Transcription services are, in fact, nothing new. People have been doing it since the 17th century. But today’s professional transcription services are essential in both accessibility terms and as part of a marketing strategy. Especially if the majority of your content is audio and visual content.

What is transcription?

Transcription is the process of converting audio (recorded or live) to text form in the same language that the speaker used. It also deals with non-verbal language such as sign language. 

Transcription and translation often go hand in hand, transcription is the first step, translation comes second. Most translators are able to do both transcription and translation. But professional transcribers can produce much more accurate transcription. Native language speakers are capable of doing well as a transcriber since they can catch accents. It will be easier if a transcriber understands different accents, ways of pronunciation, slang, and phrases.

Why is transcription important?

There are various scenarios that involve the need of transcription: 

  • Hearing Issues: Transcription is used to help those who are deaf or have hearing issues. 
  • Medicine – e.g., some diagnostic doctors might present their findings, solutions, and prescriptions in voice notes.
  • Market research – e.g., transcribing conversations with focus group participants or customer survey respondents
  • Interviews – e.g., creating a written record of a podcast, radio, or television interview
  • Group discussions – e.g., during an important board meeting, a transcriptionist may be called in to take notes and keep a written record of what was said and by whom
  • Court cases – e.g., a transcriptionist specially trained in legal transcription keeps a record of court proceedings
  • Legal transcription – e.g., during a legal mediation process, a transcriptionist helps to ensure that both parties have a written record of any agreements or conclusions reached for their reference

4 tips for good transcription

1. Project management

Project management is one of the most problematic challenges when it comes to a transcription project. This includes internal/external communication, workload adjustments, feedback management, rework, and revision.


It is crucial for a project manager to grasp the concept, process, guidelines, and timeline of a certain project. More importantly, he or she must know the competencies of each member to adjust the workload and scope of work effectively.

2. Background knowledge

Background knowledge is important when it comes to language services in general, transcribing included. It will help a transcriptionist understand the context better. Especially in some specific industries such as medicine, legal or science which have a lot of specialized words.


Luckily, background knowledge is not hard to get when you have access to the Internet. One way to handle the problem is to research the topic first hand. Next step is to listen to the file at least once before transcribing it. These steps will probably give the transcriptionist a rough sketch on what the file is about.

3. Technical problems

This problem relates to the files and devices/equipment, such as poor device quality is controllable but others, such as inaudible files, which happen very frequently, are usually uncontrollable.


Your business can avoid controllable problems by many ways, for instance, preparing quality devices such as highly sensitive headphones or using specialized software to enhance voice and reduce noise.

4. The importance of choosing a professional partner

If we have to pick one, this problem will be the most crucial to tackle, because when your business can handle it well, three former problems can be overcomed at ease. Other than that, there are a few more reasons as below.


Firstly, accuracy is the main reason why you should pick professional transcription services. Automated transcription or voice-to-text should not be relied on entirely, it can’t decipher accents, slang like a person. 

Second is the security. When you partner with an agency, their transcriptionists always sign non-disclosure agreements, along with a system that completely protects your private business information.


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What makes VTLocalize different?

We are not the market dominance, we are not the pioneer of the industry, but we enjoy an amazing growth rate current years. For us, Localization and language services is all about you and your targeted audience experience, which are fast and seamless localization workflow, managed by strict industry standards, and flawless translation at the end of production process.


Question 1: Is it possible if I just ask for proofreading services?

Yes! We offer proofreading service solely for all types of documents in more than 50 different languages.

Question 2: How much will you charge for a translation project?

We take many factors into consideration:

  • The number of pages of the document to be translated, in which specified page is 300 words or 300 characters depending on the language.
  • Language pairs: Some pairs are less common, so the service charge might be a little bit higher
  • Service required: Translation Only (TO) or Translation and Editing (TE), or Translation + Editing + Proofreading (TEP)
  • Industry expertise: The complexity of the required domain affects service charge also

Please contact us for a detail quotation.

Question 3: Do you offer video subtitling and dubbing services?

Yes.! Not only supporting subtitling and dubbing, but we also provide the service of typing verbal documents such as audio or video files.

Question 4: Do you support Image Translation?

Yes! We support translating documents from all PNG, JPG image files, and all types of documents from all files: pdf, docx, pptx, xlsx, etc. Applying optical character recognition technology in combination with latest CAT Tools, the image translation process has never been that easy.

Question 5: Will the translation be presented in proper format and retain the original structure?

For purpose of printing or publishing you may need, we provide DTP and Layout restoration services for documents using varied tools such as Adobe Framemaker, Indesign, Illustrator, Autocad to Powerpoint, Excel, etc. Under our post translation recovery process, we provide a translation with “as is” layout and be ready for high quality printing or online publishing.

Question 6: How will I receive the translation?

It depends on the your need for soft or hard copy documents. For the soft copy, we will email it to you. As for the hard copy, we will send express delivery to the correct address provided by the customer.

Question 7: When notarizing translation, I want to get multiple copies, will there be additional costs?

According to current regulations, notarized translations are not allowed to be copied, all version must be originals. So when you need additional originals, the cost will increase.

Question 8: How long will it take for my documents to be translated?

It depends on the volume, content types, required services, and other project-specific factors. But above all, your required deadline is the most important and we will rely on that to adjust the translation process and management schedule in order to keep up with preset deadline without any compromise upon quality.

Question 9: Can I request an urgent translation?

Yes! We do offer urgent translation services. Depending on specialization or length of the document, we will adjust our production team accordingly.

Question 10: What are your payment terms and methods?

We accept ATM transfers, e-banking, cash, or online payment via VISA/ MASTERCARD card, international payment services such as PAYPAL, PAYONEER, SKRILL, VEEM, etc.


Talk with experts

  • We speak, on average, at a rate of 150 to 170 words per minute, 10,000 words per hour 
  • A professional transcriptionist should type between 80 to 100 words per minute (wpm). So a 1-hour recorded interview takes around 4 to 6 hours to fully transcribe.
  • Transcriptionists in ancient Egypt were known as scribes, who were exempt from taxation and physical labor.
  • When a person renders the contents of audio or video files into text, they are called a transcriptionist. When a machine does this, it is called a transcriber.

Learn more about how VT can help with your growth in Vietnam by taking a tour of our translation solutions. Find out Now!