How to Do Verbatim Transcription

Verbatim transcription is the process of converting spoken words or audio/video recordings into written text exactly as they were said.

It captures every word, sound, filler, stutter, nonverbal cue, and background noise with precision.

The main goal is to provide an exact and complete representation of the spoken content.

Nothing is left out or reworded — pauses, hesitations, laughter, overlapping speech, and even external sounds are all included.

This results in a detailed written version of the original conversation.

Verbatim transcription demands sharp listening skills, attention to detail, and the ability to accurately reflect the spoken content while maintaining the integrity of the conversation.

The thoroughness of a verbatim transcript makes it an invaluable resource for anyone needing a complete and accurate account of the recorded communication.

Example of a Verbatim Transcription

Interviewer: So, uh [clears throat], tell me about your, um, your experience with project management. [sound of papers shuffling]

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Candidate: Right, well… [pause] I’ve been working in project management for about, uh, five years now? [voice raises at end, indicating uncertainty] At my current job, I’m responsible for [deep breath] overseeing a team of 10 — no, sorry, 11 people. We mainly focus on [background noise: door slamming] software development projects.

Interviewer: Mhmm. [pen clicking sound] And how do you handle, like, tight deadlines?

Candidate: Oh, tight deadlines. [nervous laughter] They can be pretty stressful, y’know? But I’ve found that the key is really just to, um, to stay organized and [phone vibrates] — oh, sorry about that [rustling sound] — where was I? Oh, yeah, stay organized and communicate clearly with the team.

Interviewer: I see. And have you ever had to deal with a project that went “off the rails”?

Candidate: [sharp intake of breath] Whew, yeah, absolutely. There was this one time —

Interviewer: Oh, do tell!

Candidate: — when we were working on this big client project, and…

[recording cuts off]

This verbatim transcript example represents a short segment of a job interview.

Let’s break it down:

1. Speaker Identification: The transcript clearly identifies who is speaking (Interviewer and Candidate) in bold.

2. Filler Words: Words like “uh,” “um,” and “y’know” are included. These show natural speech patterns and can indicate things like nervousness or thinking time.

3. Non-verbal Sounds: Sounds like throat clearing, paper shuffling, and pen clicking are noted in square brackets. These give context to the environment and actions taking place.

4. Pauses: Short pauses are indicated by ellipses (…), while longer pauses are given a specific duration, like the “[pause]” in the candidate’s first response (pause longer than 4 seconds).

5. Tone and Inflection: The transcript notes when the candidate’s voice raises at the end of a sentence, indicating uncertainty. It also mentions “nervous laughter,” which gives insight into the candidate’s emotional state.

6. Interruptions and Overlapping Speech: When the interviewer interrupts the candidate, it’s clearly marked with — (one hyphen or two) and another — as the sentence continues.

7. Self-corrections: When the candidate corrects themselves (“10 — no, sorry, 11 people”), it’s transcribed exactly as spoken.

8. Background Noises: Events like a door slamming or a phone vibrating are included, showing potential distractions or interruptions.

9. Actions: When the candidate presumably turns off their phone, the action is noted as [rustling sound].

10. Incomplete Thoughts: The transcript shows when the candidate loses their train of thought and has to recollect it.

11. Abrupt Ending: The transcript notes that the recording cuts off, explaining why the conversation ends suddenly. Ellipsis (…) is used.

This level of detail in the transcript allows readers to almost “hear” the conversation in their mind.

It provides valuable information about the speakers’ confidence levels, the interview environment, and the overall flow of the conversation.

Such detailed transcripts can be particularly useful for researchers, hiring managers, or anyone needing to analyze not just what was said but how it was said.

Types of Verbatim Transcription

While verbatim transcription generally means capturing exactly what’s on a recording, different styles have developed to suit various needs.

There are three main types of verbatim transcription:

1. Intelligent Verbatim (Clean Verbatim)

Intelligent Verbatim, also known as Clean Verbatim or Clean Read, involves slight editing to produce a clear and polished transcript.

It’s ideal for business settings or print-ready documents where readability is key.

Intelligent verbatim includes everything important from the recording, with minor rephrasing for clarity when necessary.

Intelligent verbatim omits grammatical errors, fillers (like “um,” “uh,” or “you know”), stutters, false starts, unnecessary repetitions, non-verbal communication, and background sounds.

EXAMPLE:

Let’s say we have this original spoken content:

“Um, so like, I was thinking, you know, about the, uh, the project we discussed last week. It’s, it’s coming along, but, um, there are a few, uh, challenges we’re facing. First off, the timeline is, is pretty tight, and secondly, we might need some, some additional resources. Yeah, so that’s, that’s where we’re at right now.”

Here’s how this might be transcribed using clean verbatim:

“I was thinking about the project we discussed last week. It’s coming along, but there are a few challenges we’re facing. First off, the timeline is pretty tight, and secondly, we might need some additional resources. That’s where we’re at right now.”

Notice how this clean verbatim version:

• Removes filler words (um, uh, you know)
• Eliminates stutters and repetitions
• Maintains the core content and meaning
• Improves readability and clarity

This example demonstrates how clean verbatim preserves the essential information while producing a more polished, professional transcript.

2. Standard Verbatim

Standard Verbatim, or just Verbatim, captures all the words spoken in the recording, including grammatical errors and false starts.

It offers more detail than Intelligent Verbatim, but still skips unnecessary elements.

Standard Verbatim includes every word spoken, including false starts, relevant repetitions, and grammatical mistakes.

Standard Verbatim omits fillers, stutters, irrelevant repetitions, nonverbal cues, and background noise.

EXAMPLE:

Interviewer: Okay, so tell me about your experience in customer service.

Interviewee: Right, um, well, I’ve been working in customer service for about five years now. I started at a small retail store where I was — where I learned the basics of dealing with customers. Then I moved on to a larger company where I handled phone support for their products. It was challenging at first, but I quickly learned how to handle difficult situations and resolve issues efficiently.

Interviewer: That’s interesting. Can you give me an example of a particularly challenging customer interaction and how you handled it?

Interviewee: Yes, of course. There was this one time when a customer called in very angry about a product malfunction. He was shouting and — and demanding an immediate refund. I remember thinking, “How am I going to calm this person down?” But I took a deep breath and let him vent for a moment. Then I calmly explained our troubleshooting process and offered to walk him through it step by step. By the end of the call, we had fixed the issue, and he actually thanked me for my patience.

Interviewer: Excellent. How do you think this experience has prepared you for the role you’re applying for?

Interviewee: I believe it’s given me valuable skills in problem-solving and staying calm under pressure. In this new role, I know I’ll be faced with various challenges, but my experience has taught me how to approach each situation methodically and with empathy for the customer.

This example demonstrates key features of Standard Verbatim transcription:

1. It includes false starts (e.g., “I was — where I learned”)
2. It captures hesitations (e.g., “Right, um, well”)
3. Grammatical errors and casual speech patterns are preserved
4. Relevant repetitions are included (e.g., “and — and demanding”)
5. It omits filler words like “uh” and “er”, as well as any stutters
6. Nonverbal sounds and background noises are not included

Note that this transcript maintains readability while still giving a good sense of how the speakers actually talked, including their hesitations and self-corrections.

3. True Verbatim (Full Verbatim)

True Verbatim, also called Full Verbatim, is the most detailed form.

It captures everything, including nonverbal sounds and all background noises.

This style is commonly used in academic research or legal settings, where every detail matters.

True Verbatim includes every word, along with non-verbal communication (like laughter or pauses), and background sounds.

True Verbatim omits only stutters or pauses that are irrelevant and disrupt the flow.

EXAMPLE:

[car horn honking]

Speaker: Okay, um… [deep breath] let’s see. I- I- I think we should, uh, [pause] start with the basics. [coughs] Ex-excuse me. As I was saying, [paper rustling] the project timeline is, well, it’s crucial. We need to, um, [taps pen on desk] allocate our resources ef- efficiently.

[Phone rings in background]

Speaker: Oh, sorry about that. [clears throat] Where was I? Right, resources. We have, uh, [pause] five team members available, and… [chair creaks] and we need to make sure everyone’s [emphasized] fully utilized. Any, um, any questions so far?

This example demonstrates key elements of True Verbatim transcription:

1. All words spoken, including filler words (um, uh)
2. Stutters and false starts (I- I- I think)
3. Non-verbal sounds (coughs, deep breath, clears throat)
4. Pauses, indicated with [pause] for longer pauses
5. Background noises (car horn, phone ringing)
6. Descriptive elements in brackets [paper rustling], [chair creaks]
7. Emphasis on certain words [emphasized]
8. Interruptions and resumptions in speech

This level of detail provides a comprehensive record of not just what was said, but how it was said and the environment in which the speech occurred.

Wrap-Up

The main objective of verbatim transcription is to capture both the content and the way it was spoken.

However, not all transcripts require the same level of detail.

Depending on the purpose of the transcript, you might choose to include or exclude certain elements.

For instance, you may retain nonverbal cues like pauses or laughter while omitting background noises or irrelevant external sounds.

Consider how the transcript will be used to decide what should be included and what can be left out.

It’s important to consult with your client about which elements should be included or omitted in the transcription.