Transcription Process

Why should I use Top Transcriptions Transcribing Services?

Our clients include, attorneys, universities, banks and businesses and government.

Our rates are highly competitive and we have fast turnaround times.

Our transcriptions are of the highest quality and all transcripts are proof-read by an independent proof-reader (at no extra cost) to ensure the highest levels of accuracy and quality.

Quality is the cornerstone of our business.

Transcription Process

Which languages do you transcribe?

We transcribe English and Afrikaans only. We also translate between English and Afrikaans.

Learn more...Translation Services

If I have an audio with English and another language that you don’t work with, can you transcribe the English portion?

Yes, we will transcribe the English part of the audio and timestamp whenever the other language is spoken.

In what format will I receive my transcript?

Your transcription will be in Microsoft Word format and will be e-mailed to you.

Can you transcribe only certain sections of my audio?

Yes, when you upload your audio for transcription, send us the times on the audio that you want transcribed.

Can you insert time stamps?

Yes we can. By default our transcripts do not include time stamps.

We do however offer two different time stamps. The first is, a time stamp on speaker change and the second is a time stamp on every 2 minutes or more. When uploading your audio you may select an option for time stamps and leave any further instructions in the comments below your quotation. See Time Stamp Samples

Do you provide verbatim transcripts or edited transcripts?

By default our transcripts are Clean Verbatim – with all the um’s, ah’s, mmhm’s left out. We do not edit or change what has been spoken - in terms of words.

When uploading your audio you will have the option of selecting Full Verbatim – with all the um’s, ah’s, mmhm’s included. See Verbatim Transcription Types for more information and Samples.

Do you use Transcription Software to transcribe audio or video?

No we don’t. All our transcriptions are done by people. Transcription software has not been developed sufficiently to provide accurate audio transcripts. The only way to guarantee quality transcripts is for transcribers to transcribe them and then for a proof-reader to check for them accuracy..which is what we do. Our proof-reading is included in our transcription prices.

My Online Transcription Account - Registration and Sign In

How do I register and sign in?

You can either Register or Sign in from the top menu or once you have requested a Quotation you will be prompted to register or sign in.

Once you register and sign in you will have access to My Orders, My Cart & My Profile.

How do I reset my Password?

Go to Secure Login and select “Forgot Password” and enter your e-mail address and we will send you a link to reset your password.

Can I track My Orders?

Yes, under the My Orders section in your account you can view the Order Date, Estimated Delivery Time, Transcription Status and Payment Status.

My Cart

What is the difference between My Cart and My Orders?

When you request a Quotation and Sign in – the audio and Quote are saved in My Cart. Once you make payment via the Checkout process - when requesting a Quote, the transaction becomes an order and is moved to My Orders. So basically, payment makes it an order.

How do I delete audios from my Cart?

By selecting the trash bin next to the audio.

Will the audios in My Cart remain there once I sign out?


Transcription Quotation & Orders

Can I delete existing orders from My Orders section?

No, but you can contact us in this regard.

How does My Orders section work?

Once you download a Quote or Checkout, it will appear in your My Orders section under My Account (in the top right of the website). My Account is visible when you are signed in to your account.

Whether you only download a quote or proceed to Checkout and pay or not pay - your quote will be found under My Order in My Account. Once you are in My Orders - you will have the option of downloading your quote or proceeding to Checkout and making payment.

If you need further assistance please Contact us.

Can I buy credits in advance?

Yes, you can. Simply add the number of minutes you want to buy in the section - "Add Duration in Minutes" on the Quotation and Order Transcripts page and proceed to Checkout.

You will then have minutes in credit, against which you can send audios for transcription.

Which Audio & Video file formats can I send to you via the Audio Upload tool?

Our Audio Upload tool only receives the following file formats: MP3, MP4, WAV, AIF, WMV, MOV, AVI, VOB, OGG, AAC, WMA and AMR.

If you have a format different to any of the above you can either convert to it an mp3 and send it to us via our Audio Upload tool or send it in the current format via https://wetransfer.com/  - a free file transfer platform.

See our Blog on How to Convert Audios to mp3.

Go back to Quotation and Order Transcripts.

Is there a limit to the file size I can send via the Uploader on the Quotation and Order page?

There is no file limit size. The larger the file however the longer it will take to upload.

You may be able to reduce the file size by changing the format to an mp3. You can do this by using file converter software such as format Factory which is a free software.

See our blog on How to Convert Audios to mp3.

Pricing, Turnaround & Payment

Troubleshooting - Payment Error Message after checking out.

If you receive an error message when trying to make payment, then please logout of the website and clear your browsing history in Google or whichever browser you use. Then log back in and continue by clicking My Cart - where you order will be saved and then proceed to Checkout.

How do you calculate the transcription cost?

Our transcription rates are based on turnaround times and volumes.

The rate per minute relates to the minutes of audio. We multiply the chosen rate (Standard or Rush Rate) by the number of audio minutes to be transcribed.

Our Quotation is based on the duration of the audio, turnaround time selected and any Additional Options selected, such as Time Stamps and Full Verbatim Transcription.

What are your transcription rates per minute?

Our Standard Rate is R14.45 per audio minute.
Our Rush Rate is R17.80 per audio minute.
Transcription costs per hour decrease for both rates as the number of hours to be transcribed increases. Our Bulk Discounted Rate commences after 10 hrs of audio.
You can establish what your transcription rate and cost will be, by requesting a Quotation based on the number of hours you have.

What are your transcription costs per hour?

Our Standard Rate is R14.45 per audio minute x 60 minutes = R867.00/hr of audio (excl VAT)
Our Rush Rate is R17.80 per audio minute x 60 minutes =R1068.00/hr of audio (excl VAT)

Do you offer discount for a large volume of audio?

Yes we do. When you generate a quote – volume discounts are given automatically.

Our volume discounts are given from 10+hrs.

How do your turnaround times work?

When you generate a Quotation we will advise on the Quote as to the Estimated Delivery Time. This is based on the volume of audio or video to be transcribed and whether you selected the Standard or Rushed Rate.

Estimated Delivery Times are reflected in weekdays (Monday - Friday).

You are welcome to give us a call to discuss any specific turnaround times that you have, if the quoted times do not meet your needs. We are flexible and will make every effort to accommodate your request.

Due to our large team of transcriptionists we are able to split high volume orders between a number of transcriptionists to achieve faster turnaround times.

How are you able to have such competitive transcription services rates?

Top Transcriptions is one of the largest online transcription services companies in South Africa with a large team of transcriptionists and as a result we transcribe large volumes of audio and video, enabling us to offer excellent prices.

How does Payment work?

Payment Amounts:

  • A minimum of 50% deposit is required before commencement of transcription and balance payable on completion - whereupon the transcripts will be sent to you.
  • If you pay in full upfront - the transcripts can be sent to you as they are completed.
  • Pre-paid minutes can also be purchased via a lump sum payment of your choice and then you work the minutes off.

    Payment Options:

  1. Pay Online - on our website, by instant EFT (bank transfer) Credit or Debit Card.

Options for making a Payment online - via the website:

  • If you have a Quote or Invoice already or want to pre-pay a lump sum and work it off, you can proceed direct to Payments (on the top right of the website) and remember to use your Quote / Invoice Reference or your name (for pre-paid lump sum amounts) as the Payment Reference.
  • Sign In on the website and if your Quote is in the Cart you can select it and proceed to Checkout & Payment.
  • Alternatively you can request a new quote via the Quotations & Orders page and then proceed to Checkout & Payment.

    2.  Pay Offline - via bank transfer (EFT) or Cash Deposits. 

2.1   Electronic Transfers Only

Bank Details:

Account name : Top Transcriptions cc
Account no: 10011355830
Bank: Investec Bank Limited
Branch name: 100 Grayston Drive, Sandton
Branch code: 580105
(Please use Quote or Invoice Number as a Reference)

2.2   Cash & Cheque Deposits

Please contact us for Bank Account Details for Cash and Cheques.

      3.   PayPal – For International Clients

           Please contact us for an invoice and payment details.

      4.   Purchase Orders - Arrangements can be made for Companies - please contact us.

How will I pay for my transcripts if I am an international customer?

International payments can be made via Credit Card or Debit Card when ordering transcripts via our website or if you prefer PayPal or a Bank Transfer, you can Contact Us for those details.

Confidentiality and Security

How do you ensure that my audio or video and transcripts are treated confidentially?

We have strict in-house policies and practices over client data confidentiality and security.

All our transcribers and proof-readers sign Non-Disclosure Agreements with us.

How secure is your website?

Our website is very secure. You can click on the lock in the url bar to view our SSL Certificate.

An SSL CERTIFCIATE Secure Sockets Layer (SSL) is a protocol for enabling data encryption and site authentication on the Internet. Credit card numbers, health details and other sensitive information are transmitted only after being converted into a secure code. Domain authentication reassures site users that they're interacting with the site identified in the URL bar. Without SSL, online transactions would be vulnerable to interception by unauthorized parties. SSL is commonly used to protect communications between web browsers and servers. However, it is also used for server-to-server communications and for web-based applications.

Will Top Transcriptions sign a non-disclosure agreement?

Yes. We can provide a signed Non-Disclosure Agreement at no cost or if you have your own agreement we would happily sign it.

Transcription Terminology

What is Transcription?

In brief, transcription is simply the process of converting audio to text and in our case our transcribers do this by listening to recorded audio or video and type up what is heard into a document.

Learn more - What is Transcription?

Explain Transcription Terminology

There are many different terms used in the transcription industry – often loosely and not always correctly, which are really referring to the same thing. Here are a few examples:

Transcribers are referred to as transcriptionists, transcriptors, audio typists, stenographers or transcription typists.

Transcription services is referred to as transcribing services, scripting services, transcript services, audio typing services, transcribe services and transcriptionist services, speech to text services, audio to text services, voice to text services.

Transcription software is referred to as voice to text software, speech to text software, audio to text convertor.

Transcription is referred to as stenography.

Transcriptions may be referred to as transcripts.

Can you believe it!

Transcription By Cities

Transcription by Countries

International Customers

How will I pay for my transcripts if I am an international customer?

International payments can be made via Credit Card or Debit Card when ordering transcripts via our website or if you prefer PayPal or a Bank Transfer, you can Contact Us for those details.


International Customers - Why you should I use Top Transcriptions.

The exchange rate between South Africa and many countries enables us to offer excellent rates to international clients. We provide high quality transcripts backed by our two-fold quality assurance process, which involves proofreading our transcripts. Our International Transcription Customers enjoy a premium service at very affordable rates. Provide us with an opportunity to wow you with our service.

POPI Act & PAI Act Compliance



in terms of section 51 of


read with



















1.1.     Top Transcriptions cc is registered as a Closed Corporation, registration number 2008/230998/23 in accordance with the Close Corporations Act, 1984 (hereinafter referred to as “the CC”).

1.2.     It is a CC which operates internationally, providing primarily a transcription service.

1.3.     The Company’s website address is www.toptranscriptions.co.za


2.1.     The sole member of the CC is Paul Crowther.

2.2.     The CC’s contact details are as follows:

2.2.1.        Postal & Physical Address: 19 Evanston Circle, Mount Edgecombe Estate 2, 4302.

2.2.2.        Telephone Number: +27 83 262 9191

2.2.3.        Email Address: paul@toptranscriptions.co.za


3.1.     A Guide has been compiled in terms of section 10 of PAIA by the South African Human Rights Commission (“SAHRC”). It contains information required by a person wishing to exercise any right contemplated by PAIA. The Guide is available from the SAHRC in all of the official languages.

3.2.     The contact details of the SAHRC are:

3.2.1.        Postal Address: Private Bag 2700, Houghton, 2041;

3.2.2.        Street Address: Braampark Forum 3, 33 Hoofd Street, Braampark, Johannesburg;

3.2.3.        Telephone Number: +27 (11) 877 3600;

3.2.4.        Fax Number: +27 (11) 403 0625;

3.2.5.        Website: www.sahrc.org.za.

3.3.     Responsibility for the Guide will transfer to the Information Regulator under the POPIA  in terms of section 114 of POPIA after 30 June 2021.


The latest notice in terms of section 52(2): At this stage no notice affecting the CC has been published on the categories of records that are automatically available without a person having to request access in terms of PAIA.


5.1.     Applicable legislation:

5.1.1.        The Closed Corporations Act, 1984

5.1.2.        Income Tax Act, 58 of 1962

5.1.3.        Value Added Tax Act, 89 of 1991

5.1.4.        Labour Relations Act, 66 of 1995

5.1.5.        Basic Conditions of Employment Act, 75 of 1997

5.1.6.        Employment Equity Act, 55 of 1998

5.1.7.        Unemployment Insurance Act, 63 of 2001

5.1.8.        Electronic Communications and Transactions Act, 25 of 2002

5.1.9.        Promotion of Access to Information Act, 2 of 2002

5.1.10.     Skills Development Levies Act 9 of 1999

5.2.     Subjects and categories of records:


Category of Record

Details of Record


Public Affairs

·     Product Information

Freely available

Closed Corporations Act records

·     Documents of incorporation

·     Share register

PAIA request   (see below)

Financial records

·     Annual financial statements

·     Tax returns

·     Accounting records

·     Banking records

·     Invoices

PAIA request (see below)

Income Tax records

  • PAYE records
  • Documents issued to employees for income tax purposes
  • Records of payments made to SARS on behalf of employees
  • All other statutory compliance records:
    • Vat
    • Skills Development Levies
    • UIF

PAIA request (see below)

Personnel documents and records

  • Employment contracts
  • Disciplinary records
  • Salary records
  • Leave records

PAIA request (see below)


Insofar as POPIA is concerned, please review the CC’s privacy policy on the CC’s website at www.toptranscriptions.co.za


7.1.     The Requester must complete Form C of Annexure B to the Regulations regarding the Promotion of Access to Information Act 2 of 2000 (published under Government Notice R187 in Government Gazette 23119 of 15 February 2002 as amended by Government Notice R1244 in Government Gazette 25411 of 22 September 2003) and submit this form together with a request fee, to the Head of the CC.

7.2.     A request for access to a record of a private body must be made in the prescribed form to the Head of the CC and at the Company’s address or electronic mail address.

7.3.     The form for a request for access must at least require the Requester concerned:

7.3.1.        to provide sufficient particulars to enable the Head of the CC to identify-       the record or records requested; and       the Requester;

7.3.2.        to indicate which form of access is required;

7.3.3.        to specify a postal address or fax number of the Requester in the Republic;

7.3.4.        to identify the right the Requester is seeking to exercise or protect and provide an explanation of why the requested record is required for the exercise or protection of that right;

7.3.5.        if, in addition to a written reply, the Requester wishes to be informed of the decision on the request in any other manner, to state that manner and the necessary particulars to be so informed; and

7.3.6.        if the request is made on behalf of a person, to submit proof of the capacity in which the Requester is making the request, to the reasonable satisfaction of the Head of the CC.


8.1.     The following applies to requests (other than personal requests): A requestor is required to pay the prescribed fees before a request will be processed in terms of the Regulations regarding the Promotion of Access to Information published in Government Notice R187 of 2002 in Government Gazette 23119 of 15 February 2002.

8.2.     Records may be withheld until the fees have been paid.

8.3.     The fee structure is available on the website of the South African Human Rights Commission at www.sahrc.org.za.

8.4.     The fee structure will soon also be available on the website of the Information Regulator at www.justice.gov.za/inforeg/.

Troubleshooting - Audio Upload on the Website

I am unable to upload my audio on the website.

There are two main reasons why your file won't upload on our website:

  1. The file name has more than one full stop (.) in it. A full stop represents the beginning of a file type - so whatever follows the full stop will be read as a file type. So if you have (INTERVIEW.MY FRIEND.MP3) our system will not see that file type as an .MP3 but as a .MY FRIEND.MP3 and will not upload the file as that is not a recognised audio format. In this case, INTERVIEW MY FRIEND.MP3 would work. The solution is to rename your file and just make it simple with whatever the audio type is and only have one full stop. See below for the acceptable audio types.

       2. The other reason an audio will not upload is if the audio file type is not one of the common types.

           Our system accepts these audio types:

           MP3, MP4, WAV, AIF, WMV, MOV, AVI, VOB, OGG, AAC, WMA and AMR

           If you have an audio that it not one of these types listed above you can send it to us using

           https://www.wetransfer.com which is a free data transfer platform or you can mail us at:

           support@toptranscriptions.co.za or phone us on 072 090 3537.    

Phone: 072 090 3537




How can we help you?