Transcription: Audio to Text Conversion Tips!


Audio to Text conversion is useful for providing an alternative medium for target audiences that are not able to ‘digest’ the recorded audio. People with hearing disabilities are the marjor users for this audio to text conversion.

Other cases involves audience that are non-native speakers of the recorded medium’s language. Nowadays, most users require audio to be converted to text for posting in their websites. This allows search engines to index the material and return the results in search engine pages. This increases web site traffic.

Tips on how to convert Audio to Text:
1. Use Good audio.
If you are doing the recording, try getting it done in a quiet space. Never do an interview in a cafe! The ambient sounds will kill your accuracy! If you must, do it inside your car with the windows up!

Continue reading “Transcription: Audio to Text Conversion Tips!”

Interview Transcription Service Feedback

Future Gen International has been exemplary in their transciption services. The speed, accuracy and service provided have been first class. Wilson and his team have been responsive and provided excellent service. I have no hesitation in recommending their services.

David Chan (Australia)

Transcription Feedback From Singapore Corporation

We would like to thank Futuregen for the efficient help and excellent customer service. We found Wilson to be very responsive and helpful throughout the entire period.

We look forward to doing business with you in the future.

Thank you for all the assistance rendered.

Juwita K.
Trainee Producer – Multimedia and Event Support

Transcription Style Adapted from Casting Words

We want you to produce an accurate and readable transcript.This means do not transcribe verbatim but be accurate. Leave out false starts and non-sense words but transcribe exactly what the speaker says not just the general idea of what they said.

Required Guidelines

Speaker Labeling

Speaker name and colon start each new speaker. If there is a time-stamp it goes before the speech, after the colon. Label speakers with their first and last name the first time they appear. Label them with just the first name after that. If you do not know a speaker’s name use a descriptive name such as “Man 1:”, “Woman 1:”, “Host:”, “Interviewer:”, etc. Do not use “Male:”, “Female:” or non-descriptive labels such as “Speaker 1:”.

Only re-label the speaker when the speaker changes or after a block non-verbal (A non-verbal that has a blank line above it and below it).


Jerry Coleman: This is the beginning of the transcription so I am labeled with my full name.

John Gale: Right, but after the first time you will be labeled with only your first name right? Jerry: Correct. As you can see I am labeled with just my first name now and will be labeled the same throughout the transcript.Man 1: Hi, I’m a new speaker and no one ever mentions my name so the transcriber should simply give me a descriptive name. In this case the only information that can be gathered on me is that I’m male so I’m “Man 1:”John: Ah, cool.


The rules are simple but important. Thanks for your attention.

  • Speaker name and colon start each new speaker.
  • Put a blank line between speakers.
  • Put a blank line between paragraphs of the same speaker.
  • Do NOT use new lines to format the lines of text. Use word wrap. If your transcript looks all disfigured when you paste them, you did not use word wrap and you need to fix the transcript before you submit.

Special Tags


Mark unintelligible and inaudible words and phrases with “[xx]”. Marking parts with “[xx]” will only hurt your grade if the grader can understand what was said where the “[xx]” is. But inaccurately transcribing the section instead of marking as “[xx]” will hurt your grade much worst then an semi-audible part marked with it.

Note: Editors must remove all “[xx]” tags from the transcript. If they cannot figure out what is said they must mark it as [indecipherable] or [unintelligible].


John: I was going out to the [xx] and a pack of buffalo were on the opposite hillside.


Use “[sp]” if you are unsure of a term or names spelling. You should not mark any words that can easily be looked up with [sp] and remember to always use spell check on your transcript before you submit it.

Note: Editors must remove all “[sp]” tags after double checking and researching (if necessary) the term/name.


John: I went out to

Wichita [sp] to see an old friend.


If you are pretty sure of what was said but not completely sure you should mark it with “[?]” this will tell an editor that they should closely review the section of text that it comes after.

Note: Editors must remove all “[?]” tags after they have reviewed and correct the text that the tag marked.


White: I went out to a baseball game [?] at midnight.


Anything that occurs on the recording but isn’t represented by what is said should be marked in brackets.

Everything in brackets should be lower-case unless it is a proper noun.


  • [bell ringing] (or other description)
  • [laughter] (or other description)
  • [musical interlude]
  • [radio break]
  • [song]
  • [song: Happy Birthday by John Petersman]
  • Host: [1:45] I went out to Wichita. (If requested)

Preferred Guidelines (Follow these to get a high grade)


Spell things the same way each time, even if it’s incorrect. It’s easier for an edit to correct 1 mistake repeated nine times then nine unique mistakes.

Cleanup the Transcript (But don’t Paraphrase!)

Don’t Transcribe Filler Words

This means that you should “translate” speech into writing by leaving out filler words like “um”, “uh”, “like”, and “kind of”, while still keeping the personality and meaning of the original utterance.

If the filler words contribute to the meaning and tone of the speaker, leave them there. But in almost all cases, they are a distraction in written language and should be left out.

Clean up Verbal Stumbling but Retain the Speaker’s Tone

It’s OK to occasionally clean up grammar but the transcript must be an accurate representation of what was said.

Start Each Line with a Capital Letter

Use proper punctuation. This means periods, commas, capitalization of proper nouns, everything just like your English teacher taught you.

Spell Out One through Nine but use Numerals over Nine

So use nine not 9. But if the number is over nine use numerals such as 10.

Use “…” to mark a break

Such as a speaker breaking off mid-sentence, starting mid-sentence. If the audio cuts off mark it as [cuts off] (see non-verbals).

Don’t Transcribe Radio Commercial Breaks

There is no need to transcribe radio commercial breaks unless specifically requested; simply mark the break as [radio break].

Use written form for URLs and spelled-out names

Even if the speaker spells out the name for clarity use the written version.

“Hello, I’m John Smythe” not “Hello, I’m

John Smith, that’s S-M-I-T-H.”
“Go to” not “Go to F-U-T-U-R-E-G-E-N dot S-G”

Use Word Wrap!

Do not break lines at 80 columns; just keep typing and allow the software to do the line wraps. Separate paragraphs with a blank line, not with a tab. If you are not using word wrap the transcript will become broken and awkward when you shrink the window instead of nicely adjusting to the new size.

Have Short Paragraphs

Keeping paragraphs down to 500 characters or 4 or 5 lines is ideal. Sometimes this can’t be done, but monster paragraphs will affect scores, as they affect readability.

Transcribe according to the template.

Each client will have different format rules. Follow the template that will be included in the assignment. Follow the file naming convention. If in doubt, ask!


Editors: check the spelling of proper names against resources such as the podcast’s website.

Preferred Spellings






all right



Transcription:Singapore Transcription Contractors

Singapore Transcription Contract:
We need YOUR help. We have openings for Singapore transcription  contractors with an initial batch of 50 stay-at-home transcriptionists to handle our growing client base. Our clients are international News organizations, leading corporations and Universities across the globe.

Singapore Transcription Contract Definition:
A transcriptionist is someone who listens to audio recordings and types in the spoken words into a Microsoft Word document. So quite simply, the Singapore transcription contract will have you typing in the words that you hear.

Singapore Transcription Contractor Qualifications:
The successful transcription contractor is someone with the following:

  • Can commit to transcribing at least 60 audio minutes of recordings a day at home
  • Has a good grasp of the English language. Skills in other languages are a plus!
  • Has a computer with internet access at home
  • Can type at least 50 words per minute
  • Good Listening skills and wide reader
  • Willing to be trained
  • At least 35 years old and has not been employed within the past 6 months
  • Singaporean Citizen or Singaporean PR only
  • Must comply with IRAs regulations for self employed individuals
  • Read also ACRAs guidelines for self employed individuals
  • All applicants to the Singapore Transcription Job opportunity must abide by our very strict confidentiality agreements.

Singapore Transcription Benefits:

Work At Home!
Because you do the transcription work at home, you get to earn supplemental income and enjoy flexible hours!

The contract fee is based on your transcription output. We pay on a per audio minute transcribed basis. The transcription rate will depend on two things:

  • Your transcription speed
  • Your transcription accuracy

Singapore Transcription Contractors: Act Now! If the above statements fits you to a “T”, register at Work at Home Jobs in Singapore.

Transcription: Essentials for Minutes of Meeting

Minutes are usually taken at both informal staff meetings and business gatherings or at formal business meetings. Minutes are usually prepared immediately after the meeting. Prior to the next formal meeting, each member should receive a review copy of the minutes of the prior month.

Some Common Checklist of things to do:

  • If you are recording the minutes, make sure you aren’t a major participant in the meeting. You can’t perform both tasks well.
  • Take attendance.
  • Sit as close as possible to the Chairperson
  • Focus on action items, not discussion
  • Avoid inflammatory or personal observations
  • Get the minutes approved. Minutes aren’t finalized until they’ve been approved and submitted by the meeting’s chair or the secretary.
  • To ensure accuracy of the minutes, a voice recording is usually made during the meeting. The recording is later transcribed to the minutes of the meeting. If notes are taken during the meetings, these are used by transcriptionists to ensure accuracy. However, if a voice recording is to made, it is proper to inform participants ahead of the meeting. Read some tips on How to record minutes of meetings

    Preparation prior to the meeting is essential to ensure success. Have available copies of the agenda, pens, meeting packets, maps of the area and anything else that would be helpful to the participants.

    When the meeting begins, try to adhere to the time lines that was set for the meeting. At the conclusion of the meeting, it is always a good practice to summarize the relevant discussion points, findings, conclusions or recommendations. Remind participants of the assignments. This is also a good time to engage them by asking for volunteers in other projects!

    Here is a sample Minutes of Meeting, just plug in the values in items that are italicized:

    Minutes of the Organization Name
    Month Day, Year

    The monthly Board of Directors’ meeting was held at location_of_meeting. The Board of Directors’ meeting was called to order at time_of_meeting by Officer_name.

    Present: Names of participants present at the meeting
    Absent: Names of participants that were absent at the meeting

    Minutes of the Prior_Month were read and approved.

    Minutes of first topic that was discussed.

    Minutes of second topic that was discussed.

    Meeting was adjourned at time_of_adjournment

    Time, date and place of next meeting

    Name of person taking the minutes.

    Transcription: Research Papers, Thesis and Dissertations

    Futuregen has been getting good feedbacks on our transcription services for the Academic community for their research papers, thesis and dissertation typing. Here are some positive feedback on our transcription services:

    From a researcher in the UK:

    I received your contact details from L**** G*****, a colleague of mine here at C**** at the University of Oxford. She highly recommended you and suggested contacting you about the transcription we have for a research project that is investigating the experiences of migrant ******** workers here in the UK.

    From National University of Singapore:

    The transcription work you did was very nice and precise, and the process of  the uploading files are clear and easy as well.  That’s all what we  need so far. And the price you asked was resonable. I will forward your company link to my other reseach colleagues, they might need your  assistance in the future. —CCP

    Legal Transcription: Litigation Support Service

    We combine our audio transcription with document management system to provide you with superior litigation support service. Our innovative process is both easy to use, and affordable.

    The process starts with your audio file that is uploaded to our secure server. Our staff will transcribe this into microsoft word format and upload BOTH the audio(wma, mp3, wav) and the transcribed document into our document management system. These files will be tagged by our system

    The document management system enables quick searches and lookup with the use Microsoft Search on Microsoft SQL databases. Using a browser, your users can access the transcribed documents in our hosted servers.

    The combined transcription and document hosting service propels your practice to the next level to be on par with larger practices; BUT without the associated costs. 

    For more details or demonstrations, please send an email to marketing[at]

    Transcription Tips: Increasing Accuracy in Voice Recordings

    Here are things you can do to increase the accuracy of the transcription for your recordings:

    1. Reduce ambient room noise
        The quieter the room is, the better it will be for the recording. As transcriptionists rely solely on the sounds that we hear, background noises such as cars passing by, sounds of paper rustling, sounds of doors opening and closing, even the sound of the PA system all contribute to a higher noise level– and reduce the accuracy of the transcription

    2. Use more than one recorder
        If you are recording for a group of people, centering the recording device around them will only ensure the accuracy of the people near the recording device. The voices or sounds made by the people farther away are more than likely going to be faint. Transcriptionists are less likely to be able to transcribe these. One solution is to place more recording devices.  Transcriptionists can use the recordings from these other devices to check on the accuracy of the transcribe documents.

    3. Encode with higher bit rates
        Once the recorder captures the audio, you will need to digitize it for uploading to our servers. The preferred format is either in wma, mp3 or wav– in that order. The preferred settings are 96kb for the bit rate, and 44khz for the sampling rate. The higher the bit rate, and the higher the sampling rate, the more higher the clarity of the voice recordings, and collaterally, the higher the accuracy of the transcription.

    4. Provide notes of the event
        The words of interests like speakers’ names, events, places, and even powerpoint slides during the meeting are all materials that can help us transcribe more accurately. So if you have them, be prepared to send keep a copy to us.