The Beginner's Handbook for Accurate and Efficient Interview Transcription.

AI Note-Taker

11 Jun 2025 — 8 min read

A Beginner's Handbook on Crafting Interview Transcripts

By Alex Chen | Updated: 2024-05-20 | 9 min read

What is an interview transcript?
How to prepare and structure an interview transcript
Automatically create interview transcripts with DeepVo.ai
The advantages of transcribing interviews
Frequently Asked Questions

Interviews represent a crucial method for professionals to gather customer feedback or undertake research. Nevertheless, sifting through recordings to locate particular details can be a lengthy and unproductive task. To browse and arrange information with greater effectiveness, it's vital to produce a meticulously prepared interview transcript. Explore DeepVo.ai for free, high-accuracy transcription and AI-powered tools to streamline this process.

In this guide, we will navigate you through practical strategies, tools, and advice for transcribing interviews with precision and speed, ensuring no critical information is overlooked. We will also delve into various interview formats and provide some illustrative examples.

Whether you are a journalist, a researcher, or a consultant documenting client discussions, you will be equipped to create an interview transcript after reviewing this handbook.

What is an interview transcript?

An interview transcript is a textual record that captures the spoken dialogue of an oral interview. It should specify the names of the interviewer and interviewee, the date and time of the interview, followed by the complete text. Transcripts can be exceptionally detailed, recording every utterance, or, in certain instances, more of a condensed summary focusing on the main topics discussed during the interview.

Here’s a snippet from a sample interview transcript:

[Audio File: Interview_ProjectX_20240515.mp3]
Date of Transcription: May 20, 2024

[00:00:00] Interviewer (Dr. Smith): Welcome, and thank you for agreeing to this interview.
[00:00:05] Interviewee (Ms. Jones): My pleasure, Dr. Smith. Happy to be here.
[00:00:10] Interviewer (Dr. Smith): Could you start by telling us about your initial involvement with the project?

Interview transcripts can serve as an invaluable resource for professionals aiming to gather, classify, and swiftly access in-depth information from interviews.

How to prepare and structure an interview transcript: A step-by-step guide

Transcribing an interview is an undertaking that demands patience, concentration, and meticulousness. Adhere to the comprehensive steps below, and you'll execute it proficiently.

Step 1: Listen to the entire recording

A frequent error is to dive directly into transcription without first evaluating the recording's complexity. Listening to the audio beforehand helps ensure the transcription process is both smooth and precise.

While listening to the audio, make a note of:

The duration of the recording
Any technical jargon or specialized vocabulary used
The number of speakers and their speaking cadences
Is there ambient noise in particular segments?

Step 2: Select an interview transcription style

The intricacy of the audio greatly influences the transcription method you ought to select. Here are three commonly adopted transcription styles:

Verbatim transcription: Captures every utterance, including hesitations like "um" and "ah," rendering it ideal for legal or medical transcripts where even the slightest details are critical.Example: "Uh, so, you know, I was considering, like, applying for that position at the archives, but then I recalled I lack any experience. (chuckles) It's rather absurd, isn't it?"
Intelligent verbatim transcription: Concentrates on the core of the conversation by omitting non-essential components, such as filler words, whilst preserving the discussion's context. This method is perfect for interviews where the goal is to capture the essence of what was communicated without superfluous words.Example: "I was considering applying for that position at the archives, but I lack any experience. It's rather absurd, isn't it?"
Edited transcription: Takes it a step further by condensing the text, eliminating even more non-essential elements, and presenting the transcript in a more polished, readable format. This style is frequently employed for market research and qualitative studies.Example: "I lack experience for the archives position; applying seems absurd."

When choosing an interview transcription format, take into account the transcript's purpose and its intended audience.

Step 3: Assemble the appropriate tools

The array of transcription services can seem daunting. However, we've streamlined it for you in our article on the top transcription software. If you're in search of such a tool, that's a good starting point. Many find that AI-powered services like DeepVo.ai significantly reduce manual effort with high accuracy.

But if you are transcribing manually, these tools are essential:

Audio/video player: Opt for a dependable audio or video player that enables easy pausing, rewinding, and fast-forwarding (e.g., VLC Media Player, Windows Media Player).
Text editor: Employ tools like Google Docs or Microsoft Word for typing and effortless editing.
Headphones: Utilize good-quality headphones to guarantee clear audio playback, particularly for discerning softly spoken words or background interference.
A foot pedal (optional): Think about acquiring a foot pedal so you can effortlessly control playback with your foot.

Rapid and precise audio-to-text conversion: Use DeepVo.ai to convert your interviews into text with up to 99.5% accuracy, supporting over 100 languages. Try DeepVo.ai for Free

Step 4: Produce a preliminary draft transcript

It's recommended to begin with an initial rough draft when transcribing, especially if your typing speed isn't high. Precision shouldn't be the main focus at this juncture, as you'll have the chance to review and amend the transcript later. While transcribing, aim to minimize frequent rewinding and take breaks as needed.

To accelerate the typing process, you can employ abbreviations for commonly used words or phrases. For example, use "w/" for "with." You can subsequently revisit and make corrections using the 'find and replace' feature.

This step is markedly simpler for those utilizing AI transcription software like DeepVo.ai. Just upload your interview recording, and the software handles the rest. You'll get an interview transcript in minutes, complete with timestamps and the option to generate an AI Summary or a structured Mind Map of the content.

Step 5: Proofread and refine the transcript

It is advisable to go over both the transcript and the audio recording of the interview multiple times to guarantee accuracy. This will assist in identifying any mistakes or omissions and making necessary corrections. Furthermore, pay close attention to typographical errors and punctuation to ensure consistency and precision throughout the document. Spelling and grammar checkers can help catch common errors.

Step 6: Format the transcript

A clear format is crucial for making the transcript easily comprehensible and digestible. Here are some pointers to consider when formatting your interview transcript:

Identify speakers: Label each speaker with their name or simply "Interviewer" and "Interviewee" to enhance readability. This helps readers quickly discern who is speaking.
Use paragraphs: Start a new paragraph when the speaker changes. Correct paragraph usage facilitates tracking the conversation's flow.
Incorporate timestamps: Timestamps enable quick reference to specific segments of the interview. You can use minutes and seconds (e.g., [00:05:32]) to denote where a particular section begins.
Indicate unclear audio: Use a notation like [unclear 00:08:15] or [inaudible] for parts of the conversation that are difficult to discern.

Finally, take a moment to review the transcript one last time to ensure it adheres to your desired formatting standards.

Example Format:

Audio File: [filename.mp3]
Date Transcribed: [20 May 2024]
_______________________________________________________________

[0:00:00]
Interviewee: Initial remarks.
Interviewer: Follow-up question.

[0:00:45]
Interviewee: Elaborated statement.
Interviewer: Response - [0:01:10 unclear] - use this style for ambiguous sections.

[0:01:30]
Interviewee: Question.
Interviewer: Concluding thoughts.

Automatically create interview transcripts with DeepVo.ai

Why spend valuable hours when transcription software can automatically convert interview audio to text? DeepVo.ai offers a highly accurate (up to 99.5%), swift, and affordable solution, supporting a wide range of input formats like MP3, MP4, MOV, and WAV. Moreover, it assists in transcribing interviews in over 100 languages, including English, Spanish, French, and German. Plus, all data is end-to-end encrypted for your security.

DeepVo.ai is accessible via its website, enabling you to use it from anywhere.

How to transcribe audio/video interviews with DeepVo.ai

DeepVo.ai features a user-friendly interface that streamlines the transcription process, even for beginners. Here’s how to use the DeepVo.ai web platform:

Step 1: Upload the interview recording
Log into your DeepVo.ai account (or sign up for free) and click on the 'Upload File' button. You can drag and drop your file or select it from your device. You can upload multiple audio/video files for transcription simultaneously.
Step 2: Initiate transcription
With no manual intervention required, the platform will commence transcription as soon as you upload the interview file. It typically takes a few minutes to transcribe a 1-hour audio file.
Step 3: Review, edit, and utilize
Once transcription is complete, review and make any necessary edits directly within the software. After you are satisfied, you can easily export the transcript in your preferred format (TXT, DOCX, PDF, etc.). You can also generate an AI Summary to quickly grasp key points or create a Mind Map for a visual representation of the interview's structure and main ideas.

In just three simple steps, you can obtain a comprehensive interview transcript, summary, and mind map with DeepVo.ai!

Why DeepVo.ai is an excellent choice for interview transcription:

Automated transcription: DeepVo.ai employs advanced AI models to transcribe interviews rapidly and with an exceptional accuracy rate of up to 99.5%.
Effortless editing: DeepVo.ai provides an integrated media player and transcript editor, enabling playback while making edits. Keep all your interview transcripts organized in one workspace.
AI-powered insights: Go beyond simple text. Generate concise AI Summaries in seconds using customizable templates, and visualize complex information with intelligent Mind Maps that can be exported as images.
Export options: You can export the interview transcription in various formats like TXT, PDF, DOCX, and more.
Real-time transcription: Besides file transcription, DeepVo.ai can also record and convert speech to text live, freeing you from recording and uploading hassles.
Secure sharing: Easily share the transcription with others via a secure link; collaborators can even add comments.
Free to start: Access core features and transcribe your first few files for free.

Experience DeepVo.ai for Free

The advantages of transcribing interviews

For busy professionals who frequently conduct interviews, transcription provides the following pluses:

Enables the interviewer to remain focused
As an interviewer, it's vital to comprehend candidates by actively listening and responding. While note-taking can aid this, avoid being sidetracked by writing everything down. Interview transcription lets you review the conversation later with greater attention. Thus, you stay fully present during the interview, concentrating on the candidate's responses without the pressure of capturing every word in the moment.
Converts audio into actionable intelligence
Interview transcripts allow professionals to access crucial information efficiently and transform it into usable content. For example, if an interviewee discusses a new industry development, the transcript can serve as a foundation for a reporter to conduct further research, leading to more thorough and informative reporting. With tools like DeepVo.ai's AI Summary and Mind Map features, this actionable intelligence is even easier to extract and visualize.
Acts as a potent tool for analysis
A transcript is an invaluable instrument for analysis, permitting researchers and journalists to spot patterns, themes, and trends in the conversation that might not have been obvious during the interview. Additionally, it can help reveal discrepancies or contradictions in the interviewee's answers, offering a more profound understanding of the subject.

Finalizing your interview transcription

In summary, transcribing interviews is an indispensable practice for anyone looking to capture and organize significant conversations.

By adhering to the steps detailed in this guide, you will be able to produce dependable interview transcripts effectively. A quick recap of how to transcribe an interview in 6 steps:

Listen to the recording thoroughly.
Choose an appropriate transcription style (verbatim, intelligent verbatim, edited).
Gather the necessary tools or select transcription software like DeepVo.ai.
Create an initial draft.
Proofread and edit carefully.
Format the transcript for clarity.

Begin applying these methods today, and enhance how you manage interview data.

Automatically transcribe your interviews
DeepVo.ai can effortlessly convert spoken words into editable, searchable text with up to 99.5% accuracy, supporting over 100 languages. Transcribe Now with DeepVo.ai

Frequently Asked Questions

1. What is the simplest method for transcribing an interview?The most straightforward way to transcribe an interview is by using a speech-to-text application like DeepVo.ai. It frees up your hands and saves time by generating an accurate transcription of recorded and live audio, such as interviews, meetings, and lectures. DeepVo.ai also boosts productivity by enabling quick edits, adding notes, generating summaries or mind maps, and exporting in multiple formats, all for free to start and with end-to-end encryption.2. How much time does it take to transcribe a 1-hour interview?For manual transcription, the average time to transcribe a 1-hour interview is approximately four hours. However, with an AI transcription tool like DeepVo.ai, it typically takes only about 5-10 minutes.3. What factors can influence transcription quality?Several factors can affect the transcription accuracy of an interview, including background noise, strong accents, multiple overlapping speakers, or speaking too rapidly.