Sales & services 2 signers 2 pages 16 blanks to fill in

Transcription Services Agreement Template

Agree the transcript style, turnaround and rate per audio minute — and promise clients their recordings stay confidential and get deleted.

Use this template — free See the agreement Signers don’t need an account
Transcription services agreement
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Transcription services agreement — page 1 of 2
Page 1 of 2
Transcription services agreement — page 2 of 2
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Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a transcription services agreement?

A transcription services agreement sets the terms between a transcriptionist or transcription agency and a client sending recordings — researchers, journalists, podcasters, law firms, businesses. Recordings often contain personal and sensitive information, so clients increasingly want written promises about how files are stored, who can hear them, whether automated tools are used and when everything is deleted.

This template describes the recordings, the transcript style (clean, full or intelligent verbatim, or captions with timecodes), format and turnaround, and explains how inaudible passages are marked and errors corrected. It states whether automated speech recognition is used, and requires any tool to keep files confidential and not train on them. Confidentiality covers subcontractors, secure transfer, deletion after a set number of days and breach notice, with the client confirming they have consent to record. Rates are per audio minute with optional surcharges.

Best for
Freelance transcriptionists, transcription agencies and captioners
Signed by
The transcription provider and the client
Pricing
Per audio minute, with optional surcharges for rush or difficult audio
Length
About 2 pages, initialled on every page

When to use a transcription services agreement

  • Transcribing qualitative research interviews
  • Journalist interview transcripts on deadline
  • Captions and subtitles for online video
  • Meeting and focus group transcription for a business
  • Podcast transcripts for show notes and accessibility

What you fill in

16 blanks, then the name and email of each person who signs: transcription provider, client.

1 The parties

  • Provider (you or your business)*
  • Your email*
  • Client*
  • Client email*

2 The work

  • Start date*
  • Recordings*
  • Transcript style* clean verbatim (fillers and false starts removed) · full verbatim (every word, filler and false start) · intelligent verbatim, lightly edited for readability · captions or subtitles with timecodes
  • Format and extras
  • Standard turnaround*
  • Automated speech recognition* will not be used · may be used for a first draft, then fully checked by a person

3 Rates

  • Currency*
  • Rate per audio minute*
  • Surcharges
  • Payment is due* before delivery of each batch · within 14 days of each invoice · within 30 days of each invoice

4 Confidentiality

  • Delete recordings and transcripts after (days)*
  • Governing law*

5 Who signs

  • Transcription provider signature and date, initials on every page · The transcriptionist or transcription agency.
  • Client signature and date, job title, initials on every page · The person or organisation sending the recordings.

What the transcription services agreement covers

  1. The work
  2. Accuracy
  3. Confidentiality and data protection
  4. Rates and payment
  5. Ownership
  6. Term and general

Using the transcription services agreement, step by step

1 Describe the work

Enter the start date and describe the recordings — type, language, hours and number of speakers.

2 Choose style and turnaround

Pick the transcript style, edit the pre-filled format and turnaround, and say whether automated speech recognition may be used for a first draft.

3 Set rates

Enter the rate per audio minute, any surcharges and payment terms.

4 Set deletion and send

Choose how many days after delivery files are deleted, add the governing law and send for signature.

Tips before you send it

  • Ask for a glossary of names and technical terms up front — turnaround starts once you have it.
  • If the work involves personal data, check whether a separate data processing agreement is needed; this template defers to one if signed.
  • Only use speech recognition tools whose terms say they don't train on your uploads.
  • Tell the client before starting if a file will attract a surcharge, as the agreement requires.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the transcription services agreement template — it’s free

Transcription services agreement: frequently asked questions

Do you use AI to transcribe?

You choose: either automated speech recognition won't be used, or it may be used for a first draft that a person then fully checks. Any tool used must keep recordings confidential and not train on them.

How long are recordings kept?

For the number of days after delivery you set, then deleted — sooner if the client asks — unless the law requires them to be kept.

What about inaudible sections?

Words that can't be made out are marked as inaudible or unclear with a timestamp, not guessed. The client can report errors within 14 days and the provider fixes its own errors free.

Is this a data processing agreement?

No. It includes confidentiality and deletion promises, but where data protection law requires a formal data processing agreement, the parties sign one separately and it takes priority.

Use this template — free