Thematic analysis coding worksheet

Coding assigns meaning faithful to data rather than searching for one correct answer. Initial codes may be provisional. Refine them through repeated reading.

When to use this worksheet and what completion involves Fictional completed example

EvalCompass Worksheet

Thematic analysis coding worksheet

Method: Thematic Analysis

Coding assigns meaning faithful to data rather than searching for one correct answer. Initial codes may be provisional. Refine them through repeated reading.

Basic information

Record the material and purpose.

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Program and evaluation issue: Plan use after training
Data type: interviews / FGD / open responses, etc.: Fictional semi-structured interview statements
Case count and approximate character count: 2 illustrative statements, not an actual dataset size
Evaluation question addressed: How does individual learning connect with workplace consideration?
Analyst and start date: Staff member A / July 2026 (fictional)

Reason for this entry: Adopt a reflexive TA approach.

Program and evaluation issue

Data type: interviews / FGD / open responses, etc.

Case count and approximate character count

Evaluation question addressed

Analyst and start date

Writing tips and explanation for this section

About this section

Record the material and purpose.

Adopt a reflexive TA approach.

View the method explanation

Writing tips

Follow each field’s heading to record the program name, focus, period, and other details. Leave undecided matters clearly marked as unresolved.

Read the full fictional example

Initial codes

Record codes developed from data with names, definitions and representative quotations.

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

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Code name	Code definition: 1 sentence	Representative quotation, verbatim	Data where it occurs: IDs, etc.
Route into consideration	Experience of being unable to raise it at a meeting	Could not get it onto the meeting agenda (fictional)	P01
A mediator	Supervisor supports access to the meeting	Could discuss it at the meeting after showing my supervisor first (fictional)	P02

Reason for this entry: Quotations are invented illustrative examples.

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Code name	Code definition: 1 sentence	Representative quotation, verbatim	Data where it occurs: IDs, etc.

Writing tips and explanation for this section

About this section

Record codes developed from data with names, definitions and representative quotations.

Quotations are invented illustrative examples.

View the method explanation

Writing tips

Keep the information in each row aligned. Scroll wide tables horizontally to see every column.

Read the full fictional example

Organize theme structure

Group codes into themes and subthemes.

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Scroll horizontally to view the table

Theme name	Theme definition: 1–2 sentences	Included codes	Main supporting quotations: 1–2
Difficulty connecting individual learning to workplace decisions	Interpretation that relationships and forums for workplace consideration matter alongside learning content	Route into consideration / mediator	Fictional statements P01 and P02

Reason for this entry: Show organizing meaning rather than merely grouping codes.

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Theme name	Theme definition: 1–2 sentences	Included codes	Main supporting quotations: 1–2

Writing tips and explanation for this section

About this section

Group codes into themes and subthemes.

Show organizing meaning rather than merely grouping codes.

View the method explanation

Writing tips

Keep the information in each row aligned. Scroll wide tables horizontally to see every column.

Read the full fictional example

Theme map: free response

Draw or describe hierarchical, opposing, complementary or other theme relationships.

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

Place “Forum for consideration” and “Mediating relationships” under a candidate overarching theme. Revise if examples of independent use emerge.

Reason for this entry: Return to all data without fixing candidates.

Writing tips and explanation for this section

About this section

Draw or describe hierarchical, opposing, complementary or other theme relationships.

Return to all data without fixing candidates.

View the method explanation

Writing tips

Use the example as a reference and record what you have established about your own program. Distinguish assumptions and unchecked matters from confirmed facts.

Read the full fictional example

Completion check

Completed example for this section (fictional)

This fictional example is for explanation. Adapt it to your own program. Your entries will not change.

☑ Checked: Supported each theme with source quotations
☑ Checked: Distinguished codes' and themes' abstraction levels
☑ Checked: Themes collectively answer evaluation questions
☑ Checked: Explicitly identified findings as analyst interpretation
☐ Not checked: For multiple analysts, recorded dialogue, reflection or judgment processes appropriate to the approach
☑ Checked: Considered member checking with beneficiaries or stakeholders

Reason for this entry: Single-analyst example, so consensus formation is inapplicable. Dialogue with participants is not certification of one correct answer.

Supported each theme with source quotations
Distinguished codes' and themes' abstraction levels
Themes collectively answer evaluation questions
Explicitly identified findings as analyst interpretation
For multiple analysts, recorded dialogue, reflection or judgment processes appropriate to the approach
Considered member checking with beneficiaries or stakeholders

Writing tips and explanation for this section

About this section

Single-analyst example, so consensus formation is inapplicable. Dialogue with participants is not certification of one correct answer.

View the method explanation

Writing tips

Read each item and check those you have confirmed. Do not use the fictional example’s checkbox states as findings about your own program.

Read the full fictional example

Before writing, check when to use the worksheet and what completion involves

Thematic analysis coding worksheet is a worksheet for applying Thematic Analysis in meetings or individual work. For the overall duration of the method, use “Estimate from data volume, analytical approach, rereading and theme refinement work.” as a reference, adjusting for scale and resources. Fill in what you know provisionally and leave unresolved matters as questions to check next.

When this worksheet is useful

When identifying patterns in beneficiaries' or stakeholders' experiences, perceptions or needs from interview or focus group transcripts
When systematically analyzing open survey responses to reveal context and reasons absent from quantitative data alone
When exploring implementation processes, barriers and success factors through stakeholder accounts

Participants and preparation

Qualitative analysts. Reflexive thematic analysis uses dialogue to deepen interpretation and reflection, not inter-analyst agreement as a universal quality criterion.

Bring the materials used for decisions, existing data, and differing stakeholder views to help complete the worksheet.

Suggested order

1. Basic informationRecord the material and purpose.
2. Initial codesRecord codes developed from data with names, definitions and representative quotations.
3. Organize theme structureGroup codes into themes and subthemes.
4. Theme map: free responseDraw or describe hierarchical, opposing, complementary or other theme relationships.
5. Completion check

Signs the worksheet is ready for review

Code list or codebook: names, definitions and examples
Theme map linking codes and themes
Thematic analysis report with quotations

Cautions for review

Confusing codes with themes. “Did not know how to take the bus” and “Access barriers” have different abstraction levels. Themes capture shared meaning, not merely accumulations of codes.
Treating frequent topics as themes. Relevance to evaluation questions, not frequency, defines themes; even 1 person's account may be important.
Listing quotations without interpretation. Evaluators' analytical comments about meaning are essential beyond reporting what participants said.

Read a completed fictional example (your entries will not change)

Fictional example; not actual results

A fictional illustrative example examining two statements from invented interviews about using plans after training.

Basic information

Program and evaluation issue: Plan use after training
Data type: interviews / FGD / open responses, etc.: Fictional semi-structured interview statements
Case count and approximate character count: 2 illustrative statements, not an actual dataset size
Evaluation question addressed: How does individual learning connect with workplace consideration?
Analyst and start date: Staff member A / July 2026 (fictional)

Reason for this entry: Adopt a reflexive TA approach.

Initial codes

Scroll horizontally to view the table

Code name	Code definition: 1 sentence	Representative quotation, verbatim	Data where it occurs: IDs, etc.
Route into consideration	Experience of being unable to raise it at a meeting	Could not get it onto the meeting agenda (fictional)	P01
A mediator	Supervisor supports access to the meeting	Could discuss it at the meeting after showing my supervisor first (fictional)	P02

Reason for this entry: Quotations are invented illustrative examples.

Organize theme structure

Scroll horizontally to view the table

Theme name	Theme definition: 1–2 sentences	Included codes	Main supporting quotations: 1–2
Difficulty connecting individual learning to workplace decisions	Interpretation that relationships and forums for workplace consideration matter alongside learning content	Route into consideration / mediator	Fictional statements P01 and P02

Reason for this entry: Show organizing meaning rather than merely grouping codes.

Theme map: free response

Place “Forum for consideration” and “Mediating relationships” under a candidate overarching theme. Revise if examples of independent use emerge.

Reason for this entry: Return to all data without fixing candidates.

Completion check

☑ Checked: Supported each theme with source quotations
☑ Checked: Distinguished codes' and themes' abstraction levels
☑ Checked: Themes collectively answer evaluation questions
☑ Checked: Explicitly identified findings as analyst interpretation
☐ Not checked: For multiple analysts, recorded dialogue, reflection or judgment processes appropriate to the approach
☑ Checked: Considered member checking with beneficiaries or stakeholders

Reason for this entry: Single-analyst example, so consensus formation is inapplicable. Dialogue with participants is not certification of one correct answer.

Common errors in judgment

Using question items directly as theme names

How to revise: Name themes after examining shared meanings between codes.

Reason: Topic summaries alone may not adequately analyze the question.

Requiring kappa because the method is Braun and Clarke's

How to revise: Choose quality checks aligned with the TA approach.

Reason: Reflexive TA does not aim to maximize agreement.

Editorial and checking information

Content updated: 2026-09-13Source checked: 2026-09-13 (includes AI cross-checking)No documented human reviewIncludes fictional examplesEditorial policy and scope of checking Cite this page Report a correction

References and checked sections

Doing Reflexive TA
Virginia Braun and Victoria Clarke
Section consulted
The Reflexive TA process / Six phases for analysis
How it relates to the text
Reflexive TA and coding reliability TA differ in assumptions; inter-analyst agreement is not required for all thematic analysis.
Source checked: 2026-09-13 (includes AI cross-checking)
Got questions about Thematic Analysis?
Virginia Braun and Victoria Clarke
Section consulted
Why don’t we advocate multiple-coders and inter-rater reliability for reflexive TA?
How it relates to the text
Reflexive TA and coding reliability TA differ in assumptions; inter-analyst agreement is not required for all thematic analysis.
Source checked: 2026-09-13 (includes AI cross-checking)

How to cite this page

EvalCompass Editorial Team. “Thematic analysis coding worksheet”. EvalCompass, updated 2026-09-13. https://evalcompass.jun-nakatani.com/en/worksheets/thematic-analysis/

Add the date you accessed the page. Text created by this site is available under CC BY 4.0. Quotations, external materials, and bundled fonts have their own terms of use. When reusing content, credit the source, link to the license, and indicate any changes.

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Change history

2026-09-13 — Checked sources for definitions and applicability conditions, and added fictional examples, reasons for judgments and examples for every worksheet field. Revised unverified claims about history and adoption. Also reviewed existing procedures and cautions, and adjusted fixed participant counts and thresholds and generalizations about institutions. Preserved field positions, types and counts while revising fixed conditions and thresholds in the forms.