Flag inaudible sections

Mark unclear passages, e.g. [inaudible 00:12:40], rather than guessing.

6. Spell names and terms correctly

Include a short glossary of names, products and technical terms.

7. Save as plain text or .docx

UTF-8 .txt or a .docx document is ideal. Avoid PDFs exported from slide decks, which often scramble the reading order.