Formatting Interview Transcripts: Everything You Should Know

Formatting Interview Transcripts

Formatting Interview Transcripts calls for persistence, attentive listening, and meticulous editing. Having an accurate record of what happens during an interview in the form of a transcript can greatly facilitate the recruiting process. To help you and your business out, we’ve compiled a list of the advantages of transcribing interviews and given you the rundown on how to do it in this post. 

Interview Transcript

One way to document an interview that has already taken place is via a transcript. An interview is a recorded discussion between at least two persons. This may be done live or using a recorded audio or video. 

How to Format an Interview Transcript

Formatting Interview Transcripts: Various Formats

As new technologies have become available, three primary forms for transcribing the interview have emerged.

Verbatim Format

The gold standard for accurate transcribing is the verbatim format for formatting interview transcripts. Included in this is the transcription of any and all stuttering, false starts, filler words, or pauses that may occur throughout the interview.

The goal is to record the interview in a comprehensive and accurate manner by recording both the words and the way they are stated. 

  • The interviewees’ every phrase, stop filler, stammer, and a false start.
  • Expressions other than words, such as sighs, laughing, and silence.
  • Things that are absent from a literal transcript:
  • Irrelevant conversation or ambient sound are not added in this format.
interview transcript

Semi-verbatim Format 

A somewhat abbreviated variant of verbatim is semi-verbatim. To improve the readability and comprehension of the transcription, it entails removing unnecessary pauses, filler words, and false beginnings.

With this structure, the interview may be more accurately recorded in a way that is both professional and cohesive. Journalistic or podcasting uses are its primary beneficiaries.

  • Without any unnecessary breaks, filler phrases, or false beginnings, the interviewees expressed exactly what they meant.
  • Irrelevant conversation or ambient sound is also not added in this format.

Intelligent Verbatim Format 

A lot of unnecessary pauses, filler words, false beginnings, and repetitious or irrelevant material are skipped over by the intelligent verbatim style. The objective is to record the interview’s essential points while keeping important thoughts and observations. For commercial or market research reasons, this format is useful.

  • This is the meat of the interview, stripped of unnecessary pauses, fluff, and false beginnings.
  • You may grasp the interview better as a whole if you only provide pertinent details.
Omitted Items
  • Distractions or unimportant conversations.
  • Repetitive or irrelevant information.

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Format Conversation for Transcribing the Interview

Making sure your transcript for an interview is well-formatted is crucial for making it easy to read and comprehend. In order to ensure that your interview transcription is properly formatted, keep the following in mind.

interview transcribe

Concise Heading

Put a clear and succinct header at the top of your interview transcript when formatting interview transcripts. The name of the interviewer, the name of the interviewee, and the date of the interview should all be included in the title. In order to distinguish and identify each interview, this data is crucial, particularly when working with several transcripts.

Speaker’s Recognition

Make the transcription easier to read by giving each speaker a code or name when formatting interview transcripts. Readers will be able to tell who is talking at any given moment thanks to this step. Additionally, you have the option to assign speakers specific labels or colors, such as “Interviewer” and “Interviewee.”

Make It Easier to Read

You may make your transcription more readable by dividing it into paragraphs to transcript an interview when formatting interview transcripts. A new subject or development in the discussion should be represented by each segment. Start a new paragraph every time the speaker changes. Paragraphs, when used correctly, allow the reader to easily follow the conversation’s progression and pick out important points made throughout the interview.

Proper Grammar

Your transcript from interview will not be properly formatted without proper punctuation. Appropriate punctuation includes commas, periods, query marks, and exclamation points when formatting interview transcripts. With correct punctuation, the transcription becomes more intelligible and the conversation’s meaning becomes clearer.

In interviews, non-verbal cues might be crucial because of the weight they convey. Put these indicators in brackets when you describe the behavior in your transcription. Sigh, [long pause], or [laugh] are a few examples. As a result, the conversation’s tone and emotions are more readily apparent to the reader.

Use TimeStamps for Formatting Interview Transcripts

Time stamps allow you to easily return to certain segments of the interview when formatting interview transcripts. Minutes and seconds might be used to denote the beginning of a segment. In order to analyze the interview or use the topic in future studies, timestamps are also crucial.

Advantages of Interview with Transcript

Both the interviewer and the company that employs the transcripts get several advantages. The most important reasons to write up an interview transcript are as follows:

To Record Details

Interviews have a tendency to leave out key details, and the interviewer could have trouble remembering specific responses to pertinent topics. For the sake of future examination, interview transcripts record every detail. 

Share With Others for Reviews

The recruiting process could include several decision-makers. Rather of gathering everyone together to go over the interviewee’s responses, you might just give them the transcript. Those with a say in hiring may easily get electronic copies. After hiring, you have the option of keeping the interview record.

Helps the Interviewer

A common practice among interviewers is to jot down notes in answer to each candidate’s inquiries. This has the potential to throw off and interrupt the active listening technique. Rather than taking notes during an interview, a transcript may be read over at a later time. Because of this, the interviewer will be able to focus entirely on the applicant. 


Using interview transcription may simplify the recruiting process by capturing all the essential data from each interview without requiring you to remember little nuances or facts about the conversation. Taking notes, having a conversation with your supervisor to review applicants, or doing second or third interviews are all time-consuming chores that you may skip. 

Your interviewer will be able to do a thorough analysis of the whole exchange if they have clear documentation to refer to. The interviewers will have a better grasp of the interaction and be better able to choose the right applicant for the organization because of this. 

interview with transcript

Examples of Transcripts from Interviews

Here are some examples of interview transcripts.

1- Position: Software Engineer

    Interviewer: Ms. Sarah Jones, Head of Engineering

    Interviewee: Mr. David Lee, Applicant

Ms. Jones: Okay David, it’s great to see you face-to-face. Let’s get straight to the point. Your resume indicated that you have extensive knowledge of Java and Python. Can you describe a project where you effectively used both languages?

Mr. Lee: Absolutely! I was an intern at [Company Name], where I designed a data analysis platform specifically for their marketing team. The back-end core logic was developed using Java, which was suitable for processing large datasets, while Python and JavaScript with React libraries were applied to creating user interfaces and interactive data visualization. This proved challenging as we sought to close such language gaps as well as facilitate smooth connections between various elements.

Ms. Jones: That is impressive please can you describe some specific challenges you faced when integrating Java and Python in this project?

Mr. Lee: Sure thing. One of the problems was ensuring data type compatibility and efficient data transfer between the backend and frontend systems. To solve this, we resorted to RESTful APIs plus JSON-based techniques for serialization of data. Another issue was dealing with dependencies, libraries, framework versions, etc., so we put in place a strong dependency management system and followed version control best practices.

Ms. Jones: Quite interesting! How did you know whether this project was successful or not?

Mr. Lee: I am curious about the company’s ongoing research initiatives in artificial intelligence. How does the software engineering team contribute to these projects?

Ms. Jones: That’s a great question. We have several AI projects in the pipeline, and our software engineers play a crucial role in developing and deploying the underlying algorithms and infrastructure. We encourage our engineers to experiment and contribute their ideas to these initiatives.

Mr. Lee: That’s exciting! I’m particularly interested in [Specific AI area] and would love to learn more about the ongoing work in that field.

[End of interview]

Final Thoughts Formatting Interview Transcripts

Preserving and making easily accessible important information requires proper formatting interview transcripts. Make transcripts that convey the spirit of the interview in a logical and understandable way by adhering to the advice and standards provided in this article.

Consider the benefits and drawbacks of both human and machine transcription methods. In the end, your unique requirements and available resources will determine the optimal course of action. You can check the automatic transcription software in this article by clicking the link.


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