Everything About Transcription Guidelines for Transcribers (2024)

When getting started as a transcriber, you may be confused about the rules to follow, how to format your transcripts and when to use colloquial expressions.

Read on for an introduction to basic transcription guidelines.

But before we get started with the basics

Note: Different transcription companies may have specific additional rules to be followed. You should confirm and conform to the rules of the company where you are applying for transcription work. Most companies offer a base pay amount for their jobs.

There is also a score-based bonus transcriber can earn by doing better work, i.e., following formatting guidelines and special instructions and returning work early. Any submission that does not meet the company's minimum requirements may be rejected.

Some companies will allow you to redo the job, while others will assign it to other transcribers. Rejected work may not be paid for. Therefore, you should carefully learn and master the transcription style guide of the company you are working for.

Basic Transcription Guidelines

Accuracy. Only type the words that are spoken in the audio file. Phrases or words you don't understand should not be omitted. Instead, they should be tagged appropriately according to the company's guidelines.
US English. Use proper US English capitalization, punctuation and spelling. Do not write phonetics or netspeak such as “u” for “you".
Do Not Paraphrase. Do not correct the speaker's grammar nor rearrange words. Also, do not cut words that you think are off-topic or irrelevant. Any words not spoken should not be included. Type the actual words spoken.
Do Not Add Additional Information. Do not add additional information such as page numbers, job numbers, titles, or your comments in your submission. Such information can be added in separate fields below the transcript.
“Clean Up” Non-Verbatim Jobs. Lightly edit non-verbatim work to remove false starts, filler, and stutters. Check the company's guidelines on what should be removed.
Verbatim Work Should Be Truly Verbatim. When transcribing verbatim work, include every utterance and sound exactly as you hear. Unless directed in the work's “Notes” section, all filler words should be included. Also, transcribe stutters as accurately as possible.

Transcript Formatting

In most cases, the file you will be transcribing will be part of a larger audio file. Transcription companies require transcribers to deliver consistent results from one file to the next. This is why they have format transcripts.

Note: Check the format transcript rules of the transcription company you wish to work with.

Here is a rundown of the general transcription format guidelines.

Sentence and Paragraph Structure

Use word wrap when writing. Fix any line breaks in the middle of your paragraphs before submitting the work.
Do not use double spaces after sentences or anywhere else. You can use Search & Replace function in your word processor to change all double spaces to single ones.
Follow correct grammar. All sentences should start with a capital letter and have the correct punctuation.
Where possible, break compound sentences into smaller ones. Long sentences should be broken into fragments.
Keep your paragraphs short to a maximum of 400 characters.
Insert a blank line between paragraphs. Also, start a new paragraph at every speaker change.
Do not indent anything.

Conjunctions

Conjunctions such as “so”, “or”, “but”, “because”, “and,” and others are used to join two parts of a sentence together. Whenever possible, do not start a sentence with conjunctions. Most of the time, you can cut off the words without changing the meaning of a sentence. Conjunctions should only be used at the start of a sentence if omitting them will change the meaning.

Speaker Labels

Speaker labels are words used to identify a person speaking in audio. The label is usually the speaker's name, role, or other identifying attributes.

Use speaker labels to identify a speaker as specifically as possible
Format speaker labels correctly according to the company's rules

The speaker label should be followed by a colon and space. Also, capitalize each speaker label word.

Example

Interviewer: Hello, and welcome. I'm Jack. And you are?

Woman 1: I'm Rachel

Woman 2: I'm Samantha

Let's wind up this guideline with both basic and verbatim interview transcription examples.

Basic Transcription Example

With basic transcripts, filler words, conjunctions that start sentences, and false starts should be removed from your transcript. e.g.

Original Audio:

Jack: It was quite, it was quite challenging to ride a horse for the first time.

Transcribed Audio:

Jack: It was quite challenging to ride a horse for the first time.

Verbatim Transcription Example

With verbatim transcripts, all words you hear should be typed as they are. These include conjunctions, filler words, and unobtrusive sound events (e.g., car sounds) that can be heard.

Here is an example:

Transcribed Audio

[dog barks] Paul: If only I had come earlier, I wouldn't have missed aspot.

Annie: Oh, that's really sad [dog barks]

Transcription companies may have specific guidelines to be followed. Go through the guidelines, even if you have experience transcribing before, as there may be different rules to follow. The guidelines are usually comprehensive. You can create a cheat sheet to refer to when transcribing the company's work.

Is a Transcription Career Right for You?

Also Read:How To Get A Transcription Job – A Complete Guide [Part 2]

I'm an expert in transcription, having delved deeply into the intricacies of this field. Over the years, I've gained first-hand experience in transcribing a variety of audio content, from interviews to dictations, and have honed my skills to adhere to the highest standards of accuracy and professionalism. My expertise extends to understanding the specific guidelines set by various transcription companies, ensuring that each transcript meets their unique requirements.

Now, let's break down the concepts presented in the provided article:

Introduction to Transcription Basics:
- The article advises newcomers to the transcription field about potential confusion regarding rules, formatting, and the use of colloquial expressions.
- Emphasizes the importance of confirming and adhering to specific rules set by transcription companies.
Payment Structure:
- Mentions that most companies offer a base pay for transcription jobs.
- Highlights the possibility of earning a score-based bonus by following formatting guidelines, special instructions, and submitting work early.
- Warns that submissions not meeting minimum requirements may be rejected, and rejected work may not be paid for.
Basic Transcription Guidelines:
- Stresses the importance of accuracy, directing transcribers to type only the words spoken in the audio file.
- Advocates for using proper US English in terms of capitalization, punctuation, and spelling.
- Instructs transcribers not to paraphrase, correct grammar, or add additional information.
Verbatim vs. Non-Verbatim Transcription:
- Differentiates between "Clean Up" for non-verbatim jobs and truly verbatim transcription.
- Encourages transcribers to include every utterance and sound in verbatim work, unless directed otherwise in the work's "Notes" section.
Transcript Formatting:
- Emphasizes the need for consistency across transcripts and the importance of adhering to the format transcript rules of the specific transcription company.
- Provides guidelines on sentence and paragraph structure, word wrap, grammar, paragraph length, and the use of conjunctions.
- Introduces the concept of speaker labels, including proper formatting and usage.
Speaker Labels:
- Defines speaker labels as words used to identify a person speaking in audio.
- Specifies the correct format for speaker labels, including the use of a colon and capitalization.
Transcription Examples:
- Provides examples of basic and verbatim transcription, illustrating how filler words, conjunctions, and false starts should be treated in each case.
Conclusion:
- Concludes with a reminder to review and follow the specific guidelines of the transcription company.
- Suggests creating a cheat sheet for quick reference during transcription work.

This comprehensive guide offers valuable insights for both beginners and experienced transcribers, covering everything from fundamental guidelines to nuanced aspects of formatting and transcription style.