{"id":13864,"date":"2021-02-19T19:18:36","date_gmt":"2021-02-19T19:18:36","guid":{"rendered":"https:\/\/bunnystudio.com\/blog\/?p=13864"},"modified":"2025-10-08T12:44:03","modified_gmt":"2025-10-08T12:44:03","slug":"transcription-format-a-complete-guide-to-choosing-a-style-for-your-transcripts","status":"publish","type":"post","link":"https:\/\/bunnystudio.com\/blog\/transcription-format-a-complete-guide-to-choosing-a-style-for-your-transcripts\/","title":{"rendered":"Transcription Format: A Complete Guide to Choosing a Style for Your Transcripts"},"content":{"rendered":"

So you have a transcription project but have no idea where to start? Maybe the best point to begin is knowing the basics of transcription<\/a>. What will be expected at the end of your project? What is the best transcription format for the public?<\/p>\n

As you will notice, each transcript is different. For instance, an interview transcript looks different from a transcript for a podcast or conference. The expectation is that from the format you choose, a reader can tell the kind of audio file you were transcribing.<\/p>\n

The basic understanding of transcription is converting audio into text or convert video to written text<\/a>.<\/p>\n

Then why are we even talking about a format?<\/p>\n

To answer the question, see what makes a format best for a transcription project.<\/p>\n

What Makes the Best Transcription Format?<\/h2>\n

The format is important because the reader who ends up with your transcripts does not enjoy the benefit of listening to the audio file. As such, the information on the transcript should be easy to follow and extract.<\/p>\n

Thus, consider the following basic requirements for a transcription format to boost the quality of your transcripts.<\/p>\n

1.\u00a0\u00a0\u00a0\u00a0 Consistency<\/h3>\n

The transcripts should adopt a consistent format from the beginning to the end. Format changes will be confusing to readers and could lead to loss of information placed at another spot. For instance, a name used for one speaker during an interview should remain at the end. Another element is timestamping, whereby the duration is maintained.<\/p>\n

Some audio files feature varying content. For instance, an interview may form a part of research narration or presentation. Therefore, indicate the changes in your transcript such that the reader knows what to expect.<\/p>\n

The bottom line is a format that remains consistent and predictable to the end of the project. The reader will easily follow the content of your transcript.<\/p>\n

2.\u00a0\u00a0\u00a0\u00a0 Fit for the Purpose<\/h3>\n

Why are you preparing the transcripts? Are they to be used for a research paper? Will they help the client to add captions to a video? Are you creating a document for attachment to official files? Is it an article to be uploaded online as part of a digital marketing campaign?<\/p>\n

Each of these and many other scenarios demand a different type of transcript.<\/p>\n

Client instructions should indicate the purpose of transcription. This purpose determines whether you will have a verbatim transcription or have to edit the transcripts.<\/p>\n

At the end of the day, the transcripts should help the client to achieve his goals.<\/p>\n

3.\u00a0\u00a0\u00a0\u00a0 Client’s Preferences<\/h3>\n

Clients have different preferences based on the aim of ordering the transcription. In some cases, clients want a verbatim transcript that captures all details. In other instances, off-the-curve remarks and background noises are to be ignored.<\/p>\n

It is this preference that makes a transcript unique and satisfactory. In discussing the priorities, the transcriptionist guides the client on the best choices to make. In other cases, the client tweaks the idea a transcriptionist has to achieve a particular goal.<\/p>\n

When all is said and done, the transcript belongs to the client and must meet their desired standards.<\/p>\n

Basic Rules for Transcription Formatting<\/h2>\n

Transcription goes beyond converting audio files into text. Even before you write the first word, some rules should ring in your mind so that the transcripts you produce are acceptable.<\/p>\n

Remember that as a transcription specialist, your trade is different from many other writing specialties<\/a>. Again, these rules apply whether the client has provided express instructions or not.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Choose One Format<\/h3>\n

Each transcript is so unique that it will never call for a combination of formats. An interview transcript, for example, will never appear like a podcast or YouTube transcript.<\/p>\n

How do you know the format to choose?<\/p>\n

Well, review the instructions provided by the client. These instructions indicate the expectations at the end of your transcription project. Without clear instructions on the format, listen to the audio file to the end. It will give you an idea of the form to adapt.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 No Paraphrasing<\/h3>\n

Of course, unless the client wants you to paraphrase! Here is the point, transcription requires you to turn audio words into text. Paraphrasing means that you use other words to express the same idea.<\/p>\n

Paraphrasing is risky because you might choose a word that does not represent the idea of the person speaking in the audio file.<\/p>\n

Hence, stick to the words used by speakers in the audio files. You can only edit grammar or remove filler words on request.<\/p>\n

\"transcription<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Capture Time Stamps<\/h3>\n

It is a requirement in most transcription projects. In most projects, you must indicate what was said and the time within the audio file when it was told.<\/p>\n

Time stamping helps during review, editing, and captioning. If a person wants to follow dialogue or caption a particular section, he does not go through the entire audio file.<\/p>\n

From the timestamps, he will jump directly to the selection of interest.<\/p>\n

A Guide to Transcription Formatting<\/h2>\n

The term transcription formatting determines the eventual appearance of your transcripts. As discussed above, it depends on the audio file’s nature and the purpose for which transcription is happening.<\/p>\n

Here is a detailed guide to transcription formatting<\/a> that will apply to all transcription projects.<\/p>\n

a)\u00a0\u00a0\u00a0\u00a0 Style Requirements<\/h3>\n

The rules apply to primary as well as verbatim transcription.<\/p>\n