Did you know according to the latest market research report by Verified Market Reports, the global market is expected to reach a valuation of USD 16.6 billion by 2027. And the Global Transcription Service Market is projected to experience a significant growth of 10.6% CAGR between 2021-2027.

Knowing the basics of transcription is the best point, to begin with, the formatting of a transcript. A basic understanding of transcription is converting video to written text or conversion of audio into text. Each transcript is different. For example- A Transcript of a podcast or conference is distinguishable from an interview transcript. A reader can tell the difference between both transcripts. But the question here arises, how to format a transcript?

When formatting a transcript, clarity and precision are paramount to ensure readability and comprehension. Utilizing AI translation services can significantly streamline the process, enabling seamless conversion of transcripts into multiple languages with accuracy and efficiency.

To answer this question, we have made a comprehensive guide on the guidelines of formatting a transcript and how to format a transcript in google docs and Word.

List of guidelines for formatting a transcript.

Transcription is not just translating audio or video files into text. It goes way beyond that. Being a transcription specialist, you need to keep some guidelines in mind so that the transcripts produced are acceptable. Here is the list of guidelines for formatting a transcript.

1. Choose one format

Every transcript is unique, a combination of formats will never work. For instance- A podcast or YouTube transcript will never appear like an interview transcript. Always choose a legible font for your transcription project. The use of a consistent format throughout the transcription project is essential. Remove the filler words from the final transcript. This rule is applied in all situations unless asked to make a verbatim transcription.

2. Capture Timestamps

It is one of the essential requirements in a transcription project. It helps during review, editing, and captioning. While formatting a transcript, always include timestamps at the beginning of each new speaker’s section or whenever there is a significant pause or change in the topic. Any reputable transcription service pays special attention to time stamps. Market researchers or focus groups utilize time stamps in their interview transcripts.

3. Background sounds

When formatting a transcript, always mark out non-speech elements or background noises with square brackets. For instance- to illustrate the sound of a door closing, you can type-[door closing].

4. Speaker labels

Speaker labels are essential because labeling the speakers lets you identify who is speaking in the audio or video recording. The basic rule for labeling speakers is to label them by their name or role. If the name or character of the speakers is unascertained you use the generic term “S1” or “Speaker 1”.

By following these guidelines, you can ensure that your transcript is clear, accurate, and easy to read.

Common Transcript formatting mistakes to avoid.

Here are some common transcript formatting mistakes to avoid.

1. Inconsistent formatting

It is a common mistake to avoid. Always make sure that you use a consistent format throughout the transcript, which includes font, font size, and spacing.

2. Incorrect speaker labels

Speaker labels are essential, and it is important to correctly label each speaker in the transcript to avoid confusion. Always make sure to tag the speakers clearly and consistently throughout the transcript.

3. Inaccurate timestamps

Timestamps are essential to help readers understand the timing of the conversation. Always make sure to timestamp each line of dialogue with accuracy.

4. Missing or incomplete information

Always make sure to include all necessary information from the audio or video files, such as the date and time of the conversation, the location, and the names of all participants.

5. Poor grammar and spelling

The transcript should be free of grammar and spelling errors. Always make sure to proofread the transcript carefully before submitting it.

6. Inconsistent use of abbreviations

If abbreviations are used make sure to use them consistently throughout the transcript. It can be a bit confusing for the readers if the abbreviations are not used properly.

By avoiding these common mistakes, you can ensure that your transcript is easy to understand and accurate.

How to format a transcript in google docs?

Formatting a transcript in google docs is a simple process that can be done using the built-in formatting options and a few add-ons to streamline the process. You can transcribe audio or video with the Google Docs Voice typing feature. Here are the steps to format a transcript in google docs with Google Docs Voice Typing.

1. Open a blank Google Doc from the Google Doc homepage.
2. Select the tools bar at the top of the page, then select Voice Typing. The Microphone icon will appear on the left side of the screen.
3. The available transcription languages will be available above the microphone icon. Select the preferred language that you will be speaking.
4. Click the microphone button when you are ready to begin the recording. Always be careful not to navigate away from the Google Doc page the transcription will automatically stop once you leave the page.

Google Doc Voice Typing is easy to use, but the resulting transcription can be less than ideal. For an accurate transcript, always proofread your transcription for better results.

How to format a transcript in a word?

Microsoft Word comes with a predefined format for a transcript. For formatting, a transcript in Word the document includes a title page that contains the following information.

1. The file name which is submitted.
2. The media file name, order number, and id.
3. Duration of the media i.e., the audio or video files.
4. The date and time when the transcript was ordered.
5. The body of the document should be structured in 14-point Arial font, the font could be changed to Times New Roman or Calibri, and the font size should be set at 11 or 12 points.
6. The footer here provides the page number.

Now you know the basics of how to format a transcript, you are one step ahead of being a professional transcriptionist. However, creating and formatting a transcript can be time-consuming, and this is where we come into the picture.

Naarg is a company where the media team of the global market connects to reach those audiences who cannot get what the audio is trying to deliver through the selected visuals.

For the best transcription services, visit our website and reach us at info@naargmedia.com to know more about our services.