PDF download Download Article
Learn how to format & type interview transcripts
PDF download Download Article

Transcripts are written or typed records of any proceedings. Transcripts are used to record court proceedings, business meetings, and even as records of radio, film and television programs. To write your own transcript of any of the above, you must be extremely attentive and be able to write and type quickly, as transcripts are an exact record of the spoken word.

Quick Steps

  1. Listen through the recording once to get familiar with it.
  2. Format your document with the title, date of the interview, and page numbers.
  3. Start a new paragraph when someone new speaks.
  4. Use “[sic]” to identify grammar errors and “(inaudible)” if you can’t hear a word.
  5. Type out nonverbal communication in the transcript, like “[sighs]” or “[laughs].”
Method 1
Method 1 of 2:

Writing the Transcript

PDF download Download Article
  1. Transcribing will probably take you longer than you imagined. On average, it takes 4 to 6 hours to transcribe one hour of a recorded proceeding. The time will vary based on your typing skills as well.[1] It may also take longer to transcribe if there are multiple voices on the recording or you are an inexperienced transcriber.
    • Do not wait until the last minute to transcribe something.
  2. Listen to the recording once through before you begin transcribing. This can refresh your memory about the content of the recording, understand the flow of the conversation, and identify all of the voices on the recording. You can also compare the recording to the notes that you previously took.
    Advertisement
  3. Audio can be slowed down, stopped, and paused so that you can better understand the recording. Consider purchasing a foot pedal which will allow you to stop and start the recording with your feet. This will free up your hands and make the transcribing process quicker.[2]
  4. Your transcript should include page numbers, a title, and the date. It's also a good idea to include an abbreviated version of the title and date in a header or footer on the page.[3] You also need to identify the different voices on the recording. You can use the first letter of each person's name or a nickname.
    • A new paragraph should be started when there is a new voice, a new topic is introduced, or when someone is quoting what someone else has said.[4]
    • Your transcript should not be one long block of text.
  5. Transcriptions should be exactly the same as the recording. Do not add any words and do not omit any words with the exception of "ums" and "uhs."[5] Do not correct grammatical errors in your transcript either.
    • "[sic]" is used to denote a grammatical error in the transcript. If someone says, "They is not ready." You would type "They is [sic] not ready." instead of correcting the grammar in the sentence.
    • If a word is inaudible, type "(inaudible)" or use a symbol (e.g. *, ***) to denote that a word is missing. Also, add the time in the recording where the inaudible word is. This can help you when you go back to try to figure out what was said.
  6. Conversations are filled with more than words. People often laugh, sigh, etc. during conversations. If someone laughs after they say something, put "[laughing]" after what he or she said. For example, "My dog is so funny. [laughing]" is appropriate.
    • Never add your interpretation to nonverbal communication. For example, "[sighing with relief]" is incorrect. Simply typing, "[sighing]" is appropriate.
  7. Conversations have ebbs and flows. Your transcript should reflect this. If someone pauses after he or she has said something, include this in your transcript using either ellipses or the word "pause." For example, "My mother has been sick...it's been so hard on me." or "My mother has been sick [pause] it's been so hard on me."
    • Whatever method you use, be consistent.
  8. Use a dictionary or spell check on a computer to make sure everything has been spelled correctly. However, be sure not to edit the transcript for other errors, such as improper word usage or grammar. The transcript should reflect the exact language used in the proceeding.
    • Re-write your transcript if necessary, to adhere to any form or format deemed necessary.
    • This is also a good time to check for correct punctuation as well.
  9. This process is done to ensure that you transcribed correctly and can help you fill in any of the inaudible words. Again, your transcript should reflect the recording verbatim.[6]
  10. Advertisement
Method 2
Method 2 of 2:

Preparing to Transcribe

PDF download Download Article
  1. While you may be listening attentively, it is still possible for you to miss or even misunderstand words or sentences. Having an audio recording will make the transcribing process much easier. The type of device you use will depend on your budget and your recording needs.[7] If you can afford to, it is better to buy a digital recorder instead of using a smartphone due to poorer sound quality.[8]
    • If you have an iPhone or an iPod touch, you can record using the Voice Memo app.
    • For Android users, download the Smart Voice Recorder app or the Easy Voice Recorder app. Both of these apps are free.[9]
    • A good quality digital recorder can be purchased for $100 or less.[10]
  2. Make sure that you are sitting in a comfortable position and have everything you need for note taking. This may include a computer, paper, pens, and pencils.
    • Developing your own shorthand will allow you to shorten words or even summarize phrases without losing their exact wording or meaning.
  3. This is a crucial component of any transcription. The recording device should be positioned as close possible to the voices you are trying to capture. If possible, try to do a test recording in the same room. You should also have a second recording device in case something happens. Although, this is not always possible.
    • If your recorder is battery operated, make sure that it is fully charged and ready to go. Also, bring an extra set of batteries.
    • If you are using a smartphone, make sure that the phone is adequately charged and be prepared to recharge your phone if you need to.
  4. Although you are recording the proceeding, it is important that you remain focused an attentive. Take notes on what is being discussed, body language of the people talking, and any thoughts or reactions you have to what is being said. These notes will help provide context when you are transcribing the document.
    • Write down everyone who is speaking and any characteristics of these people as well.
  5. Digital recorders come equipped with software that will allow you to upload the recording to your computer. If you are using a smartphone, you will need a USB cable to transfer the recording to your computer.[11]
    • Recordings done on Apple devices can be downloaded to your computer using iTunes. When given the option to sync music, select "Include Voice Memos."
    • Apple users can also purchase DropVox for $2. This app will automatically upload your voice recordings, and you will not need a USB cable.[12]
  6. Advertisement

Community Q&A

Search
Add New Question
  • Question
    If the speaker that I am currently transcribing is quoting what someone else has said, would I put this in quotation marks?
    Community Answer
    Community Answer
    Yes, unless the reported speech has been paraphrased. For example, She said, "Could you loan me some salt?"(quoted) and, She asked me to loan her some salt (paraphrased).
Ask a Question
200 characters left
Include your email address to get a message when this question is answered.
Submit
Advertisement

Tips

  • Refrain from eating, drinking, or using the restroom during transcription, as you may miss something crucial.


Submit a Tip
All tip submissions are carefully reviewed before being published
Name
Please provide your name and last initial
Thanks for submitting a tip for review!
Advertisement

About This Article

Gerald Posner
Reviewed by:
Author & Journalist
This article was reviewed by Gerald Posner. Gerald Posner is an Author & Journalist based in Miami, Florida. With over 35 years of experience, he specializes in investigative journalism, nonfiction books, and editorials. He holds a law degree from UC College of the Law, San Francisco, and a BA in Political Science from the University of California-Berkeley. He’s the author of thirteen books, including several New York Times bestsellers, the winner of the Florida Book Award for General Nonfiction, and has been a finalist for the Pulitzer Prize in History. He was also shortlisted for the Best Business Book of 2020 by the Society for Advancing Business Editing and Writing. This article has been viewed 298,268 times.
54 votes - 97%
Co-authors: 24
Updated: March 19, 2024
Views: 298,268
Article SummaryX

Before writing a transcript, start by listening to the recording once through to help you understand the content and identify different voices. As you listen to the recording a second time, write down what you hear and start a new paragraph each time there is a new voice or a new topic is introduced. Then, copy the words exactly and make note of nonverbal communication, like sighs or laughter, by putting a description of it in brackets. When you’re done, listen to the recording again while reading through your transcript to check for errors. For tips on how to format your finished transcription, read on!

Did this summary help you?

Thanks to all authors for creating a page that has been read 298,268 times.

Reader Success Stories

  • Niza Mohamad

    Niza Mohamad

    Nov 24, 2017

    "I am planning to do qualitative research, and I have zero knowledge of transcribing. Reading something in plain and..." more
    Rated this article:
Share your story

Did this article help you?

Advertisement