Transcription Formatting Guide
Situations You’ll Encounter
Rules To Follow
Correct Example
Beginning of a Snippet
Always capitalize the 1st letter of the 1st word, even if it’s not the start of a sentence.
To send the report. I need it tomorrow.
End of a Snippet
Always close a snippet with a period, even if it’s in the middle of a sentence.
Sometimes, I’ll try to get.
Beginning of a Sentence
Always capitalize the 1st letter of the 1st word.
Between Sentences
Separate sentences with a period. Never use a dash.
Sentence Spacing
Use a single space between sentences.
Nonsense Words
Attempt to spell out nonsense words. If too difficult, type ???.
Supercalifragilisticexpialidocio us.
Last Updated: September 14, 2009
Repeated Words
When a word is repeated twice in a sentence, insert a comma between them.
Speaker Pauses Mid-Sentence
Insert a comma where the pause occurs.
Run-On Sentence
Attempt to break up a run-on sentence by inserting a period during a pause or change in subject, even if it creates incomplete sentences.
Audio Cuts Off Mid-Word
If the cut off word is obvious based on the portion of it you heard and the context of the sentence, then complete the word. If you cannot discern the cut off word, type iii. If the word is cut off at the beginning and you can’t hear it, do not type anything.
Speaker Says He Said/She Said
Do not put what they said in quotations.
Expletives (Swearing)
Transcribe the expletive exactly as it is said. If uncomfortable, either skip the task or type ???.
Phone Beep in Audio
Ignore it. Don’t type nnn to denote noise.
Static in Audio
Ignore it. Don’t type nnn to denote noise.
Blank Audio
Don’t type anything. Move to next snippet.
You Know
If said after a long pause, use question mark to denote end of sentence. If rushed through, use comma to assume sentence is continuing.
And, and that way he, he can go as soon as possible.
I was talking to him and he said, yeah, I’d love to go.
And then he left, you know? But, you know, I was about to.
Last Updated: September 14, 2009
Spell Check Marks Word Wrong
If you are 90% sure you typed the word correctly, ignore it. If you are unsure and all available alternatives are incorrect, Google it. If still unsure, type in ??? for master to review.
Cuz, etcetera are common words that are correct but marked as misspelled.
Last Updated: September 14, 2009
Spelling
Correct Format
Incorrect Formats
Other Rules
Correct Example
Yeah
Ya; Yea
Cuz
‘Cuz; Cause; ‘Cause
Yep
Yip; Yeap
Okay
OK
If Okay is spoken, do not abbreviate as ‘Kay.
‘Kay
K
If ‘Kay is spoken, do not change to Okay.
Um
Umm; Ummm
Always follow with a comma. Do not precede with a comma.
I um, was thinking about it.
Ah
Ahh; Ahhh
Always follow with a comma. Do not precede with a comma.
I’m ah, not sure.
Uh
Uhh; Uhhh
Always follow with a comma. Do not precede with a comma.
Do you uh, know what I’m saying?
Mm-hm
Mmm hmm; Mhmm; Mmhumm; Mm hm
Always follow with a comma when part of a sentence. If spoken alone or followed by a long pause, it can stand on its own as a sentence.
Mm hm, I agree. Mm hm.
Uh-huh
Uh huh; Uhuh
Always follow with a comma when part of a sentence. If spoken alone or followed by a long pause, it can stand on its own as a sentence.
Uh-huh, I understand. Uh-huh.
Last Updated: September 14, 2009
Hm
Hmm; Hmmm
Always follow with a comma when part of a sentence. If spoken alone or followed by a long pause, it can stand on its own as a sentence.
Gonna
Going to
If Gonna is spoken, do not expand the word.
Kinda
Kind of
If Kinda is spoken, do not expand the word.
Sorta
Sort of
If Sorta is spoken, do not expand the word.
Slash
/
Unless used as part of a web address.
At
@
Unless used as part of a web address.
And
&
Hm, I’m don’t know. Hm.
It’s a horror slash mystery movie.
Last Updated: September 14, 2009
Numbers
Currency
Correct Format
Incorrect Formats
Other Rules
Correct Example
5
Five
437
Four hundred thirty seven
250,000
Two hundred fifty thousand; 250 thousand
First, Second, Third, etc.
1st, 2nd, 3rd, etc.
57%
Fifty seven percent; 57 percent
Percent (when spoken without a number associated)
%
Do not use the % symbol if percent is spoken without a number associated.
What percent correct do I need to get an A in this class?
Number (when spoken as a word)
#
Do not use the # symbol in place of the word number.
What’s your favorite number?
Correct Format
$12
Incorrect Formats
Other Rules
Correct Example
Twelve dollars; $12 dollars
Last Updated: September 14, 2009
$.50
50 cents or fifty cents
25 bucks
Twenty five bucks; $25
100 Euro
Web
Homophon es
Correct Format
If they say bucks instead of dollars, type out bucks. When transcribing foreign currency, type out the word for it rather than use a special symbol.
Incorrect Formats
Other Rules
Correct Example
www.google.com
w w w dot google dot com;
Transcribe the final web address even if the speaker has completely spelled it out.
www.google.com/hel p
W w w dot google got com slash help; www.google.com slash help
Transcribe the final web address even if the speaker has completely spelled it out.
[email protected] m
John dot doe at google dot com; J.O.H.N dot D.O.E at G.O.O.G.L.E dot C.O.M
Transcribe the final email address even if the speaker has completely spelled it out.
Word
When To Use It
I just visited England and have 100 Pounds leftover from the trip.
Correct Example
Last Updated: September 14, 2009
Words
There
Use there when referring to a place, whether concrete ("over there by the building") or more abstract ("it must be difficult to live there").
I know where he lives, but don’t know how to get there.
Their
Use their to indicate possession. It is a possessive adjective and indicates that a particular noun belongs to them.
I accidentally crashed into their car.
They’re
They're is a contraction, or a combination of, the words they and are.
They’re going to be happy to hear the good news.
Your
The word your is the possessive form of you, referring to something that a person has, or something that belongs to the person in discussion (or, the person being spoken to).
Your dog is so playful.
You’re
You’re is a contraction, or a combination of, the words you and are.
You’re going to the airport.
To
To indicates direction or action.
Please go to the store.
Too
Too means also, very or excessively.
I want some lunch too.
Then
Then refers to time.
He was about to leave, but then got distracted.
Than
Than is usually used to indicate comparisons.
She is more helpful than you.
that are pronounced the same way but have different spellings.
Last Updated: September 14, 2009
Notations
Correct Format
Incorrect Formats
Other Rules
When Notation Is Used, The System Automatically Replaces It In The Final Transcript With:
Indiscernible Audio;
iii
iii iii; [iii], (iii)
Laugh
lll
lll lll; [lll], (lll)
Sound;
sss
sss sss; [sss], (sss)
Not Sure What Was Said
Heard Phone Beep or Any Sort of Music
Notation can be used to replace 1 word, or an entire sentence.
[indiscernible]
[laugh] Use for distinct noises.
[sound]
Do not use for static.
Cough
ccc
ccc ccc; [ccc], (ccc)
Foreign Language
fff
fff fff; [fff], (fff)
[cough]
Use in place of any language other than English, even if you are able to understand the foreign language.
[foreign language]
Last Updated: September 14, 2009
