Frequently Asked Questions

Service

We transcribe both audio and video files. Any material that can be transcribed is transcribed by us. We do not limit ourselves to any genre; call it what you will, we will transcribe it for you.

However, just to give you an idea, here are a few types of transcription services offered by us:

* Medical Transcription
* Media Transcription
* Podcast Transcription
* Business & Financial Transcription
* Conference Call Transcription
* Legal Transcription
* Court Proceeding Transcription
* Audio/Video Transcription
* Technical Transcription
* Educational Transcription
* Religious Transcription
* Research Transcription

Please go to our website www.transcriptionhub.com and choose your turn around package. You will be taken to the upload page of the cart. Please choose the file or file link you want to upload from your computer. You can repeat the process for as many files as you need to upload.

Yes. If you are unable to upload your files due to whatever reasons, please Contact us and we will send you alternate upload methods.

You will receive a confirmation from us for your order within 24 hours of placing it. It will mention your order number as well as the date that you can expect your transcripts based on your chosen package.

We will inform you if there are any problems with downloading the files or audio quality, etc.

The transcripts will generally be in Times New Roman font, font size 12, and justified alignment. If you require any other formatting, we can incorporate it if you let us know of your requirements. You may even send us templates if you wish us to use them.

We follow the intelligent verbatim transcription style, which means that we transcribe exactly as dictated leaving out only the ums, ohs, and other mumblings. We also skip ads and music. If you require absolute verbatim or any other style, we are willing to do that for you.

We identify speakers as interviewer, interviewee, male speaker, female speaker, etc. with numbers added to distinguish if there is more than one similar speaker. If you require any particular method of identification, you are welcome to send us the details and we will incorporate them in the transcript.

No. We accept only digital files at this point in time, please upload via our website.

We currently accept AIF, AIFF, AMR, AVI, DSS, DVD, DVF, FLV, M4A, MOV, MP2, MP3, MP4, MPEG, MPG, MSV, QTFF, RM, WAV, WMV and VOB

Please contact us if you find that your file format is not mentioned in the above list and we will email you either how to convert to a suitable format or alternate upload methods.

No. Whatever is the package, we give the same commitment to quality. There are absolutely no differences in the packages other than the turn around time.

The characteristics of a difficult audio file include background noise, static on recordings, more than three speakers with identification of each speaker being required, lots of voice overlapping, lots of technical jargon involving extensive research, faint audio recordings, strong accents, nonnative English speakers, very fast speech. If you have one or more of these present in your audio, it is pretty much guaranteed to be difficult audio. Difficult audio files can be transcribed, but it takes double or more the effort and time to transcribe them.

When you request time stamp / time code service on your transcript, we will insert visible timestamps in your transcript at the beginning of the audio and approximately every 2 minutes thereafter.

Any order of more than 30 hours of audio/video is considered as a bulk order. The delivery of transcripts for bulk orders will be longer than the regular order. Please Contact us if you have a bulk order and we can work out the details of turn around time.

Yes, you can have access to your transcripts for up to a year from the date that you have placed the order.

Yes. Our standard policy is that all commercial breaks, music etc from the audio will not be transcribed.

1. Please go to www.transcriptionhub.com. If you are a first time user, please register using the link https://transcriptionhub.com/user/register/customer-reg.
2. Please log into www.transcriptionhub.com using your username and password.
3. Choose your package and click on Upload Now.
4. Select Service - You will need to select your turn around package from the drop down list.
5. Options - You can choose to add Timestamps to your transcripts. You can also choose "This audio is difficult" if you feel your audio falls under the difficult audio category. To know what constitutes a difficult audio, please check our FAQ at http://transcriptionhub.com/faq#1n772.
6. You can upload an audio or video file. You can also give the link to an URL by clicking on URL.
7. You can enter any notes which need to be passed onto the transcribers in the Extra Notes section. You may want to include the title of the audio/video to be used with the transcript, useful websites, unusual words, keywords, acronyms, names of speakers etc as well as formatting instructions.
8. Finally, click on "Add Service to Cart" to add the file or URL to the cart.
9. In the Transcription Service Cart screen, you can edit your uploaded files/URLs by clicking on it. You can change your chosen turn around package, your options, and the comments in the Extra Notes section. You can save these changes by clicking on Update Service.
10. You can change the duration of the audio/video too by manually entering the new data and then save the changes by clicking on Update Cart.
11. You can remove any of the audio/video files or URLs by clicking on Remove.
12. Click on Continue Shopping to add more audio/video files or URLs. Go through steps 3 through 8.

Once all to audio/video files or URLs have been added to the cart, you will need to complete the payment process to complete order placement as ours is a prepaid service. Payment is made using the PayPal gateway. To make payment, please click on Checkout and proceed.
NOTE: Please note that ours is a prepaid service and hence countdown for turn around and work on transcription starts after completion of payment process.

You will receive your transcripts on or before the due date which would depend on the turn around package you have chosen. Please note that turn around is calculated in business days and not calendar days.

  • Please go to www.transcriptionhub.com. If you are a first time user, please register using the link https://transcriptionhub.com/user/register/customer-reg.
  • Please log into www.transcriptionhub.com using your username and password.
  • Choose your package and click on Upload Now.
  • Select Service - You will need to select your turn around package from the drop down list.
  • Options - You can choose to add Timestamps to your transcripts. You can also choose "This audio is difficult" if you feel your audio falls under the difficult audio category. To know what constitutes a difficult audio, please check our FAQ at http://transcriptionhub.com/faq#1n772.
  • You can upload an audio or video file. You can also give the link to an URL by clicking on URL.
  • You can enter any notes which need to be passed onto the transcribers in the Extra Notes section. You may want to include the title of the audio/video to be used with the transcript, useful websites, unusual words, keywords, acronyms, names of speakers etc as well as formatting instructions.
  • Finally, click on "Add Service to Cart" to add the file or URL to the cart.
  • In the Transcription Service Cart screen, you can edit your uploaded files/URLs by clicking on it. You can change your chosen turn around package, your options, and the comments in the Extra Notes section. You can save these changes by clicking on Update Service.
  • You can change the duration of the audio/video too by manually entering the new data and then save the changes by clicking on Update Cart.
  • You can remove any of the audio/video files or URLs by clicking on Remove.
  • Click on Continue Shopping to add more audio/video files or URLs. Go through the above steps to upload more files
  • Once all to audio/video files or URLs have been added to the cart, you will need to complete the payment process to complete your order placement as ours is a prepaid service. Payment is processed via the PayPal gateway. To make payment, please click on Checkout and proceed.
  • Once upload of all the files/URL links has been completed, you will be directed to the payment gateway. You will need to make the payment to complete order placement process.

    NOTE: Please note that ours is a prepaid service and hence countdown for turn around and work on transcription starts after completion of payment process.

    You will receive your transcripts on or before the due date which would depend on the turn around package you have chosen. Please note that turn around is calculated in business days and not calendar days.

Yes, we can help you with the conversion. You can try using Format Factory, http://www.formatoz.com, a freeware to convert your audio/video to a format supported by our website. If you are unable to convert your files using Format Factory, please Contact us with the details of your audio/video and we will email you as to what can be done.

Yes, please note that Transcription Hub has a file size limit of 200 MB. If your files are of a larger size, please Contact us and we will email you as to how you can send us your files using alternate modes.

Yes, we offer a 5 minute free trial. We will email the trial transcript the next working day from the day you upload the file. It does not matter what is the length of the audio that you send us, we will transcribe the first five minutes. Please use the contact us page on our website to request a free trial coupon.

Once you receive the free trial coupon code, please choose the Express @1 day package to upload your trial audio/video to us. Please enter "This is for trial" in the Extra Notes section while uploading the file or file link. At the checkout point, please enter the provided coupon code in the appropriate box, click on "Apply to order," and proceed.

The time taken to transcribe an audio depends on the number of words typed. The time taken to type out a dictation/audio which has very fast speaker/speakers on it will be much more than the average. Hence, if the speed is 20% above the average, ie. above 12 lines per audio minute, then we deem the audio to be difficult as it will take the transcriber that much more time to type out the content.

If you have a doubt that the speakers on your audio are very fast, you can request us to check this at the time of placing your order. You can put in your request in the Extra Notes Section. We will check your audios irrespective of whether you make this request or not. If we find the line count is higher than 12 lines per minute of audio, we will intimate you of the same. We will bill you for difficult audio if you have not paid for the same already.

The average conversion ratio of audio to text is 1:10; i.e. for one minute of audio you get 10 lines of text. One line of text is calculated as 65 characters inclusive of spaces. Hence, if the conversion ratio goes above the 1:10 ratio, the dictation/audio would be considered to be a fast dictation/audio. However, we do give a leeway of up to 12 lines per audio minute. Only dictation/audios having more than 12 lines per minute of dictation/audio will be deemed to fall under difficult audio category.

Yes, an audio where the speaker/speakers is/are very fast would be rated as difficult audio.


Audio Star Rating


Audio Description


Transcript Accuracy


5 Star


Clear Audio

98.5% to 100%


4 Star


Clear audio with some pockets of distortion

98%


3 Star


Fairly clear audio with mild audio distortion and disturbances, little
jargon/technical content

95%


2 Star


Poor audio, heavy accent, lots of overlapping conversations, multiple
speakers (more than two), audio distortion and disturbances such as
background noise, low recording, heavy jargon, etc

65%


1 Star


Very poor audio - hardly audible

50% or less

We have different refund policies based on the status of your order. Please find below the information on our refund policies.

If you make a request to cancel an order after placing it:

a) If we have processed the files, then no refund will be entertained.

b) If the transcript is partially complete, then we would refund for the remaining portions of the audio/video not transcribed. The partially completed transcript will be delivered. Please note that the transcriber may have completed the transcript in the time that communication is going on, in which case this would be treated as nonrefundable, completed job/order.

c) If we have not initiated transcription, full refund will be made.

Refund policy for difficult audio files:

No refund will be entertained if the transcript has been delivered.
Only cancellation of order for un-transcribed portions of audio/video will be refunded.

Refund policy for quality issues with transcripts:

We maintain very high standards of quality. However, at times, quality issues due happen due to human errors. In such cases, we will rework the transcript for you. It is only if we are unable to rework the transcript that we would issue a 50% refund on the transcripts. The 50% that is being retained would be for the administrative and other incidental costs associated with processing the orders. All claims to be made and settled within three months of transcript delivery.

The above is applicable for all audio/video files.

You need to remember to share the link with transcription@transcriptionhub.com as well as provide any permissions as required to enable us to access your audio/video links.

Yes, you can share a link to a audio/video.

Any person who is new to Transcription Hub can avail the free 5 minute trial service. This service is offered so as to demonstrate the quality that would be delivered on the transcripts.

Yes it is. We price on the length of the audio/video file we receive - NOT the amount of time it takes to complete the transcript.

Yes, we charge an additional $0.75 cents per minute of audio/video which fall under the difficult audio banner.

Any audio/video which has more than three speakers is considered to be difficult and hence we charge an additional $0.75 cents per minute of audio/video. However, we do not charge this additional amount if you do not require identification of the speakers on an individual basis.

Yes, we charge an additional $0.15 cents per minute of audio/video for inserting time stamp/time code in the transcript.

Our payment gateway is integrated with PayPal. You can make your payment using a credit card, a debit card or a PayPal account.

Yes, we do offer postpaid services too. To avail postpaid services, you will need to sign a purchase order with us stating the terms of service and payment. Please Contact us to request more information about this.

Ours is a prepaid service. Hence, payment will have to be made at the time of placing the order.

In case you are having trouble making the payment using the PayPal gateway, try the following: Sometimes PayPal does not show the Credit Card payment option if someone else has used the computer you are using and made a payment using a PayPal account. Clear the cookies before trying again. If you are still having trouble, you might want to use a different computer to make the payment.

If you choose to go with the PayPal gateway, click on Checkout to proceed with payment. Please enter all the details for the Billing Information. Enter the Coupon Code if you have a valid discount coupon and click on Apply to Order. Click on
Review Order
. Recheck all the details of your order are correct. Click on Back to make any changes. Click on Submit Order to proceed further. If you wish to pay using a Paypal account, enter your account details and proceed to make payment. You can also choose to Sign In as a guest and pay with your debit or credit card without using a PayPal account.

Transcription Hub’s payment gateway is integrated with PayPal. A customer does not need to have a PayPal account to use the PayPal gateway to make the payment. All you need is a credit or a debit card.

We operate Monday through Friday, PST

The countdown for turn around starts the next day after you place the order. For eg. if you have placed an order on a Monday, then the countdown starts from Tuesday. We do not count the day the order was placed for start of turn around time. This day is used to download the file and check it thoroughly for any issues before starting the transcription. We will send you an order confirmation only after the file has been screened and found to be free of any problems.

No, turn around does not include weekends and holidays; it is counted in business days.

Once the order has been completed, an email will be sent to the email id used to place the order intimating completion. You can log into www.transcriptionhub.com with your user name and password and download the transcripts.

The transcript is delivered as a MS Word document by default. However, if you require we could also deliver them in one of the following formats, namely, TXT, HTML, DOC, PDF or RTF. This will however have to be specified by you either via email/Contact us or in the Extra Notes section at the time of placing the order.

Even if your audio meets our minimum quality standards, audio with heavy accents, background noise, and/or highly obscure or technical content may take longer to transcribe and edit, to avoid this please take a look our tips Tips for Quailty Group Discussion / Focus Group Recording

At times the email notification may go into the spam folder. If you have not received an email from Transcription Hub, please check your spam folder.

Customers will be notified via email when the transcripts are completed. To access the transcripts, you will need to log into your account on www.transcriptionhub.com with your username and password. Once you are logged into your account, please look for the My Transcripts link on the left hand side of the screen. On clicking the link, you will get a display of all completed transcripts. You can now download your transcripts by clicking on the file.

The first time your friend utilizes Transcription Hub's services you will automatically receive a coupon for $25 which you can utilize when you next place your order on .Transcription Hub.

To earn this $25 all you need to do is invite a friend to Transcription Hub and have them use Transcription Hub's services.

Transcription Hub offers existing customers a chance to earn a coupon for $25 which can be utilized against their purchases on Transcription Hub.

Yes, we can provide signed W9 forms.

Yes, we do sign non-disclosure agreements with people who request it. We have a regular non-disclosure/confidentiality agreement. Upon request, we will email the same to you. If this meets with your approval, we will send you a signed and scanned copy of the same via email. However, if you require us to sign a non-disclosure/confidentiality agreement of your choice, we would be willing to sign the same. Please Contact us for more details.

Yes, Transcription Hub offers an Affiliate Program.

You email our Affiliate Manager at affiliate@transcriptionhub.com requesting that we setup an Affiliate Account for you with Transcription Hub. You will be given a public affiliate link which can be freely shared with anyone via email as well as on Facebook, Twitter and other places. You can also embed the affiliate widget on your blog/website.

The affiliate link/widget is specific to you and has special codes in them to track who visited our website from it.

You get a 10% lifetime affiliate commission on the business generated.

You can be an affiliate of Transcription Hub lifelong.

The earnings are credited to your www.TranscriptionHUB.com account and will accumulate there. The accumulated earnings will be paid out to your PayPal account between the 1st and 5th of every month. The funds are credited to your PayPal account within 1 business day of the earning payout.

If for some reason the customer order was refunded, then the commission paid to the affiliate will be reversed.

No, there is no limit on the number of people. The more people you invite and the more business you generate, the more you earn.

You can invite anyone as long as they are not already registered with www.transcriptionhub.com. Please do not spam people with invites. We take spam reports very seriously and it might lead to your account getting blocked.

Transcription hub does not store credit card or debit card information.

All the employees of Transcription Hub are bound by a NONDISCLOSURE/CONFIDENTIALITY AGREEMENT to help protect the privacy of the customers. The company also signs a NONDISCLOSURE AGREEMENT with the customer if requested.

Additional security is provided by password protection; the better the complexity of the password, the better the protection.

The transcripts are search engine protected and not exposed to any search engine crawls.

The transcripts are available online for a period of one year to the customer for ease of accessibility and download. The transcripts can be destroyed immediately upon receipt by the customer and request for the same. Transcription Hub only maintains digital copies of the transcripts and there are never any hard copies ever.

All audios/videos are destroyed upon completion of the transcription process. No copies are made of the audio/video for storage.

Transcription Hub is enabled with HTTPS protocol for additional security while uploading audio/videos. Transcription Hub's server is also a highly secured server.

No. Only you can access your transcripts from your account and to do that you need to login with your user id and password.