Transcription Rates – What are the factors that help you get the best pricing?

business transcription, insurance transcription, purchasing transcription services, transcription services company, verbatim style transcriptionTranscription Rates - Things to Consider:

There are many things to consider when you are negotiating for the best transcription rates.  If you believe you will need the services of a transcription vendor on a regular basis, it’s best to find one you can have an ongoing relationship to improve your ability to get the best transcription rates.  This not only provides continuity and familiarity for both parties, but it also gives you better negotiating power when trying to get a fair and reasonable price.  Overall, you will find that most transcription vendors value long-term relationships with actual clients versus those with one-time projects.

Many factors are involved when a transcription company sets their transcription rates.  Some of these factors include how quickly you need your transcript, the length of the audio, the quality of the audio, the style of transcription (i.e., verbatim, legal), the language/dialect, the number of speakers, what type of document layout you would like, and whether or not the pricing is done per page of transcript or per minute of audio.  Transcription rates reflect all or part of each of these categories typically.

Customer Tips for getting the best transcription rates:

Here are some more tips to help you understand more about the factors involved when pricing transcription rates:

Timing:  One of the things you can do to minimize the cost of your transcription is to plan ahead.  Sometimes those last minute needs cannot be avoided; however, when you can, give your vendor as much lead time as possible.  Transcription companies may charge additional fees for “rush” projects, so planning ahead can help potentially save you a significant amount of money.

Audio length The length of your audio is also a factor when determining transcription rates.  For non-medical transcription, most transcription companies charge either by the audio minute or by the page.  One of the factors that greatly impacts this portion of the price is the format of your document.  Less white space on a page as you might have with a single speaker may increase your per page cost.  However, if you request a format with larger margins, bigger font, less lines per page, this will also affect the overall transcription rates to your benefit from a price and readability standpoint.

Audio Quality Be sure your recording is the best it can be.  This is helpful, not only to the transcriptionist, but most importantly, in achieving the best possible quality transcript.  Even a very skilled transcriptionist can only be as accurate as the recording, and if your recording has areas that are muffled, static, volume changes, etc., the finished product will reflect this.  If you require the areas that are inaudible to be noted as such with a time stamp, some vendors charge extra for this service.

Verbatim Transcription?  Legal Style Transcription?  The style of transcription you’re requiring is also a factor when determining transcription rates.  Are you looking for verbatim style transcription (every word and sound typed exactly as spoken) or legal style (grammar and sentence structure edited for a professional look and sound)?  These transcription styles vary greatly, and the transcription company may have different transcription rates for each of these.

Translation If you require your audio to be translated into a language other than English, this will very likely increase your cost, sometimes substantially, depending on the language and what type of translation you need.

Number of Speakers & Speaker Designation:  Plan on paying a little bit more for your transcription if you have several speakers and if you are also requiring each speaker to be designated throughout the transcript.  If you do have multiple speakers, providing the spellings of all individuals involved is extremely helpful, especially if you are requesting speaker designation throughout your transcript.

Editing & Formatting:  Transcription rates may have additional costs added on if you’re requiring a certain style of formatting for your transcription.  When possible, stick to a basic format but be sure and get what you need.

As mentioned above, the editing process is a much smoother and quicker process when it’s done with a clean, clear audio.  Many transcription companies will assess a fee for audios that are difficult to transcribe from, which goes back to my earlier comment on the importance of procuring the best sound audio quality as possible.

Per Page or Per Minute?  Depending on how much talking there is on your audio, paying by the page may be best versus paying by the minute.  If your recording has a lot of “dead space” in it, your transcription vendor may charge you by the audio minute.  This is done not to nickel and dime you, but to make it fair for everyone.  When you have an audio that is 90 minutes in length but 70 minutes of that is “dead air,” that’s an enormous amount of time for someone to sit and listen and for you to end up being charged as a result.


Do your research.  Contact a few different vendors to get a quote.  Ask if the price they’re quoting you is the best they can offer.  Keep in mind that transcription can be a labor-intensive task, and asking for a big price reduction on a rush job probably shouldn’t be a part of your negotiating strategy.  Knowing what your requirements are before you commit yourself to a transcription provider and making sure they have your best interests in mind will help you in your search for a transcription service.

There are so many transcription companies available out there, and they all have their own promises and guarantees.  It’s hard to know which one really knows their craft.  Transcription Express, Inc. has been in business for over 17 years and has clients that have been with them for that period of time.  This doesn’t happen without satisfied, happy clients.  We handle each and every project as though it were our own personal project, and we price each and every transcript at a fair and very reasonable price.  Our motto is: “We do what we say we’re going to do, each and every time,” and we believe our track record proves this.

Give us a call today and let us work with you on whatever your transcription needs might be.  We would be happy to provide you with our transcription rates for your individual project or need.  You never know, it just may be the beginning of a mutually satisfying, long-term relationship.

Transcription Services – Why should you choose Transcription Express, Inc?

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyOkay, so you need a transcription services company that delivers the best transcription.  How do you know which one is the right one?  You’ve never needed a business transcription services company before, you don’t know of anyone who has used a transcription services company and their advertisements are everywhere on the internet!  They make all sorts of promises and guarantees.  Some of them even actually require a membership.  But how do you know which one is the right one for you?  We’ve all been there, and we’ve all found what we thought was the “great find” only to realize we should have researched a little more.  Well, when it comes to transcription service providers, Transcription Express IS the best choice.  Read on to find out why and how we’re different from the others that you’ve read about.

Proudly, Transcription Express Inc. has been in business since 1995 and has transcribed over 12 million pages.  We do tremendous amounts of verbatim transcription and/or interview transcription, but have experience in many areas, including corporate transcription and legal transcription.  How much better can it get?  Well, we believe it can get a lot better, and we work long and hard every day to make sure we continue to surpass all the other transcription services companies out there.  Serving companies across the country has given us the opportunity to experience various language nuances that other transcription services companies do not encounter.


When you’re searching for a reputable transcription services company, be sure to consider the following:

Let’s start off with customer service.  If it weren’t for our excellent customer service track record, we would be just one of those other companies that you’ve found on the web.

Customer Service:  Customer service at Transcription Express, Inc. is worth its weight in gold and as I’m sure you’ve experienced with other service providing companies, unfortunately, this isn’t the case.  Customer service is our #1 priority!  Our mantra at Transcription Express is we do what we say we’re going to do, each and every time!  No exceptions!

Turnaround Time:  Have a rush job?  Need it tomorrow?  No problem!  We are able to return completed transcripts in as little as a couple hours or as long as five days, just depending on your needs and the size of the project or job.  We pride ourselves on being responsive and flexible to our customers’ needs.

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyLocation:  Transcription Express, Inc., located in Gilbert, Arizona, has been in business for over 17 years and counting.  Not only do we have extensive experience in various fields of transcription, but we’re also located in an area of the country that experiences virtually no catastrophic events, i.e., tornadoes, earthquakes, etc., which means we can meet each and every deadline for our clients.

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTraining:  What?  You actually train your transcriptionists?  Yes, we do!  To ensure ongoing and consistent document quality, each transcriptionist must complete our on-site training program before completing transcripts for any clients.  This in-depth and hands-on training ensures the quality of their overall transcription skills and in-depth knowledge about each client they will be servicing.

Each transcriptionist receives regular 100% reviews of their transcripts to make sure they are maintaining our high quality standards.  Additionally, as an ongoing learning tool we provide beyond the initial training period, we have an in-house team of employees that mentor and guide each transcriptionist.  This team helps them with any questions or situations that may arise from transcript to transcript.

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyQuality Control:  Our document quality review program is an important part of our success.  Our Quality Control department is larger than most of our competitors’ entire company.  We use two very distinct methods to determine quality and would really like to share those with you.  Company wide, our word accuracy score consistently averages above 99%!  While this is only one of our many teaching tools, it also creates confidence among our clients because they know they will consistently receive quality documents, each and every time!

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyPricing:  The US economy the last couple years has brought every business owner different struggles and obstacles to overcome.  At TEI, we don’t think of these as negatives, but rather, incentives to improve the way we operate our transcription services company.  One of the challenges for any business is competitive pricing.  We are competitively priced, while at the same time, confident that we provide the highest quality documents possible.

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTurnaround Time:  Fast and consistent turnaround times on clients’ documents is one of the keys to keeping happy customers.  Our state-of-the-art digital technology helps us process incoming and outgoing documents quickly and efficiently so we can meet your completion timetable.

business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTechnology and Security:   Transcription Express has invested heavily in keeping our technology up-to-date.  While dictation and transcription services technology is changing and improving, we intend to stay in the forefront, so we can meet or exceed your expectations, each and every time!  Additionally, to ensure the safety of any sensitive data contained in your transcripts, all our data is stored in an off-site data storage center with the highest security standards.

In addition, a background check is conducted on each and every transcriptionist we hire to ensure that they are on the up and up.

Outsourcing Transcription Services:

A great deal of transcription has been outsourced overseas, and a great deal has now returned to the United States.  Transcription Express, Inc. is proud to say that we keep all our work and jobs here at home in the United States.

Transcription Express, Inc. is a one-of-a-kind transcription services company that measures their clients’ retention by decades, not years.  Sure, you’ll find other transcription services companies out there, but you won’t find one that offers all that we offer.  Our quality work, secure processes, and flexibility not only provides an unmatched level of service, but it does so while meeting your highest expectations.

So what are you waiting for?  Give us a call and let us impress YOU!  Our contact information is:

Toll-free Sales Number:  1-800-371-4315

Or email us at

Seven Secrets to getting what you pay for when purchasing transcription services!

data security, recorded statements, transcription services, transcription services company, verbatim transcription, work turnaroundsPurchasing Transcription Services:

When purchasing transcription services, do you ever wonder if you got what you really agreed upon?  It’s costly to go visit them at their place of business, although that is one of the very best ways to really get to know a vendor.  Better yet, a short notice visit really does the trick.

The question comes down to this: Is the reality you thought you were buying during the sales process the same “reality” you are living with day-to-day, month-to-month and year-to-year?  For example, does your transcription services company really do the following things they discussed during the selling process?  If they aren’t, here are a few secrets I’ve come to know and follow and even suggest to my own customers to follow.

  • Do they really have a quality assurance staff overseeing, grading, and tracking the quality of work the transcriptionists produce?  Or is the quality assurance “staff” the same person who sold you the account and in some cases answering the phone?  Secret #1 is asking for up-to-date reports of all their graded scores.  You should be able to see the scores being given by the 100% Review Team.  They may need to give you the report for the previous two weeks or even last month.  The key is seeing the report.
  • Secret #2 is CRITICAL!  If it takes longer than 15 minutes for the 100% Review Team reports to be made available to you, BEWARE! Don’t let them say they will have it to you tomorrow.  The Bible tells us the world was built in six days, don’t you think a report could be created in an hour (after their important “meeting”) or even overnight?  15 minutes, that’s it!  Make the request early in the day and possibly find out what their schedule is before asking so as to make sure they have the time to deliver it in the 15 minutes. Guess what, many of your vendors can’t produce reporting because they don’t live up to what they are selling!
  • If it’s verbatim transcription of recorded statements that you need, do they really know how to transcribe the recorded statements using verbatim style transcription?  Where did they learn it, and how uniform is their work?  Secret #3 is simply asking them what the number one challenge they face is when doing verbatim transcription.  They should have an answer that pops out of their mouth immediately.
  • Is the work turnaround time being fulfilled as promised?  Secret #4 is determining whether they are fulfilling their agreement and adding a Service Level Agreement surrounding work turnaround with financial penalties if they are meeting their obligations.
  • Secret #5 is pushing the tracking and reporting to the transcription services company.  When they send their invoice, they need to send their reports!  You can periodically check their reports so you don’t do all the heavy lifting.
  • When your transcription services company spoke to you about data security initially, did you feel alright?  Secret #6 is don’t rely on feelings!  This is a job for your IT/Security team to be involved in. Cover yourself so you know exactly what you have.  There are vendors working out of their houses, where even if digital transport security is fine, you don’t even know their physical security risk.  Be sure you are not going to end up on 20/20 with compromised data resulting in career suicide.
  • I’ve seen the procurement of transcription services decisions go from actual users involved with the services to procurement departments making the decisions.  There are benefits and drawbacks to both methods.  Regardless of which model you follow, Secret #7 is in the area of relationship-building.  Build relationships when possible and do not become connected to just one person in the transcription services company!  Visit your vendor when possible.  At the very least, speak to not only your customer services representative but also possibly the president or quality assurance personnel.  Know that without various people to fill the roles, and therefore the promises, they are probably not happening.

I would also add to all of the above that connecting personally with different parts of the transcription services vendor might generate additional ways to lower your costs or add value to your operation.  They may have ideas from other work they’ve done that you’ve not ever thought of in your company.