Mastering transcription rules with Abtipper: Your guide to precise text conversion
This article is an excerpt from our eBook Recording, typing, analyzing – a guide to conducting interviews and transcriptions.
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Table of contents of this article
What are transcription rules?
Transcription rules are rules that are followed when transcribing spoken language in order to make the transcription consistent and understandable.
Did you know that choosing the right transcription rules can be crucial for the quality of your text documents? Whether in academic research, journalism or market research, the accurate conversion of spoken language into written form depends largely on the transcription standards applied. In this section, we look at various transcription rules, such as those according to Mayring, Kuckartz and Dresing & Pehl, and their specific areas of application to show you how Abtipper can help you master this challenge.
Transcription rules Mayring: Precision in qualitative research
Mayring ’s transcription rules are an indispensable tool in qualitative research. They enable researchers to transcribe spoken language precisely and faithfully into text form. This approach is particularly beneficial as it preserves the depth and context of the data collected and facilitates thorough content analysis. Applying Mayring’s rules promotes the accuracy and integrity of qualitative studies by ensuring structured and systematic text conversion, which is essential for the credibility and validity of research findings.
Kuckartz transcription rules: Optimization of data analysis
Kuckartz transcription rules are designed to optimize data analysis. They offer a flexible structure that allows transcripts to be adapted to the specific needs of data analysis. This flexibility is particularly beneficial in research projects where fast yet in-depth analysis of data is required. The Kuckartz rules facilitate efficient analysis by providing a clear and concise representation of the spoken content, allowing researchers to quickly identify and analyze important information. This improves both efficiency and accuracy in data analysis.
Dresing and Pehl Transcription rules: Simplification of complex content
Dresing and Pehl’s transcription rules play a crucial role in simplifying complex content. These rules are specially designed for projects where clarity and structure are paramount.
Structured presentation
By dispensing with unnecessary details and concentrating on the essentials, these rules enable a clear presentation of discussions. This clear structure is particularly helpful when analyzing dense and complex discussions.
Focus on key elements
Focusing on key elements of communication makes it easier to interpret the content. This is particularly useful in research and analysis contexts where the precise recording of information is essential.
Specific customization
From Mayring to Kuckartz and Dresing & Pehl, we adapt our methods to the specific requirements of each project. We offer personalized solutions to deliver accurate and efficient transcriptions.
Transcription methods differ in terms of their complexity - individual aspects are optional.
Transcription rules Mayring: Precision in qualitative research
Mayring ’s transcription rules are an indispensable tool in qualitative research. They enable researchers to transcribe spoken language precisely and faithfully into text form. This approach is particularly beneficial as it preserves the depth and context of the data collected and facilitates thorough content analysis. Applying Mayring’s rules promotes the accuracy and integrity of qualitative studies by ensuring structured and systematic text conversion, which is essential for the credibility and validity of research findings.
Kuckartz transcription rules: Optimization of data analysis
Kuckartz transcription rules are designed to optimize data analysis. They offer a flexible structure that allows transcripts to be adapted to the specific needs of data analysis. This flexibility is particularly beneficial in research projects where fast yet in-depth analysis of data is required. The Kuckartz rules facilitate efficient analysis by providing a clear and concise representation of the spoken content, allowing researchers to quickly identify and analyze important information. This improves both efficiency and accuracy in data analysis.
Dresing and Pehl Transcription rules: Simplification of complex content
Dresing and Pehl’s transcription rules play a crucial role in simplifying complex content. These rules are specially designed for projects where clarity and structure are paramount.
Structured presentation
By dispensing with unnecessary details and concentrating on the essentials, these rules enable a clear presentation of discussions. This clear structure is particularly helpful when analyzing dense and complex discussions.
Focus on key elements
Focusing on key elements of communication makes it easier to interpret the content. This is particularly useful in research and analysis contexts where the precise recording of information is essential.
Specific customization
From Mayring to Kuckartz and Dresing & Pehl, we adapt our methods to the specific requirements of each project. We offer personalized solutions to deliver accurate and efficient transcriptions.
| The following aspects can be considered in a transcript: | |
| These aspects can be taken into account in a transcript | |
| Breaks / periods of silence | Reception signals |
| Hesitation phenomena / delays | Formulation corrections |
| Interjections / interjections | Word and construction breaks |
| Extensions | Dialectal sounds |
| Overlapping and speaking at the same time | |
| Prosodic phenomena (e.g. accents, voice leading at the end of phrases, jumps in pitch, changes in volume and speaking speed, rhythmizations) | |
| Non-verbal communication e.g. gestures, facial expressions, eye contact, movements in the room, object manipulation with the hand, proxemics (speaking distance between people) | |
Rules of abtipper.de
Based on years of experience, we at abtipper have developed our own transcription rules using simple and advanced procedures.
General guidelines
(valid for simple, scientific and extended transcription)
Speaker name and change
- If part of the job, timestamps in the format #hh:mm:ss-m# are inserted after each speaker change.
- Each speaker is given their own paragraph when there is a change of speaker. Short interjections are also transcribed in separate paragraphs.
- The person conducting the interview is referred to as „I“, while the interviewee is identified as „B“. If there are several interviewers or interviewees, they are numbered consecutively: I1, I2, I3 or B1, B2, B3 etc.
- In group interviews without an interviewer, each person is numbered B1, B2.
Foreign languages
- Foreign language terms are adapted according to the rules of German spelling and morphology.
- Sections in foreign languages are marked with „(foreign language)“
Gendering
- If the audio file is audibly gendered, the asterisk (gender asterisk) is used to indicate this, e.g. audience members, teachers.
Anonymization
We are happy to offer anonymization of your transcription free of charge. This means that information that allows conclusions to be drawn about specific persons will be anonymized.
- Names of persons are indicated by [Person], places by [Ort] and organizations or companies by [organization]. [Organisation]
- Birthdays, e-mail addresses and telephone numbers are also anonymized.
- If there are several persons, places or organizations , these are numbered accordingly, e.g. [Person 1] [Person 2]
Simple and scientific transcription rules
For many purposes, transcription according to simple rules is the most suitable method. This is especially true when the content is the main focus of the analysis, e.g. for interviews for the public, such as the press or film and television, but also for scientific questions outside of linguistics, such as economics or market research. A transcription created using a simple method is also easily smoothedThis means that stutterers, slips of the tongue and intermediate sounds such as „uh“ and „um“ are not taken into account. Dialectal utterances are also reproduced in standard language. This means that the transcript is easy to read and can be passed on to the public so that interviews can be published on online sites or in print media, for example.
Simple procedures are recommended if the focus is on content aspects - the transcript is easily smoothed and is therefore particularly accessible, even to the public
A scientific transcription is edited according to the rules of simple transcription and additionally checked by an proofreader checked by an editor. This is particularly suitable for final theses.
In scientific transcription, the transcript is also checked by an editor.
General information
It is transcribed verbatim, i.e. neither phonetically nor summarized. All statements are transcribed, including seemingly unimportant filler words. Elements that are not relevant to the content, such as dialect, stuttering, ehms and hms, are slightly smoothed out.
Grammar
- The word order is retained and grammatical errors are not corrected.
- Exception: For speakers with broken German, the articles and cases are corrected for better readability.
Lexical adaptations
- Word duplications are only noted if they are used as a stylistic device. Unwanted repetitions of words are smoothed out.
- Querying particles such as „ne?“ or „gell?“ are noted down
- Signals of understanding are only transcribed if they signal agreement („True“, „Exactly“).
- „Hm“ is only transcribed if it is significant in terms of content.
For example:
– as the sole answer to a question as „Hm (affirmative)“ or „Hm (negative)“.
– as the question „Hm?“ in the sense of „Excuse me?“ - Word slurs such as „hamma“ are adapted to written German („haben wir“)
Overlaps and pauses
- Longer pauses of approx. 3 seconds or more are indicated by three ellipses in brackets (…).
- Interjections are only transcribed if they are of substantive importance.
- Overlaps caused by statements made by several speakers at the same time are smoothed out and put in a sensible order.
Word breaks, sentence breaks and elliptical sentences
- Broken words and stuttering are smoothed out or omitted.
- Aborted sentences are indicated by the abort character /, preceded by a space and not followed by a punctuation mark.
- Elliptical sentences are adopted as they were spoken.
Words and passages that are incomprehensible or difficult to understand
- Words that are not understandable are marked with (unv. #hh:mm:ss-m#)
- Longer incomprehensible passages are also marked with (unv. #hh:mm:ss-m#), but if possible with an indication of the cause, e.g. (unv., traffic noise #00:10:01-1#).
- Words that are difficult to understand or suspected are noted in round brackets and marked with a question mark and a time stamp, e.g. (Aerobic? #00:15:34-0#).
- The following applies to the time markers: If a time marker has already been set within a minute, the next time marker is omitted. If no time marker has been set within a minute, this will be noted.
Dialect, colloquial language and accents
- Colloquial expressions are adopted unchanged.
- Dialect expressions are generally translated word for word into High German. Exceptions to this are words for which a clear translation is not possible. (e.g. „Fritz is a total gloifel.“)
- Emphasized words or passages are not highlighted.
Non-verbal expressions and sounds
- Laughing and crying are noted in round brackets if they have a significant meaning or are very present.
- Other sounds or non-verbal expressions are not taken into account.
Example of a transcript according to simple transcription rules:
Mix recording 1.mp3
I1: Good afternoon, Mr. Baker. #00:00:03-0# #00:00:03-0#
I2: Thank you very much for taking the time for this interview. #00:00:06-0# #00:00:06-0#
B: I’d love to, I’m looking forward to it. #00:00:09-0# #00:00:09-0#
I1: Okay, then let’s jump straight in. What does your typical working day look like? #00:00:15-0# #00:00:15-0#
B: Well, I work as a marketing specialist in a small company. And my day often starts with answering my emails, sorting them and organizing my tasks. And then I usually run from meeting to meeting and discuss upcoming projects. #00:00:35-0# #00:00:35-0#
I1: Okay, that sounds very interesting and definitely like a varied job. How do you go about looking for a job if you were considering a change? #00:00:46-0# #00:00:46-0#
B: Job hunting can sometimes be quite challenging (unv. #00:00:49-0#), I often research online, look at any job offers. But I think personal contacts are also very important, especially networking is crucial. You often learn from others and can perhaps come across job offers that are not (publicly?) advertised. #00:01:08-0# #00:01:08-0#
Extended transcription rules
Extended procedures are particularly suitable if a detailed evaluation is to be carried out, in which not only content aspects but also linguistic aspects should also be taken into account. These include special verbal aspects, such as stuttering, as well as prosodic aspects (special intonations). This makestranscription according to the extended procedure more complex than according to simple rules. At the same time, the readability of the transcript is made more difficult for outsiders, so that the extended method is only more suitable in a few cases.
In extended procedures, linguistic aspects are also taken into account, which makes transcription more time-consuming - extended procedures are only recommended in rare cases.
General information
In extended transcription, the transcription is done literally, i.e. neither phonetically nor summarizing. All statements are transcribed, including seemingly unimportant filler words and filler sounds (e.g. „uh“, „hm“, „puh“).
Grammar
- The word order is retained and grammatical errors are not corrected.
- Exception: For speakers with broken German, the articles and cases are used for better readability.
Lexical adaptations
- Word doublings are always noted.
- Querying particles such as „ne?“ or „gell?“ are noted down.
- Signals of understanding are always transcribed, e.g. „Yes“, „Aha“, „Oh, I see“.
- „Hm“ is always noted if it does not overlap with another statement. It is always given an interpretation in round brackets, e.g. „Hm (negating).“, „Hm (hesitating).“
- Word slurs such as „hamma“ are adapted to written German („haben wir“).
Overlaps and pauses
- Pauses are marked by ellipses in brackets: (.) stands for approx. 1 second pause, (..) for approx. 2 seconds, (…) for approx. 3 seconds. If the pause lasts longer than 3 seconds, the number is placed in brackets, e.g. (7) for a pause of 7 seconds.
- Interjections are transcribed in a separate paragraph.
- Overlapping statements by several speakers at the same time are indicated by // with a space before and after Example: „werden“ and „Du probst?“ were spoken at the same time, so:
B: Something like that has to be rehearsed // properly. #00:01:42-6# #00:01:42-6#
I: You’re tasting? // That doesn’t exist. #00:01:43-8# #00:01:43-8#
Word breaks, sentence breaks and elliptical sentences
- Aborted words and sentences are marked with the abbreviation „/“.
Words and passages that are incomprehensible or difficult to understand
- Words that are unintelligible are marked as such and given a time stamp, e.g. (unv. #hh:mm:ss-m#).
- Longer incomprehensible passages are also marked with (unv. #hh:mm:ss-m#), but if possible with an indication of the cause, e.g. (unv., traffic noise #00:10:01-1#).
- Words that are difficult to understand or suspected are noted in round brackets and marked with a question mark and a time stamp,
B. (Journalist? #01:07:34-9#). - If an incomprehensible passage has already been marked with a time stamp within a minute, the next incomprehensible passage within this minute will not be marked.
Dialect, colloquial language and accents
- Colloquial expressions are adopted unchanged.
- The syntax is retained in the dialect, only dialectal double negatives are smoothed out.
- Dialect expressions are generally translated word for word into High German. Exceptions to this are words for which a clear translation is not possible. (e.g. „Fritz is a total gloifel.“)
- Emphasized words or passages arehighlighted by VERSALS.
Non-verbal expressions and sounds
- Emotional non-verbal expressions of all speakers that support or clarify the statement are noted in brackets when used. e.g. (laughs), (sighs): (laughs), (sighs).
- All non-verbal actions (e.g. noises) that interrupt the conversation are transcribed. If this interruption lasts longer than 10 seconds, the length is also indicated, e.g. (child’s voice in the background, 10 sec.).
Example of a transcript according to simple transcription rules:
Mix recording 1.mp3
I1: (dial tone) Good afternoon, Mr. Baker. #00:00:03-0# #00:00:03-0#
I2: Thank you very much for taking the time for (.) the interview. #00:00:06-0# #00:00:06-0#
B: Uh, I’d love to, I’m looking forward to it. #00:00:09-0# #00:00:09-0#
I1: Okay, then let’s jump straight in. What does your typical working day look like? #00:00:15-0# #00:00:15-0#
B: (.) Um, so I work as a marketing specialist in a small company. (.) // And um #00:00:20-0#
I2: (coughs) // Excuse me. #00:00:20-0# #00:00:20-0#
B: A DAY often starts with answering my e-mails, sorting them and organizing the tasks. And then I usually run from meeting to meeting and discuss (.) upcoming projects. #00:00:35-0# #00:00:35-0#
I1: (.) Okay, that sounds very interesting and definitely like a varied job. Um, how do you go about JOBSUCHE if you were considering a change? #00:00:46-0# #00:00:46-0#
B: Job hunting can (.) sometimes be quite challenging (unv. #00:00:49-0#) I often research online, look at any jobs/job offers. But I think personal contacts are also very important, um networking is crucial. You often learn from others and can perhaps come across job offers that are NOT (publicly?) advertised. #00:01:06-0# #00:01:06-0#
I2: Yes. #00:01:07-0# #00:01:07-0#
I1: Hm (affirmative). #00:01:08-0# #00:01:08-0#
Complex transcription rules
The complex methods include TiQ, HIAT and GAT2, among others. These methods are so complex that they are usually only used in the social sciences and linguistics. They are therefore only used in very specific fields of application.
Complex methods can have different focuses. Unlike simple and extended transcription, these do not only focus on content and verbal aspects. Particular attention is paid to the exact reproduction of what has been said. Non-verbal and prosodic features are also taken into account. The complex procedures are suitable for gaining an auditory impression when reading the transcript. auditory impression when reading the transcript. The more parameters are set, the more can be analyzed and interpreted, which means that the analysis is more complex and takes longer with complex methods.
Complex procedures are only used in very specific fields of application - among other things, they serve to convey an auditory impression
A well-known complex method is the TIQ method. The TiQ method (according to Bohnsack) is primarily geared towards sociological research questions. Compared to HIAT and GAT2, the TiQ procedure is easier to access (this is also due to its presentation). However, TiQ is not suitable for linguistic research.
TiQ transcription rules
- Literal transcription; intermediate sounds, listener confirmations („uh“, „hm“ etc.) and emotional expressions („laugh“) are adopted
- Words are capitalized at the beginning of the utterance and at the beginning of an overlap, after a └ . However, punctuation marks are written in lower case, as they are intonational and not grammatical. Nouns are also an exception; these are also capitalized.
- Lines are numbered
- All participants are assigned a letter with the suffix f for females and m for males (e.g.: Af, Bm, Cf).
Other signs and symbols in the TiQ procedure:
- └ Start of an overlap
- ┘End of an overlap
- (.) Pause up to one second
- (2) Number of seconds of a speaker pause
- Emphasized is underlined
- Loud things are written in bold
- °quiet° speech is marked with °
- . . strongly sinking intonation
- ; slightly sinking intonation
- ? strongly rising intonation
- , slightly rising intonation
- – indicates termination of a word: lei-
- = marks word slurs: ham=ma
- : marks elongation of vowels, the frequency corresponds to the length of the elongation e.g: „nei::n“
If there is uncertainty about the exact wording, the word is put in brackets, e.g.: (doch)
() unintelligible utterances, the length of the bracket corresponds approximately to the duration of the unintelligible utterance
((stöhnt)) comments or remarks on para-linguistic, non-verbal or conversational events. Comments or remarks on para-linguistic, non-verbal or non-conversational events; in the case of comments on para-linguistic utterances (e.g. moaning), the length of the bracket corresponds approximately to the duration of the utterance.
@nein@ e.g. „no“ spoken with a laugh
@(.)@ short laugh
@(3)@ 3 seconds of laughter
//mhm// listener signal from the interviewer if the „mhm“ is not overlapping.
HIAT and GAT2 are complex, individually expandable procedures that are primarily used in the field of linguistics. With these methods, it can even be useful to work with video material as HIAT and GAT2 also take non-verbal communication and non-verbal action into account.
It can also be useful to work with video material in complex procedures - this allows non-verbal communication to be analyzed
The HIAT method has several advantages, especially when several speakers are communicating at the same time and when other prosodic features are to be marked. The score notation does affect readability, but it allows several aspects to be illustrated clearly and unambiguously.
For complex procedures such as HIAT, a score notation is often specified - a corresponding program such as EXMARaLDA is recommended for representation
HIAT and GAT2 provide a better auditory impression, but the transcripts become increasingly illegible with increasing volume. Furthermore, these methods take more time, as each excerpt of conversation has to be checked several times for different phenomena (such as pauses, main accents, pitch progression, etc.).
GAT2, originally GAT (Gesprächsanalytisches Transkriptionssystem), was developed by linguists with the aim of creating a standardized system. The aim was to enable data from different research areas to be analyzed. The revised version of GAT2 has been in existence since 2009.
GAT2 is also mainly used in linguistics - a distinction is made between minimal, basic and fine transcripts
GAT2 distinguishes between three transcripts, which can be combined with each other as desired: the minimal transcriptthe basic transcript and the fine transcript.
The minimal transcript contains information on the progression structure, e.g. overlaps, simultaneous speech and pauses.
In the basic transcript, turns are segmented into intonation phrases, and the following aspects can be taken into account:
- Pitch movements at the end of the phrase (.,;-?)
- Focus accent and strong accent. Example: ak!ZENT!
- Stretching sounds
- interpretierende Kommentare wie etc.
In the fine transcript, secondary accents, accent pitch movements, pitch jumps, changes in volume/speed etc. are noted. The fine transcript is particularly interesting for linguists in the field of conversation analysis/ intonation phonology.
An equidistant font (such as Courier) should be used for the GAT2 method, as this is a prerequisite for further processing of the transcripts (e.g. in the case of simultaneous speech). Here is an example of a minimal transcript according to GAT2:
Hagemann/ Henle (2014) provide detailed step-by-step instructions for transcription according to GAT2 as a PDF free of charge. There is also an online tutorial from the University of Freiburg with practical tips on transcribing according to GAT2:
http://paul.igl.uni-freiburg.de/gat-to/
| Transcription rules | Overview of transcription rules | ||
| Simple rules from typing | Extended rules from typist | TIQ | |
| word-accurate (errors are also adopted) | Yes | Yes | Yes |
| Filler words („so to speak“, „I say“) | Yes | Yes | Yes |
| Reception signals (e.g. „mhm“ affirmative) | yes, if answer to a question | Yes | Yes |
| Hesitation phenomena (e.g. „uh“, „um“) | no | Yes | Yes |
| Dialect | Standard German (exception: dialectal words without accurate translation) | Standard German (exception: dialectal words without accurate translation) | is taken over |
| Word and sentence breaks | Sentence breaks with – | both with – | Break word with – |
| Word slurring (e.g.: „I’ve got it“ instead of „I’ve got it“) | Standard German (I have it) | Standard German (I have it) | with = (I have=s) |
| Interjections (e.g. „oh“, „ups“, „pst“) | no | Yes | Yes |
| Speech pauses | from 4 seconds Number of seconds in brackets (5 sec) | from 4 seconds Number of seconds in brackets (5 sec) | Pause up to one second: (.); otherwise number of seconds in brackets (4) |
| Overlaps | Insertions (even if overlapping) in brackets: I: That was two years ago (B: No!), I remember | Insertions (even if overlapping) in brackets: I: That was two years ago (B: No!), I remember | () Length of the bracket corresponds to the duration of the unv. statement |
| short inserts | |||
| presumed wording | (?wording) | (?wording) | (wording) |
| incomprehensible wording | Marking at the exact location with … and a timestamp | Marking at the exact location with … and a timestamp | |
| literal speech | is placed in quotation marks | is placed in quotation marks | |
| Prosody | |||
| strong emphasis | no | in capital letters | Underlining |
| spoken loudly/ softly | no | no | louder/ °quieter° |
| Stretching a word | no | no | Stretching, frequency corresponds to length of stretching |
| Intonation | no | no | by punctuation marks (.;,?) |
| Non-verbal events (e.g.: disturbing noises, telephone ringing) | in brackets (telephone rings) | in brackets (telephone rings) | in double brackets ((telephone rings)) |
| Para-linguistic events (e.g. laughing, crying etc.) | in brackets (laugh) | in brackets (laugh) | in double brackets ((cry)), exception laugh with @ symbols: @(.)@ short laugh |
| Upper and lower case | according to German grammar, polite pronouns („Sie“, „Ihre“) begin with a capital letter | according to German grammar, polite pronouns („Sie“, „Ihre“) begin with a capital letter | everything is written in lower case except for nouns |
| Punctuation marks | in accordance with the official German spelling rules, bandwagon sentences are avoided | in accordance with the official German spelling rules, bandwagon sentences are avoided | s. Intonation |
| Timestamp | Only for incomprehensible wording | after every change of speaker and if the wording is unintelligible | n/a |
Transcription rules define the specifications according to which audio and video recordings are to be converted into text. They determine, for example, what must be noted and how, what can be omitted and how the finished transcript should look like.
A distinction is typically made between simple, extended and complex transcription rules. The latter two are used almost exclusively for scientific transcriptions.
Simple transcription rules are the standard outside the scientific community. They specify a verbatim transcription, but allow non-verbal elements that are not relevant to the content (e.g. stuttering) to be omitted.
In the social sciences, simple transcription rules are also often used for content analysis. In linguistics, on the other hand, extended or complex rules are common.
Extended transcription rules are mainly used in linguistics. They specify a verbatim transcription including all non-verbal elements (e.g. stuttering).
In linguistics, there are also a number of complex transcription rules such as GAT2, HIAT or TIQ, some of which specify very complex and specific requirements for transcription and formatting.
Outside of linguistics, the use of these methods is rather uncommon, as the resulting transcripts are often difficult to read and have only minor advantages in terms of content compared to the result of the simple transcription rules.
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