Verbatim transcription is the process of converting spoken word or audio/video recordings into written text word-for-word with meticulous precision. It involves capturing every word, utterance, filler, stutter, non-verbal communication, and background sound exactly as they occurred.

The primary goal of verbatim transcription is to create a faithful representation of the spoken content. No content is omitted or paraphrased; instead, every aspect, including pauses, hesitations, laughter, overlapping speech, and external noises, is transcribed.

The outcome is an extensive and detailed written account of the original spoken communication.

The process requires a keen ear, great attention to detail, and the capability to precisely capture the spoken content while preserving the integrity of the conversation.

The comprehensive nature of a verbatim transcript renders it a valuable resource for those seeking an accurate and undiluted account of the communication captured in the recording.

Verbatim Transcription Example

Female:   We received a lot of support from…uh from community services- [baby starts crying].
Interviewer:   Oh, do you want to take a short break?
Female:   No that’s okay, I just need to turn her over [talks to the baby, 60s]. So I was saying…uhm…we got a lot of support in my first few weeks back from the hospital.

In this example, the transcript includes words as well as other details like background sounds, details of the mother talking to her baby, and fillers.

That’s the essence of verbatim transcription – capturing not just what was said on the recording but also how it was said and in what context.

Types of Verbatim Transcription

While the essence of verbatim transcription remains the same—transcribing exactly what’s on a recording—variations have emerged over time to accommodate different needs. There are primarily three types of verbatim transcription:

1. Intelligent Verbatim or Clean Verbatim
2. Standard Verbatim or just Verbatim
3. True Verbatim or Full Verbatim

Each style offers its own advantages, suited for different needs:

1. Intelligent Verbatim or Clean Verbatim Transcription

Intelligent Verbatim, also referred to as Clean Read or Clean Verbatim transcription, is a transcription technique that involves precise editing and rephrasing to achieve a concise, polished transcript.

This style is preferred for print-ready, error-free transcripts and is particularly useful in business recordings.

What’s included: Everything said in the recording with minor paraphrasing only when absolutely needed.

What’s not: Grammatical errors, fillers (ums, uhs, you knows, etc.), stutters (In- In- In- In fact), false starts (incomplete sentences), repetitions, non-verbal communication, and ambient sounds.

2. Standard Verbatim Transcription

Standard Verbatim or simply Verbatim Transcription, is more detailed compared to Intelligent Verbatim.

In this style, the transcriptionist captures all words from the recording, including any grammatical errors and false starts.

However, the transcript omits additional details such as stutters and repetitions, resulting in an accurate yet uncluttered document.

What’s included: Every word in the recording, including false starts, relevant repetitions, and grammatical errors.

What’s not: Fillers (ums, uhs, you knows, etc.), stutters (In- In- In- In fact), irrelevant repetitions, non-verbal communication, and ambient sounds.

3. True Verbatim or Full Verbatim Transcription

True Verbatim, also known as Full Verbatim Transcription is the most comprehensive of the 3 styles, capturing every word, sound, and non-verbal communication present on a recording.

The precise detail of this style makes it ideal for academic research and analysis, where every detail is significant.

What’s included: Every word in the recording, along with non-verbal communication like laughter and pauses, and ambient sounds such as background noise or interruptions.

What’s not: Stutters and pauses that are irrelevant to the transcript and disrupt the reading flow.

Examples of Intelligent, Standard, and Full Verbatim Transcription

To give you a clearer idea of each type of verbatim transcription, here’s an excerpt from an interview with Jeff Bezos, the CEO of Amazon, transcribed using each of the styles.

We’ve also included the audio file so that you can listen along.

Intelligent Verbatim Transcript

Well, yeah I guess I hadn’t thought about that, that’s right. And then outside of that, I’ve had lots of role models throughout my life. Some of my teachers at River Oaks Elementary School that you mentioned. I had my parents who I talked about a little earlier. I didn’t talk too much about my grandfather but he was a gigantic influence in my life. I had the great good fortune, because my mom was so young, my grandparents would take me every summer; starting at age four, every summer – kind of to give her a break really – for the whole summer.

Standard Verbatim Transcript Example

Well, yeah I guess I hadn’t thought about that, that’s right. And then outside of that, I’ve had lots of role models throughout my life. Yeah, some of my teachers at River Oaks Elementary School that you mentioned. I had, I had my parents who I talked about a little earlier. I didn’t talk too much about my grandfather but he was a gigantic influence in my life. I had the great good fortune, because my mom was so young, my grandparents would take me every summer. Even..starting at age four, every summer – kind of to give her a break really – for the whole summer.

Full Verbatim Transcript Example

Well, yeah I guess I hadn’t thought about that, you know, that’s right, yeah. Uhm but [swallows] and then outside of that, you know, I’ve had lots of role models throughout my life. Yeah, uhm [swallows]some of my teachers at River Oaks Elementary School that you mentioned. I had, uhm, you know I had my parents who I talked about a little earlier. I didn’t talk too much about my grandfather but he was a gigantic influence in my life. I had the great good fortune [swallows because my mom was so young, uhm my grandparents would take me every summer. Even.. starting at age four, every summer, kind of to give her a break really, uhm for the whole summer.

4 Rules of Verbatim Transcription

For those new to verbatim transcription, several questions may arise, such as “Should I paraphrase certain parts of the recording?” or “How should sounds be transcribed?” Here are four rules for verbatim transcription, depending on the desired level of detail required in the transcript:

1. Capture EVERY word (don’t paraphrase)

Some transcriptionists paraphrase statements to convey the general idea rather than typing the exact words. This approach is taken in intelligent verbatim transcription, which is preferred in business settings due to its readability.

However, academic researchers and journalists often require precise word-for-word transcriptions.

Here’s an example:

Paraphrased sentence: “I was screaming. I was screaming for my mother. And she was maybe 30 yards away in the house. She wouldn’t have heard me even if she was outside.”

Verbatim sentence: “And I’m screaming. You know, I’m screaming for my mother. And she was uh maybe 30 yards away in the house [pause]. I mean…she could not have heard me. Even if she was outside, she probably would not have heard me.”

Both sentences convey the same meaning, but the emotion is far more pronounced in the second one.

Depending on the purpose of the transcript, this distinction may be significant. Therefore, in verbatim transcription, typing every single word is essential.

2. Don’t leave out non-verbal communication

Communication extends beyond words, encompassing laughter, pauses, ambient sounds, and more.

Verbatim transcription captures all these components to provide an authentic account of the conversation.

Here’s another example:

K: What does your mother think?

N: Not much. She agrees with me. Yeah.

K: Really?! [Laughs] Are you sure?!

[N laughs]

To adequately transcribe non-verbal communication, consider the following guidelines:

Transcribing Overlapping Conversation

When two speakers talk simultaneously, indicate this with /, e.g.:

N: Yes, I have been /living here.

K: /Oh you have?

N: for three years.

Transcribing Pauses

For short pauses, add a full stop (.), ellipses (…), or [pause].

K: So in retrospect [pause] that was a bad decision.

For pauses lasting longer than 4 seconds, put the time in seconds inside brackets, e.g., (6) or (6 sec).

Transcribing Interruptions

For interruptions, use a short hyphen (-).

K: I was sort of thi-

N: -there was just so little time.

Transcribing Laughter

For laughter, use (h) or (hhh) or [laughter/laugh].

N: I still can’t believe we managed it [hhh].

3. Catch those fillers and false starts

Fillers like “um,” “ah,” “you know” and false starts are often used by speakers to buy time while thinking.

False starts are unfinished sentences like:

“I would say that’s not such a… I mean that may not be… it’s best to check with an expert before proceeding in such matters.”

Although these elements disrupt the flow of speech, they can provide valuable insights into the speaker’s thought process. For this reason, verbatim transcription should include these elements instead of editing them out.

4. Note external sounds

Qualitative research requires understanding the surroundings and context during an interview or conversation. External sounds such as doors opening, people walking in, or side conversations etc. are all important for drawing insights from recordings and should therefore be noted in the transcript within brackets and with time stamps.

Read More: A Step-by-Step Guide to Interview Transcription

The primary goal of verbatim transcription is to capture both the content and the manner of speech. However, not everyone requires the same level of detail, so depending on the purpose of the transcript, certain elements may be transcribed or omitted. For example, you may decide to include non-verbal communication but remove any external sounds/events noted on the transcript.

Think about how the transcript will be used to figure out what should be transcribed and what should be left out.

So there it is. You now know (almost) all there is know about verbatim transcription.

Still have questions on this topic? Leave your question in comments and we’ll do our best to answer it!

Read more:
3 Examples of Transcribed Interviews
Transcription for Research: A Comprehensive Guide