How to Write a Transcript: Step by Step Guide with Tricks and Tips 2024

How to Write a Transcript: A Step-By-Step Guide

Transcribing audio or video files is important for researchers, marketers, managers, students, and many others who need a written record of spoken content. Accurate transcripts help with research, planning, accessibility, and communication. While hiring a professional transcriptionist is one option, learning to create your own transcripts can save money and improve your attention to detail.

Here’s a step-by-step guide on how to write a transcript, with practical tips to make the process easier and ensure the highest level of accuracy and quality.

Step 1: Gather Your Transcription Tools

Having the right tools can make transcription much easier. You don’t need all the latest gadgets, but a few key items will help you work faster and avoid errors.

Essential Equipment for Transcription

• Noise-canceling headphones: These headphones block out background noise so you can focus on the audio. Look for over-the-ear models with soft padding and a frequency response of at least 15 Hz to 2 kHz for clear voice reproduction (SoundGuys, 2021).
• Ergonomic chair: An adjustable chair with proper back and neck support will prevent pain and fatigue if you type for long periods. A business study found that 88% of office workers said non-ergonomic chairs reduced productivity (Steelcase, 2017).
• Transcription software: Special software makes it easy to control playback without switching between windows. Some programs offer features like timestamps, keyboard shortcuts, auto-correct, and even built-in automated transcription.
• Transcription foot pedal: A foot pedal lets you play, pause, rewind, or fast-forward audio without leaving the keyboard. This tool boosts efficiency and keeps your focus on typing.
• Personal items: Keep water, snacks, eyeglasses, or anything else you need close by so you can work without distractions.

Step 2: Understand Project Requirements

Before you begin, clarify the type of transcript you need to prepare. Not all projects require the same level of detail or style.

Types of Transcription

• Full verbatim: Every word, sound, and verbal tic (“um,” “ah,” false starts) is included exactly as spoken.
• Clean verbatim: Filler words, stutters, and false starts are removed, but the transcript remains true to the original speech.
• Summary notes: Only main points or key ideas are captured, not every word.

Ask your client or team what format they need. Knowing the requirements saves time and prevents costly edits later.

Step 3: Listen to the Audio

Before typing, listen to the entire recording. This step lets you:

• Understand the conversation flow and topics
• Identify different speakers’ voices
• Spot any difficult terms, technical jargon, or unclear sections

Take notes on anything you don’t understand. Look up unfamiliar terms before you start transcribing. Choose a quiet workspace to avoid distractions, and try to match your workload to your typing speed. Most new transcriptionists need 4-6 hours to transcribe a 1-hour recording (NCBI, 2009).

Step 4: Draft Your Transcript

Start typing what you hear. To work efficiently:

• Adjust the playback speed to match your typing pace.
• Don’t worry about spelling or grammar on the first draft.
• Capture every word if a verbatim transcript is required.
• Use abbreviations or shorthand to keep up with fast speakers. You can expand them later.

The main rule: never add or omit content. Write only what you hear, unless your instructions tell you otherwise.

Step 5: Proofread for Accuracy

Read through your first draft. Use a spell checker or dictionary to fix typos, but avoid changing the speaker’s words if you’re producing a true transcript.

Double-check difficult or unclear sections. Mark anything you’re not sure about.

Step 6: Format the Transcript

Good formatting makes transcripts much easier to read and use. Follow these guidelines:

• Start a new line or paragraph for each new speaker or topic.
• Add timestamps at regular intervals or when speakers change.
• Use “(inaudible)” for words you cannot hear and add the timestamp. You can use “***” or “*” as placeholders.
• Mark non-verbal cues, like [laughter], [applause], or [coughs], without interpreting emotion or intent.
• Indicate pauses with “[pause]” or ellipses “…”. Choose one method and use it consistently.
• Type “[sic]” after any grammar mistakes in the audio to show that the error was in the source.
• Number pages, add a descriptive title, and ensure consistent spacing and fonts.

Step 7: Final Review

Play the recording one more time and follow along with your polished transcript. This step helps you catch any final omissions or misheard words and ensures your transcript matches the original audio.

Tips for Better Transcription

• Practice touch typing to boost your speed and accuracy.
• Familiarize yourself with your transcription software’s features.
• Use tools like automated transcription for a first draft, then edit for accuracy.
• If you are working on files with multiple speakers or heavy accents, consider transcription proofreading services for best results.

When to Hire a Professional Transcription Service

Doing your own transcription works well for small projects. If you have a large volume of files, tight deadlines, or need specialized formatting (such as closed captions or subtitles), hiring professionals can save time and ensure top quality. You can see detailed transcription pricing to budget for your needs.

Conclusion

Learning how to write a transcript is simple with the right tools and clear steps. Good listening, attention to detail, and following transcription guidelines are key. For those who want to save time or ensure perfect accuracy, GoTranscript offers professional transcription solutions for every need. From translation to audio translation, automated transcripts, and captioning pricing, GoTranscript makes ordering fast and affordable. Order your transcript today and focus on your most important work.