Recording Consent Form Template
A general consent form for recording and transcribing calls, meetings, and research sessions – fill it in, get a signature, keep it on file.
Getting consent on the record protects everyone. Before you hit record on a call, a meeting, or a research interview, this form captures the basics: who is doing the recording, who is consenting, what is being recorded, why, and what happens to the file afterward. Fill in the blanks, share it with participants, and keep the signed copy.
Recording-consent law is not uniform. Some places let one person in the conversation consent for the whole recording; others require every participant to agree first. Whether audio recording and later transcription are allowed – and whether written consent is needed – depends on where the participants are and the context. See is it legal to record and transcribe a meeting for the framing, and confidential transcription for how to keep sensitive recordings private once you have consent.
The template
Recording & Transcription Consent Form
Recording & Transcription Consent Form
By signing this form, the participant named below agrees to be recorded and to have that recording transcribed, on the terms set out here.
1. Who and what
Recorded by (name / organization):(the person or team doing the recording)
Participant name:(the person giving consent)
Participant contact:(email or phone, for a copy of this form)
What is being recorded:(e.g. sales call, team meeting, research interview + title)
Date of recording:
Purpose of the recording:(why it is being recorded and how it will be used)
2. What you are consenting to
Tick each item the participant agrees to. Leave any they do not agree to unticked.
Recording: I agree to be recorded (audio and/or video) during the session described above.
Transcription: I agree that the recording may be converted into a written transcript.
Storage duration: I understand the recording and transcript will be kept for the period stated in section 3.
Access: I understand who can view or use the recording and transcript, as listed below.
Who can access the recording and transcript:(e.g. the interviewer, named research team, my manager)
3. Retention and deletion
The recording and transcript will be kept until __________________ (date or event, e.g. "12 months after the project ends") and then deleted. You may ask us to delete your recording and transcript sooner by contacting the person named above.
4. Signature
I have read this form, I understand it, and I give my consent freely. I know I can withdraw before recording begins.
Participant signature / date:Date:
Recorded by – signature / date:Date:
Starter template, not legal advice. Recording-consent law varies by jurisdiction: in some places one participant can consent for the whole conversation, while in others every participant must agree before recording starts, and some contexts call for written consent. If any participant is somewhere that requires all-party consent, that stricter rule can apply to everyone. Adapt this form to your situation and check local rules – or your own legal counsel – before relying on it.
How to use it
- 1
Fill in section 1 with who is recording, who is consenting, and what the recording covers – be specific about the purpose.
- 2
Tick the scope boxes in section 2 for recording, transcription, storage, and access, and name exactly who will be able to see the file and transcript.
- 3
Set a real retention date or event in section 3 so participants know when the recording and transcript get deleted.
- 4
Share the form and collect signatures before recording starts – give the participant a copy.
- 5
After the session, transcribe the recording and store both files only where your named people can reach them, then delete on the retention date.
Recorded it? Transcribe it here
Drop in the recording for a speaker-labeled, timestamped draft in minutes. Your first 60 minutes are free, no card.
More templates
- Interview Recording ChecklistA pre-record run-through for gear, room, consent, and levels, so your audio starts clean.
- Interview release form templateA starter fill-in consent form for journalists, researchers, oral historians, and podcasters: get permission to record and to use the interview, transcript, and quotes before you hit record.
- Podcast Show Notes TemplateA copy-paste outline for episode pages: guest bio, summary, timestamped chapters, quotes, links, and a subscribe CTA.
- Focus Group Discussion Guide TemplateA copy-and-fill moderator's guide – consent, ground rules, warm-up, key questions with probes, and wrap-up – built to be recorded and transcribed for analysis.
- Interview transcript templateA ready format for interview transcripts – a header, speaker labels, timestamps, and tags for the messy moments – with a worked sample you can copy.
Frequently asked questions
Do I need written consent to record, or is a verbal heads-up enough?
It depends on where the participants are and the context. Some places accept clear notice plus continuing the conversation as consent; others expect explicit agreement, and sensitive settings often call for a signature. A signed form like this one is the safest paper trail because it shows exactly what each person agreed to. Check your local rules or counsel before relying on verbal consent alone.
What is the difference between one-party and all-party consent?
In one-party (single-consent) jurisdictions, one participant in the conversation can consent to the recording. In all-party (also called two-party) jurisdictions, every participant must agree before recording starts. Because the rule follows the participants, if even one person is somewhere that requires all-party consent, it is common practice to get everyone's consent to stay on the safe side.
Does consent to record also cover transcription?
Not automatically. Transcription creates a new written record of what was said, so this form lists it as a separate box. Tick the transcription line so it is clear the participant agreed to a text version, not only the audio or video. If the transcript will be shared more widely than the recording, spell that out under access.
How long should I keep the recording and transcript?
Keep them only as long as you have a real reason to – the length of a project, a support case, or a required record. Section 3 asks for a specific deletion date or trigger so the file does not sit around indefinitely. Shorter retention lowers your risk, and honoring an early deletion request keeps trust with the participant.
Can I use this form for a Zoom call or a phone interview?
Yes. The form is written to work for calls, video meetings, and in-person or research sessions. For remote calls, send it ahead of time and collect the signature or a typed agreement before the session. Then confirm on the recording that consent was given, which gives you a second, time-stamped record alongside the signed form.
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