Understanding Timestamps, Speaker Labels, and Verbatim Formats in Transcription
- QT Press
- Jan 3
- 5 min read
Updated: 5 days ago
So you've got audio or video that needs transcribing. Maybe it's a research interview, a focus group, or a legal deposition. You head to order a transcript and suddenly you're faced with options: timestamps, speaker labels, verbatim vs. clean verbatim. What the heck do all these mean, and why should you care?
Here's the thing. These aren't just fancy add-ons to jack up the price (though some services do that). They're actually tools that make your transcript way more useful. Let me break it down in plain English.
When you get audio or video transcribed, you’ll often come across terms like timestamps, speaker labels, and verbatim. They might sound technical at first, but they’re really just helpful tools that make your transcript more useful. In this post, we’ll explain what they are, why they matter, and how to choose what works best for your needs.
Timestamps: Your GPS for Audio Interview
Think of timestamps as bookmarks in your audio or video file. They tell you exactly when someone said something.
Let's say you're reviewing a two-hour interview and you need to find that one moment where your participant mentioned their childhood experience. Without timestamps, you're scrubbing through the entire audio file like it's 2005. With timestamps? You scan the transcript, find the quote, and jump straight to 01:23:45.
Here's when timestamps save your sanity:
You're working on a dissertation and need to cite the exact moment in an interview. You're a lawyer who needs to reference specific testimony. You're creating video content and need to pull soundbites. You're analyzing multiple focus group sessions and comparing responses.
Different flavors of timestamps:
Some people want them every 30 seconds or every minute (periodic timestamps). Others only want them when a new person starts talking (speaker-change timestamps). Some want one at the start of every major statement. And if you've got special needs, most transcription services will work with you on custom timing.
Here's what it looks like:
[00:02:45] Interviewer: Can you walk me through your process?
[00:03:12] Respondent: Sure, I usually start by looking at the data trends first...Quick tip: If you're on a budget, you don't need timestamps on everything. A podcast transcript for your website? Probably skip them. A PhD interview you'll be coding in NVivo? Yeah, you'll want those.
Speaker Labels: Who Said What
This one's pretty straightforward but makes a massive difference. Speaker labels tell you who's talking.
Imagine transcribing a focus group with eight people. Without labels, your transcript is just a wall of text where you have no idea who said what. That's not a transcript, that's a mess.
You really need speaker labels when:
You're doing any kind of qualitative research (interviews, focus groups, observations). You're documenting a meeting where decisions need to be attributed. You're working on legal stuff where who said what actually matters. You're transcribing a panel discussion or roundtable.
The different types:
Sometimes it's generic (Speaker 1, Speaker 2, Speaker 3). This works fine if you're just trying to track different voices and don't know or care who they are specifically.
Other times it's role-based (Interviewer, Respondent, Moderator, Participant A). This is super helpful for research because you can quickly see what the moderator asked vs. what participants answered.
And if you can provide names (Dr. Smith, Jennifer, Mr. Johnson), that's even better. Your transcript becomes way easier to analyze and quote from later.
Example:
[00:05:13] Moderator: What's your biggest challenge right now?
[00:05:18] Participant 1: Honestly? Time management.
[00:05:22] Participant 2: For me, it's more about prioritization...Quick tip: If you know who your speakers are, tell your transcription service upfront. Even if you just say "there are three people: the interviewer, the client, and the consultant," that's helpful. Don't make them guess.
Verbatim: How Much Detail Do You Actually Need?
Okay, this is where people get confused. Verbatim transcription means word-for-word, exactly what was said. But there are levels to this.
Full verbatim captures literally everything. Every "um," every "uh," every false start, every stutter, every time someone says "you know" or "like."
Here's an example:
"Um, I, I think it's, uh, kind of complicated, you know? Like, when you really, really look at it..."
Clean verbatim (some people call it intelligent verbatim) removes the filler words and verbal clutter while keeping the meaning intact:
"I think it's kind of complicated. When you really look at it..."
Both are accurate. One's just easier to read.
So which one do you need?
Here's my honest take:
Go full verbatim if you're doing legal work (every utterance can matter in court), academic research where speech patterns are part of your analysis, linguistic studies, or psychological research where pauses and false starts might be significant.
Go clean verbatim if you're doing most market research, creating content for your website or podcast, documenting business meetings, or basically anything where readability matters more than capturing every verbal tic.
I've seen researchers waste hours analyzing "ums" and "uhs" that added nothing to their findings. I've also seen legal teams miss crucial hesitations that changed the meaning of testimony. Know what you're trying to accomplish.
Picking the Right Format for Your Project
Not every project requires full verbatim with timestamps and detailed speaker labels. Here’s a simple breakdown:
Project Type | What We Recommend |
Academic Interviews | Timestamps + Speaker Labels + Clean Verbatim |
Legal Depositions | Timestamps + Named Speaker Labels + Full Verbatim |
Podcast Transcripts | Speaker Labels + Clean Verbatim (optional timestamps) |
Focus Groups | Timestamps + Role-based Labels + Full Verbatim |
Market Research | Clean Verbatim + Optional Timestamps |
Bottom Line
Look, transcription isn't one-size-fits-all. The right format depends entirely on what you're going to do with the transcript.
If you're just reading it once and moving on, keep it simple. If you're going to be analyzing it for months, coding it, citing it, or presenting it in court, invest in the details you'll actually use.
At Qualtranscribe, we get that every project is different. Some people need everything captured down to the breath sounds. Others just need clean, readable text. Both are totally valid.bWhen you're ordering, just think about your actual needs. Will you be searching for specific moments? Do you need to know who said what? Does every "um" matter, or will it just clutter your analysis?
And if you're not sure, just ask. We're happy to talk through your project and recommend what'll actually help you. Sometimes that means talking people out of expensive options they don't need. Better to get it right than to get it expensive.
Ready to get your audio transcribed? Tell us what you're working on and we'll make sure you get exactly what you need. No corporate speak, no upselling, just honest advice and accurate transcripts.
Start your transcription order here or shoot us a message if you want to talk through your options first.
Frequently Asked Questions
Do I really need timestamps if I'm not making a video? Not necessarily. If you're doing qualitative research and might need to find specific moments later, they're gold. But for basic reference materials or content creation, they're optional.
Can I add speaker labels after the transcript is done? Technically yes, but it's way more work (meaning more cost). Better to get them during the initial transcription when the transcriber is listening carefully to the audio.
What's the difference between clean and intelligent verbatim? They're the same thing, just different names. Both mean removing filler words while keeping the actual content intact.
How much more expensive is full verbatim? Usually 20-30% more because it takes longer to transcribe. Every "um" has to be typed and placed correctly.
What if I'm not sure which format I need? Reach out before you order. Seriously. Five minutes of conversation can save you from ordering the wrong thing and having to pay for revisions later.
Looking for more guidance on transcription? Check out our other resources:
