You’ve scheduled 15 expert interviews for next month’s market research project. Your boss casually asks, “How are we handling transcription?”
You freeze.
What format should you record in? How do you send large files? What will this actually cost? How quickly can you get transcripts back?
Most teams spend weeks planning interviews but forget about transcription logistics until the last minute. Asking a few practical questions upfront can prevent scrambling and budget surprises when ordering audio to text transcription. Before you hit record, here’s where most teams get tripped up, and how to avoid it.
Where Transcription Orders Usually Stall
Here’s what often happens: someone records ten brilliant interviews, only to realize they have no idea how to get those files to a transcription service. Or they’ve budgeted a certain amount, then get hit with a bill twice as high because of rush fees.
Before pricing or turnaround even comes into play, there’s another hurdle: file formats. Whether audio or video, transcription services require specific formats. If your files aren’t compatible, the whole process can stall before you even upload them.
“What Audio and Video Formats Do You Accept?”
Recording in the wrong format creates delays you can’t afford.
Most services handle common formats like MP3, MP4, WAV, M4A, and MOV. Wordibly accepts virtually any audio or video file, so you can record with whatever equipment you have
Audio quality impacts pricing too. Some services charge extra for “difficult audio” without defining what that means. It’s worth confirming upfront: “Do you charge more for background noise or multiple speakers?”
Once you’ve confirmed your recordings are in the right format, the next challenge is actually getting them to your transcription provider.
“What Languages Do You Cover?”
You’ve recorded customer interviews in Spanish. Your vendor only offers English transcription. Now you’re scrambling. Language capabilities vary dramatically between providers. Some handle five languages, others claim “multilingual support” but outsource everything except English, adding days to your turnaround. Worth confirming:
- Do you transcribe in-house or outsource?
- Do you charge more for non-English?
- Can you handle speakers switching between languages?
Once you’ve confirmed your provider can handle your languages, the next challenge is actually getting them your files.
“How Do I Send You My Files?”
You’ve just finished recording a two-hour interview. The file is 1.5GB. You try emailing it. It bounces back.
The solution? A secure upload portal that handles large files. Drag, drop, watch the progress bar, and get confirmation when complete.
Key things to confirm:
- Maximum file size and whether you upload through a website or separate tool.
- Accessibility from corporate networks.
- Security: “How is my data encrypted? Who can access it? When is it deleted?”
- HIPAA compliance matters for medical content
- Batch uploading and customizing settings for each file. One interview might need verbatim transcription with timestamps, another clean copy.
Once your upload process is sorted, you can focus on what really matters: getting accurate transcripts.
“How Much Will This Cost?”
Most audio to text transcription services charge per audio minute. Understanding this pricing structure prevents surprises when the invoice arrives.
Don’t forget to check:
- Base per-minute rate
- Cost for timestamps and speaker labels
- Rush fee options
- Minimum charges per file
Watch for hidden costs: extra fees for “difficult audio” or specialized terminology. Calculate your total before committing. For example, ten one-hour interviews equal 600 minutes. Multiply by your per-minute rate, add feature costs, factor in rush fees.
Knowing what you’ll pay naturally raises the next question: when will you get your transcripts?
“How Quickly Can I Get My Transcripts?”
Turnaround depends on transcription method, audio quality, file length, and number of speakers. Standard delivery is typically five-to-ten business days.
Rush options range from 24 to 72 hours at premium rates.
Ask: “Can I assign different turnaround times to different files?” Rushing only what you need saves money without compromising deadlines.
“How Will My Transcript Look?”
Formatting affects whether you can use the transcript immediately or spend hours reformatting it. Consider:
- Timestamps: Useful for video editing or referencing quotes.
- Speaker Identification: Names (e.g., “Dr. Smith” or “Participant A”) are more helpful than “Speaker 1.”
- Verbatim vs. Clean Copy: Verbatim captures every filler word; clean copy is easier to read.
- File Format: Word for editing, PDF to preserve layout, searchable text to quickly find terms.
Everything above assumes you’ve already started recording. But what if you’re still in the planning phase?
“I Haven’t Started Recording. What Should I Know?”
Smart move asking about transcription before recording.
- Equipment: A $30 USB mic beats your laptop’s built-in mic. For in-person interviews, use a digital recorder with an external microphone. Test before the real thing.
- Environment: Quiet rooms with soft surfaces reduce echo. Avoid busy locations or loud HVAC systems.
- File Naming: Use clear naming like ProjectName_ParticipantID_Date.mp3 instead of generic Recording001.mp3.
- Upload Process: Upload, select options (timestamps, turnaround, verbatim/clean), add speaker names, submit, receive transcripts.
“What Transcription Method Should I Use?”
Understanding transcription methods helps match your content to the right approach:
100% Human Transcription
Professional transcribers handle everything from scratch. They catch subtle nuances, similar-sounding terms, and technical jargon. Critical for legal, medical, or pharmaceutical documentation.
AI + Human Transcription
AI generates the first draft, and then human transcribers refine it. Faster than 100% human, more accurate than AI alone. Great for market research, academic, or business content with specialized terms.
AI Transcription
Fast and affordable. Works best for clean audio with one or two speakers using standard vocabulary. Struggles with accents, technical terms, and multiple speakers.
Your Quick Checklist
Before ordering audio to text transcription, confirm:
- ✓ Format compatibility
- ✓ File size limits and upload process
- ✓ Per-minute rate and add-on costs
- ✓ Turnaround flexibility
- ✓ 100% Human, AI + Human, or AI method
- ✓ Speaker identification and formatting
- ✓ HIPAA compliance if needed
Get Your Transcripts Right the First Time with Wordibly
Ordering audio to text transcription doesn’t have to be complicated. At Wordibly, the questions we’ve outlined, file formats, upload process, turnaround, transcription method, speaker identification, and security, aren’t just tips; they’re built into every project we handle.
From your first interview to 50 recordings, we make sure your files are uploaded correctly, the right transcription method is applied, and your transcripts are delivered accurately and on time, every time. With support for 50+ languages, you get the peace of mind that comes from knowing nothing falls through the cracks.With Wordibly, every transcript is accurate, secure, and ready to use, without the guesswork. Contact us today to see how we can help you accomplish your business needs.