FAQs

How long will it take and what are your rates?

We offer a range of turnarounds from 24 hours to 1 week.  Visit our Transcription Rates page to find out more.

How do you ensure confidentiality?

We take the confidentiality of research data very seriously. All transcription and editing work is carried out only by UK-based human transcribers who are individually bound by confidentiality agreements and a Non-Disclosure Agreement (NDA). Your audio and video files remain in the UK at all times and are handled according to approved ethics protocols and client instructions. Access is strictly limited to the transcribers working on your project, and we use secure, password-protected systems to minimise any risk of unauthorised access or disclosure.

All research data remains the property of the client and is used solely for the agreed transcription work. Files are not reused, shared, or repurposed, and are responsibly deleted or returned at the end of the project. Where hybrid editing is required, draft transcripts must be generated within your institution’s systems (for example, Zoom or Teams), and our role is strictly limited to human review and correction. This ensures all data handling meets university, ethics committee, and funder expectations. Visit our Ethics and Data Handling page to find out more.

Who are your transcribers?

All of our transcribers are UK-based native English speakers with extensive experience in academic and research transcription. They are carefully selected, having passed rigorous grammar and transcription tests, and all sign a strict Non-Disclosure Agreement to safeguard confidential and sensitive research data.

Our transcribers are trained to handle ethically sensitive material, including interviews with protected populations, focus groups, and research participants, in accordance with approved ethics protocols and data protection standards. They work within secure systems and follow university-level requirements, ensuring transcripts are accurate, confidential, and fully compliant with GDPR and funder expectations.

Do you offer discounts for larger jobs or regular work?

Yes! We offer a 10% discount for projects of 20 recorded hours or more, and this applies even if recordings are submitted in batches over time. We’re experienced in supporting research projects with phased interview schedules, so the discount is applied across the project as a whole. This makes it easier for research teams and universities to manage budgets, support grant-funded projects, and plan recurring transcription work.

Do your rates include VAT?

Our rates are not inclusive of VAT. VAT will be added to your final invoice at the standard 20% rate.

When do I pay?

Invoices are emailed at the end of each calendar month for transcription work completed during that month. Payment terms are 14 days from the invoice date, and you can pay by bank transfer or card.

We do not require payment upfront. Invoices can be sent directly to your accounts payable team if preferred. If you have a purchase order (PO) number, providing it at the start is ideal, but we understand that PO processes can take time. You can begin sending recordings while the PO is being arranged, and supply the number once it’s issued. Visit our Pay Invoice for more guidance on payment methods.

What formats will you accept?

We can work with almost any audio or video format and using our online booking process you can securely upload your digital recordings.

How will I receive the transcript?

We will email you the completed transcript as a Word document. For additional security, you can request, that transcripts are not emailed to you, and you would download them from your secure account instead.  Please contact us for further information.

What is your transcription style?

We use “intelligent verbatim” transcription as our standard, capturing speech accurately while keeping transcripts readable and clear. If you require fully verbatim transcripts, please indicate this on the booking form. Every page of your transcript is time-stamped for easy reference.

We also offer anonymisation options to protect participant confidentiality, including the removal or replacement of names and identifying details, or consistent pseudonymisation across transcripts. These measures are applied according to your instructions to balance privacy with research usability.

What does 'intelligent verbatim' and 'fully verbatim' mean?

Intelligent verbatim transcripts capture all spoken content accurately while omitting fillers such as “um,” “er,” and repeated acknowledgements like “yeah” or “ah-ha” from the interviewer. This creates transcripts that are both precise and easy to read, making them ideal for academic research, business, and general use.

Fully verbatim transcripts capture every word and utterance, including pauses, coughs, laughter, and filler words. This level of detail is usually required for legal or highly sensitive interviews, where a complete record of speech is essential.

Can your transcripts be formatted for Nvivo?

Although we have our own standard transcript template, we can make your life easier by transcribing in your required format. Many clients request formatting to suit NVivo software, just let us know your specific requirements, or create a template for us to use, at no additional cost.

What happens if the transcriber cannot make out some words?

If a word or phrase is unclear, the transcriber will mark it with an explanation such as (inaudible) or (overspeaking) with a time stamp. Providing speaker names, key terms, or context—and, if possible, a link to relevant websites or background materials—helps the transcriber produce a more accurate and meaningful transcript.

What if I have poor quality audio/video files?

We will tackle poor quality recordings as best we can but please be aware that the transcripts may not be as detailed or accurate as a result. If we feel that an audio file is of such poor quality that you will not get any benefit at all from the transcript then we will advise you before we start the work. Please refer to our booking terms and conditions for further information.

What if I am not happy with the quality of the transcripts?

If you notice any errors or issues, please let us know. Our quality controller will review the transcript thoroughly and make any necessary corrections. We are committed to high accuracy and research-ready transcripts, with every transcript fully quality-checked before it is returned to you.

Can you provide references and testimonials?

We have a number of quotes from clients on our website but are also very happy to provide you with additional testimonials and full references if required.