Guide
How to format interview transcripts
Interview transcripts are only useful if they’re scannable. This is the simplest format that keeps receipts (who said what) while staying friendly for busy hiring managers.
The goal
You want a transcript that supports decisions. That means: consistent speaker labels, optional timestamps, and clean spacing so a reader can find evidence fast.
Pick your transcript style
Clean verbatim
Keeps most words, removes obvious filler and stutters. Best default for interviews.
Full verbatim
Keeps every false start and filler. Only use when nuance/legal requirements demand it.
Edited summary
Not a transcript. Great for debriefs, but not a receipt.
The format that works (copy/paste)
Interview: {Role} — {Candidate}
Date: {YYYY-MM-DD}
Interviewer(s): {Names}
Transcript style: Clean verbatim
[00:00] INTERVIEWER: Thanks for joining. Quick intro — what are you working on right now?
[00:08] CANDIDATE: I’m leading…
---
Key moments
- [12:40] {Moment title}
- [24:10] {Moment title}
---
Transcript
[00:00] INTERVIEWER: …
[00:08] CANDIDATE: …
If you don’t need timestamps, remove them. The most important thing is consistency: the same label format on every line.
Common mistakes (the ones that ruin trust)
- Speaker chaos: “Speaker 1 / Speaker 2” switches mid‑file, or names aren’t consistent. Fix labels first.
- No separation: one giant paragraph. Add blank lines and section headers.
- Overconfidence on overlap: when two people talk, tools can assign quotes to the wrong person. Treat overlap as a high‑risk zone.
- Missing names: if a tool can’t capture names and companies, you can’t trust the debrief.
Want the cheapest recruiting-safe tool?
Filter by Recruiting and validate names/overlap failure modes.