Transcribing Air Traffic Control audio is a unique challenge compared to other transcription work like medical or legal dictation. Instead of one clear speaker in a quiet room, you're listening to radio communications – which means static, background noise, and sometimes digitally distorted transmissions.
The exchanges are fast-paced and brief, with pilots and controllers speaking in rapid, clipped phrases rather than full sentences.
ATC also has its own specialized vocabulary – phonetic alphabet, aviation terminology, waypoints, and specific conventions for numbers (like saying "niner" for 9 or "tree" for 3).
ATC also sometimes uses phrases like "flot," which is short for "flight level."
The formatting of this project has specific guidelines, such as "niner" should be transcribed as "nine," and call signs in all caps: DELTA THREE SIX NINE.
There are all clues as to what might be said next. For example, an altimeter reading is often given to the pilot. This adjustment is necessary so that the instruments calculate the correct altitude. This reading is the barometric pressure, which typically varies from about 28.00 to 31.00 inches of mercury.
So if you hear the word "altimeter," chances are the next number almost has to be either "two" or "three," and then the next number would be either "eight," "nine," "zero," or "one."
Also, when an aircraft is above 18,000 feet, the altimeter is automatically set to 29.92, so if you have a jet at flight level 25 and hear "altimeter," the most likely next five words you will hear are "two nine point nine two."
You don't have to commit this to memory now; just be aware that certain phrases will give you clues to what's being said next.
And the more clues and knowledge you have at recognizing the patterns, the faster you'll transcribe – hence, the more money you'll make.
Using the Global Key for Information Needed to Create or Verify Transcript
There's airport information available in each data row
There are also specific word tracks for communications such as an announcement on a CTAF – which is often used at smaller airports where there is no control tower – to announce their position to anyone else possibly in the area. You'll see this pattern fairly often.
It usually has the following sequence:
Airport traffic CALL SIGN, where the pilot is, what the pilot is doing, Airport traffic
These can be looked up using AirNav.com and other resources. Let's say a file contains airport identifier 40AR and the following transcript:
Lost Bridge Village traffic CESSNA THIRTEEN NINETY SIX ten miles north inbound for landing runway three three Lost Bridge Village traffic
If we werent sure we heard "Lost Bridge Village" and the right runway name "three three":
←→↻🔒 airnav.com/airport/40AR
Airport Services
Parking: tiedowns
Runway Information
Runway 15/33
Dimensions:3150 x 40 ft. / 960 x 12 m
Surface:asphalt
Operational restrictions:LAND RWY 33; TKOF RWY 15
RUNWAY 15
Traffic pattern:left
Obstructions:301 ft. gnd, 500 ft. from runway +20 FT TREES 100 TO 600 FT FM RWY END.
RUNWAY 33
Traffic pattern:left
Obstructions:30 ft. trees, 200 ft. from runway 370 FT HILL 100 TO 300 FT FM RWY END; AND 30 FT BLDG 100 FT FM RWY END.
Airport Ownership and Management from official FAA records
Ownership:Privately-owned
Owner:LOST BRIDGE VILLAGE COMMUNITY
12477 LODGE DRIVE
GARFIELD, AR 72732
Phone 479-359-3204
Manager:STEVE BRAY
21020 BLACK OAK DRIVE
GARFIELD, AR 72732
Phone 479-359-0317
Additional Remarks
RWY 15/33 TREES ALG EDGE ON BOTH SIDES.
RWY 15/33 POSS DEER AND/OR PEOPLE ON THE RWY AT ANY TIME.
RWY 15/33 PWR LINES BOTH SIDES OF RWY.
AIRFIELD USAGE POLICY CAN BE FOUND AT HTTP://WWW.LBVCA.COM
FOR CD CTC RAZORBACK APCH 479-649-2416, WHEN APCH CLSD CTC MEMPHIS ARTCC AT 901-368-8453/8449.
RWY 13/31 RENAMED TO 15/33 6/9/2022
There is a runway three three, which checks out, and we see Lost Bridge Village Airport, etc.
There is a Pattern to Common ATC Conversations
Probably by far the most common exchange you'll see between a pilot and ATC is a cleared direct approach:
For the time being, do not worry about committing to memory that this is a direct approach, etc. That memorization will come with time automatically.
Just know there are traditional formats for almost all ATC communications.
It involves a pilot reporting their position and intent, followed by the tower granting clearance, often including specific instructions. It is concise, prioritizing safety, efficiency, and clear communication to land safely at the runway.
Example Conversation (Direct Approach):
Pilot: "Springfield tower CESSNA ONE TWO LIMA ten miles northeast inbound for landing with information Kilo"
ATC: "CESSNA ONE TWO LIMA Springfield tower runway three two left cleared to land"
Pilot: "cleared to land runway three two left CESSNA ONE TWO LIMA"
Key Elements:
Pilot Makes First Contact
Ident: Pilot states their call sign – "CESSNA ONE TWO LIMA"
Where: Pilot gives location – "ten miles northeast"
What are they doing: "inbound for landing with information Kilo"
ATC Response
Verifies Call Sign: "CESSNA ONE TWO LIMA"
States Facility: "Springfield tower"
What or Where: "runway three two left"
Action: "cleared to land"
Readback
Pilot repeats key instructions to confirm understanding.
Pilot: "cleared to land runway three two left CESSNA ONE TWO LIMA."
Almost always ending with the aircraft call sign.
Formatting the Transcript Correctly
This project, like almost all data annotation projects, has a format that must be followed.
Formatting Rules
Element
Format
Example
Callsigns & Acronyms
ALL CAPS
SKYWEST TWO, VFR, IFR, RNAV
Runways
Lowercase, spelled out
runway one zero
Waypoints (SIDs/STARs/Fixes)
All lowercase
aliss, milre, jaxie
Phonetic Letters
Alfa, Juliett
(not Alpha, Juliet) – Pay attention to the spelling of these two Phonetics.
Numbers
'niner' → 'nine'
NINE (in callsigns), nine (elsewhere) – 'tree' and 'fife' are 'three' and 'five' – Never type in numbers like 13
General Terms
Lowercase
tower, approach, ground, traffic, roger, heavy
Heavy Designator
Lowercase after callsign
UPS TWENTY TWO heavy
Examples of Formatting Rules Applied
Notice how format rules are applied to the all-lowercase examples. Yellow highlights show ALL CAPS changes, green highlights show capitalization changes.
Landing Request
❌ Unformatted
springfield tower cessna one two lima ten miles northeast inbound for landing with information kilo
✓ Correctly Formatted
Springfield tower CESSNA ONE TWO LIMA ten miles northeast inbound for landing with information Kilo
Takeoff Readback
❌ Unformatted
cleared for takeoff runway three two left cessna one two lima
✓ Correctly Formatted
cleared for takeoff runway three two left CESSNA ONE TWO LIMA
Frequency Change Acknowledgment
❌ Unformatted
contact departure one two four point three cessna one two lima
✓ Correctly Formatted
contact departure one two four point three CESSNA ONE TWO LIMA
Taxi Readback
❌ Unformatted
taxi to runway three two left via alpha bravo hold short runway two eight cessna one two lima
✓ Correctly Formatted
taxi to runway three two left via Alfa Bravo hold short runway two eight CESSNA ONE TWO LIMA
Checking In on New Frequency
❌ Unformatted
springfield departure cessna one two lima two thousand climbing four thousand
✓ Correctly Formatted
Springfield departure CESSNA ONE TWO LIMA two thousand climbing four thousand
Traffic in Sight
❌ Unformatted
traffic in sight cessna one two lima
✓ Correctly Formatted
traffic in sight CESSNA ONE TWO LIMA
Altitude Readback
❌ Unformatted
descend and maintain eight thousand american eight fifteen
✓ Correctly Formatted
descend and maintain eight thousand AMERICAN EIGHT FIFTEEN
Flight Following Request
❌ Unformatted
springfield approach cessna one two lima over downtown at four thousand five hundred request flight following to riverside
✓ Correctly Formatted
Springfield approach CESSNA ONE TWO LIMA over downtown at four thousand five hundred request flight following to Riverside
Waypoints and Acronyms
Waypoints are pronounceable nonsense words – they are made-up words that sound like something and are generally specific to the airport identifier you will find in the data row.
To find a list of waypoints for each airport, you can use the resources listed below.
Direct to Waypoint Clearance
ATC clearing pilot to fly directly to a navigation fix
ATC: UNITED FOUR FIFTY TWO proceed direct bowie then as filed
Pilot: direct bowie then as filed UNITED FOUR FIFTY TWO
Arrival Procedure with Waypoints
ATC issuing a STAR (Standard Terminal Arrival Route) with crossing restrictions
ATC: DELTA EIGHT TWENTY ONE descend via the flcon three arrival cross milre at and maintain one two thousand
Pilot: descend via the flcon three arrival cross milre at and maintain one two thousand DELTA EIGHT TWENTY ONE
ATC: DELTA EIGHT TWENTY ONE expect vectors to ILS runway two six left after jebby
Pilot: expect vectors ILS runway two six left after jebby DELTA EIGHT TWENTY ONE
Departure Procedure with Waypoints
Pilot receiving departure clearance with a SID (Standard Instrument Departure)
ATC: JETBLUE SIX FORTY TWO cleared to Boston via the bnito five departure allex transition then as filed climb via SID
Pilot: cleared to Boston bnito five departure allex transition as filed climb via SID JETBLUE SIX FORTY TWO
ATC: JETBLUE SIX FORTY TWO readback correct contact ground one two one point nine
Pilot: ground one two one point nine JETBLUE SIX FORTY TWO
Best Resources for Finding Waypoints
SkyVector.com (Highly Recommended)
Free online aviation charts. Shows sectional charts, IFR low/high charts. Click on any airport to see approaches, SIDs, and STARs. You can see all the waypoints visually on the map.
How to use: Go to skyvector.com → Search for an airport (e.g., "KORD" for Chicago O'Hare) → Click on the airport → Select "Procedures" to see SIDs, STARs, and approaches. Each procedure chart lists all the waypoints.
AirNav.com
Detailed airport information. Links to instrument procedures. Shows nearby navaids and fixes.
How to use: Go to airnav.com → Search for an airport code → Scroll to "Instrument Procedures" section.
FlightAware.com
Track real flights. See actual routes with waypoints. Great for seeing waypoints in context.
How to use: Go to flightaware.com → Search for a flight or airport → Click on a flight to see its route with waypoints listed.
Google Search for Procedures
Search "[Airport Code] SID" or "[Airport Code] STAR"
Example: "KJFK STAR" or "KATL SID"
Often returns PDF charts directly from the FAA.
Working Examples – Practice Your Formatting
Use this section to practice applying the formatting rules. Type your formatted version in the text box, then click the button to flip the card and reveal the correct answer.
1
Initial Contact and Landing Clearance
❌ Unformatted Transcript
Pilot: atlanta approach skyhawk four five six papa romeo fifteen miles northwest at five thousand five hundred with information tango
ATC: skyhawk four five six papa romeo atlanta approach cleared visual approach runway two six right
Pilot: cleared visual approach runway two six right skyhawk four five six papa romeo
✓ Correctly Formatted
Pilot: Atlanta approach SKYHAWK FOUR FIVE SIX PAPA ROMEO fifteen miles northwest at five thousand five hundred with information Tango
ATC: SKYHAWK FOUR FIVE SIX PAPA ROMEO Atlanta approach cleared visual approach runway two six right
Pilot: cleared visual approach runway two six right SKYHAWK FOUR FIVE SIX PAPA ROMEO
2
Taxi with Multiple Taxiways
❌ Unformatted Transcript
Pilot: denver ground united eight forty two at gate bravo seven request taxi
ATC: united eight forty two denver ground taxi to runway three four left via bravo mike alfa charlie hold short runway two five
Pilot: taxi runway three four left via bravo mike alfa charlie hold short runway two five united eight forty two
✓ Correctly Formatted
Pilot: Denver ground UNITED EIGHT FORTY TWO at gate Bravo seven request taxi
ATC: UNITED EIGHT FORTY TWO Denver ground taxi to runway three four left via Bravo Mike Alfa Charlie hold short runway two five
Pilot: taxi runway three four left via Bravo Mike Alfa Charlie hold short runway two five UNITED EIGHT FORTY TWO
3
Departure with Waypoints
❌ Unformatted Transcript
Pilot: memphis center american sixteen fifty two level three five zero
ATC: american sixteen fifty two memphis center roger proceed direct balet then as filed
Pilot: direct balet then as filed american sixteen fifty two
✓ Correctly Formatted
Pilot: Memphis center AMERICAN SIXTEEN FIFTY TWO level three five zero
ATC: AMERICAN SIXTEEN FIFTY TWO Memphis center roger proceed direct balet then as filed
Pilot: direct balet then as filed AMERICAN SIXTEEN FIFTY TWO
4
Approach with Altitude and Speed Restrictions
❌ Unformatted Transcript
ATC: delta three twenty seven descend and maintain one one thousand cross flcon at one four thousand
Pilot: descend and maintain one one thousand cross flcon at one four thousand delta three twenty seven
ATC: delta three twenty seven reduce speed to two two zero knots
Pilot: reduce speed two two zero knots delta three twenty seven
✓ Correctly Formatted
ATC: DELTA THREE TWENTY SEVEN descend and maintain one one thousand cross flcon at one four thousand
Pilot: descend and maintain one one thousand cross flcon at one four thousand DELTA THREE TWENTY SEVEN
ATC: DELTA THREE TWENTY SEVEN reduce speed to two two zero knots
Pilot: reduce speed two two zero knots DELTA THREE TWENTY SEVEN
5
VFR Flight Following with Traffic
❌ Unformatted Transcript
Pilot: houston approach cherokee seven two three golf foxtrot over sugar land at three thousand five hundred request vfr flight following to austin
ATC: cherokee seven two three golf foxtrot houston approach squawk five four three two
Pilot: squawk five four three two cherokee seven two three golf foxtrot
✓ Correctly Formatted
Pilot: Houston approach CHEROKEE SEVEN TWO THREE GOLF FOXTROT over Sugar Land at three thousand five hundred request VFR flight following to Austin
ATC: CHEROKEE SEVEN TWO THREE GOLF FOXTROT Houston approach squawk five four three two
Pilot: squawk five four three two CHEROKEE SEVEN TWO THREE GOLF FOXTROT
Common ATC Conversations
1
Landing Clearance
Pilot arriving at an airport and receiving permission to land
Pilot: "Springfield tower CESSNA ONE TWO LIMA ten miles northeast inbound for landing with information Kilo"
ATC: "CESSNA ONE TWO LIMA Springfield tower runway three two left cleared to land"
Pilot: "cleared to land runway three two left CESSNA ONE TWO LIMA"
2
Takeoff Clearance
Pilot ready to depart and receiving permission to take off
Pilot: "Springfield tower CESSNA ONE TWO LIMA runway three two left ready for departure"
ATC: "CESSNA ONE TWO LIMA Springfield tower wind three four zero at eight cleared for takeoff runway three two left"
Pilot: "cleared for takeoff runway three two left CESSNA ONE TWO LIMA"
3
Taxi Instructions
Pilot requesting to move on the ground to/from a runway
Pilot: "Springfield ground CESSNA ONE TWO LIMA at the south ramp request taxi to runway three two left with information Kilo"
ATC: "CESSNA ONE TWO LIMA Springfield ground taxi to runway three two left via Alfa Bravo hold short runway two eight"
Pilot: "taxi to runway three two left via Alfa Bravo hold short runway two eight CESSNA ONE TWO LIMA"
4
Frequency Handoff
ATC transferring the pilot to a different controller/frequency
ATC: "CESSNA ONE TWO LIMA contact departure one two four point three"
Pilot: "contact departure one two four point three CESSNA ONE TWO LIMA"
Pilot (on new frequency): "Springfield departure CESSNA ONE TWO LIMA two thousand climbing four thousand"
ATC: "CESSNA ONE TWO LIMA Springfield departure radar contact climb and maintain six thousand"
5
Altitude Assignment (Climb)
ATC instructing pilot to climb to a higher altitude
ATC: "DELTA FOUR TWENTY SIX climb and maintain flight level three five zero"
Pilot: "climb and maintain flight level three five zero DELTA FOUR TWENTY SIX"
6
Altitude Assignment (Descend)
ATC instructing pilot to descend to a lower altitude
ATC: "AMERICAN EIGHT FIFTEEN descend and maintain eight thousand"
Pilot: "descend and maintain eight thousand AMERICAN EIGHT FIFTEEN"
7
Heading Change
ATC instructing pilot to turn to a specific heading
ATC: "SOUTHWEST TWENTY THREE FORTY turn right heading zero nine zero"
Pilot: "right heading zero nine zero SOUTHWEST TWENTY THREE FORTY"
8
Traffic Advisory
ATC alerting pilot to nearby aircraft
ATC: "CESSNA ONE TWO LIMA traffic eleven o'clock five miles southbound a boeing seven thirty seven descending out of eight thousand"
Pilot: "looking for traffic CESSNA ONE TWO LIMA"
Pilot: "traffic in sight CESSNA ONE TWO LIMA"
9
Holding Instructions
ATC instructing pilot to circle at a specific point
ATC: "UNITED FIVE SIXTY TWO hold east of jones intersection on the zero nine zero radial expect further clearance at two three four five"
Pilot: "hold east of jones on the zero nine zero radial expect further clearance two three four five UNITED FIVE SIXTY TWO"
10
ILS Approach Clearance
ATC clearing pilot for an instrument landing system approach
ATC: "DELTA FOUR TWENTY SIX four miles from grove turn left heading two eight zero maintain two thousand until established on the localizer cleared ILS runway two seven left approach"