8-Step Beginner’s Guide to Becoming a Transcriptionist

A transcriptionist is someone who gets paid to listen to spoken words or verbal recordings and convert them into written texts. Transcribers are professional typists, so you need to know your way around a keyboard if you’re going to succeed.

What does a transcriptionist do?

The transcription process involves the following steps:

1. Read the job brief: This is necessary because the instructions for transcription often vary from one assignment to the next.
2. Listen and transcribe: This is the main part of a transcriptionist’s job. You need to listen carefully, work quickly, and transcribe without making mistakes.
3. Review and edit the transcribed text: Next, you need to carefully review what you’ve written to ensure that the text is error-free. Depending on the type of transcription you’ve been hired to produce (i.e., verbatim or “clean”), this might or might not involve removing filler words, false starts, and grammatical slips.
4. Format and submit the finished transcription: Ensure that the written text is in the correct format and meets your employer’s or client’s requirements and submit it by the deadline.

If you’ve never done transcribing work, it might sound easy, but don’t be fooled—it requires long periods of intense focus and careful attention to detail. On this point, one transcriber we spoke to warned that “Transcription isn’t for everyone. The vast majority of people who try it burn out pretty quick.”

Qualities of a good transcriptionist

The most successful (and highest-paid) transcriptionists have the ability to:

• Type quickly (at least 40–50 words per minute)
• Concentrate on one task for long periods of time
• Work to deadlines
• Understand different accents
• Differentiate between individual voices in a conversation
• Avoid getting distracted by background noise
• Exercise discretion while working with sensitive information

One professional transcriptionist we spoke to said that transcribing is very technical but also involves a lot of intangible skills, like “having a really good sense of what’s ‘on’ camera and what’s ‘off’” to spare your client the trouble of editing out irrelevant material.

Transcription is needed in virtually every field, which means there are many types of jobs you can do. With that said, most transcription work falls into one of the categories below:

• Legal transcription: Transcribing audio and video recordings for use by lawyers, judges, and other legal professionals. The transcribed material often consists of legal evidence, such as witness statements, 911 calls, hearings, depositions, or other legal proceedings.
• Court reporting: This is a similar niche that consists of transcribing court proceedings in real time. Court reporters are referred to as “guardians of the record” because of their role in creating reliable court records. 1
• Medical transcription: Turning voice recordings from doctors and other medical professionals into written documents. You may also need to elaborate on medical jargon and abbreviations.
• Academic transcription: Transcribing lectures, presentations, seminars, and interviews for students and academic professionals.
• Captioning: Transcribing the audio in videos and then turning the text into video captions. This is a little different from regular transcription because you need to time-code the transcribed text so that captions display in the video at appropriate times.
• Business transcription: Transcribing audio, video, and real-time discussions on behalf of businesses in various fields.
• General transcription: Transcribing any material that falls outside of the main types of transcription. The transcribed material could be anything, from the words spoken on a radio show or podcast to interviews recorded by a journalist.

Some niches (particularly legal and medical transcription) are tougher to get into than others, and some jobs even require certification. That said, those subfields are also usually more lucrative.

We collaborated on this article with Jessica Green, a transcriptionist with nearly 20 years of experience, who recommended seeking out work relevant to your own knowledge, experience, and interests whenever possible. For example, if you’re interested in politics and the news, look for work in the field of economic development.

You don’t need a “field” to get started as a transcriptionist, but you do need to have the ability to research unfamiliar terms and concepts. Choosing a niche that you have knowledge of or an interest in can spare you time on this type of research.

If you’re dreaming of becoming a professional transcriptionist, there are skills you’ll need to have first:

Listening

The ability to interpret sounds and words is arguably the most important skill for transcribing—even more so than your typing ability.

This isn’t as simple as just writing words down. You’ll also need to be able to record nonverbal sounds (e.g., closing doors, clapping, or laughter) while blocking out irrelevant background noise. It’s also crucial to be able to understand different accents and identify the person speaking.

Language skills

To be a transcriber, you need to be able to write to a professional standard. This means having good grammar and being able to edit out language and spelling mistakes.

For obvious reasons, it’s much more practical to transcribe your native language than a second language, even if you speak it fluently.

On that note, Green told us it’s a good idea to work to your strengths and target transcription work that features accents you’re familiar with.

Typing

For transcription to be a worthwhile side hustle or career, you need to be able to type very quickly.

Typing speed requirements vary. The usual advice is that you should be able to type at least 40–50 words per minute (wpm).

However, Green told us that although “most transcription jobs say that they have a minimum typing speed of 40 to 50 words per minute,” this is actually fairly slow in the field, and you’ll have a hard time making money. Her typing speed is around 100 wpm.

Ultimately, the faster you can type, the more money you can make as a transcriptionist.

To find out your typing speed, take this free typing test offered by TypingAcademy. They also offer lessons and tips for how to improve your typing speed and accuracy.

Understanding of different transcription types

There are three main types of transcription work that clients may ask you to do. You’ll need to understand what these different transcription categories are to ensure you always provide clients with the desired result.

Below are the three main types of transcription:

• Verbatim transcription: Word-for-word transcription that includes all noises and stutters.
• Intelligent verbatim transcription: Transcription that’s mainly designed to capture the meaning of what is said rather than the exact wording.
• Edited transcription: Transcription that is edited for readability and clarity.

Before starting a new transcription job, always clarify the customer’s expectations as to what type of transcription they want. This will save you both a headache. 

Concentration and discipline

Transcription requires staying focused for extended periods. If your attention flags, you’ll frequently miss details and be forced to go back, which wastes your time. (And this is assuming you’re transcribing from a recording—it can be even deadlier when you’re transcribing live events.)

How to improve these skills

There’s no secret to improving these skills; just practice transcription. The more you do it, the better you’ll become.

One professional transcriber we spoke to recommends going to YouTube and choosing a funny video to try your hand at transcribing. They prefer Henry Rollins’s “Eric the Pilot” spoken word bit. You’ll have to do plenty of pausing and rewinding, but try to stick with it.

“Get everything he says, every um, uh, stutter and false start. If he laughs, put [laughs]. If he screams, put [screams], etc.”

They recommend starting a new paragraph every 30 seconds or so to get used to the timecoding you’ll be doing on many transcripts. “If you can get through 22 minutes of that, you’ve captioned an episode of a TV show. If it doesn’t drive you bonkers, you may be able to do this.”

The only equipment you need in order to be a transcriber is a working computer with audio and video playback capabilities (and a stable internet connection—preferably your own, although in a pinch, you can use public Wi-Fi networks).

However, there are things you can get that will make the job a lot easier. Consider getting the tools below:

• Headset: Many transcription companies require you to have your own headset or earphones. Even if this isn’t a strict requirement, it’ll make it much easier to pick up different sounds in the audio you’re transcribing.
• Foot pedal: A foot pedal is a must-have item for any serious transcriptionist. It allows you to pause, start, and replay audio with your foot so that your hands can stay active on the keyboard. If you’re putting in a lot of hours transcribing, this will save you an enormous amount of time.
• Transcription software: Using special transcription software like Express Scribe, oTranscribe, or InqScribe can significantly improve your speed and workflow by allowing you to slow down or speed up audio or video without damaging the sound quality. It also lets you insert timestamps for video transcription and create snippet shortcuts for frequently used phrases.
• Audio converter: An audio converter is a type of software that can help you transcribe more quickly by automatically converting speech into text. This means all you need to do is review and edit the converted product.
• Ergonomic office equipment: Having a comfortable chair, mouse, and keyboard isn’t strictly necessary, but it might as well be if you’re putting in a lot of hours working from home. This is an investment well worth making after you get your first paycheck to improve your quality of life and help prevent burnout (and potentially even injury).

Green uses Express Scribe transcription software, which she told us “allows you to bring in audio files, speed up/slow down the speech, and turn off the background noise, or turn up the background noise if the voice is very faint.”

She pairs this software with a $300 Bose headset (high-end headphones tend to last longer than cheaper ones) and an Olympus foot pedal, which allows her to start and stop the audio, fast forward (by pressing it to the left), or rewind (by pressing to the right). This way, her hands can stay on the keyboard at all times for optimal efficiency.

Create a designated workspace

If you’re working from home, it’s also a good idea to create a designated workspace for yourself. This doesn’t need to be a separate room—it can even be just a corner you’ve blocked off. Physically leaving your workspace when your work is done will do wonders for your psychological well-being by helping you keep your work life and personal life separate.

You don’t need any certifications or formal training in order to become a transcriptionist. That’s not because it’s easy—transcribing is hard work. It’s just hard work that anyone can get into.

With that said, you can increase your earning potential (and improve your skills) by taking advantage of the many online resources on transcription for beginners.

You can find free training, like Udemy’s course on How to Transcribe and Excel In General Transcription or Escriber’s The Complete Course in General Transcription (For Beginners). Both of those sites offer other courses as well, although some of those cost money.

Specialized certifications

You can find many paid general transcription courses and certifications online, but many of the ones that will actually help you land jobs are specifically for transcription in a specialized field, such as:

• Medical transcription: Look into certification in medical transcription (CMT) and other courses approved by the Association for Healthcare Documentation Integrity.
• Legal transcription: Certified Electronic Reporter (CER) and Certified Electronic Transcriber (CET) certifications from the American Association of Electronic Reporters and Transcribers (AAERT).

Once you’ve got all the tools and skills you need to become a professional transcriptionist, it’s time to enter the job market. The first step is to create a resume that’s tailored for transcription work.

Make sure that your resume includes the following components:

• Professional header with your full name and contact information
• Detailed list of your most relevant work experience
• Summary of your education
• List of your transcription certifications or training (if applicable)

Freelancing job platforms

There are also quite a few online job boards that feature transcription work (both one-off jobs and recurring gigs). It’s worth creating a profile on:

• Upwork
• Fiverr
• FlexJobs
• Freelancer

Your profile should highlight the same skills and accomplishments that you included on your resume.

At this point, you can finally start applying for transcription jobs. You can apply for freelance gigs or  in-house jobs with transcription companies.

To find freelance gigs, search on the platforms listed above (e.g., Upwork). You can also look for work with these popular transcription companies:

• Rev
• TranscribeMe
• Castingwords Workshop
• eScribers
• Allegis

Green said that staying realistic about pricing and timelines and always giving a realistic turnaround time are all key to gaining traction as a transcriptionist.

“Even for the smallest audio, I will tell a customer 24 hours,” she said. “If the audio is more than 60 minutes long, I bid a job at 48 hours.”

The worst thing you can do for your reputation and job prospects as a professional transcriber is to miss a deadline.

How to get transcription jobs on Upwork as a beginner

Green has completed hundreds of transcription jobs on Upwork and earned over $90,000 on the platform—it’s her main source of income, and now she receives more job offers than she can accept. We asked her what her secret was for success.

She said that although Upwork is a very hard platform to break into, there are a few things you can do to get more work as a beginner:

• Apply to new jobs every day: Her advice is to “get on the platform every single day” and apply to three or four positions that are relevant to your field.
• Take the first few jobs you can get: You have to prove yourself before clients will start coming to you. Green said that “you may need to take a few roles that are well beneath your abilities to get traction.”
• Create thoughtful cover letters: Green emphasized the importance of creating a good cover letter for jobs. Her advice was to “make the cover response specific to the job, and try and stay away from only talking about yourself.” Remember that clients don’t just want to hear about you—they’re most concerned with finding out what you’ll do to get the job done in a timely manner.
• Get the premium version: Upwork has a free and paid version. Green highly recommended springing for the premium membership, which currently costs $14.99 per month.

Building your reputation on these platforms can also lead to success if you start your own transcription business. Green said, “Because of the work completed on Upwork, I now have several off-site independent clients that I transcribe for that were referred to me through word of mouth.”

Other ways to find good transcription jobs

When asked for advice on how to get started, another transcriptionist told us to use SearchTempest to search for “transcription” or “transcriber” jobs nationwide on Craigslist. They recommended conducting a new job search at least once a week because legit companies “only put up ads when they need new blood (and they pull them down relatively quickly).”

They told us that most of the best transcribing companies require at least 6 months of experience, although you can occasionally find places willing to hire you with no experience.

The truth is that when you first start out as a newbie transcriptionist, you probably won’t earn much. But don’t worry—as you build experience, you’ll be able to get higher-paying gigs with better companies.

Once you’ve been transcribing for a few months, you can even start marketing your services directly to businesses. This can dramatically increase your earnings and get you more flexibility and stability since you’re cutting out the middleman (transcription companies).

To do this, you’ll need to market yourself. Create a professional website listing your accomplishments and then get the word out on social media or by directly emailing companies. You can also print out business cards and hand them out at networking events.

Transcription is tough work, and a lot of people burn out early on. However, it’s also a job that just about anyone can get into with no prior experience, and it has several benefits that make it worth exploring as a side hustle or even a full-time career.

Weighing the advantages and disadvantages of becoming a transcriptionist will help you decide whether it’s the right choice for you.

Pros and cons of transcription

The good news is that you can test out transcription very easily to see if it’s right for you. As mentioned, you can always transcribe videos on your own time to see how the work strikes you, or look for short-term, low-commitment gigs on sites like Upwork.

How much do transcriptionists make?

According to Indeed, transcriptionists in the US earn an average of $20.44 per hour, with typical salaries ranging from $13.51 to $30.92 per hour. 2 You can expect to earn a lower hourly wage when you’re first starting out.

How much you’ll earn depends on several factors, including the company you work for and whether you’re offering freelance transcription services directly to clients or going through a job platform or transcription company.

Your typing speed is also a crucial factor—the faster you type, the more work you can do each hour. To earn the maximum amount possible as a transcriptionist, focus on gaining experience and improving your skills.