How to transcribe an interview

Questo contenuto è in inglese.

Interviews are the raw material for articles, research, oral histories and case studies, and the transcript is where accuracy matters most. A misquoted sentence can change its meaning, and a missing pause can change its tone. This guide explains how to prepare the recording, upload it to the Video Transcriber on Valtrinity, label the speakers, improve the result and handle quotes and consent so that the words you publish are the words the person said.

Di Valtrinity. Aggiornato il 18 ottobre 2026.

Tell the interviewee that the conversation will be recorded and transcribed, and explain what the transcript will be used for. Agree whether they will see quotes before publication, and whether any part of the conversation is off the record. Put the agreement in writing if you can, and keep it with the recording.

Consent is not only about recording. Think about whether the transcript will be shared, stored, or quoted in a way the person did not expect, and tell them.

Explain the recording and what the transcript is for.
Agree in advance whether they will check quotes.
Keep a written note of consent.

Prepare the recording

Good audio makes transcription faster and more accurate. Use a microphone close to the interviewee and, if possible, a second one for you. Record in a quiet room and avoid running taps, traffic and fans. Start recording a few seconds before the first question and say the date, the place and the names of the people taking part, so the file has its own record.

Save the file in a common format such as MP3, M4A or MP4. Keep the original file untouched, and work on a copy for anything you edit.

Place the microphone close to the speaker.
Record in a quiet room.
State the date, place and names at the start.
Keep the original file.

Upload and set up speaker labels

Upload the recording to the Video Transcriber on Valtrinity. Files can be up to 500 MB, and a single file pass covers up to 90 minutes for £0.99. Turn on speaker labels so the transcript separates the interviewer from the interviewee. Replace the generic labels with names as soon as the transcript appears, so you do not have to check them later.

Worked example. A 45-minute interview with two speakers is a single upload. Set the first speaker to the interviewer and the second to the interviewee, then check the first minute of the transcript to confirm the labels are the right way round before you go further.

Turn on speaker labels.
Replace generic labels with names.
Check the first minute to confirm the labels.

Improve accuracy

Listen to the recording alongside the transcript, especially for names, places, numbers and technical terms. Correct these first, because one wrong name can appear many times. Mark passages where the audio is unclear, rather than guessing, and listen again at a slower speed or with the volume up.

Decide how to treat filler words, false starts and laughter before you edit. Some researchers keep them for accuracy, while journalists often remove them to improve readability. Whatever you choose, apply it consistently and say so in your notes.

Correct names, places and numbers first.
Mark unclear passages rather than guessing.
Decide on fillers and false starts, and be consistent.

Quotes, context and fairness

When you quote someone, make sure the quote matches what they said and that the context is still fair. Cutting a sentence in half or joining two parts that were separated by a long pause can change the meaning. Use an ellipsis or brackets to show edits, and keep the full context in your notes.

If you agreed to let the interviewee check quotes, send them the relevant sections with the timestamps, and keep a record of their response. Do not publish a quote you have not been able to check if you agreed to check it.

Use brackets or ellipses to show edits.
Keep the context of each quote.
Send quotes for checking when you agreed to.

Uploaded media is deleted within 24 hours of upload on the Video Transcriber, and transcripts are kept for 30 days unless you delete them sooner. Nothing is used to train models. Save the final, checked transcript in your own storage, and decide who can see it. Interviews often contain personal information, so share only with the people who need it.

Media is deleted within 24 hours of upload.
Transcripts are kept for 30 days unless deleted sooner.
Save the checked version in your own storage.

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Domande frequenti

Should I transcribe the whole interview or only the parts I need?

Transcribe the whole interview if you may need to revisit it, since you can always quote from any part later. For a short piece, transcribing the key sections is enough, but mark the timestamps clearly.

Can the transcript be used as a verbatim record?

A transcript is a good starting point, but a verbatim record needs careful checking against the audio. Include pauses, false starts and laughter only if you have decided to, and say how you treated them.

What if the interviewee changes their mind about a quote?

Follow what you agreed at the start. If you agreed they could check quotes, consider their changes carefully and note any that alter the meaning. If you did not agree to changes, explain the position to them.

How long should I keep the recording?

Keep it as long as your agreement and your own rules require, and tell the interviewee what that period is. Store it carefully in your own systems rather than relying on a single copy.