The 4 Types of Transcription, With Examples

Over time, transcription services have evolved to keep pace with the way businesses communicate among one another and with customers and the public. The shift from written to audio and video content has significantly increased the demand for transcription, which converts speech and select written materials into a written or electronic text document.

The business transcription market is forecasted to reach over $9.5 billion by 2034, growing at a 12.2% compound annual growth rate.

Although transcription appears straightforward, it’s a challenging, specialized service that requires distinct skill sets. Transcriptionists begin by understanding the client’s specific requirements, then determine which transcription type will best meet their needs—edited, verbatim, intelligent verbatim, or phonetic.

This guide defines and explains transcription types, describes who uses transcription services and why, and provides examples to help you launch a successful transcription project.

Table of contents:

Examples of when you would need transcription
Four common types of transcription
Which transcription would be common for your industry?
How to choose the best transcription type

Examples of when you would need transcription

Practically any kind of information created in almost every medium may need transcription, including audio files, videos, and written materials.

Audio transcription

Audio transcription serves a variety of purposes across different industries. Here are some common applications of audio transcription:

• Legal depositions are transcribed for easy access by lawyers, juries, and judges.
• Healthcare professionals transcribe recorded notes for medical records.
• Academic researchers convert interviews and focus group discussions to text for analysis.
• Businesses transcribe conference calls and meetings for decision-making and accountability.
• The entertainment industry uses transcription for subtitles and closed captions, improving accessibility.
• Formal publications like academic journals and corporate reports use edited transcription for enhanced readability and professionalism.

While verbatim transcripts may suffice for personal narratives or informal settings, edited transcription ensures clarity and coherence in high-stakes scenarios like legal briefs or published research, where precision and polish are paramount.

Video transcription

Video transcription is the process of converting a video or film audio track into text, which serves multiple purposes across various fields. Examples of key applications include:

• Video interviews are transcribed for blogs and news articles.
• Documentary films are often converted into ebooks through transcription.
• Educational lectures and instructional videos are transcribed to enhance learning experiences for students with diverse needs.
• Search engine optimization (SEO) for online content can be improved by transcribing video content to text.
• Digital marketing often involves transcribing video content so it can be repurposed into various text-based formats.

These are just a few of the endless ways transcription can expand reach and engagement across multiple platforms in the digital space.

Writing transcription

Written PDFs and handwritten materials such as notes, letters, and manuscripts are routinely transcribed. Transcribing written materials may include converting multiple notes into a single, readable text document or extracting copy from brochures and similar materials to create a text-only layout.

This process is an important part of digitizing archival documents and preserving historical records. By transcribing written materials, organizations can make vast collections of information more accessible and searchable so researchers and the public can easily explore and analyze important historical and cultural resources.

Four common types of transcription

Now that we’ve covered the kinds of materials transcription applies to, now let’s delve into transcription types—edited, verbatim, intelligent, and phonetic.

Each has positives and negatives. The type of transcription you’ll choose depends mostly on the purpose you have for the transcribed content.

Also, keep in mind that transcription to written text offers improved access to materials for the deaf and hard-of-hearing community. This accessibility enables more equitable participation in educational settings, professional environments, and public discourse, as well as many other different fields.

Converting audio and video content into written text caters to diverse learning styles and accessibility needs and enhances searchability and information analysis. It streamlines data management, facilitates research, and helps preserve valuable content in an easily accessible format.

In the following sections, we cover specific types of transcription and their applications in different industries.

1. Edited transcription

Edited transcription is where the complete, accurate script is formalized and edited for readability, conciseness, and clarity. Edited transcription addresses issues like grammatical mistakes, slang, and incomplete sentences. When transcribing from written materials, edited transcription also corrects spelling and punctuation and can make the spoken words sound more formal.

Yet edited transcription doesn’t apply to everything. Let’s say you’re transcribing an autobiography recorded by the author. In the example below, we highlight how using edited transcription would change the author’s voice.

Unedited: "My mama told us—me and my brother and sis, ‘Y’all shouldn’t complain about having to eat your veggies at suppertime.’"

Edited: "My mother told me and my siblings not to complain about having to eat vegetables at dinner."

2. Verbatim transcription

Verbatim transcription is the written form of spoken language converted from video and audio files. Capturing every sound made, it can include throat clearing and verbal pauses such as "ah," "um," and "uh." It indicates when laughter and noises occur, such as a phone ringing or a door slamming.

Verbatum transcription can be indispensable when translating a video or an audio recording produced in legal settings. in which every detail, including pauses and non-verbal sounds, can be significant.

Non-verbatim transcription, in comparison, may omit laughter and background noises, verbal pauses, and throat clearing, and clean up incomplete sentences. Imagine the witness testimony below (a fictitious scenario created solely for illustrative purposes) in verbatim and non-verbatim transcription styles. Which transcription style do you think should be used? The answer probably depends on whether or not you’re the defense attorney.

Verbatim: "I ah saw the er red (snickering) pickup truck hit the uh (6-second silent pause) the pedestrian."

Non-verbatim:  "I saw the red pickup truck hit the pedestrian."

In this legal context, the verbatim transcription provides potentially important information about the witness's demeanor and hesitation, which could be helpful for assessing credibility or understanding the full context of the testimony.

Or suppose you’re transcribing statements from videos of your CEO for the annual report, and her fourth-quarter earnings audio includes some coughing and throat clearing due to a cold. The example below highlights why verbatim transcription isn’t the right choice:.

Verbatim: "We not only beat our fourth-quarter (sniffing, clears throat) earnings projections but exceeded our projections for the first three quarters (cough) as well."

Non-verbatim: "We not only beat our fourth-quarter earnings projections but exceeded our projections for the first three quarters as well."

For corporate reports and most business communications, non-verbatim transcription is more appropriate, as it focuses on the content of the message rather than extraneous sounds or speech patterns. This approach ensures clarity and professionalism in formal documents while still accurately conveying the intended information.

3. Intelligent verbatim transcription

Intelligent verbatim transcription edits out distracting fillers and repetitions from the spoken word. The intent is to provide a more concise, readable transcript while staying true to the participants’ voices and intended meanings. This balances the accuracy of verbatim transcription with the clarity of non-verbatim transcription, making it ideal for many business and professional contexts.

Examples of adjustments made with intelligent verbatim transcription include:

• Filler words. Unnecessary words such as "you know," "yeah," "like," and "hey" are removed.
• Non-standard words. In these instances, the transcriptionist removes or corrects non-standard words such as ain’t, irregardless, dunno, and supposably.
• Repeating words or sentences. Stuttering and words otherwise unintentionally repeated are edited out during intelligent verbatim transcription. So are distracting, redundant sentences or phrases that unnecessarily say the same thing.
• Long, run-on sentences and ramblings. These issues are often resolved in a transcription by creating one or more sentences to convey the information in a more readable way.
• Irrelevant or off-topic sentences or conversation. It’s common for people to get off-topic for a moment or make an off-the-cuff remark when speaking. Intelligent verbatim translation cleans this up.
• Removes pauses, coughing, and general noises. Anything irrelevant to the topic or that interferes with the voice of the person speaking can be omitted, including nonverbal and verbal pauses, background noises, and coughing or sniffling.

Intelligent verbatim transcription is particularly valuable in business communications, such as conference calls, interviews, or presentations, where clarity and professionalism are essential. It preserves the speaker's intended message and tone while enhancing readability.

However, for legal documentation or situations requiring exact replication of speech patterns, full verbatim transcription remains the preferred choice and is sometimes required.

4. Phonetic transcription

Phonetic transcription notes the way spoken words are pronounced using phonetic symbols.

Although the English language has 26 letters in the alphabet, there are around 44 unique sounds called phonemes. A phoneme is the smallest unit of speech that can make one word different from another. The International Phonetic Alphabet (IPA) is a standardized representation of speech sounds in a written form that applies to all languages. For example, the noun dish has four letters, but the IPA presents this as three sounds: diʃ, where "ʃ" stands for the "sh" sound.

Why would you use phonetic transcription? An example is when a word changes in pronunciation over time. For instance, if you’re transcribing a period movie not spoken in modern English and the word quandary is used, then a phonetic transcription of quandary would be appropriate. This is because originally, the second syllable in the word quandary was stressed, whereas the first syllable is emphasized today.

Another example would be differences in dialects. There are many different dialects in the United States, for example. Using the word caramel as an example, the second "a" tends to get dropped as a vowel once you’re west of the Ohio River. If you wish to retain the dialect in which the word was spoken, use phonetic transcription.

Below are some fields in which phonetic transcription is especially useful.

Sociolinguistics

Phonetic transcription can capture the nuances of pronunciation and dialect that might be lost in standard orthographic transcription. This is particularly important in fields such as sociolinguistics, where researchers study how language varies across different social groups and geographic regions.

For example, a study on African American Vernacular English and some dialects in the Southern states might use phonetic transcription to accurately represent features like the pronunciation of "th" as "d" in words like "this" (dis) or "that" (dat).

Historical linguistics

In historical linguistics, phonetic transcription is often necessary to document language change over time. For instance, when studying Old English manuscripts, phonetic transcription can help linguists understand how pronunciation has evolved, such as the Great Vowel Shift that occurred between Middle and Modern English.

This level of detail is crucial for tracing the historical development of languages and understanding sound change patterns.

Language learning and speech therapy

Phonetic transcription also benefits modern speech analysis, particularly in areas like accent reduction or language learning.

For example, a speech therapist might use phonetic transcription to precisely identify which sounds a client is struggling with, allowing for targeted intervention. Similarly, in second language acquisition research, phonetic transcription can help pinpoint specific pronunciation challenges faced by learners from different language backgrounds.

However, while phonetic transcription offers unparalleled detail in representing speech sounds, it's not always necessary or practical for every transcription task. For many purposes, such as general business communications or most media transcriptions, standard orthographic transcription is sufficient and more easily readable by a general audience.

The decision to use phonetic transcription should be based on the specific needs of the project and the level of phonetic detail required.

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Which transcription would be common for your industry?

You might think industries and organizations around the globe standardize on a transcription type. This may generally be the case, but it’s not a hard rule. Consider the examples below.

Legal

We used a previous example of a witness testimony where verbatim transcription could be a better choice than edited transcription. When transcribing from an audio file spoken by an attorney to create a legal brief, edited transcription would be preferred. Verbal pauses such as "um" and noises like a cough would be inappropriate or unnecessary to include.

In legal settings, the choice of transcription type can significantly impact case outcomes. Proper transcription ensures legal arguments are presented as persuasively as possible.

Key points about different transcription types in legal contexts include:

• Verbatim transcription is best, and may be required, for depositions, witness testimony, and other court proceedings, as it provides a complete and accurate record of all spoken words and sounds, crucial for assessing witness credibility.
• Edited or intelligent verbatim transcription is ideal for legal briefs and court filings, as it enhances clarity and readability while maintaining the core legal arguments.
• Intelligent verbatim transcription is most suitable for attorney dictations, as it removes filler words and organizes thoughts coherently, ensuring arguments are presented as persuasively as possible.

The choice between verbatim and edited transcription in legal contexts ultimately depends on the specific use case and the potential impact on legal proceedings. While verbatim transcription provides a complete and unaltered record crucial for many aspects of legal work, edited transcription can enhance readability and effectiveness in written legal communications.

Film

The transcription type for the film industry can vary widely depending on the specific needs of each project. We offer some common applications below.

Verbatim transcription is best for:

• Post-production editing of raw footage, to ensure editors have access to every detail, including background noises or off-camera comments
• Reality TV show editing, to capture every "um," laugh, or heated exchange that could be pivotal in telling the story
• Legal documentation of on-set events, to provide a complete and accurate record for potential legal issues

Intelligent verbatim transcription is best for:

• Screenplay development from table reads, to capture the essence of dialogue while eliminating distractions, helping writers refine their scripts
• Creating subtitles for international audiences, to ensure readability and clarity while maintaining the core message
• Translating documentaries, to balance preserving content with adapting it for different languages and cultures

Edited transcription is best for:

• Final scripts, to present a polished, easily readable version of the dialogue for actors and production teams
• Marketing materials, to create concise, impactful content that effectively promotes the film or show

The choice between transcription types often depends on the stage of production and intended use:

• Verbatim transcription is needed when every nuance and detail matters, such as in the initial editing stages.
• Edited or intelligent verbatim transcription becomes more valuable when the focus shifts to audience comprehension.
• Edited or intelligent verbatim transcription may be the best choice for documentary translation to ensure readability while maintaining the core message.

Filmmakers and editors need to balance the need for detailed information with clarity and accessibility for various audiences and purposes when deciding the type of transcription they need.

Business communications

Business communications typically require formal, error-free, and concise content. Below are some examples of how two of the different transcription types are applied in business.

Intelligent verbatim transcription is best for:

• Quarterly earnings calls, as it accurately conveys financial data and strategies without distracting filler words
• Board meetings, to capture key discussions and decisions while maintaining clarity
• Internal training sessions, to preserve important content while enhancing learner comprehension
• Meeting notes, transforming any rambling discussions into clear, actionable items

Edited transcription is best for:

• Press releases, to ensure a polished, professional tone that accurately represents the company's image
• Annual reports, to present financial information and company achievements concisely and clearly
• Corporate reports, to convey complex business information in a readable, accessible format

The right transcription can help businesses create content that is both accurate and accessible, supporting their overall communication goals. It should:

• Convey information efficiently and professionally
• Avoid unnecessary repetitions, false starts, or informal language
• Ensure communications are clear, impactful, and aligned with professional standards

Publishing

The ideal transcription type for publishers to use is based on the readership or audience and publication type. We offer examples below of how different transcription types can be best applied in publishing.

Intelligent verbatim transcription is best for:

• Academic journals (e.g., psychology journals transcribing expert roundtables), to preserve scholarly content while enhancing readability of complex ideas
• Medical journals, to maintain accuracy of specialized language while improving overall comprehension

Edited transcription is best for:

• Business publications (financial reports, industry analyses), to convert lengthy interviews or presentations into concise, informative articles for busy professionals
• Medical journals (for improving overall clarity), to present research findings in a clear, accessible manner without sacrificing technical accuracy

Full verbatim transcription is best for:

• Literary magazines (for author interviews to capture unique voice and style), to preserve the authenticity of the conversation, including pauses, colloquialisms, and thought processes that can be insightful for readers

When selecting a transcription type, publishers should consider several factors:

• The target audience (e.g., scholars, professionals, or literary enthusiasts)
• The nature of the content (e.g., technical, formal, or creative)
• The need for accuracy versus readability
• Whether to prioritize preserving linguistic nuances or ease of comprehension

The appropriate transcription method should ensure that content:

• Is both accurate and accessible
• Preserves scholarly content while enhancing readability
• Allows for the conversion of lengthy material into concise, informative articles
• Captures the authenticity of conversations when needed (such as in literary interviews)

By carefully weighing these considerations, publishers can tailor their content to best serve their specific audience and publication goals.

Podcasts

The choice of transcription type depends on the podcast's purpose, audience, and speaker.

Verbatim transcription is ideal for:

• Interview podcasts with celebrities or thought leaders, to preserve their unique voice, speech patterns, and authenticity of the conversation
• Comedy podcasts, to capture timing, delivery, and improvised moments crucial for understanding the comedic flow and style

Intelligent verbatim transcription works best for:

• Educational podcasts, to present information clearly and concisely while maintaining educational value
• Informational content, to transform detailed discussions into easily digestible content, enhancing readability and comprehension for a broader audience

The right transcription method can help podcasters best serve their audience and content goals. The choice should involve carefully weighing the following factors:

• Content's nature and intended use
• Balance between authenticity and accessibility
• Need for exact words and delivery vs. clarity and conciseness

Medical

Intelligent verbatim transcription is the primary method used in medical settings. Some of the ways it's commonly used include:

• Capturing clinical audio from voice dictation to preserve relevant medical information while removing unnecessary words
• Recording doctor-patient interactions by documenting symptoms, diagnoses, and treatment plans
• Translating emergency room communications by quickly converting critical information into easily accessible written records

However, edited transcription may be used for specific contexts, such as:

• Analyzing qualitative studies involving patient interviews or focus groups, to enhance readability and focus on key themes while removing verbal tics or irrelevant information
• Presenting research findings in contexts requiring scientific rigor, to convey information in a clear, concise manner without compromising the integrity of the data or key insights

Linguistics

Merriam-Webster defines linguistics as the study of human speech, including the units, nature, structure, and modification of language. Depending on the subject and the intended audience, linguists’ transcription types could be any of the four we’ve covered.

Verbatim transcription, including phonetic elements, is often essential for sociolinguistic studies to analyze regional dialects or language variations. For instance, a study on the evolution of Appalachian English might require detailed phonetic transcription to capture subtle vowel shifts or consonant changes that characterize the dialect.

When presenting findings to a general audience or in interdisciplinary contexts, intelligent verbatim transcription might also be used to make the content more accessible while still preserving key linguistic features. This allows for communicating important language patterns without overwhelming non-specialist readers with technical phonetic symbols.

Intelligent verbatim transcription might be sufficient in language research focused on syntax or semantics since it would preserve grammatical structures and word choices without the need for phonetic details. This approach could be used, for example, in a study examining the use of idiomatic expressions across different English-speaking countries.

Phonetic transcription becomes necessary in studies focused on pronunciation or sound changes. For instance, a phonetic study of vowel mergers in Australian English would require highly detailed transcription using the International Phonetic Alphabet (IPA) to accurately represent subtle sound differences.

The choice between verbatim, intelligent verbatim, or phonetic transcription in linguistics depends on the research questions being addressed and the level of detail required. While phonetic transcription provides the most comprehensive representation of speech sounds, it may not always be necessary or practical.

The goal is to capture the relevant linguistic data accurately while ensuring the transcription serves the specific needs of the research or presentation context.

Speeches

Another example in which the chosen transcription type depends on the use and audience. If you’re transcribing a recording of a speaker using British English for an American audience and it’s critical to retain the British pronunciation, then phonetic translation could be essential.

The approach varies depending on the context and purpose. Some examples are listed below.

Historical speeches

For historical speeches, verbatim transcription is often best to preserve the cadence and rhetorical devices used by influential figures.

For instance, transcribing Dr. Martin Luther King Jr.'s "I Have a Dream" speech verbatim captures the powerful repetitions and emotional pauses that made it so impactful, providing valuable material for historians and political scientists.

Teaching

In academic settings, lectures might require a blend of verbatim and intelligent verbatim transcription. Key technical terms and definitions would be transcribed exactly, while filler words or digressions might be edited out to enhance clarity for students reviewing the material.

Public speaking

For public speeches addressing international audiences, phonetic transcription might be ideal to capture specific pronunciations or accent features. This could be particularly relevant in sociolinguistic studies examining how political leaders adapt their speech for different audiences.

Business

In corporate settings, intelligent verbatim transcription of keynote speeches can create polished content for press releases or internal communications, highlighting key messages without distractions.

For example, a CEO's address at an annual shareholders' meeting might be transcribed to focus on financial data and future strategies, omitting verbal tics or off-the-cuff remarks.

How to choose the best transcription type

The transcription type you select largely depends on the intended use and the audience, as we’ve already explored. Still, you may wonder how to choose the best kind of transcription to meet your needs and goals. Follow these steps to help make the right decision.

Identify the medium

Will you be transcribing from a written, audio, or video medium? Make it a point to understand the medium’s quality before you begin, because this will impact transcription time. Is the audio recording low quality or easily heard and understood? Does the film contain fast-talking characters with heavy accents?

For example, an academic lecture recorded in a large hall might have echoes or audience noise that complicate verbatim transcription. In this case, intelligent verbatim transcription might be more appropriate to ensure clarity of the main content.

Similarly, a business meeting conducted via video conference may suffer from intermittent connection issues or overlapping voices, necessitating a more interpretive approach to transcription.

Audio quality significantly influences the choice of transcription type. A crystal-clear podcast recording might be well-suited for verbatim transcription, capturing the host's unique speaking style and subtle vocal nuances.

Conversely, a low-quality recording of a street interview for a documentary might require heavy editing or intelligent verbatim transcription to make the content understandable.

Content with fast-talking speakers or heavy accents presents unique challenges. For instance, a rapid-fire comedy podcast might benefit from verbatim transcription to capture the timing and delivery of jokes but may require additional editing for readability.

In cases of heavy accents or regional dialects, such as in ethnographic interviews, phonetic transcription might be necessary to accurately represent the speaker's pronunciation and speech patterns.

2. Consider the desired outcome

Who is your audience, and what are you trying to convey via transcription? Delve into the details and review them.

For instance, if you’re transcribing an entertainment podcast to text for the deaf or hard of hearing community, would verbatim transcription best convey the original content to the reader? Is this what you want to accomplish with the transcription?

On the other hand, if the podcast describes medical care after joint replacement surgery, a "clean," concise, easy-to-understand edited text format produced by a medical transcriptionist would be ideal.

Below are the key things to factor in when considering your desired transcription outcome.

Audience

The intended audience and purpose heavily influence the choice of transcription type. For legal documents, such as court proceedings or depositions, verbatim transcription is often necessary to capture every detail, including pauses and verbal tics, which may be crucial for legal interpretation.

In contrast, educational materials might benefit from intelligent verbatim transcription to present information clearly and concisely, enhancing student comprehension.

If you're creating accessible content for the deaf or hard of hearing, such as subtitles for a TV show, verbatim transcription might be necessary to convey both the words and also important audio cues and background sounds.

Application

Marketing content presents a unique case in which the transcription type may vary depending on the specific goal. For example, transcribing customer testimonials for a website might use intelligent verbatim to maintain authenticity while ensuring a polished presentation.

However, if the goal is to analyze customer language for market research, a more detailed verbatim transcription might be necessary.

For medical transcription of patient care instructions, the goal of clear and concise information for both health care providers and patients would likely necessitate intelligent verbatim transcription, ensuring all critical details are included while optimizing readability.

Consult a professional

Transcription is a complex undertaking that may require experience or specialized knowledge to determine how to move forward. If you aren’t sure how to proceed, hire an experienced, independent transcription professional from Upwork.

Experienced transcription professionals bring invaluable expertise to the process. They have in-depth knowledge of various transcription types and can quickly assess which method is most appropriate for your specific needs.

For instance, a professional with legal transcription experience will understand the nuances of courtroom proceedings and legal terminology, ensuring accurate and compliant transcripts.

These professionals often have specialized skills in specific industries. A medical transcriptionist, for example, will be familiar with complex medical terminology and confidentiality requirements, reducing the risk of errors that could have serious consequences in patient care.

Similarly, a transcriptionist experienced in academic research can navigate the intricacies of scholarly language and citation formats.

Professional transcriptionists are also adept at handling challenging audio, such as multiple speakers, strong accents, or poor recording quality. They can often produce high-quality transcripts even from difficult source material, saving you time and frustration. Their expertise typically extends to using specialized software and tools that can enhance efficiency and accuracy in the transcription process.

By hiring a professional, you benefit from their judgment in handling nuanced content and their understanding of industry-specific best practices. This expertise can be particularly crucial for sensitive or high-stakes projects in which accuracy and professionalism are paramount.

Next steps

Each transcription type serves a distinct purpose, and transcription projects are often far more complicated than they initially appear. A successful project involves understanding several factors in detail. A wrong step or assumption can result in a finished product that is off-target or may be unacceptable for the audience.

If you don’t have the available staff or staff with the appropriate expertise to perform transcriptions, consider staff augmentation to meet your needs. Upwork has the largest pool of proven, specialized remote transcriptionists available, enabling you to hire independent transcriptionists with the confidence and ease of using the world’s work marketplace.

Likewise, if you're looking for work as a transcriptionist, Upwork is a great place to connect with clients. Learn more at Upwork.