Focus Group Transcript Template (Free Copy/Paste + Speaker Labels + Timecodes)

A focus group transcript template is a copy/paste format that keeps every speaker turn consistent, easy to scan, and ready for coding. Below you’ll get a free template with a speaker roster, label rules, optional timecodes, and clear ways to capture moderator prompts, participant turns, audience reactions, overlaps, and inaudible parts.

Primary keyword: focus group transcript template.

Key takeaways

• Start with a speaker roster so labels stay consistent from first line to last.
• Use one standard turn format: timecode (optional) + speaker label + text.
• Tag overlaps, inaudible audio, and reactions the same way every time for coding-readiness.
• Keep moderator prompts distinct so you can filter them out during analysis.
• Decide up front: verbatim vs. clean-read, and whether you need timestamps.

What a “coding-ready” focus group transcript includes

“Coding-ready” means you can import the transcript into your tool (or highlight in Word) and start tagging themes without first fixing structure. Your goal is simple: each speaker turn is clear, consistent, and easy to quote.

A strong focus group transcript format usually includes:

• Header details: project name, date, group, location/platform, language, recording file name(s).
• Speaker roster: one line per speaker with a stable label.
• Ground rules: how you mark uncertainty, overlaps, inaudible sections, and reactions.
• Turn-by-turn dialogue: (optional) timecode + speaker label + content.
• Nonverbal notes: laughter, long pause, talking over each other, etc.

Free copy/paste focus group transcript template

Copy everything below into Google Docs, Word, Notion, or your research repository. Then replace bracketed text with your details.

Template (with optional timecodes)

DOCUMENT HEADER

• Project: [Project name]
• Session: [Group A / Segment / Wave]
• Date: [YYYY-MM-DD]
• Moderator: [Name]
• Note-taker/Observer(s): [Name(s)]
• Format: [In-person / Zoom / Teams / Phone]
• Location: [City] (if in-person) / [Link omitted] (if virtual)
• Recording file(s): [File name(s)]
• Transcript style: [Verbatim / Clean-read]
• Timecodes: [None / Every turn / Every X minutes]

SPEAKER ROSTER (use stable labels)

• MOD: [Moderator name]
• P1: [Participant 1 descriptor—e.g., “18–24, Android” or “Parent”]
• P2: [Participant 2 descriptor]
• P3: [Participant 3 descriptor]
• P4: [Participant 4 descriptor]
• OBS1: [Observer name/role] (optional)

LABEL RULES (paste and keep as reference)

• Turn format: [hh:mm:ss] SPEAKER: text
• Moderator prompts: Start with “MOD:” and keep questions in full sentences.
• Participant turns: One speaker per paragraph; don’t merge speakers.
• Audience reactions: Use bracket tags like [laughter], [cross-talk], [silence 5s].
• Overlaps: Mark as [overlap] at the start of the overlapping portion.
• Inaudible: Use [inaudible 00:12:34] or [inaudible] if time unknown.
• Unclear words: Use [unclear] or [unclear: “possible word”].
• Interruptions: Use an em dash (—) to show a cut-off sentence.
• Privacy: Replace names/places with [NAME], [COMPANY], [CITY] when needed.

TRANSCRIPT

[00:00:00] MOD: Welcome, everyone. Thanks for joining. Today we’ll talk about [topic]. Before we start, please remember [ground rules].

[00:00:18] MOD: Let’s do quick introductions. Please share your first name and one sentence about [prompt].

[00:00:29] P1: I’m [NAME]. I [intro detail].

[00:00:36] P2: I’m [NAME]. I [intro detail].

[00:00:42] P3: I’m [NAME]. I [intro detail].

[00:00:50] P4: I’m [NAME]. I [intro detail].

[00:01:05] MOD: First question: When you think about [category], what comes to mind?

[00:01:15] P2: For me it’s mostly about…

[00:01:24] P1: Yeah, and I also think…

[00:01:27] P3: [overlap] I disagree a bit because—

[00:01:30] P1: [overlap] I’m not saying it’s bad, just…

[00:01:35] ALL: [laughter]

[00:01:40] MOD: I heard two ideas there. P3, can you finish your thought first?

[00:02:10] P3: Sure. I think… [unclear: “pricing”?] is the main issue.

[00:02:22] P4: I missed the last part.

[00:02:25] MOD: No problem. P3, can you repeat that?

[00:02:33] P3: The main issue is pricing and how it changes month to month.

[00:05:00] MOD: I’m going to share a concept. Take 10 seconds to look at it quietly.

[00:05:05] ALL: [silence 10s]

[00:05:16] MOD: What stands out? What feels confusing?

[00:05:24] P1: The headline feels too aggressive.

[00:05:31] P2: I like the colors, but the button text is [inaudible 00:05:35].

[00:10:00] MOD: Final question: If you could change one thing, what would it be?

[00:10:08] P4: Make it simpler, fewer steps.

[00:10:15] MOD: Thanks. That’s all for today.

Speaker labels: roster, rules, and best practices

Speaker labels are the backbone of a usable transcript. If labels change mid-document, your quotes and codes become messy fast.

Pick a label set that fits your study

• Simple: MOD, P1, P2, P3… (best for most focus groups).
• Segment-based: MOD, P1_M, P2_F… (use only if gender/segment is essential to analysis).
• Role-based: MOD, CLIENT1, OBS1 (helpful when stakeholders speak).

Label rules that prevent confusion

• One speaker per paragraph so each turn can be coded cleanly.
• Don’t rename speakers (avoid “Jane” sometimes and “P2” elsewhere).
• Keep labels short so your lines stay readable on small screens.
• Use a roster at the top so anyone can interpret the labels later.

Timecodes: when to include them and how to format them

Timecodes help you jump from the transcript back to the audio or video. They also make it easier to verify a quote, capture a clip, or resolve a dispute about wording.

Choose one timecode approach

• No timecodes: best for quick internal summaries where you won’t return to the recording.
• Timecode every turn: best for legal, compliance, or heavy quote use.
• Timecode every 2–5 minutes: good middle ground for most research teams.

Recommended timecode format

• Use brackets: [00:12:34] so timecodes stand out visually.
• Use hh:mm:ss for long sessions; use mm:ss only for short clips.
• Be consistent across sessions so analysis workflows match.

How to format moderator prompts, participant turns, and reactions

A focus group transcript is not just dialogue. You also need prompts, group energy, and moments like silence or laughter because they change meaning.

Moderator prompts

• Keep prompts complete: Write the full question, even if it feels repetitive.
• Separate probes: Put follow-ups in their own MOD turns.
• Mark tasks clearly: Use tags like [activity], [stimulus], or [poll] when you switch modes.

Example:

• [00:15:10] MOD: [activity] I’m going to show you two options. Don’t answer yet—just read.
• [00:15:35] MOD: What’s your first reaction?
• [00:15:45] MOD: What makes you say that?

Participant turns

• Capture meaning first: Keep sentences intact where possible.
• Use clean punctuation: It improves readability and quoting.
• Don’t combine speakers even if they share one idea.

Audience reactions and group dynamics

• Short reactions: [laughter], [sigh], [crosstalk], [applause].
• Silence: [silence 8s] (include duration when it matters).
• Tone notes: [sarcastic], [joking], [whispers] (use sparingly).

Keep reactions in brackets so you can filter them out during quantitative text analysis, but still see context when you read.

Tagging overlaps, inaudible audio, and uncertainty (so your transcript is coding-ready)

Overlaps and unclear audio happen often in focus groups. If you tag them consistently, you protect the integrity of later coding and quoting.

Overlapping speech

• Light overlap: Keep both lines, add [overlap] where the overlap starts.
• Heavy cross-talk: Use [cross-talk] and summarize only if your transcript style allows it.

Example:

• [00:22:10] P1: I think the delivery time is the biggest problem—
• [00:22:12] P3: [overlap] It’s the packaging for me.
• [00:22:15] P1: [overlap] —because it makes planning hard.

Inaudible or unclear content

• If you can’t hear it: [inaudible 00:34:09]
• If you’re not sure: [unclear] or [unclear: “word/phrase”]
• If a section is missing: [audio gap 00:41:02–00:41:20]

Use timecodes in these tags when you can, because they make verification faster.

Interruptions and cut-offs

• Show cut-offs with an em dash: “I was going to—”
• Show a resumed thought as a new turn, especially if another speaker jumped in.

Why these tags help coding

• Cleaner quotes: You avoid “mystery” sentences with missing context.
• Fewer false codes: You don’t code an idea that might be wrong due to mishearing.
• Faster review: Analysts can jump to the right spot in the recording.

Practical workflow: from recording to final transcript

A template is only useful if your team uses it the same way every time. This workflow keeps sessions consistent without adding a lot of extra work.

Step-by-step process

• Step 1: Create the file and paste the template before the session, so you don’t scramble later.
• Step 2: Build the roster as participants join, and lock labels early.
• Step 3: Decide on timecodes (none vs. every turn vs. interval) and apply consistently.
• Step 4: Transcribe and tag issues (overlap/inaudible/unclear) instead of guessing.
• Step 5: Quick QA pass to fix label consistency, punctuation, and obvious mishears.
• Step 6: Export for coding (DOCX, PDF, or plain text), keeping the roster and rules at the top.

Common pitfalls to avoid

• Changing labels midstream: It breaks coding and quoting.
• Skipping moderator questions: It removes the “why” behind responses.
• Overusing reaction tags: Too many brackets make the transcript hard to read.
• Filling gaps with guesses: Use [inaudible] or [unclear] instead.
• Mixing verbatim and clean-read randomly: Choose one style per project.

Common questions

Should a focus group transcript be verbatim or cleaned up?

Use verbatim if you need exact wording, speech patterns, or legal-level precision. Use clean-read if you mainly need meaning and easier reading for stakeholders.

How do I label participants if I can’t share names?

Use neutral labels like P1, P2, P3 and keep a separate private key if needed. In the transcript, redact personal details as [NAME], [COMPANY], or [CITY].

How often should I add timecodes?

Add timecodes every turn if you plan to pull many clips or verify many quotes. For general analysis, every 2–5 minutes often works well.

What’s the best way to mark two people talking at once?

Use [overlap] where the overlap starts on each affected line. If it becomes impossible to separate, use [cross-talk] and add [inaudible] where needed.

How should I mark laughter, silence, or other reactions?

Put reactions in brackets as their own line (e.g., “ALL: [laughter]”) or attach them to the relevant turn. Keep tags short and consistent so they don’t distract from the words.

Can I use automated transcription and then clean it up?

Yes, many teams generate a draft transcript and then correct names, labels, and unclear sections. If you go this route, build your roster first so you can standardize speaker labels during cleanup.

What file format is easiest for qualitative coding?

DOCX and plain text are common because they import well and stay searchable. If your tool needs a specific format, keep your transcript structure consistent so conversion is easy.

If you want help turning focus group audio into a clean, consistent transcript with the speaker labels and timecodes you need, GoTranscript offers the right solutions, including professional transcription services.