Subtitles, dubbing & localization / FIELD NOTES
Subtitle file handoff: a practical delivery checklist
Package the picture reference, language, timing basis, subtitle files and revision notes so the next person can verify the delivery.
What should accompany a finished subtitle file?
A subtitle attachment is only part of a handoff. The recipient needs to identify the picture version, language, review status and a way to test the result. Use this internal checklist alongside the receiving platform’s current specification.
Identify the picture version
Give the reference master a stable ID. Record its episode, filename, duration, frame rate and version. An edited picture requires a fresh timing check; renaming an old subtitle does not make it match.
- Record the master ID and version
- Identify intros, credits and inserted segments
- Include an accessible review reference
Label the purpose of each file
Distinguish translated subtitles, same-language accessibility captions and text-only translation tracks. Agree language labels, encoding and format before export, then test the import. YouTube requires UTF-8 for basic SRT files; other receivers may specify different requirements.
- Check the receiver’s specification
- Put episode, language and version in filenames
- Keep review and approved files distinct
Worked delivery example
For the fictional project Voyage, episode 3, picture V03, a filename could be YH_E03_master-v03_ja_sub-v02.srt. Add a manifest, glossary and change log. The manifest states “picture V03; Japanese translated subtitles; cue 42 name corrected.” This is an organizational example, not a client project.
- List each file and its purpose
- Record reviewer, date and open questions
- Move previous versions into an archive
Ask the recipient to test the package
Check the beginning, middle, ending and a dense dialogue passage in the actual player. Verify text, synchronization, wrapping and the final cue. Record player and file versions; report any defect with a cue number and time reference.
- Check for missing episodes and broken characters
- Confirm the current picture matches
- Confirm the last correction is present
Before you hand over the work
- Connect every subtitle to a picture version.
- Deliver instructions and revision history with the file.
- Validate by importing and playing the result.
Demonstration projects and examples illustrate working methods. Follow the receiving party’s specifications and the scope agreed for your project.