How to Manage Code-Switching in AI Transcripts

Code-switching occurs when a speaker moves between languages or language varieties within a conversation, sentence or phrase. A useful transcript should preserve those choices rather than forcing every contribution into one language and losing meaning, identity, emphasis or technical precision.

Identify the expected language mix

Before recording, list the languages, dialects and specialist vocabulary likely to appear. Ask how participants prefer names, titles and technical terms to be written. Prepare a glossary for recurring terms, borrowed words, abbreviations and organisation-specific language.

Do not assume every language switch is accidental. A speaker may switch to quote someone, express a culturally specific idea, use an established technical term or signal emphasis.

Capture clean audio and clear attribution

State the meeting reference, speakers and expected languages at the start. Use role labels when names should be minimised. Encourage one speaker at a time where practical, because overlapping mixed-language speech is particularly difficult for automated transcription.

When a substantial switch occurs, add a spoken marker or timestamp such as “switch to Spanish” or “technical term in French”. Markers should support the record without forcing the speaker to interrupt every natural phrase.

Use language labels consistently

Choose a simple notation and apply it throughout. For example:

• [EN] for English;
• [ES] for Spanish;
• [AR] for Arabic;
• [mixed] where a short phrase combines languages;
• [unclear language] where identification needs review.

Place the label at the start of the relevant segment, not before every borrowed word. Include timestamps for passages that require bilingual review.

Preserve the source wording

Keep the original mixed-language text in the source transcript. Add a translation or explanation alongside it where needed, rather than replacing it. This allows reviewers to see what the speaker actually said and prevents later translations from becoming detached from the source.

Do not “clean up” grammar or convert a speaker’s language choices into a standardised version unless the document clearly distinguishes edited text from verbatim content. Normalisation can remove nuance or make a statement appear more formal and definite than it was.

Handle borrowed terms and proper nouns carefully

Some words are commonly used across languages and may not need translation. Others may sound like ordinary words but function as product names, legal terms, place names or internal abbreviations. Verify spelling through an authoritative source or the speaker where possible.

Create glossary entries containing:

• source term;
• language;
• approved spelling;
• agreed translation or explanation;
• context or restriction;
• reviewer and date.

Use the same approved term across the transcript, summary and action list.

Protect numbers, dates and negations

Language switches around numbers, currencies, dates and negative phrases create high-risk transcription errors. Check amounts, decimal separators, date order, units, telephone numbers, reference codes and words meaning “not”, “never”, “without” or “unless”.

Write dates unambiguously where the audience spans different conventions. For example, spell out the month in the approved record instead of relying on a numeric format that may be interpreted differently.

Add context where literal translation misleads

An idiom, joke or culturally specific phrase may not have a useful word-for-word translation. Preserve the source phrase and add a concise translator note explaining the intended meaning. Keep interpretation separate from the transcript.

Where the meaning is uncertain, label it as uncertain and request clarification. Do not let an AI system choose one interpretation silently in a high-stakes section.

Manage overlapping speech and unclear passages

Use timestamps and separate speaker lines. If two people speak at once and the words cannot be recovered reliably, mark the passage as overlapping or inaudible. Do not manufacture a complete sentence from fragments.

For important unclear passages, return to the speaker or a competent bilingual reviewer. Record any correction as an amendment with a date rather than overwriting the source without trace.

Apply human review proportionately

Routine internal notes may need a focused check of decisions, actions and key terms. Legal, medical, contractual, safeguarding, disciplinary or public-facing material may require a qualified or otherwise competent bilingual reviewer under the organisation’s process.

The reviewer should check source alignment, terminology, speaker attribution, status, uncertainty, numbers and negations. Fluency alone may not be enough where specialist subject knowledge is required.

Create derived outputs without losing traceability

When producing a single-language summary, link each important point to the timestamp or section in the mixed-language source. Label translated quotations and paraphrases. Keep the original transcript, corrected transcript, translation and summary as separate controlled versions.

Restrict access to recordings and transcripts containing personal or confidential information. Delete duplicate exports and raw audio when the approved purpose and retention period have ended.

The NERALVO Halo AI Voice Recorder can support recording, transcription and translation through the DOWAY app. Mixed-language output should be checked by a person who understands the languages and subject matter before professional reliance.

Final checklist

• Are the expected languages and terms documented?
• Are speakers and language switches labelled consistently?
• Is the original mixed-language wording preserved?
• Are borrowed terms, names and technical phrases controlled through a glossary?
• Have numbers, dates, units and negations been checked?
• Are ambiguity and overlapping speech marked honestly?
• Has high-risk content received appropriate bilingual review?