This article originally appeared in the Editorial Advantage newsletter.
Event organizers sometimes need a verbatim transcript of a speaker’s presentation or proceedings. Cece Whitaker, a professional transcriber, answers FAQs about ways to get a transcript prepared accurately, on time, for a reasonable price.
Q: What’s the best way to find a transcription service?
A: Search the Internet. Transcription is a communication-based business, and those companies with the latest means of receiving and transmitting data should be online. If that fails, ask a colleague for a referral.
Q: What should I look for?
A: Ask for a description of professional experience and a list of references. Has the transcriber done conference-type work before? Has this service completed its assignments on time in the manner specified?
Q: How much should the service cost?
A: Fees vary with the number of speakers and turnaround time, but in general there are two main ways of paying: by the page and by the hour. Standard rates are $5–$8 per page or $25–$45 per hour. Page rate should specify a page size, margin sizes, line spacing, and fonts. If paying by the hour, expect three to five hours of transcription time per hour of tape.
Q: What topics should we discuss in advance?
A: Agree on whether or not you need a verbatim transcript, when you expect it, what media or file type you require, and how or when you will pay for the service. If it is to be e-mailed, furnish the address[es].
Q: What else can I do to ensure a clean transcript?
A: Provide a good recording. If on tape, make sure it is fresh, good quality tape that won’t muddle up transcribing gear. Discuss ways to handle words, names, or acronyms unfamiliar to the transcriber. Often the transcriber will write them phonetically; if you want otherwise, give the transcriber a list of properly spelled relevant words, names, and acronyms with their pronunciations, and expect to pay a little more. If an agenda is to be followed, provide a copy with speakers’ names and organizations included.
Cece Whittaker heads Edit & Co, a national writing and editing company that specializes in converting notes into full-length manuscripts and screenplays.
