Client Style Guide Transcript Formatter

Upload a transcript. Get it formatted to the style rules your client or platform requires.

Make it client-ready: apply a client style guide to a transcript before you deliver it. Anything uncertain is flagged for you to accept or reject.

Before:[00:00:09] Dr. Maya Chen: Yeah, so, um, we ran it with 4 clinics over like 12 weeks and, you know, the the first month was honestly rough.

After:[00:00:09] **DR. MAYA CHEN:** Yeah, so we ran it with four clinics over 12 weeks and the first month was honestly rough.· All 7 rules applied

Style guide
Transcript
Format
Review

1Your client's style guide

2Transcript

TXT, SRT, VTT or DOCX, up to 3 MB. Or paste below.

Add a style guide and a transcript first.

Free account, no card needed

How the transcript formatter works

4 steps

  1. 1. Add your transcript

    Paste text or upload TXT, DOCX, SRT or VTT. Transcripts from Video to Transcript load automatically.

  2. 2. Choose the rules

    Start from an editable preset, or upload your client style guide (PDF, DOCX or TXT).

  3. 3. Check the report

    The style guide checker report lists each rule as applied, needs review or not applied. Anything uncertain is flagged for you to accept, reject or undo.

  4. 4. Export

    TXT, DOCX, PDF, RTF or JSON, the flagged sections as CSV, and SRT or VTT when you start from a subtitle file.

What the formatter checks

5 capabilities

  • Verbatim and fillers

    Clean or full verbatim, fillers, false starts and stutters.

  • Speaker labels

    Consistent label format across the transcript.

  • Tags and notation

    Inaudible, crosstalk and other tags in the guide's format.

  • Your words are protected

    If formatting would change your content, the tool flags it for you to review. Export uses the text on screen.

  • Custom guides

    Upload a client's guide and edit the extracted rules before running.

On a sample: client rules and a raw transcript in, a formatted transcript and a per-rule report out

This is the tool's own output on a sample interview. Edits it is unsure of are flagged for you to accept or reject; every other rule edit is applied automatically. This run had nothing flagged.

Sample client guide, Northwind (example)

  • Verbatim level: Clean verbatim. Remove fillers (um, uh, like, you know), false starts and stutters.
  • Speaker labels: Full name in bold caps on first appearance, then first name only, followed by a colon. Example: **DR. MAYA CHEN:** then **MAYA:**
  • Inaudible audio: Use [inaudible HH:MM:SS] with the timestamp.
  • Crosstalk: Use [crosstalk].
  • Timestamps: Insert a timestamp [HH:MM:SS] at every speaker change.
  • Numbers: Spell out one through nine; use numerals for 10 and above.
  • Do not paraphrase or change the speaker's wording.

Before and after: 3 turns from the sample

Struck through: removed. Bold: added or rewritten.

  1. Before:[00:00:09] Dr. Maya Chen: Yeah, so, um, we ran it with 4 clinics over like 12 weeks and, you know, the the first month was honestly rough.

    After:[00:00:09] **DR. MAYA CHEN:** Yeah, so we ran it with four clinics over 12 weeks and the first month was honestly rough.

  2. Before:[00:00:23] Dr. Maya Chen: Uh, the staff didn't trust the dashboard at first. They kept, um, printing everything out. [inaudible] By week six that had mostly stopped.

    After:[00:00:23] **MAYA:** The staff didn't trust the dashboard at first. They kept printing everything out. [inaudible 00:00:23] By week six that had mostly stopped.

  3. Before:[00:00:38] Dr. Maya Chen: I think, like, two things. We gave every nurse a 10 minute walkthrough and we, we let them flag errors directly. [crosstalk]

    After:[00:00:38] **MAYA:** I think two things. We gave every nurse a 10 minute walkthrough and we let them flag errors directly. [crosstalk]

Per-rule report

All 7 rules applied

  • Verbatim levelApplied
  • Speaker labelsApplied8 speaker labels formatted.
  • Inaudible audioApplied1 inaudible spot tagged with the time.
  • CrosstalkApplied1 crosstalk tag written as [crosstalk].
  • TimestampsAppliedChecked 8 speaker changes: each starts with a timestamp. Reformatted 0 of 8 timestamps as [HH:MM:SS].
  • NumbersApplied1 number rewritten.
  • Do not paraphrase or change the speaker's wordingAppliedEvery spoken word was kept, except changes other rules in the guide ask for.

Real example

See a full real example
Raw verbatim formatted with a built-in preset
Raw verbatim transcript with filler words, repeated words and no punctuationBefore
The same transcript formatted with a built-in preset: fillers and repeats removed, punctuation and capitals addedAfter, VideoText output

The preset removed fillers such as “um”, “uh” and “you know”, removed repeated words, and added punctuation and capitals. The wording was otherwise unchanged. The review panel lists the rules applied and any flagged changes before you export.

Source clip: NASA ScienceCasts, public domain. NASA does not endorse VideoText.

Real output · built-in preset

Before (excerpt)
um so following launch in in 2016 the OSIRIS-REx spacecraft will uh travel to near-Earth asteroid Bennu study it from orbit and ultimately bring back a sample for laboratory study …
After (excerpt)
Following launch in 2016, the OSIRIS-REx spacecraft will travel to near-Earth asteroid Bennu, study it from orbit, and ultimately bring back a sample for laboratory study…

Who uses the formatter

Freelance transcriptionists, Agencies, Researchers

  • Freelance transcriptionists

    Meet a platform's style rules before you submit.

  • Agencies

    Apply each client's guide consistently across a team.

  • Researchers

    Standardise interview transcripts for analysis.

Frequently asked questions

10 questions

What does a transcript formatter do?

This transcript formatting software applies a style guide's rules (verbatim level, speaker labels, tags, timestamps) to a transcript and reports each rule as applied, needs review or not applied. Anything uncertain is flagged for you to accept or reject.

How do I format a transcript to a style guide?

Upload the client's style guide (PDF, DOCX, TXT or Markdown, up to 8 MB), then paste or upload the transcript. Check the rules extracted from the guide, run the formatter, and read the per-rule report: each rule is marked applied, needs review or not applied.

Are the built-in presets official platform guides?

No. They are VideoText's own editable rule cards, not official guides, and no platform endorses them. Check each rule against your client's brief.

Can I upload my client's own style guide?

Yes: PDF, DOCX, TXT or Markdown, up to 8 MB. The rules are extracted for you to check and edit before formatting.

What is the difference between clean and full verbatim?

Full verbatim keeps fillers, false starts and stutters. Clean verbatim removes them without changing meaning.

Does the formatter change my words?

It changes formatting only. If a change would alter your content, the tool flags it for you to review. Export uses the text on screen.

Which files can I use?

Paste text or upload TXT, DOCX, SRT or VTT. Export TXT, DOCX, PDF, RTF, JSON or a CSV of flagged sections, plus SRT or VTT when you start from a subtitle file.

How do I review what changed?

Start the review to step through each flagged section, or read the summary of rules applied.

Can I send a transcript straight from Video to Transcript?

Yes. Choose “Make it client-ready” on the transcript result.

Is the formatter free?

A free account is needed to see the result. On the free plan, each run takes up to about 30 minutes of transcript text.

Next steps

Deliver transcripts in your client's format

Apply the rules, review the flags, export.

Make it client-ready →