Word 4 Word Transcription

Terms & Conditions


Please read the following carefully as all services carried out by Word 4 Word Transcription for the Service User are subject to the following Terms & Conditions.

No variations of these Terms & Conditions will apply unless confirmed in writing by Word 4 Word Transcription.

These Terms & Conditions are subject to change at any time, without notification to prior or current Service Users.

The supply of services shall be subject to these Terms & Conditions and therefore by agreeing to allow Word 4 Word Transcription to undertake a service on your behalf you agree to accept and comply with these Terms & Conditions. 

Word 4 Word Transcription’s Privacy Policy is also part of the Terms & Conditions, and by agreeing to the Terms & Conditions you also agree to our Privacy Policy. You can view the Privacy Policy via this link: Word 4 Word Transcription Privacy Policy

Please note within the terms and conditions the following abbreviations and definitions apply:

 Word 4 Word Transcription shall be abbreviated to W4WT.

 Service User is any individual, company or organisation who engages with and/or uses the services provided by Word 4 Word Transcription.

★ Services are any tasks or duties deemed necessary by Word 4 Word Transcription in delivering the Service Users transcripts or copy-typed files.



★ W4WT is a secretarial support service, and therefore our transcripts or copy-typed files are not certified for financial advice, court, diagnostic or legal use. If it is the Service Users requirement, the transcripts or copy-typing should not be used for such professional purposes without further approval by a suitably qualified professional.

★ W4WT transcripts or copy-typed files do not constitute a statement of truth in a court of law and we do not guarantee accuracy for legal purposes.

★ Our intelligent verbatim style transcription service is provided on the understanding that the transcriptionist interprets the audio to read clearly with a high level of accuracy to the best of their ability. This is therefore not necessarily word for word.

★ All work is proofread twice, once by the transcriptionist/copy-typist undertaking the work, and for a second time by the W4WT team member overseeing the Service Users requested work.

★ Replacement transcripts are available for 14 days only after receipt of the transcript or copy-typed file.



★ Where audio quality is clear, with no background noise and without strong/harsh accents a 98% accuracy is guaranteed.

 Where audio quality is poor or involves background noise or strong/harsh accents, no accuracy level is guaranteed. Transcripts may also be incomplete with unclear or inaudible sections.

 Where audio quality is poor or involves background noise or strong/harsh accents, Service Users will be notified and given 24 hours (subject to deadlines) to decide whether they would like W4WT to continue with the service agreed, at which point the Service User accepts that this may impact upon the quality of the service provided.

 Refunds are not offered for dissatisfaction for incomplete or inaccurate transcripts due to poor audio quality, background noise or strong/harsh accents where the Service User has been made aware that these issues may impact upon the service quality.

 W4WT accepts no liability for loss or damage arising from errors or inaccuracies in our transcripts or copy-typed files. It is ultimately the Service Users responsibility to check for errors and accuracy before use.

 If the Service User is not satisfied with the transcription or copy-typing service or does notice any inaccuracies or errors, they have 14 days from the delivery of the transcript/copy-typed document(s) to bring this to W4WT attention and a further proofreading and any relevant revisions will be provided at no extra charge within the scope of the agreed quotation.

Turnaround Time


★ Turnaround times must be agreed with W4WT by email in advance to any service being undertaken.

★ Unless otherwise agreed turnaround times do not include weekends or bank/public holidays.

★ Turnaround times may be amended for poor audio quality, background noise or strong/harsh accents – where communication is possible the Service User will be notified of the delay.

★ Turnaround times may be amended for unforeseen circumstances without prior notice. The Service User will be notified at W4WT earliest opportunity.

★ W4WT will attempt to deliver transcripts or copy-typed files by 7 pm on the agreed deadline day. However, this is subject to revision if necessary.

★ Late delivery does not entitle the Service User to withhold agreed payment for work completed.

★ W4WT does not accept liability for loss or damage arising from delays in completion of the service, delivery of transcripts/copy-typed documents or any physical media.



 Invoices are issued by W4WT by emailed PDF to the Service User upon completion of the agreed service, or on a rolling-basis where services are ongoing.

 Payment must be made by the Service User to W4WT, in full, within 30 days of the invoice date.

★ Payment must be made by bank transfers or PayPal. The Service User is expected to pay all fees associated with their bank transfer or PayPal payments.

★ All payments must be made in British Pound Sterling. W4WT does not accept payments in foreign currencies.

 If payment is not received within 30 days of the invoice date W4WT reserves the right to charge interest on the outstanding amount at a rate of 4% over Bank of England rate per day until the full payment is received.

 If deemed necessary, a partial deposit or full payment may be required to be paid by the Service User to W4WT prior to commencement of any services.

 The Service User must bring any invoice disputes to the attention of W4WT within seven days of the receipt of the invoice.

 If the Service User requires a Purchase Order, they must generate a Purchase Order number and e-mail a copy of this Purchase Order number to W4WT.

Refunds & Cancellations


★ No refunds are available after commencement of the service, except at the discretion of W4WT.

★ Where a Service User cancels an order for services, charges for the services which have already begun and/or have been completed will be payable.



★ All team members at W4WT are subject to confidentiality agreements.

★ All new Service Users should view and agree to W4WT confidentiality agreement prior to undertaking any services.

 Any personal information provided to W4WT for the purpose of fulfilling the service required is for use by W4WT only and will not be disclosed to third parties.

★ Further information on W4WT confidentiality can be found via this link: https://word4wordtranscription.co.uk/confidentiality/



★ W4WT accepts no liability for mistakes. It is the Service Users ultimate responsibility to proofread any transcripts or copy-typed files completed by W4WT and inform W4WT of any inaccuracies or errors within 14 days upon delivery of the transcript/copy-typed document, at which point a further proofreading and revisions will be provided at no extra charge within the scope of the agreed quotation.

★ W4WT shall not be liable to any Service User or third party for any direct or consequential loss or damage of any kind, and the Service User shall indemnify W4WT against all claims and demands for such consequential loss or damage.

★ W4WT accepts no liability for loss or damage to physical or digital data or media transferred to us by post or online.

★ The Service User shall indemnify W4WT of any loss, damages, costs, expenses or any other claims suffered by W4WT and arising out of any publication of transcribed data, or libellous or illegal matter contained in any material printed or produced for the client.

 ★ W4WT cannot guarantee the efficacy, security or privacy of using email, uploading or third-party transfer software for the conveyance of any digital file, media, transcript, copy-typed file, correspondence or communication and consequently does not accept liability for any loss or damage, whether direct or consequential, suffered by the Service User as a result of non-delivery and/or breach of confidentiality or privacy resulting from such use.

★ W4WT is a limited liability company. The members of Word 4 Word Transcription Limited including directors, employees, subcontractors or representatives cannot be held personally liable for the limited company’s debts or other losses.

Court Jurisdiction


 W4WT and the Service User irrevocably agree that the courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms & Conditions.

Clock Contact Times

Monday – Friday

9:00 am – 5:30 pm


10:00 am – 4:30 pm



Trust Pilot


Company Registration Number: 10949786

Address: Word 4 Word Transcription Ltd, 21 King Georges Close, Rayleigh, Essex, SS6 8JL

Data Protection Act: ZA488186

Word 4 Word Transcription Ltd is a company registered in England and Wales