thesis interview transcript

Transcript Example (with Microsoft Word and PDF Templates)

This resource includes a transcript example from an interview, formatted in several different ways:

• Clean verbatim style
• True verbatim style
• Timestamps at regular intervals
• Timestamps at speaker or paragraph intervals

I made these .docx and PDF example transcripts for university students, educators, non-profits, journalists, podcasters, filmmakers, and transcriptionists.

Quick tip: If you’re not using it already, you can install free transcription software like Express Scribe to help you manually transcribe interviews much faster. The software lets you control audio playback using hotkeys so you don’t have to keep starting and stopping audio with your mouse.

If you want to go really fast, I also recommend getting a transcription foot pedal (I use the Infinity pedal ). Together, these two tools will save you hours upon hours of transcription time. (Or learn more about our interview transcription services .)

If you’re a professional content creator, you may also be interested in our posts about AI-powered tools for scaling up your audio and video production workflow:

• Best AI Video Upscaling Software
• Best AI Video Generators
• Best AI Video Editors

Now, on to the transcript examples!

This post may contain affiliate links. See my disclosure for more info.

Interview transcription format sample for Microsoft Word

Download this transcription format template for Microsoft Word for use with interviews and qualitative research projects:

Interview Transcription Template – Word (.docx)

Clean verbatim vs. true verbatim transcript examples

There are two main styles of transcription used in interviews and qualitative research:

• Clean verbatim (also called intelligent verbatim or non-verbatim).
• True verbatim (also called strict verbatim, or simply “verbatim”).

A clean verbatim transcript is a lightly edited version of the original audio. Typically, the following elements are removed:

• Filler speech, including “um,” “uh,” etc.
• Most non-speech sounds, including coughing and throat clearing
• False starts

A true verbatim transcript, on the other hand, attempts to capture every utterance of the speakers. These include stutters, meaningless filler speech, and false starts. Verbatim style may also include non-speech and background sounds, such as coughing and sneezing or a door closing.

While each transcription style is useful under certain circumstances, clean verbatim is used most often because the transcripts cost less and are easier to read.

However, true verbatim may be desirable for certain qualitative and market research projects and legal investigations, where it’s necessary to study not only what was said, but also the manner in which something was said.

Below, I’ve included examples of an interview transcribed in both verbatim and clean verbatim fashion.

Example transcript in true verbatim style

Here’s a sample interview transcript that demonstrates the true verbatim style:

Download the PDF version here: Interview Transcript Example – True Verbatim (PDF)

Example transcript in clean verbatim style

And here’s the same conversation from above, transcribed in clean verbatim:

Download the PDF version here: Interview Transcript Example – Clean Verbatim (PDF)

We made the following changes to the second (clean verbatim) transcript:

• We edited out stutters, partial words, and short incomplete sentences.
• We removed meaningless instances of words like “so” at the start of sentences, and “like” when used as filler speech. (However, we left in the word “like” where removing it would have made the meaning literal when it wasn’t intended to be – i.e., when Brad refers to his “like, two” Facebook friends.)
• We chose to leave in the laughter, as it helps capture the overall tone of the interview and the banter occurring between the speakers. We also left in nonsense exclamations like “Uh … phew,” because it helps set the context for what follows. However, we removed other non-speech sounds like coughing and throat clearing that do not contribute anything useful to the content.
• In this particular example, we opted to remove repetitive instances of the word “actually” spoken by Brad, the interviewee. Normally we leave longer words in, but in this case we felt it was a speaker idiosyncrasy that distracted from the content of the interview.

Clean verbatim style is not an exact science, and sometimes there may be overlap between non-verbatim and verbatim styles in a transcript. All in all, the changes we made here make for a cleaner, less distracting, and more valuable interview – without detracting anything meaningful from the original.

Sample transcript with timestamps at regular intervals

Some projects require timestamps to be placed at regular intervals in the transcript so the audio can be easily referenced later.

Below is an example of an interview transcript with timestamps:

Download the PDF version here: Interview Transcript Example – Timestamps at Regular Intervals (PDF)

Sample transcript with timestamps at speaker intervals

Another way to timestamp a document is to place the timecode markup at speaker or paragraph intervals, like in the following interview transcript sample:

Download the PDF version here: Interview Transcript Example – Timestamps at Speaker Intervals (PDF)

Transcript format tips

There are several formatting elements common to most transcripts. These include speaker labels, timestamps, inaudible and crosstalk tags, and markup for external sounds. Let’s look at how to handle each of these:

Speaker labels. Speakers are typically identified by first name, full name, title, or role. They can also be identified by generic descriptors, like “Male” or “Female,” when other information isn’t available.

In the above examples, the speakers’ names have been offset from the rest of the transcript for better readability. To use this formatting in your own transcripts, download the .docx template at the top of this article.

Timestamps. Timestamps, e.g. [01:27] , can be placed at regular intervals such as every 15 or 30 seconds, or they may be placed at the beginning or end of each paragraph or speaker. Examples of each style are shown above.

Inaudible tags. When words or phrases are unclear, mark them out with a timecode; e.g., [inaudible 00:27] . You can also include guesses (phonetic or otherwise) as to what was said – for example, [wing yard 00:27] .

Crosstalk tags. When two or more speakers are talking at the same time and it’s impossible to hear what’s being said, use a crosstalk tag, e.g. [crosstalk 01:27] .

Sounds. Non-speech and background sounds are notated in brackets; for example, [laughing] or [door slams] . No timestamp is necessary.

Finally, a note on consistency and style: It’s best to follow a style guide to ensure consistency among elements like numerals, dates, titles of works, etc. We generally follow AP style . Other common style methods include APA , MLA , and The Chicago Manual of Style .

If you’re thinking of starting a career in transcription, check out my complete guide on how to become a transcriptionist . I also recently posted this list of 75+ transcription jobs for beginners and pros.

If you have any questions about using the example transcripts above, leave a comment and I’ll do my best to help!

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23 comments.

thanks a lot for this. I appreciate th above lessons. at the moment lets keep the above into practice.

You’re very welcome! I’m glad you found it useful.

Very very helpful. For sure, God bless you.

Thank you. I’ve recently launched my own company in ghostwriting & editing, and typing & transcription services. These tips are GREAT reminders. God bless you.

Thank you, Mrs. Owens!

Handy for a beginner like me.

Thank you very much, really help me to do my assignment

I’m glad to hear that!

Hello, I don’t know how to thank you ,these instructions are very helpful and useful and real ,and how to contact you if I need any help.

I’m so happy you enjoyed the post! While I’m not always available to respond directly to questions, I always appreciate receiving suggestions about what kind of content you’d like to see me write about in the future. So if there’s a particular topic you have in mind, please feel free to reply and let me know. Thanks so much for commenting!

Your information is very valuable. My problem is, I need to find a resource that tells me how to set up the formatting in MSWord 2016. Setting the speaker tags and margins so it all lines up. If you have any link you could direct me to, or if you can explain how you do that, I would be forever grateful. Thanks, Lorri

I’ve been meaning to get a refresher on formatting myself and recently bookmarked this comprehensive tutorial on MS Word 2016: https://www.youtube.com/watch?v=TxLuuNprjXg

I haven’t watched it yet, but there’s a clickable table of contents in the video description and it has some sections on formatting and adjusting margins. I hope it helps!

how to name an interview transcript document?

If you’re doing the transcript for a client or professor, you should typically give the document the exact same name as its corresponding audio file; for example, “Interview with Sahar.mp3” would be titled “Interview with Sahar.docx”.

If you’re recording the audio yourself and there are a lot of files, it’s best practice to use some kind of file naming convention to keep everything organized. One easy way to do this is to use a date prefix; for example, 2019-05-30_Interview_with_Sahar.mp3.

I hope this helps!

Thank you so much for this guide. I am just about to embark on Transcription services as a full time activity and will be grateful for any mentoring and encouragement

You’re very welcome! Since you’re just getting started, I recommend visiting the following resources:

My complete guide on how to become a transcriptionist: https://www.mondayroadmap.com/how-to-become-a-transcriptionist/

My list of 75+ companies that hire work-from-home transcribers: https://www.mondayroadmap.com/online-transcription-jobs/

All the best in your new transcription career!

Thank you, this was very helpful.

Glad to hear it, Cony! Thanks for commenting.

This was really really helpful. Thank you so much.

Thank you for reading!

Hi, I’m just getting started transcribing hours of interviews. This article is a life saver. Really helpful, accessible, clear and the .pdfs are really useful allowing me to see what the finished transcription should look like. Thank you so very much.

You’re so welcome, Shaz! Thank you for reading!

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• Knowledge Base
• Methodology

How Do You Incorporate an Interview into a Dissertation? | Tips

Published on November 5, 2014 by Bas Swaen . Revised on December 19, 2022.

You have performed qualitative research for your dissertation by  conducting interviews that you now want to include: how do you do that? Chances are that this was never explained to you and you don’t know what is expected. That’s why in this article we describe how interviews can be included in, for instance, the  discussion section of your dissertation and how they can be referenced.

Table of contents

Including interviews in your dissertation, referring to interviews, quoting from interviews, mentioning the name of the interviewee.

To present interviews in a dissertation, you first need to transcribe your interviews . You can use transcription software for this. You can then add the written interviews to the appendix. If you have many or long interviews that make the appendix extremely long, the appendix (after consultation with the supervisor) can be submitted as a separate document. What matters is that you can demonstrate that the interviews have actually taken place.

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When you have added the interviews to the appendix, you can then paraphrase  to them in your dissertation. Paraphrasing is done as follows:

It became clear from an interview with Y that … (Appendix 1).

Sometimes you are not allowed to add the transcription of an interview to the appendix. In this case it is not possible to refer to this interview. According to the APA Style it is possible to refer to it like this:

APA interview citation MLA interview citation

If you literally copy the words of the interviewee, then you need to quote . Finding interesting quotes is easier if you know how to get usable information out of the person during the interview. That’s why you should conduct the interviews in a professional manner.

Don’t just blindly note the name of the person you’re interviewing, but ask yourself two questions:

• Are you allowed to mention the name?  This is the first question you should ask yourself before you include the interviewee’s name in a dissertation . Determine, in consultation with the interviewee, whether the name should be anonymized (and get informed consent). Sometimes, in fact, the interviewee doesn’t want that. This may be the case when you have interviewed, for example, an employee and the employee does not want his or her boss to be able to read the answers because this could disturb their working relationship. Another situation where this can occur is, for example, when the interview contains very personal questions.
• Does it add anything to mention the name?  The second factor to consider is whether it is relevant to mention the name. Does it add anything to your research? When the interviewee is an unknown person you have approached on the street, the name of this person is not very important. But if you have interviewed the CEO of a large organization, then it can be very relevant to mention their name. In this second case, add a short introduction so that the reader of the dissertation knows immediately who this person is.

Thus, you may mention the name if you have permission from the interviewee to do so and if it is relevant to the research. If you don’t have permission to use the name or if you don’t want to mention the name, you can then choose to use a description. For example: “Employee 1”.

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Swaen, B. (2022, December 19). How Do You Incorporate an Interview into a Dissertation? | Tips. Scribbr. Retrieved September 2, 2024, from https://www.scribbr.com/methodology/how-do-you-incorporate-an-interview-into-a-dissertation/

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Transcribing interviews for research

Transcription involves making a written record of speech. This can be done during an actual interview or carried out afterwards using an audio or video file.

Why transcribe interviews during research?

Transcribing interviews that are carried out for research is good practice. Interviews that are transcribed verbatim in qualitative research allow analysis of the collected responses in greater detail at a later date. It also leaves less room for bias caused by the researcher’s personal interpretation.

Researchers can read and re-read interview transcriptions, identify themes and patterns, and extract key quotes or phrases. This process helps to identify significant points, which can then help to draw meaningful conclusions.

Transcribing interviews for research is also useful because it helps researchers check that their interpretation of the conversation is accurate, so reduces errors or misinterpretations. The transcription provides a permanent record of the interview, which can be referred to by other people in the future to confirm any findings.

Interview transcription can also help to ensure the anonymity of the participants. By removing identifying information from the transcriptions, researchers can protect the privacy of the participants. This often makes people more willing to take part in research interviews.

Another benefit is that interview transcription can be easily shared among researchers. This facilitates analysis and collaboration, which further contributes to the reliability and validity of the research.

Full audio and video transcription solutions

How to transcribe manually.

Transcribing a recorded interview manually is time-consuming and it’s vital to make sure it’s done correctly. Here are some steps to follow if you’re considering transcribing interviews for research:

• Before starting the transcription process, listen to the recording to familiarise yourself with the voices, accents and any background noises that might affect the transcription process.
• Create a transcription template that includes the speakers’ names or identifiers, timestamps (if required) and space for the transcribed audio text.
• Start transcribing the interview by listening to a few seconds of the recording, pausing and then typing out what was said. It’s important to be accurate, and to include all the spoken words. Also be sure to include filler words, such as ‘um’ and ‘ah’ and any non-spoken communication, such as laughter or pauses if needed. Find out more about different types of transcription .
• Once the transcription is complete, spend time editing to ensure accuracy and readability. Make sure you have correctly identified the speakers and that any timestamps are accurate.

Download our free transcription template

Get started with transcription. Here you will find templates for both detailed transcription and standard transcription . You can use the formats and examples in your own working document.

Tools for creating automatic transcriptions

Manual interview transcription is incredibly time-consuming. However, there are several software apps available that offer free interview subscription or paid-for services. Here are some of the most popular:

• Otter.ai: Otter.ai is a popular transcription app that uses AI to transcribe interviews in real-time. It offers a free plan that allows users to transcribe up to 600 minutes of audio per month. There are paid-for plans available for higher use.
• Temi : Temi is an automated transcription service that offers both free and paid-for plans. The free plan allows users to transcribe up to 45 minutes of audio per month.
• Trint : Trint uses AI to transcribe audio and video files. It offers a free trial and paid-for plans.
• Happy Scribe : Happy Scribe is another transcription software tool that uses AI to transcribe audio and video files. It has some pretty impressive user reviews and offers a free trial and paid-for plans for higher usage.
• Speechmatics : Speechmatics is speech recognition software that offers an automatic transcription service and can also be integrated with other systems. It offers a free trial and subscription plans.

Automatic transcription software is undoubtedly convenient and time-saving. However, it might not always be accurate. At the very least, all automatic interview transcriptions should be manually checked.

Here’s what an interview transcription for research might look like

Interviewer: Can you tell me about your experience using language learning products?

Participant: OK. [inhales deeply] So, I’ve tried more than a few different products, mostly apps on my phone and tablet, and I’ve found that they can be helpful, but also frustrating at times. I also tend to lose interest in them after a while.

Interviewer: Can you tell me about a time when you found a language learning product helpful?

Participant: Yeah, so I was using this one app to learn Spanish, and it had a feature where you could record yourself speaking and then listen back to it. I found that really helpful because it helped me hear my mistakes and work on my pronunciation. It was awful listening to myself speak though. [laughs]

Interviewer: [laughs] That’s interesting. Can you tell me about a time when you found a language learning product more frustrating?

Participant: Yeah, so I was using another app to learn French, and it was just really baffling and such a waste of time. The lessons were all over the place, and the exercises didn’t seem to match up with what I was learning. It was really frustrating and demotivating. I ended up giving up after a couple of weeks and it really put me off to be honest. [sighs]

Interviewer: I see. Can you tell me about any features of the language learning apps you’ve tried that you particularly like or dislike?

Participant : I really like it when the app has a feature where you can practise speaking with a native speaker. It’s really helpful to get feedback and practise in a more natural way. On the other hand, I don't like it when the app is too repetitive or doesn’t have different exercises and that. I end up just chucking it. [intonation rises]

Interviewer: Thank you for sharing your thoughts and experiences. [laughter]

Participant: No problem, happy to help.

What if I need an APA interview transcript?

Transcribing an interview can be done manually. At the moment, it’s not possible for AI transcribers to do this. You should format your transcription to the style required by your organisation. Include the transcript as an appendix or as a reference in the body of your text. Appropriate referencing systems include APA, Harvard, MLA etc. Learn more about academic referencing styles.

Final thoughts

Transcribing interviews for research is one of the best ways of creating a permanent record of the data that’s gathered. It can then be shared with colleagues and analysed in the future. However, it’s a labour-intensive task, and sometimes it’s important to capture every word spoken, every inflection and even communication that comes from unspoken cues, such as laughter or vocal intonation.

Semantix’s multilingual transcribers can transcribe your interviews quickly and accurately, and they work in more than 170 languages. If you’d like to talk to us about our confidential transcription services , fill in the form and we’ll be in touch.

Would you like to order a transcription?

Download templates for both detailed transcription and standard transcription. You can use the formats and examples in your own working document.

Related content

How to transcribe audio to text – the ultimate guide to transcription

Transcription rules and types

What does a transcriber do?

Transcribing Interviews for Qualitative Research: Best Practices

• Serra Ardem

The long hours dedicated to transcribing interviews are now in a galaxy far far away, thanks to the developments in AI and machine learning. Qualitative research highly benefits from these advancements as AI transcription technology not only saves valuable time but also increases research efficiency and accuracy.

In this blog, we emphasize the significance of transcribing interviews for qualitative research as well as the best practices in this area. We also explain why automatic transcription offers more advantages to researchers and how to choose an interview transcription software to achieve optimal results.

Let’s begin.

What is qualitative research?

Qualitative research is a systematic approach to understanding and explaining social phenomena. Focused on “How?” and “Why?” questions, it is an umbrella concept that involves different research methodologies including interviews, participant observation, focus groups and so on.

Qualitative data is based on words, behaviors and images. By analyzing these, qualitative research generates theories and hypotheses on how the social world is experienced and understood by people in everyday life. Unlike quantitative research that depends on numbers and statistics, qualitative research seeks to uncover the underlying meanings in human experiences.

Importance of Transcribing Interviews in Qualitative Research

Transcribing interviews for qualitative research offers several benefits that contribute to the overall depth and success of the research process. Here are its key advantages:

• Comprehensive analysis: Transcripts capture every word, nuance and non-verbal cue, which is a goldmine for data analysis. This allows researchers to identify themes and patterns thoroughly to draw meaningful conclusions.
• Enhanced reliability: Having the transcript for an interview will strengthen research validity by providing evidence to your argument. Plus, other researchers can review the transcription, ensuring transparency and collaboration.
• Reduced bias: Transcribing interviews will reduce bias as it minimizes the risk of misinterpreting or omitting information. Compared to note-taking, which may be influenced by the researcher’s perceptions, transcription offers a more objective representation of data.
• Increased accessibility: Via transcription , researchers can share and discuss findings with people who couldn’t participate in the interview due to language barriers. Furthermore, the practice improves accessibility for deaf and hard of hearing individuals by allowing them to engage with the findings through written text.
• Time-efficiency: No more jumping back and forth in audio files! When you transcribe the interview, you can quickly search for and navigate to specific parts, saving time during the analysis phase.

4 Types of Transcription

Transcription can be grouped into four categories: verbatim, intelligent verbatim, edited and phonetic. Let’s take a look at each one’s pros and cons, and highlight the best choice for transcribing interviews for qualitative research.

Verbatim Transcription

Verbatim transcription includes every sound in the audio recording such as coughs, doorbells and hesitations (er, mm, etc.) between sentences.

Pros: Provides the most complete and accurate record of the interview, which is essential for capturing the full context and subtle nuances.

Cons: May include unnecessary details. Can be time consuming and expensive to produce in case of manual transcription.

Primarily used in: legal proceedings, sociolinguistic research studies

Intelligent Verbatim Transcription

An intelligent verbatim transcript removes filler words and repetitions but retains key content and non-verbal cues. Its purpose is to provide a more on-point transcript.

Pros: Offers a balance between readability and details. 

Cons: May sacrifice some context and require careful quality control to guarantee accuracy.

Primarily used in: qualitative research, especially in interviews and focus groups

Edited Transcription

Clarity is the main focus of an edited transcript. It corrects grammatical errors and eliminates filler words, repetitions and extraneous sounds.

Pros: More readable and concise, therefore suitable for general understanding and thematic analysis.

Cons: Risks losing some nuances and the authenticity of participants’ expressions.

Primarily used in: journalism and media contexts

Phonetic Transcription

Phonetic transcription is unorthodox as it uses symbols from the International Phonetic Association to represent sounds exactly as they are spoken. This includes accents, dialects and non-standard pronunciations.

Pros: Analyzing variations in pronunciation.

Cons: More complex and expensive than other types of transcription.

Primarily used in: linguistic studies

What is the best type for interview transcripts in qualitative research? As we’ve said above, intelligent verbatim transcription is often the best choice: It is readable and manageable for analysis, yet it also provides a detailed record of the conversation.

Still, always consider your research goals, questions, data and budget when transcribing interviews. An edited transcript might be sufficient if you want to focus on broader themes. Meanwhile, verbatim transcription can be pretty useful if details matter to you a lot.

Methods of Transcribing Interviews

There are two main methods when it comes to transcribing interviews: manual and automatic. While manual transcription involves a human transcriber typing out the spoken words in the interview, automatic transcription utilizes speech recognition technology to convert audio to text.

As in types of transcription, these two methods have their unique advantages and disadvantages. Human transcribers can better understand nuances and context. However, this method can also be pretty time consuming and it may be expensive to hire a professional transcriber.

On the other hand, automatic transcription is much faster and cost-effective. This is an important advantage in the realm of qualitative research where large amounts of interview data need to be processed and analyzed. You can definitely save time and resources by using software when transcribing interviews for research.

Moreover, automatic transcription services are getting more accurate day by day thanks to the developments in AI, machine learning and voice recognition. Current systems can handle diverse accents, linguistic variations and even contextual nuances very well. This significantly increases the reliability of the interview transcript and research results.

How to Choose an Interview Transcription Software

Decided to use an interview transcription software for research but confused on how to choose one? Look for these qualities when making your decision:

Accuracy is crucial when transcribing interviews as it directly influences the reliability of your data. Prioritize an AI-powered tool with a high accuracy rate to remain true to your original interview. We recommend you test the AI transcription software beforehand with a small sample of your interview.

Quick turnaround time is essential for researchers who work with large sums of interview data and tight deadlines. The right software must transcribe audio to text rapidly without compromising accuracy and meet the demands of an intense qualitative research process.

It is your responsibility to comply with ethical standards and protect your participants’ sensitive information. You must choose a tool that has end-to-end encryption and clear privacy policies.

Flexibility

Does the transcription software allow you to upload audio and video files in different formats? Is it easy to edit the transcript and add notes? This flexibility will help you refine interviews seamlessly, enhancing the quality of your data.

Customization

Speaker identification, timestamps and punctuation are indispensable when transcribing interviews for qualitative research. Select a software that allows you to tailor these elements to your needs.

Language Support

Make sure that the tool supports the languages spoken in your interviews. Break down the language barrier by choosing a software that transcribes multiple languages and enrich your research with global perspectives.

Transcribing Interviews with Maestra Step-by-Step

If you’re looking for a tool with all these features, then Maestra’s AI-powered interview transcription software is the right choice for you. You can get your transcript instantly by following a few simple steps.

• Upload your audio or video file. Maestra supports 125+ languages .
• Select audio language and receive the transcript in seconds. 

Custom dictionary is especially beneficial when transcribing interviews for research as the audio content is more likely to include technical terminology. With this feature, you can add specific terms to your custom dictionary, assign importance values and Maestra will transcribe them as specified, ensuring accuracy.

You can also select the number of speakers during the upload phase and assign names to each speaker, making it easier to navigate the transcript.

• Click “Submit” and witness AI transcription work its magic. You will instantly receive your interview transcript with timestamps and speaker tags.
• Ta-da! You can now proofread and edit your transcript, take notes and add comments with Maestra’s built-in text editor .

Maestra has a very high accuracy rate but you can always polish your document for maximum clarity and comprehensibility.

After transcribing interviews, you can safely reach and organize them via MaestraCloud . You can also store your interview recordings here as the cloud allows you to keep audio and video files of any size without time limitations.

Collaborating with fellow researchers? Maestra Teams is ready to help you. You can create team-based channels with different permission levels and edit the document with other researchers in real-time.

Tips for Transcribing Interviews for Qualitative Research

No matter your experience in qualitative research or the software you use, there are certain practices to adopt when transcribing interviews.

Use a High-Quality Recording Device

Utilizing a high-quality recording device lays a solid foundation for interview transcription. Invest in a reliable recorder with good microphone sensitivity and audio quality to capture every part of the conversation. Don’t forget to test your equipment beforehand to avoid potential technical issues during the interview.

Respect Confidentiality

Upholding confidentiality is paramount when transcribing interviews for qualitative research. Always obtain informed consent from participants for recording and transcription, and store your files securely. Avoid sharing any personally identifiable information to safeguard participant privacy and maintain the integrity of your research.

Include Speaker Identification and Time Stamps

This practice enhances the overall usability of an interview transcript by enabling easy reference to specific points. Make sure you clearly identify each speaker on the document either by name, role or pseudonym. You can use different fonts or colors to visually distinguish between speakers.

Follow the Specific Style Consistently

Choose a transcription style guide (verbatim, intelligent verbatim, etc.) and follow it consistently throughout the project. Define rules for punctuation, contractions and interruptions. This will guarantee uniformity and enhance the reliability of your findings.

Add Non-Verbal Cues and Annotations

This one is not mandatory but can provide valuable context. You can document non-verbal expressions, pauses or changes in tone to add depth to qualitative data analysis. Meanwhile, bracketed annotations can help you highlight important moments. Just remember that adding too much detail can be distracting, so only include relevant information.

Edit and Proofread the Transcript

Proofread and edit your document once transcribing an interview: correct any errors, format inconsistencies and review for readability. Double check speaker identification and timestamps for accuracy. These practices will ensure a smooth transition from transcription to analysis and publication.

Frequently Asked Questions

Is transcription necessary for qualitative research.

The necessity of transcription depends on the nature and goals of the qualitative research you conduct. For example, it is crucial for in-depth and focus group interviews but not essential for participant observation where researchers can rely on field notes.

How do you transcribe an anonymous interview?

When transcribing interviews with anonymous participants, remove any information that can directly or indirectly identify the participant such as name, nickname, location, job title and affiliations. Create neutral pseudonyms (Participant 1, Interviewee A, etc.) for the participant and use them consistently throughout the interview transcript.

How do you analyze interview transcripts in qualitative research?

First, familiarize yourself with the data through readings when analyzing an interview transcript for research . Then, assign codes to relevant segments and organize similar codes into broader recurring themes. Finally, present your findings via a structured narrative. Always maintain transparency during the process.

How do you transcribe an interview in APA format?

Transcripts of interviews are usually added to the appendix in APA format . You should use a specific header with interview details, double line spacing and speaker identifiers in the transcript.

How do you summarize an interview transcript?

Carefully read the content and identify key themes when summarizing the transcript of an interview . Organize the information logically, provide brief contextual details when necessary and use quotes to add impact. Capture the essence of the interview by keeping the summary short and sweet.

Interview transcription is particularly valuable in qualitative research, which delves deep into human experiences and perceptions. Transforming spoken words into text enables researchers to derive meaningful insights from the rich tapestry of qualitative data. It also increases the accessibility of the research, empowering scholars to collaborate with colleagues across disciplines and borders. 

The advent of AI technology revolutionized the process of transcribing interviews and will continue to do so in the future. Its benefits range from increased accuracy to cost-effectiveness, providing a much refined experience for researchers. By choosing the right software and adopting the best practices for transcribing interviews, researchers can unleash the full potential of their endeavors.

About Serra Ardem

Serra Ardem is a freelance writer and editor based in Istanbul. For the last 8 years, she has been collaborating with brands and businesses to tell their unique story and develop their verbal identity.

How to Transcribe an Interview for Dissertation – Part 1

“[I]t is a truism to note that all transcription is in some sense interpretation …” (Cook, 1990, p.12)

In summary, here is how you transcribe your research interviews.

• DIY – Do(ing) it Yourself
• Hire a Professional Transcriber
• Use Software.

In this first post of a 2 part series on how to transcribe an interview for dissertation, I’ll start with a brief overview of the thesis transcription process. Then discuss 3 ways to transcribe your research interviews. And finally make a few remarks on accuracy of the transcripts and audio quality.

Why Transcripts

Before I start talking about how to transcribe your dissertation interviews, just why do it?

The reason we do it is because usually we find it much easier to work with a transcript rather than a recording.

These days it’s very easy to have an audio or video recording of your interviews; digital recorders (if you are looking to buy a voice recorder for your interviews check out this post ) and digital cameras make the whole recording audio or video very, very easy .

But for analysis purposes, researchers still find it easier to work with a transcript, despite the effort that goes into creating the transcripts.

The reason has to do with the fact that you can move around transcripts, you can mark it with a pencil. You can shuffle the pages very quickly and find the bits you want, and you got some very quick random access to it.

Now there are qualitative data analysis software (QDA) that can help with that, and some of QDA programs that I’ll talk about in another post do actually deal with some of those kinds of things, but still not in quite the same easy, familiar way that we used to do with paper.

That becomes even more the case when you are doing very detailed analysis, like conversation analysis or possibly a discourse analysis, where you need a closely transcribed interview to work on. So transcription is still the norm for anything that involves interviews or the recordings of people.

Beware of Transcripts

But Steinar Kvale, a Danish writer, warns us, we have to “beware of transcripts” (97:1988).

Transcripts are not transparent.

Transcription is a change of medium.

There are dangers in transcribing. We tend to lose things. Here are some of the dangers.

Decontextualizing ; take bits out of context, because that is what we are focusing on that passage, and not the longer run of the narrative and so on. We miss the bits that came before and after by taking things out of the context. So while we are listening to a longer narrative or a longer explanation we isolate bits and decontextualize. We maybe miss what the larger conversation was about.

Transcription is a change of medium; we are changing from a verbal expression to a written expression. Things you do verbally in speech, you can’t do in text, or it is very hard to do in text. So you lose some of those things, the intonation, the pace, the speed, the pause and the so on, are often lost.

Perhaps some of the hesitation, some of the gurgling and so on is lost, because it is fine enough as you will see it. So we often have a cleaner version. Now if that is important you need to be very aware of what you’re doing. If it is not important then it doesn’t matter so much, it makes life a bit easier.

Doing the Transcription

Who should do the transcription?

As researchers you will be faced with this choice at some stage. In my mind there are 3 possibilities, do it yourself. Getting an academic transcriber to do it for you, in other words pay someone. Or use some technology to do it. Let us have a few comments about each of those in turn.

DIY – do(ing) it yourself

Thesis Transcription is tedious; it takes an awfully long time to do it.

It also varies with how good of a typist you are, how detailed you are doing it and so on; we will see the different level of detail you can transcribe later on. But you might reckon something in the order of 6 hours per hour of recording to fully transcribe and check something. Maybe you can do it faster maybe you can do it 4 hours for an hour, maybe it takes you longer, but reckon on that kind of figure. So you can see it is a very laborious process, very tedious.

On the other hand it does start you reading your data, or rather listening to your data and actually reading it as you transcribing it.

You begin to get familiar with your data, so there is an advantage to that enormous effort you spend when doing the transcription. You carefully read it and produce new ideas as you check it through it against the audio.

Of course you may have to do it yourself because the original interview is in a language that nobody else can transcribe for you. So if you are anthropologist or if you are doing research in other countries where there are no native speakers locally you can use to help you transcribe your dissertation interviews, then no luck; you have to do it yourself.

Before you can start transcribing your first research interview, you are going to need the right equipment that will help you make the transcription process bearable.

• A computer/laptop. If you plan on using a laptop to transcribe your research interview, I recommend you get an external keyboard and mouse. Regardless, it’s best to set up a transcription desk so that you can focus on the transcription.
• Transcription software. Express Scribe is a good “free” one. Personally I use F4. If you’re a mac user, here’s a great post on mac transcription software.
• A good pair of headphones/headsets. Headphones that are great for transcribing are comfortable (you’re going to wear them for hours on end), durable (you don’t want them to stop working while you’re transcribing), and improve dialogue intelligibility. Here’s another great post with some recommendations.
• Foot Pedal. I’d say this is optional. But can help you transcribe faster – especially if you’re not a touch typist. More on transcription foot pedals here .

There are lots of ways of doing a transcription, and here is one approach, which I have seen often recommended for novice transcribers.

It is a 3 stage process, so you kind of level 1, you go through the recording. So you listen through the recording, get familiar with it. Just listen to the whole thing in one go. Create a kind of table of contents, so just take notes as you go through, just a word or 2, that helps you know what is there.

Then make a rough transcription. So you might actually type up your notes into a word processor. Open up a file, start the recording again and as you come to your notes you can extend, type some more in. Pause the recording if you need to, but try not to, never rewind the recording, don’t go back and re-listen to things, try to avoid that, we are trying to speed things up here.

I have heard it takes 2-3 hours of tape to go through and do that, of course unless you can type very fast you will have to pause. So, try not to rewind because that will just take an awful lot of time.

Once you have done that, you have something that is readable, you will have lots of typos, perhaps there will be bits missing, bits not quite right and so on. So, at that stage you can go through it again and listen to the recording against the transcript and make sure it is accurate. In that case you know you need to edit it, and get it correct. That takes another you know, whatever it is, 2 hours perhaps for an hour of recording to do that, maybe longer.

Some people found like quite a useful method. Again it is up to you, if you prefer to do things accurately from the go – like I do, fine. Best of all is if you can use a transcription software. The advantage of a transcription software are 2 fold. 1) You control it with a foot pedal. So, you can sit on your computer typing while you are turning on and off with your foot. That is great.

2) Transcription software have built in an automatic rewind. So every time you pause it, before it starts playing again when you start it playing, it rewinds a small amount, and you can often change that on most software. You can actually vary the amount of rewind from half a second to 2 seconds, whatever you want.

Actually round about a second you are probably okay, when you pause something should you lose a bit, you normally lose about half a second. And actually half a second is about 1 or 2 words you miss, so you need to rewind. Having to rewind a bit more than that, is sometimes helpful because you can hear it overlap. You just have to figure out what works for you. You can also use a hotkey to control playback with most transcription software.

Hire an Academic Transcriber

If you can get some money, and this is important when you are applying for a research grant, make sure there is enough money in the grant to pay somebody else to transcribe your oral interviews for you. It will save you a lot of time and you can concentrate on analysis and writing of you dissertation. If you can pay somebody else to do it fine. It is quicker, it cost money.

Transcribers make mistakes and you need to make sure you check the transcripts. Reviewing the transcripts also helps you get to know the data before you start the analysis. It helps if your transcriber knows something about the context. Because if they know about what is going on, what to expect, then it helps.

Technical terms, medical terms, clinical terms those kinds of things are quite hard to transcribe. So either help the transcriber by giving them a set of those terms or find someone who specializes in academic transcription to transcribe your dissertation interviews for you.

Although they are not typing it, again you got to check it, so you can use that checking it as a first opportunity to get familiar with the transcript, and begin to see and remind yourself of what the interview is about.

Use Software

The 3 rd possibility is to use software technology (or artificial intelligence) to help you transcribe.

There are software available that basically you can dictate to, and it converts your word or your dictations into typed texted. Dragon is the market leader in this field. I have used them and they are not that good, they are not accurate. They tend to work well with very good quality sound, so you have to have special mics, and probably you need to get one with the package.

You need to teach it with your own voice. So you can’t use it to transcribe interviews. Even if it recognizes the first voice, it will go completely wrong on the second voice. One thing you can do with it is to do both things at once. Listen to your tape and speak it again into the software. I have tried that, it is very hard to do it, you have to get used to doing it.

It is a bit like parallel translation. So you hear something coming in your ear and then you say the same words, speaking through the mic which then gets converted into texts on the computer. If you have got a regional accent that is fine. I find if I speak slightly American it is better, you don’t have to. I just find that, but maybe that is just me.

But you do need to preserver, you need to train it in your own voice and it should pick up regional accents. In fact there are now different versions for international accents. So there is a version for British English, there is a version for American English, there is a version for Indian English and so on, so those are even covered to some extent.

Then there are online automated machine transcription services. Most of them use a Google, Amazon, Microsoft or IBM speech recognition engines. There are lot of services to choose from, and more come online everyday. They don’t require you to train the AI and they tend to produce a more accurate transcript that Dragon et al.

The main disadvantages of these services is the low accuracy rate, especially if your recordings are not awesome (have a little background noise etc), accents, speaker designation, and maintaining confidentiality.

Interviewee Review?

Once you have got the transcripts, they need to be accurate. You can go back to the interviewee to check with them. See if the transcripts is an accurate recording of what they said. Or rather what they meant to say.

That is the trouble, they remember what they meant, not what they said, because you got directly what they said, and I can guarantee you can make it accurate from what they said. So, what if they disagree with the transcript?

Well you can try and treat it as new data, so they have said one thing and we later come back with the transcript and they disagree what they said, not what they said for sure but maybe not what they meant to say but that is what they actually said. So, why are they changing their minds?

You can ask them, is it embarrassment, is it something that has happened in the meantime, maybe they boss has talked to them and they don’t want to do these things anymore. Maybe they have actually changed their mind themselves. Maybe rather peer pressure is making them change their mind.

So, you could trace in that kind of way, keep both the old data and the new data and treat the whole thing as a kind of exercise, focusing in on really crucial things that are written there.

However interviewees may want statements erased, and usually they have a right to do that. They will have signed a fully informed consent form that says they can withdraw at any moment. So, they got the rights, I don’t want that used or I withdraw completely, so you’re stuck a bit.

Good Audio Recordings

And finally, I have talked about transcribers making errors but errors occur for all sorts of reasons. A good quality recording helps. So, if it is poor quality recording, it is will be harder to hear what it is on it.

Even if it is you doing your own transcription, listening to your own voice, and adding the respondent who you were interviewing the week before, you would have forgotten what was being said in the interview. So, a good quality recording is vital.

I find a good microphone, a lapel mic works really well when plugged into a digital recorder. That works really well especially in noisy areas. In a quiet room, a digital recorder (here are a few digital voice recorders that I recommend) will capture great quality interviews.

That’s it for this first part on how to transcribe an interview for dissertation. If you have any burning questions post them below and I’ll be more than happy to answer them.

In the second and final post in this series on how to transcribe interviews for dissertation I get into the minutia of transcription mechanics: how do you transcribe? What are the different styles of dissertation interview transcription (with examples)?And I share a cover page template you can use.

If you find transcribing your dissertation interviews to be a chore – get in touch. We’ll be glad to transcribe them for you.

References.

Ashmore, Malcolm & Reed, Darren (2000). Innocence and Nostalgia in Conversation Analysis: The Dynamic Relations of Tape and Transcript . Forum Qualitative Sozialforschung / Forum: Qualitative Social Research, 1(3), Art. 3.

Cook, Guy (1990). Transcribing infinity: Problems of context presentation. Journal of Pragmatics, 14, 1-24.

Have, Paul ten (1990). Methodological issues in conversation analysis. Bulletin de Méthodologie Sociologique, 27 (June), 23-51.

Jefferson, Gail (1985). An exercise in the transcription and analysis of laughter. In T. Van Dijk (Ed.), Handbook of Discourse Analysis, Vol. 3: Discourse and Dialogue (pp.25-34). London, UK: Academic Press.

Ochs, Elinor (1979). Transcription as theory. In E. Ochs & B. Schieffelin (Eds.), Developmental Pragmatics. New York: Academic Press.

Thanks for the post, really helpful. I’m planning to use the Olympus/Dragon package, do you have any experience with this combo?

Hi Ana, I’ve not used Olympus digital recorder and dragon software. From my experience, dragon voice recognition only works well with dictations. The moment you have multiple voices in an audio, it fails. Isaac

Is it possible to transcribe interview onto nvivo with Sony icd ux570

Many thanks

Ana, thanks for getting in touch. The main purpose of voice recorders it to record your interviews. Some do have a “transcription mode”, which is a playback mode that allows you to fast-forward or fast-rewind the your interview recording to search for a particular point and also to use the DPC (Digital Pitch Control) function to slow the playback. That’s all it does. You will need to listen to the interview, and type out the transcript in nVivo. Personally, I find the function inadequate and possibly misleading. For it doesn’t have the basic functions of a transcription software or hardware of old. Nvivo does come with an audio playback functionality that is better, and there are lots of other audio playback softwares that you can use for transcription that are better than using the recorder. My advice is to use the recorder to record your interview, transfer the interview to your computer and then use a software of your choice to help you transcribe your interviews.

Hope that helps.

I was wondering if it is OK to type only the answers of the the people I interviewed or if I am required to type the questions every time even though they will be the same questions for each participant?

Thank you for your help.

Yes, it’s okay to only type the answers. I’d recommend, though, that you reference the question in the transcript. You can use tags, for instance Q1 for the first question, etc. Also you might want to share the transcripts with other researchers or your advisor, having the questions in the transcripts will help them contextualize the content.

All the best in your research. Regards, Isaac

I used express scribe to bring in my audio recorded interviews and then play it back at 75% speed and type it myself. Took a while but was easy to use and free.

Hi Sarah. Yes, express scribe is a good software (though I do have a love/hate relationship with it!). Would it be helpful if I did a review of transcription software I use? Isaac

Voice Typing under tools in Google Docs is exceptionally accurate and provides translation in many languages. I would consider it as a cost-effective alternative…

Thanks Annie. If you don’t mind could you please provide more information on how you used the Google Docs voice typing tools in your research. I’m sure other researchers would appreciate it…

A really useful post, thank you. I especially like the quote at the beginning – so true. I am using MAXQDA and finding it usable so far, although only just started. I am transcribing a group semi-structured interview, a discussion really. Is it okay to write something like ‘all agree’ rather than go into the exact words of the individuals? And if one of them (they are children) goes off on a tangent, can I miss that bit out?

Sarah, I don’t know much about your study’s methodology, so my answer has to be yes and no. Depending on your methodology, it may make sense to edit out some stuff and have placeholders. But generally no. And here’s why. When transcribing, you are not analyzing. So your aim is to create a “faithful” representation of the conversation/interview. You don’t know, and should not know, what is useful or not. You do want to transcribe as much information as possible. Let me share a personal example. During my thesis, a participant said an off-hand comment. It did not speak to my study’s goal and objectives – and it was really hard to hear what they said. But I transcribed it anyway. It was only at the end of my thesis writing that I realized that that off-hand comment was the key to explaining the phenomena that I was researching. My advice, be consistent and either transcribe everything or nothing. Hope that helps, Isaac

Hi Isaac, very informative articles! I’m in the process of writing my first book. I own an independent tv news studio servicing the news networks for remote “live shots” I have all the necessary equipment for broadcast, but I’m a “tech junkie” and get excited over buying new gear! So, for audio I already own Sony XLR ECM 77 mics, I have several Tascam DR40’s a Tascam DR05. But as I’m reading your posts and others online, I see your recommendation for the Sony ICDUX560BLK Digital Voice Recorder and the Giant Squid lab mics. I own a few of the Azden 503 models (cheaper mics) and was thinking about using them with my Tascam DR05.

Do you think the Sony 560 Digital Audio Recorder and the Giant Squid Mics will be a much better setup to go with? I also plan to use the DR40 with one of the Sony XLR ECM 77’s as a backup audio recording and double mic myself to both recorders.

My studio is fully soundproofed so ambient noise is not an issue when recording. I plan on sending my audio recordings to a professional transcription service afterward. I see you provided a link in your article. I will check it out!

What do you suggest? But the Sony Recorder and Squid Mics or stay with what I have?

Hi Scott. Both of those mics are more than adequate (for transcription purposes) for voice recording in a studio. You are not going to get better audio using the ux560 and giant squid. My advice, use what you have. My only concern would be the Tascams. I own a DR05 and I get radio interference whenever I place it next to my smartphone. I don’t know if the DR40 has the same issue. Provided you keep the DRO5 away from microwaves, it’s a wonderful recorder. All the best. Isaac

This is a good read. I am about to transcribe an interview I conducted and I was wondering how and what is the best way to transcribe. After reading this, I will just go ahead and listen to the recording and type out the responses to aid with my analysis. Thank you!!!

Glad I helped.

How to Transcribe an Interview

How to transcribe an interview - the easy way

Whether you're a journalist, a researcher, a student or a podcaster, if you're conducting interviews either as a one off or as a regular part of your job, then chances are you're also going to need an interview transcription to accompany it.

Transcribing interviews has a whole host of benefits. For starters, transcribing audio to text makes it easy to find important quotes to include in reports, articles and essays. It also helps to improve accessibility, as you can share a transcript alongside a podcast recording or add subtitles to a filmed interview to make your content accessible for those that might be deaf or hard of hearing.

In this guide we'll walk you through the fundamentals of transcribing an interview, including how to prepare before the interview has even begun, how to transcribe an interview quickly and easily, and how to edit the transcription.

What is an interview transcript?

How to prepare for an interview that you want to transcribe later, how to edit an interview transcription, other ways to transcribe an interview, who might benefit from an interview transcription.

An interview transcript is a written (or typed) record of a conversation that took place during an interview. It captures the dialogue between the interviewer and the interviewee, so that you can easily refer back to the conversation, search for key quotes, or share it alongside the recording for improved accessibility.

The clearer the recording, the easier it will be to transcribe your interview, so here are some things to consider before you get started with the interview:

• Find a quiet room

Ensure you're conducting the interview in a quiet room where background noise will be minimal. The less background noise there is, the clearer the dialogue will be, which will make it much easier to transcribe.

• Use headsets

Using headsets or a dedicated microphone will mean the quality of your audio recording will be clearer and louder than if you use the microphone built into your laptop.

• Speak slowly and clearly

Speaking slowly and clearly, ensuring that the interviewer and interviewees speak one at a time and don't interrupt one another, will make the transcription process easier.

Find out more about how to conduct a research interview or how to interview someone for an article .

1. Choose your transcription software

The easiest way to transcribe an interview is with transcription software like Transcribe. Our AI-powered transcription software provides you with high quality transcriptions in a matter of minutes, potentially saving you hours of time. And since the process is automated, we can keep costs down and offer you the best possible price.

Depending on the quality of the audio and how many speakers there are, you might need to make small tweaks to the text, but this is easy to do thanks to timestamps that signal exactly where in the recording you need to skip to.

Read our step-by-step guide on how to transcribe audio using Transcribe .

2. Upload your audio or video file

With Transcribe, you can import audio and video files from any app or cloud storage system, including Google Drive and Dropbox. You can also integrate with Zoom for quick and easy transcriptions of Zoom interviews.

Supported file formats include mp3, m4a, wav, m4v, mp4, mov and avi. If your file is in a format that isn't supported, get in touch and we'll help you to convert your file.

3. Transcribe the interview recording

Once you've uploaded your interview recording, all you have to do is wait a few seconds, and you'll have a complete transcript!

4. Add speaker designation and time stamps

Transcribe will automatically separate the text based on who said what. Simply click on the speakers in the interview transcript to rename them. Your changes will be applied to the entire transcript.

5. Proofread and amend the transcript where needed

With Transcribe, you can edit the interview directly in the app or online editor, or you can export your transcript in a variety of formats, including TXT, DOCX, PDF, JPG and SRT. When you export it, you can choose to include speakers and timestamps in the transcript.

Edits might include adding the date and time and the names of the interviewer and interviewee, as well as cutting out certain irrelevant bits of dialogue.

Let's take a look at the editing process in more detail.

When it comes to editing your interview transcript, there are several different levels of detail you can choose to go into. The type of interview and what the transcript is being used for will determine exactly how precise the transcript needs to be. If you're transcribing manually or using a human transcription service, then you should decide this before you start the transcription process to save time.

- Full verbatim

Full verbatim transcripts capture every single sound, including false starts, repetitions, 'ums' and 'ahs' and interruptions. This level of detail is much more difficult to capture, and isn't often necessary.

Often called 'intelligent verbatim' or 'clean verbatim', the false starts, 'ums' and 'ahs' are removed to make the transcript easier to read. This is often considered the industry standard and what you would receive from a professional transcription service unless you request otherwise.

If you don't need quite as much detail from your transcript, then perhaps detailed notes or a summary would be better instead. Detailed notes go a step further than verbatim and remove any conversation that is off-topic, while a summary includes simply the main points from the interview.

So we've seen that the best and easiest way to transcribe an interview is with the help of transcription software. But there are other ways too. The route you choose to go down will depend on a variety of factors, including the length of the interview, how much time you have to spare, and your budget.

The other options for getting an interview transcript are:

• Type it out manually

Manually transcribing the interview yourself is the cheapest option, however the process will be time-consuming. A one hour interview recording will take upwards of four hours to transcribe - that's how long it takes professionals!

Without specific transcription software, you'll also have to flick continuously between your word processing tool and your audio every time you need to pause and press play, which can really test your patience!

• Use an agency or freelancer

Another option is to pay a professional interview transcriber to transcribe your interview for you. These skilled professionals will provide you with highly accurate audio transcriptions, however these services can be costly and you might have to wait a matter of days - or even longer - for your transcript.

Example of an interview transcript

So now you know the different options available to you, and what the process of transcribing an interview looks like, let's take a look at an example of an interview transcript.

Conducting interviews as part of a big project? With a transcription you can quickly and easily skim read and search for key themes and quotes to include in your essay, dissertation or thesis.

• Researchers

Interviews are a key component of qualitative research, and a verbatim transcript of your interviews makes it easy for you to search for key quotes to include in your reports.

Learn more about the benefits of academic transcription .

• Journalists

A transcription of your interviews will enable you to skim for soundbites and important quotes to add to your stories, and if the interview is being filmed and shared online, then you can use the transcript to create subtitles too.

Publishing a written transcript alongside your podcast will boost your SEO, which will help you to reach a wider audience, generate more traffic and grow your listening base. It also makes your content more accessible for audience members that might be deaf or hard of hearing.

• Business conferences & meetings

As well as making it easy for you to share minutes and meeting summaries, transcriptions can be repurposed and used for reports and articles to support your marketing activity. They can also be turned into subtitles to accompany recordings of important interviews for accessibility purposes.

Final thoughts

Ready to transcribe an interview? Transcribe is the quick and easy way to convert your interview to text. You'll receive your transcript in a matter of minutes, which you can then search, amend, condense and export. Download the Transcribe app or launch the online editor to get started.

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How to Transcribe Audio

From doing it yourself to using Word, Google Docs or, best of all, the Transcribe App or online editor, learn how to transcribe audio with our helpful guide.

How to Analyze Interview Transcripts in Qualitative Research

Rev › Blog › Transcription Blog › How to Analyze Interview Transcripts in Qualitative Research

Studies take time, accuracy, and a drive to provide excellent information, and qualitative research is a critical part of any successful study. You may be wondering how qualitative data adds to a paper or report, given that it’s not the hard “science” we often see highlighted the most often.

How Do You Analyze Qualitative Interviews?

There are two main approaches to qualitative analysis: inductive and deductive . What’s more, there are two types of inductive qualitative analysis to choose from. These are called thematic content analysis and narrative analysis, both of which call for an unstructured approach to research.

Inductive Methods of Analyzing Interview Transcripts

A thematic content analysis begins with weeding out biases and establishing your overarching impressions of the data. Rather than approaching your data with a predetermined framework, identify common themes as you search the materials organically. Your goal is to find common patterns across the data set.

A narrative analysis involves making sense of your interview respondents’ individual stories. Use this type of qualitative data analysis to highlight important aspects of their stories that will best resonate with your readers. And, highlight critical points you have found in other areas of your research.

Deductive Approach to Qualitative Analysis

Deductive analysis , on the other hand, requires a structured or predetermined approach. In this case, the researcher will build categories in advance of their analysis. Then, they’ll map connections in the data to those specific categories.

Each of these qualitative analysis methods lends its benefits to the research effort. Inductive analyses will produce more nuanced findings. Meanwhile, deductive analyses allow the researcher to point to key themes essential to their research.

Successful qualitative research hinges on the accuracy of your data. This can be harder to achieve than with quantitative research. It’s easy to lose important facts and meaning as you transition qualitative data from the source to your published content. This makes transcription a vital tool in maintaining integrity and relaying information in an unbiased way that’s useful for readers and adds appropriate context to the journal or study.

How to Transcribe a Qualitative Interview

Accurate transcription begins early in the interview process, even before you start interviewing. Here are the steps to transcribing a qualitative interview.

1. Collect Feedback for Qualitative Research

There are dozens of ways to gather qualitative data. Recording and accurately transcribing interviews is among the best methods to avoid inaccuracies and data loss, and researchers should consider this approach over simply taking notes firsthand.

Make sure you have a reliable way to record, whether the interview takes place in person, over the phone, or as part of a video call. Depending on the interview method, you may record a video or an audio-only format. Here are some tips depending on where the interview takes place:

• These apps can also be used for over-the-phone interviews.
• For video interviews , we recommend taking advantage of one of our transcription integrations , such as Zoom. Rev also has an API available for those who want to streamline their workflow even further by integrating Rev directly into their processes and platforms.

2. Organize Your Research Recordings

You should ensure that your audio or video files are easy to save, compile, and share. To do this, be sure to adopt easy-to-remember naming conventions as well to ensure they stay organized. An example of a naming convention that is simple to remember and recreate includes “Date.LastNameofSource.Topic”.

3. Transcribe All the Interviews and Focus Group Recordings

The next critical step is transcription. Done manually, this is a long and tedious process that can add hours, days, or even months to your report-writing process. There are dozens of pitfalls when performing transcriptions manually as well, as it can be hard to pick up words spoken in a heavy dialect or quiet tone. You also want to avoid having to transcribe all the “umms” and “ems” that occur when a source is speaking naturally.

Rev provides a variety of transcription services that take the tedium and guesswork out of the research process. You can choose to edit out all of the “umms,” while ensuring that heavy accents or muffled voices are picked up by the recording service.

You can order transcripts from Rev with both audio and video recordings. Once you’ve received your professional transcripts from Rev, you can begin your qualitative analysis.

The 6 Steps of Qualitative Interview Data Analysis

Among qualitative interview data analysis methods, thematic content analysis is perhaps the most common and effective method. It can also be one of the most trustworthy , increasing the traceability and verification of an analysis when done correctly. The following are the six main steps of a successful thematic analysis of your transcripts.

1. Read the Transcripts

By now, you will have accessed your transcript files as digital files in the cloud or have downloaded them to your computer for offline viewing. Start by browsing through your transcripts and making notes of your first impressions. You will be able to identify common themes. This will help you with your final summation of the data.

Next, read through each transcript carefully. Evidence of themes will become stronger, helping you to hone in on important insights.

You must identify bias during this step as well. Biases can appear in the data, among the interviewees, and even within your objectives and methodologies. According to SAGE Publishing , researchers should “acknowledge preconceived notions and actively work to neutralize them” at this early step.

2. Annotate the Transcripts

Annotation is the process of labeling relevant words, phrases, sentences, or sections with codes. These codes help identify important qualitative data types and patterns. Labels can be about actions, activities, concepts, differences, opinions, processes, or whatever you think is relevant.  Annotations will help you organize your data for dissemination .

Be generous with your annotations—don’t hold back. You will have an opportunity to eliminate or consolidate them later. It’s best to do more here, so you don’t have to come back to find more opportunities later.

3. Conceptualize the Data

Conceptualizing qualitative data is the process of aligning data with critical themes you will use in your published content. You will have identified many of these themes during your initial review of the transcripts.

To conceptualize,  create categories and subcategories  by grouping the codes you created during annotation. You may eliminate or combine certain codes rather than using all the codes you created. Keep only the codes you deem relevant to your analysis.

4. Segment the Data

Segmentation is the process of positioning and  connecting your categories . This allows you to establish the bulk of your data cohesively. Start by labeling your categories and then describe the connections between them.

You can use these descriptions to improve your final published content.

• Create a spreadsheet  to easily compile your data.
• Then, use the columns to structure important variables of your data analysis using codes as tools for reference.
• Create a separate tab for the front of the document that contains a coding table. This glossary contains important codes used in the segmentation process. This will help you and others quickly identify what the codes are referring to.

5. Analyze the Segments

You’re now ready to take a  deep dive into your data segments . Start by determining if there is a hierarchy among your categories. Determine if one is more important than the other, or draw a figure to summarize the results. At this stage, you may also want to align qualitative data with any quantitative data you collected.

6. Write the Results

Your analysis of the content is complete—you’re ready to transition your findings into the real body of your content. Use your insights to build and verify theories, answer key questions in your field, and back aims and objectives. Describe your categories and how they are connected using a neutral, objective voice.

Although you will pull heavily from your own research, be sure to publish content in the context of your field. Interpret your results in light of relevant studies, theories, and concepts related to your study.

Why Use Interviews for Qualitative Data

Unlike quantitative data, which is certainly important, a qualitative analysis adds color to academic and business reports. It offers perspective and can make a report more readable, add context, and inspire thoughtful discussion beyond the report.

As we’ve observed, transcribing qualitative interviews is crucial to getting less measurable data from direct sources. They allow researchers to provide relatable stories and perspectives and even quote important contributors directly. Lots of qualitative data from interviews enables authors to avoid embellishment and maintain the integrity of their content as well.

So, how do you conduct interview data analysis on qualitative data to pull key insights and strengthen your reports? Transcribing interviews is one of the most useful tools available for this task.

As a researcher, you need to make the most of recorded interviews . Interview transcripts allow you to use the best qualitative analysis methods. Plus, you can focus only on tasks that add value to your research effort.

Transcription is Essential to Qualitative Research Analysis

Qualitative data is often elusive to researchers. Transcripts allow you to capture original, nuanced responses from your respondents. You get their response naturally using their own words—not a summarized version in your notes.

You can also go back to the original transcript at any time to see what was said as you gain new context. The editable digital transcript files are incredibly easy to work with, saving you time and giving you speaker tags, time marks, and other tools to ensure you can find what you need within a transcript quickly.

When creating a report, accuracy matters, but efficiency matters, as well. Rev offers a seamless way of doing the transcription for you, saving you time and allowing you to focus on high-quality work instead. Consider Rev as your transcription service provider for qualitative research analysis — try Rev’s AI or Human Transcription services today.

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Transcribing interviews for qualitative research

Transcribing interviews is an important step in qualitative research, as it forms the backbone of data analysis and interpretation. In other words we can say that it acts as a vital link between those unfiltered conversations and insightful data acquired from them. But why is accurate transcription so crucial in qualitative studies?

The fundamentals of qualitative research itself provide the first justification. The depth with which linguistic expressions and emotions are communicated during interviews is crucial for this kind of research. Accurate transcription ensures that these non-verbal cues are also added for more clarity.

Transcribing interviews qualitative research is essential to ensuring the correctness of findings because it enables researchers to fully capture the range of participant replies and perspectives. Moving forward in this article we have compiled a comprehensive guide to help you get a more clear perspective on how to transcribe interviews for qualitative research.

What Is qualitative research?

Qualitative research is one of the most commonly used research methods in the field of academia. Instead of concentrating just on the what, where, and when of decision-making, it explores the why and how by focusing on the human aspects of a specific issue or situation. It aims to comprehend people's experiences, actions, feelings, and the interpretations they place on objects.

Getting a much deeper insight into people's attitudes, actions, value systems, concerns, motives and goals is the main aim of qualitative research. It is employed to acquire a deeper comprehension of intricate occurrences that are challenging to put into numerical form.

The main characteristics of qualitative research are:

• Focus on context: It explores the context in which behaviours and events take place.
• Subjectivity: It recognises the subjective nature of the study and frequently captures the perspectives of the participants.
• Extensive analysis: This entails a thorough examination of a limited number of case studies or circumstances.
• Inductive approach: The inductive approach often begins with observations and builds theories from them.
• Flexibility in design: As the study goes on, the research question format may change. Here it is not necessary to follow the predetermined context.

Researchers use qualitative interview as their main method of data collection for this research since it allows them to interact with the subject first hand and focus on the non-verbal cues along with the information they are sharing.

Looking for support in transcribing your qualitative research interviews? Good Tape offers transcription services that can help you better understand your interviews. We're here to help make your transcription process more manageable and efficient. Explore how Good Tape can assist you in your research endeavors .

Qualitative vs quantitative interviews

Qualitative and quantitative interviews are different research approaches, each with a unique strategy for collecting and interpreting data. Quantitative interviews seek to measure human behaviour and experiences in a form that can be statistically examined, whereas qualitative interviews concentrate on investigating and comprehending the depth and complexity of human behaviour and experiences.

While both are extensively used in the field of research, it is important to understand where either of the two should be used. Below is a comparative table of both against which you can determine which of the two would work best in your scenario.

This table presents a clear contrast between qualitative and quantitative interviews, highlighting the differences in their technique, strategy, and study conclusions. The choice between both majorly depends on the research question at hand and the nature of the topic being studied.

How to transcribe an interview for qualitative research

For qualitative research, transcription of interviews is a painstaking procedure that needs time and close attention to detail. It requires turning spoken words from your recorded audio or video into text.

In qualitative research, this transcribing procedure is essential to data processing. Here's a step-by-step tutorial on effectively transcribing interviews, along with a few tips to make the process as easy as it can be.

Record clear audio of the interview

Select a peaceful, quiet workstation for your interviews to reduce distractions and improve focus. It is important to have a well-positioned microphone and high-quality headphones if you want to record even the minute details of speech without picking up excessive background noise.

If there are any unpleasant noises in your audio, services like Good Tape can be quite helpful. They are made to carefully pick up on all spoken and nonverbal cues, even in busy settings, and automatically transcribe all your work for you, so you won't miss any important information.

Work around your transcription

Precise transcription is essential for detailed analysis, accurately recording each word and nonverbal cue. This comprehensive approach allows for a deeper understanding of both the verbal as well as non-verbal cues in communication.

Similarly, intelligent verbatim concentrates on streamlining the text by eliminating unnecessary words and sounds to focus on the primary concepts, resulting in a transcript that is more focused and structured. Revised transcriptions enhance the material by improving clarity and fixing grammar, guaranteeing that the final transcript is accurate, comprehensible, and cohesive.

Audio transcription services such as Good Tape make accurate transcription easy with a shorter turnaround time.

Finalise the transcript

For easy navigation and the identification of important points or sensitive parts within the text, transcript formatting consistency is essential. Consistent formatting facilitates reading and improves the transcript's overall usefulness.

A further crucial stage is anonymisation, which anonymises any confidential or private data to comply with legal regulations. This also gives the interviewees peace of mind knowing that the information they provide will not be used illegally. To ensure that the transcript is correct, well-written, and presented professionally, one last review is necessary to spot any spelling, grammatical, or flow errors.

Some useful tips

Manual transcription can take a lot of time, therefore patience is essential. However, if you wish to have accurate transcripts in less time, using services such as Good Tape can cut down on the amount of time required.

It's also very important to make sure that your transcribed documents are safe. Maintaining regular backups is essential to avoiding data loss. Using services that automatically store and back up your transcribed audio might be a sensible choice if you find it difficult to remember to do backups, since they provide efficiency and peace of mind.

Why accurate transcription matters in qualitative research

Precise transcription is essential to qualitative research because it supports the accuracy and essence of the whole research process. It is the first stage of data analysis and has a direct impact on the findings and recommendations of the study. There are several reasons why accurate transcribing is important and advantageous.

Impact on data analysis

• Maintains originality: Preserving the original context of spoken words is ensured via precise transcription. For accurate interpretation of the data, this is essential.
• Enables comprehensive study: If the transcription has even minute error, it may prevent researchers from doing a thorough study of the interview data, including discourse, theme, and content analysis. Conversation analysis requires a lot of details which is possible through detailed notes of its accurate transcription.
• Supports accuracy: Data analysis in qualitative research is a very crucial step. More valid findings are produced when transcripts are accurate because they give researchers a solid foundation.

Impact on research outcomes

• Validity of findings: The reliability of the study findings is directly impacted by the quality of the transcribing. Inaccurate conclusions may result from word misinterpretation or omission.
• Reliability and reproducibility: A key component of scientific investigation is replication, which is made possible by accurate transcribing, which also increases the research's dependability.
• Reflects the voice of the participant: Accurate transcribing preserves the integrity of the participants' contributions by correctly capturing their voices.

Benefits of accurate transcription

• Enhances credibility: Precisely recorded information strengthens the credibility of the study among other researchers and readers
• Facilitates peer review and cooperation: Because other researchers can comprehend and analyse the data with clarity, it makes effective peer review and cooperation possible.
• Enhances engagement with data: When data is precisely translated, researchers may interact with it at a deeper level, which results in more perceptive analysis and interpretation.

Accurate transcription plays a crucial role in maintaining the validity, reliability, and integrity of the research findings. It improves the quality and depth of data analysis, guaranteeing that the conclusions are solid, reliable, and accurate representations of the experiences and viewpoints of the participants.

Discover Good Tape’s interview transcription service

We’ve understood in depth how to transcribe interviews for qualitative research, let’s go over how you can do so accurately and quickly without having to put in much effort. Good Tape has a relatively simpler user interface which you can navigate through without any manual or instructions. Here’s what you can expect when going through the process of transcribing your audios.

• Upload your file: The first step in the process is to upload the file you need to transcribe. Make sure the file is complete and has all the information you require

• Select the language: Good Tape has a number of options when it comes to choosing the language of transcription. Select the one you want, although you can also choose the “auto-detect” option for the system to automatically identify the language in the audio.

• Transcribe the text: Once the file is uploaded and the language is chosen, proceed further by clicking the “transcribe” button. Your audio transcription process starts here.

• To wait or not to wait: If you’re a casual plan user, you will have to wait for some time for your transcription to be completed due to excessive load by the users. However, if you’re a professional or a team user, you get your results ASAP! The wait time depends on the plan you’re subscribed to .

• Get notified: You will receive a notification once your transcribed document is ready. An e-mail will be sent to your inbox containing the link to access and download the document.

Looking for a good transcribing interviews qualitative research service? Try out Good Tape’s audio-to-text transcription service today and increase your work productivity. Their AI incorporated technology makes sure that every verbal and non-verbal cue is recorded, giving your qualitative data a deeper level of understanding.

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• Transcribing an Interview | 5 Steps & Transcription Software

Transcribing an Interview | 5 Steps & Transcription Software

Published on 6 May 2022 by Raimo Streefkerk .

Transcribing is converting speech to text word for word. Transcribing is a common practice when conducting interviews because it enables you to perform analysis.

How to transcribe an interview in five steps:

• Choose your preferred transcription method.
• Transcribe the audio (using transcription software ).
• Add speaker designation and time stamps.
• Clarify the transcript where needed.
• Proofread the transcript.

Transcription software comparison

Table of contents

Transcription methods, altering the transcript, example transcript, analysing interview transcripts, transcription software.

Before you start transcribing, you first need to determine what transcription method you want to use. The best method depends on the goal of your transcription.

Verbatim transcription

Write down every single word, including pauses, the expression of emotions such as laughter, stuttering, and hesitations such as ‘uh’.

This type of transcription is mostly used in the legal profession or in research where you’re not only interested in what is said but also how it is said.

Intelligent verbatim transcription (most common)

Write down every word, but without irrelevant fillers like ‘um’, ‘yeah’, and ‘you know’. To improve readability, you can also fix grammar mistakes, broken sentences, and long paragraphs.

This method is more readable than verbatim transcription, but some data – such as emotions, pauses and hesitation – is lost in the process.

Edited transcription

A summarised and edited version of an intelligent verbatim transcript. In addition to omitting fillers like ‘you know’, irrelevant sentences can be omitted if it doesn’t change the meaning of the story.

Prevent plagiarism, run a free check.

If the audio quality is bad or the conversation itself needs clarification, you are allowed to make changes in the transcript. For instance:

• Adding a clarifying comment: ‘I showed him that this option [raising prices] would be beneficial for profitability.’
• Marking unclear or missing audio with ellipses: ‘I showed him … would be beneficial for profitability.’
• Emphasising words: ‘ Increasing prices is needed for profitability.’

There are no rules for formatting and structuring a transcript. However, most transcripts contain the following information:

• Names of the interviewer and interviewee (can be anonymised)
• Date and time when the interview took place
• Location of the interview
• Speaker designation (who says what?)
• Line numbers and time stamps (optional)

After transcribing the interview(s) it is time to start analysing. There are several techniques for doing this – coding and categorising is one of them.

This means that you link keywords (e.g., ‘understanding customer’) to the answers you’ve received to your questions. Based on these keywords you are able to find connections between the answers of different respondents.

You can also use methods such as content analysis , thematic analysis , or discourse analysis .

If you quote from an interview in your paper, make sure you correctly cite the source. Learn how to cite an interview in MLA and APA .

Transcribing interviews takes a lot of time, but luckily transcription software is developing quickly. Using transcription software can help you speed up the process.

Most software is able to accurately convert English speech to text. However, the audio quality must be good in order for the software to work. That means a noise-free background, no over-talk, clear accents and good microphones.

If the audio quality is too poor for automatic transcription, you unfortunately have to dictate it or transcribe it manually.

We tested and reviewed the transcription software below using the audio of a YouTube video in which Bill Gates is interviewed . The audio meets all the criteria listed above.

Happy Scribe

• Speaker recognition
• Clean and intuitive editor
• Omits ‘uhs’ and stuttering
• Correct capitalisation and use of full stops
• 25% student discount
• Doesn’t insert punctuation (except for full stops)

• Good speaker recognition
• Simple but powerful interface
• Comment and highlight feature
• Ignores intro music from video
• Easy to keep track of reviewing progress
• Some missing spaces

• Solid speaker recognition
• Very good capitalisation and punctuation (including commas)
• Much cheaper than other transcription software
• Just a 1-minute trial
• Dated editor with limited functionality
• Doesn’t connect audio and transcript
• $20 (approx. £16.25) annual licence fee

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the ‘Cite this Scribbr article’ button to automatically add the citation to our free Reference Generator.

Streefkerk, R. (2022, May 06). Transcribing an Interview | 5 Steps & Transcription Software. Scribbr. Retrieved 2 September 2024, from https://www.scribbr.co.uk/research-methods/transcribing-an-interview/

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Other students also liked, doing survey research | a step-by-step guide & examples, types of interviews in research | guide & examples, structured interview | definition, guide & examples.

How to Transcribe an Interview

Inhaltsverzeichnis

• 1 Get your transcript in minutes
• 2 How to transcribe an Interview: FAQs
• 3 How to transcribe an interview
• 4 How to transcribe an interview for your thesis
• 5 3 Easy Steps to Transcribe an Interview
• 6 How to transcribe an interview in a nutshell

Get your transcript in minutes

This article is about transcribing interviews and how to transcribe an interview for academic purposes into a written document that can be attached to your research document. In the article, we will look at the different methods and techniques that can be used to do transcriptions and also provide some useful information on how to transcribe an interview that university or college students can use when they are transcribing interviews for their bachelors or masters degrees.

How to transcribe an interview using the software in transcribing interviews will also be dealt with when we discuss the different stages of software used in the process of how to transcribe an interview.

How to transcribe an Interview: FAQs

How to transcribe an interview fast.

The first step in how to transcribe an interview is to use quality recording equipment to record the interview and to use a quality headset to listen to the recording. A great tip is to practice your typing speed beforehand if you intend to manually transcribe the recording.

A good transcription software program combined with a foot pedal will greatly enhance your transcription speed. Lastly, it is important to work in a quiet work environment where you can concentrate without being disturbed.

Where and how to transcribe an interview?

The best place transcribing interviews is somewhere quiet where you can work without any interruptions or distractions that can influence the quality of your transcription.

When is the best time transcribing interviews?

The best time and how to transcripe an interview will entirely depend on yourself, many people wait till they have finished all their interviews or do it in batches. If you are pressed for time it is advisable to transcribe every interview after you have conducted it.

How long does it take you transcribing interviews of one hour of audio?

The general rule of thumb is that you should not take longer than four hours to transcribe one hour of audio. This boils down to a ratio of 4:1 which means that you should allocate four times the duration of the recording for transcription time.

What is the purpose of transcribing interviews?

The purpose of transcription is to change a voice record into written text, this will enable you to read the text, organize and archive it for later use. The written document makes it easier to use the information for research or study purposes.

What is a transcript used in research?

A transcript is a detailed written record of an interview or a discussion with a group that is produced after transcribing audio or videotaped record of the interview or discussion.

What does verbatim transcription mean?

Verbatim transcription refers to the process where the spoken word is converted into text in such a way that the essence of the message is captured exactly in the way it was spoken. This requires practice, skill and attention to the detail of the recording by the person doing the transcription.

Our transcription services

Transcription services

Transcription online

Audio to text

Transcription software

Speech to text

Video to text

Interview transcript

Audio transcription

Audio to text converter

How to transcribe an interview

The choice on how to transcribe an interview will depend on the number of speakers, the content of the recording, different accents used and the tempo of the speech. There are two ways in which transcribing interviews can be done which will be discussed below:

Manual transcription

Manual transcription can be done by yourself, another option is to outsource it to a professional transcriber. Manual transcription refers to the process where the transcriber sits down and listen to the voice recording of the interview, preferably while using headphones.

The transcriber then turns the audio recording into a written text in accordance with the brief provided or as required by the research project. The transcript can be done as a verbatim transcript, intelligent verbatim transcript or as an edited version of the intelligent verbatim transcript.

Automatic transcription

The automatic transcription of interviews refers to the use of a transcription software that assists the transcriber in the process of converting the audio of the interview into a written text. The development of new software makes this a faster option than manual transcription but mistakes still occur in the transcript from audio or video to text. The advantage is that the user has a software generated text available that can be reviewed, revised, edited and proofread to produce a near perfect text in much less time. The advantage is that a text copy uses much less memory than an audio recording and can be print out as a document.

How to transcribe an interview for your thesis

A bachelor or master thesis refers to a research proposal or academic study in which a student’s theories and findings are contained in. The thesis must contain factual evidence which will support the findings and theories. In many instances, this evidence consists of interviews, audio or video recordings, and lectures given at seminars. This evidence must be transcribed into text that can be incorporated into a document, this process can place a huge demand on the available time of the student.

Although it is very easy to make a high-quality video or audio recordings with the available technology for academic purposes, transcripts will still be the norm where interviews or recordings take place as part of the study. It is also easier to use text documents when doing analysis or comparisons.

Whilst there are huge advantages with the development of software that can assist us in this task, the human touch is still needed when doing transcripts. When considering the different options before deciding on how to transcribe an interview it is essential to consider a couple of factors like the following before making the final decision:

• The inherent problem with transcription is that we change the medium of presentation, from a verbal expression to textual expression. The danger lies therein that with the focus on how to transcribe an interview, we might lose the context and the emotion like intonation expressed in the verbal interview.
• The decision on who will do the transcription and how to transcribe an interview will be dependent on time constraints, level of skills required, financial challenges, available equipment and transcription software.
• The format that the transcription will be done in will also play a huge role in determining what the best transcription option will be, verbatim, intelligent verbatim or the discourse or conversation analysis.

After considering the different factors there are three options available that must be considered on how to transcribe an interview for your thesis, the three available options on how to transcribe an interview is the following:

• Doing the transcription yourself.
• Make use of a professional academic transcriber that specialize in transcribing interviews.
• Make use of technology transcribing interviews.

These options all have their advantages and disadvantages but in the final instance, the transcripts will have to be checked for accuracy and be approved by you. This is a good thing because it helps to familiarize you with your data before you start doing the analysis of it. After the completion, you will also have to verify the accuracy of the content with the interviewed persons.

3 Easy Steps to Transcribe an Interview

It is important to note, that transcription software requires either the download of the software onto the computer or in many instances with the increased usage of smartphones or tablets, the installation of the application onto the device. The following steps that are relatively uniform will be discussed:

Audio and video files can be uploaded directly to transcription sites using secure direct uploads in different formats like MP3, MP4 and various other formats by clicking the “Upload” button and choose a file on your computer for upload. Files can also be uploaded from the Cloud onto your computer using the media link for the file which is pasted into the field. You can also upload recordings from your smartphone or tablet using the relevant app.

2. Data processing

The software that you use will determine how you format the questionnaire because that will influence the transcript formats when the data is processed. This applies where a questionnaire with structured questions are being presented to all participants, look at the software manuals to ensure that the same coding and wording is used on all transcripts. This will ensure consistency between the transcript and the uploaded interview.

3. Finished transcribe

The operating system on your computer will allow you to save the finished transcript and the audio or video recording in different formats. The finished transcription can be saved as a word file or pdf document in a common interviews file or in a separate file. The information about the interview can also be saved as a word document in the file. The file name can be either the name of the interviewee or a code assigned to the person which will link it with the cover sheet of the text document.

How to transcribe an interview in a nutshell

This article deals with how to transcribe an interview from an audio or video recording to a text document, this can be done either as a manual transcription or as an automatic transcription. A number of Frequently Asked Questions that crop up when transcribing interviews are also answered to enable the reader to gain more insight into how to transcribe an interview.

The pitfalls and different methods used in transcribing interviews for academic purposes are also discussed and the factors that must be considered before deciding on how to transcribe an interview are also looked at. Lastly, the use of transcription software and how to transcribe an interview is discussed.

They did such an excellent job printing my dissertation! I got it fast and...

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Should I include interviews transcriptions in my thesis?

In my PhD, I ran an experiment falling within the grounded theory framework, based on interviews I conducted. I transcripted them, tagged them, etc. This "enhanced transcription" is about 130 pages long (with pretty narrow margins). I am now writing my thesis and I wonder if I should include these transcription in appendix of my PhD thesis .

My first guess would be yes, in order to enable contextualization when I quote snippets of theses interviews, but also for "open science" purposes (being honest about what I've done, archival purpose, reproducible research, etc.).

However, thesis in my field are usually ca. 150 pages long. Addind these transcriptions (i.e. 130 pages) would add a significant amount a pages with a low information density. A solution could be to display these transcripts in a very small font, so that they are only 50 pages long, but I don't think it's a good solution.

By the way, my supervisors don't have opinion about it, since using grounded theory is rather uncommon in my field - hence no "jurisprudence".

• At the time of the interviews, did you discuss with interviewees how the material might be used? There are some major potential issues here with use of personal information, though hopefully you have already considered this aspect! –  user2390246 Commented Nov 8, 2016 at 11:20
• 1 I've got their consent for audio-recording the interviews in order to transcribe it later. I was considering anonymizing any personal information (name, title of the project they worked on, and any hints that might make them recognizable), and asking again for formal authorization for publishing transcripts in their final form (i.e. sending them the file and asking " is it ok for you to publish it in that form? "). –  ebosi Commented Nov 8, 2016 at 11:29
• Despite the authorization you have currently, you probably need to go through IRB to get permission to change the way you are dealing with any data, not just getting consent again from the participants. IRB might also have opinions about your raw or transcribed data, and whether publication of material in that form is ever acceptable. –  Bryan Krause ♦ Commented Nov 8, 2016 at 23:03

Quite honestly I doubt that anybody would go and read that appendix. What I would do is that once the thesis is approved and put in the online repository of the university, you could add this appendix just as an online document and refer to it in the main thesis. That way if anybody wants to access it they can.

• I do agree that it's unlikely someone would go through these interviews! If I upload it online, how should I refer to it in my thesis? (i.e. when I quote a sentence, I'd like to say "Lorem ipsum dolor sit amet" (cf. Project X, Participant Y, at time mm:ss) . However I feel a bit dishonest if thesis reporters cannot access transcript at the time of their report... –  ebosi Commented Nov 8, 2016 at 9:24
• @ebo you can still add an online file also when you submit the thesis, in the main text you will give a refence to the section of the appendix. If they want they follow the link you provide, what's the issue? –  Herman Toothrot Commented Nov 8, 2016 at 13:16

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How to Transcribe an Interview for Qualitative Research?

Transkriptor 2024-04-23

Transcribing interviews is a fundamental aspect of qualitative research, providing a textual representation of audio or video recordings that captures the depth and nuance of participants' responses. The transcription process is not merely about converting spoken words into written text for users; it's a critical step in data analysis and interpretation that ensures the accuracy and reliability of research findings.

Navigating the transcription process involves understanding the best practices for recording interviews , mastering the art of accurate transcription, and utilizing tools like Transkriptor to streamline the process.

The 5 steps of transcribing an interview for qualitative research are listed below.

• Upload to Transkriptor or Record Directly: Choose between uploading pre-recorded files or using Transkriptor's direct recording feature. Use the Meeting Assistant such as Meetingor for multi-speaker sessions.
• Transcribe with AI Precision: Use Transkriptor’s AI-driven services for efficient and accurate transcription, supporting over 100 languages for diverse research needs.
• Review and Edit Transcripts: Systematically check the transcribed text against the audio, and refine readability while maintaining the original speech’s integrity.
• Translate (Optional): Use Transkriptor’s integrated translation services for multilingual research, ensuring accurate representation of the original text.
• Export and Analyze: Download transcripts in various formats suitable for qualitative data analysis, engage deeply with the text to identify themes and insights.

Step 1: Upload to Transkriptor or Record Directly

Users have several options for capturing and submitting their audio files to Transkriptor while transcribing an interview for qualitative research, each tailored to different research needs and contexts.

Upload Files

The Upload feature of Transkriptor allows users to submit pre-recorded audio or video files directly to the platform for transcription. This method is particularly useful for researchers who have conducted interviews outside of Transkriptor and have their recordings ready in digital format.

Transkriptor supports a wide range of file formats, including MP3, MP4 , WAV, AAC, M4A, and WEBM, among others, offering flexibility in terms of the type of interview recordings users are able to transcribe.

Users should simply navigate to the Transkriptor dashboard to upload files, select the "Upload" option, and choose the files from their device.

Transkriptor's advanced transcription engine processes the audio once uploaded, converting speech into text with high accuracy.

Direct Recording

The Direct recording feature provides an integrated solution to capture audio directly within Transkriptor for users conducting live interviews or meetings. This option eliminates the need for external recording devices or software, streamlining the transcription process. Transkriptor's mobile apps and web app, providing flexibility for researchers to record using their phones or laptops.

Transcribers initiate a new interview recording session within Transkriptor to use direct recording, ensuring their microphone is configured correctly and tested for optimal audio capture.

The audio is recorded in real-time as the interview proceeds, and upon completion, the recording is immediately available for transcription within the platform.

Meeting Assistant

As a meeting assistant, Meetingtor is a digital platform designed to integrate with your calendar and manage your online meetings. It expands Transkriptor's capabilities to accommodate multi-speaker meetings and interviews, commonly used in platforms like Zoom, Microsoft Teams, and Google Meet . This tool is specifically designed to handle the dynamics of group discussions, capturing each participant's contributions clearly.

Step 2: Transcribe with AI Precision

Transcribing interviews is critical in data analysis, demanding precision and efficiency. Users should harness the power of Transkriptor's AI-driven transcription services to convert their interviews into accurately transcribed text.

This sophisticated AI technology is designed to recognize and accurately transcribe speech from audio recordings, making it an invaluable tool for researchers.

Transkriptor's AI capabilities support over 100 languages, accommodating a wide range of qualitative research projects that span diverse linguistic groups. This feature mainly benefits users conducting international research or working with multilingual participants.

The advantage of using AI for transcription lies in its ability to process large volumes of audio data quickly and with high precision. This efficiency enables researchers to move faster from data collection to analysis, accelerating the overall research timeline.

Users should ensure that their qualitative data is transcribed accurately and ready for analysis, supporting a thorough and insightful research process.

Step 3: Review and Edit Transcripts

The next critical phase in qualitative research involves reviewing and editing transcripts. Users should systematically review the transcribed text , comparing it against the original audio to verify its correctness. This process allows identifying and correcting discrepancies or errors during the AI transcription phase.

The review process also involves refining the readability of the transcripts. While AI transcription provides a high level of accuracy, it doesn’t always capture the nuances of human speech, such as pauses, intonations, and non-verbal cues, which are significant in qualitative research. Users are encouraged to add annotations or notes to the transcripts to capture these subtleties, providing context crucial for data analysis.

Editing transcripts further ensures the text is coherent and follows a logical structure. This includes removing irrelevant sections and repetitive phrases or correcting grammatical errors that do not affect the participant's speech's meaning but improve the transcript's clarity.

Users need to maintain the integrity of the original speech while making these edits, preserving the participant's voice and intent.

Step 4: Translate (Optional)

Translating transcribed interviews enables users to bridge language barriers, making the insights gathered from interviews accessible to a broader audience or research team members who do not speak the original language of the interview.

Transkriptor facilitates this step by offering integrated translation services that support multiple languages, ensuring that translations maintain the nuance and meaning of the original text.

Users must ensure their transcripts are accurately reviewed and edited for clarity and correctness to initiate translation. Transcripts should be submitted for translation through Transkriptor's platform once finalized.

The translation process leverages advanced AI algorithms designed to understand and convert text accurately between languages, preserving the essence of the participants' responses and the researchers' questions.

Step 5: Export and Analyze

The final step in the qualitative research process involves exporting and analyzing the data. Users should utilize Transkriptor's export function to download their transcripts in various formats, such as TXT, Clipboard, Word , or SRT, depending on their analysis needs.

This flexibility ensures that the data is easily imported into qualitative data analysis software (QDAS) or reviewed manually.

Exporting the transcripts marks the transition from data preparation to deep analysis. Users engage with the text to identify themes, patterns, and insights relevant to their research questions.

The analysis process involves reading through the transcripts multiple times, coding the data, and categorizing codes into themes that emerge from the data itself. This in-depth engagement with the text allows researchers to construct a nuanced understanding of the interviewees' perspectives, experiences, and the study context.

The QDAS software facilitates the organization, coding, and thematic analysis of the transcripts. These tools offer features such as text search, coding, and the ability to visualize data connections, enhancing the efficiency and depth of analysis.

The goal remains to distill meaningful insights from the interviews that contribute to the broader research objectives, whether analyzing data manually or using software.

What is Qualitative Research?

Qualitative research is a methodological approach that seeks to understand how people interpret their experiences, the meanings they attribute to those experiences, and the world in which they live. Users of qualitative research methods focus on collecting non-numerical data, typically through interviews, observations, and textual analysis, to gain insights into people's attitudes, behaviors, and interactions.

Users prioritize depth over breadth in qualitative research. They aim to gather detailed information from a smaller sample size rather than seeking to generalize findings across a larger population. This approach allows researchers to explore complex phenomena within specific contexts, offering rich, nuanced understandings that quantitative methods are able to overlook.

Transcribers engage in qualitative research when they wish to explore questions of 'how' and 'why' rather than 'how many' or 'how much.' This method is particularly suited to studies that explore new or poorly understood areas, where the goal is to generate hypotheses and theories

Why is Accurate Transcription Crucial for Qualitative Research?

Accurate transcription is fundamental to the success of qualitative research, serving as the bridge between raw data and insightful analysis. The fidelity of transcribed interviews to the original audio is paramount for users engaged in qualitative studies, as it ensures that the nuances of participants' speech are faithfully represented in , highlighting the importance of data security in transcription to protect sensitive research data throughout the transcription process. This accuracy is critical for several reasons.

First, accurate transcription provides a reliable foundation for analysis. Users depend on the precision of transcripts to perform detailed examinations of the data, identifying themes, patterns, and insights that emerge from participants' responses.

Second, the integrity of the research process hinges on the faithful representation of participants' words. Qualitative research often dives into sensitive topics or personal experiences. Accurate transcription respects the participants' voices, ensuring their perspectives are accurately documented and analyzed.

Moreover, accurate transcription enables users to conduct a thorough and robust analysis. It allows researchers to return to the data multiple times, uncovering deeper meanings and connections that aren’t apparent on initial examination. This iterative analysis process is crucial for comprehensively understanding the research topic.

What Challenges Do Researchers Face in Transcribing Interviews?

Researchers engaged in transcribing interviews for qualitative research encounter several challenges that impact the accuracy and efficiency of the transcription process. These challenges arise from both spoken language's nature and transcription's practical aspects.

Firstly, dealing with poor audio quality is a significant challenge. Background noise, low speaking volumes, and unclear articulation make it difficult for researchers to discern words accurately, leading to potential errors or omissions in the transcript. Users must often replay sections multiple times, which is time-consuming and frustrating.

Secondly, the presence of multiple speakers adds complexity to the transcription process. Distinguishing between speakers, especially when interrupting or speaking simultaneously, requires careful attention and slowing down the transcription process. Researchers must develop strategies to attribute speech to the correct individual accurately.

Moreover, researchers face the challenge of dialects and accents, which vary significantly among participants. Transcribing speech from speakers with unfamiliar accents or regional dialects accurately demands a high level of linguistic competence and requires additional research or consultation.

Finally, the time-consuming nature of transcription is a challenge in itself. Transcription takes several hours for just one hour of audio, placing significant demands on researchers' time and resources. This is particularly challenging for large-scale studies or when researchers work under tight deadlines.

Streamlining Qualitative Research with Transkriptor

In qualitative research, transcribing interviews is essential, offering a textual version of audio or video recordings. This detailed process, crucial for data analysis, involves converting spoken words into written text to capture the depth of participants' responses. Using advanced tools like Transkriptor can significantly ease this task.

Transkriptor stands out by offering fast, accurate transcription in over 100 languages, making it an invaluable tool for researchers dealing with diverse linguistic data. It not only generates subtitles by converting audio to text but also provides options for exporting in various formats, complete with timestamps and speaker names. This functionality is crucial for researchers aiming to overcome common transcription challenges such as poor audio quality, multiple speakers, varied dialects, and the extensive time commitment typically required. Try now!

Frequently Asked Questions

You should use a high-quality digital recorder in a quiet, controlled environment. or Transkriptor as a transcription app in a quiet, controlled environment. They ensure all participants are audible and conduct a test recording to check sound levels and clarity before starting the interview.

Users must listen to the recorded interview, typing the spoken words verbatim. They should use transcription software like Transkriptor. Also, users are able to compare the text with the audio to ensure accuracy regularly and include non-verbal cues in annotations.

Users are able to transcribe an interview for qualitative research for free by utilizing Transkriptor's free trial. This trial offers access to advanced AI transcription features, enabling accurate and efficient transcription of interviews without initial cost.

The fastest way to transcribe an interview is to use automated transcription services with AI technology by Transkriptor. Although it requires post-transcription review for accuracy, it significantly reduces the initial transcription time.

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Q: How do I format interview transcripts in my dissertation?

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Answer Last Updated: Jul 08, 2016 Views: 1798

There is no set style or rule for the presentation of interview transcripts. Purpose and readability should drive the presentation. That being said, the following recommendations are provided:

• Do not include verbatim question-by-question transcripts in the manuscript. Rather, extract key, relevant quotations or synthesize the responses.
• Always review the quotations for any information that may accidentally reveal participants, his or her immediate community (e.g., family, clients, coworkers), or location.
• Use single-spacing for interview transcripts.
• Do not italicize participant quotations.
• Use block-style formatting for interview transcripts.
• Set quotations of fewer than 40 words off with quotation marks.
• Set the speaker’s name in parentheses at the end, as in (Participant 1).
• Unless you are doing a Delphi study, do not include the date of the interview.
• Participant quotations are considered data, so never refer to them as “personal communication.”
• For traditional “script-style” transcripts, with questions from the interviewer and answers from the participants, use a colon after the speaker’s designation and indent the first line of all new paragraphs.
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Interview transcript

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Both brief and long utterances are indented and their line spacing is reduced. This is a deviation from the recommendation of APA 7. Neither quotation marks nor italics are used, but the utterance is consistently written in the style of a Quotation , even if the utterance were brief. This way, the interview transcript stands out from other data. It is recommended that quotes be linked content-wise to the body text so that utterances do not remain disjointed and the context completely to be figured out by the reader. Excerpts of data can be coded by a combination of a letter and number (such as H1, H2).

The omission of words from a quoted section is indicated by three periods separated by a space. 

If there is a direct quote from the interview transcript in the middle of the text, it is separated with quotes.  Interview data are not included in the bibliography. 

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