Style Guide

Guidelines for Clean Verbatim

Introduction 4
Understanding This Guide 4
Further Opportunities - Advanced Style 4
QA Changes 4
General Expectations 5

Fundamentals - Basic 5
Spacing 5
Different Speaker, New Line 5
Paragraphing 5
Difficult Audio 6
Research 6
Spelling 6
British vs US Spelling 6

Clean Verbatim - Basic 7

Stutters and Stammers 7
False Starts 7
Cleaning Up False Starts 8
Interruptions 8
Filler Words and Thinking Sounds 9
Crutch Words 9
Feedback Words 10
Conjunctions and Interjections 10
Idiosyncrasies Of Speech 11
Informal Pronunciations 11
Pronunciation Based on Accents 11
Regional Slang Words 11
Incorrect Grammar 11
Profanities 12
Made-Up Words 12

Updated 03-Sep-2018
 Contractions 12
Background and Side Conversations 12
Background Conversations 12
Side Conversations 13

Tags - Basic 13
Tags That Take the Place of Speech 13
[inaudible] 13
[crosstalk] 14
Different Speaker, New Line 14
[foreign] 14
The Guess Tag 15
Optional Tags 15
[laughter] 15
[music] 16
[applause] 16
[silence] 16
Other Noises 16

Numbers and Symbols - Basic 16

Punctuation - Basic 17
Run-On Sentences 17
Sentence Fragments 17
Commas 17
No Comma After a Conjunction 18
Between Two Complete Sentences 18
Don't Separate the Subject and Verb 18
Comma Splices 18
No Commas Due to Speaker Pauses 18
Hyphens 19
Plurals and Possessives 19
Colons and Semicolons 20
Quotation Marks 20
Dashes 20
No Parentheses 20
Ellipses 21

Tips and Reminders 21

Fundamentals - Advanced 22
Spelling - Advanced 22
Spelling Words Out 22
Single Letters 22
Email Addresses 22
Manual of Style 23
Common Brands 23
Job Titles 23

Updated 03-Sep-2018
 Military Branches 23
Religious Figures 23
Time Zones 23

Clean Verbatim - Advanced 24

False Starts - Advanced 24
Interruptions - Advanced 25
Filler Words - Advanced 25
Crutch Words - Advanced 25

Tags - Advanced 26
Tags Inside of Punctuation 26
Tags Outside of Punctuation 26
Solid Block of Tags 27
Foreign Translation Throughout a File 28
Interactive Translator 28
Translator Commentating 28

Numbers and Symbols - Advanced 29

General Numbers Rule 29
Thousands 29
Symbols 29
Currencies 30
Percents 30
Signs 30
Numerical Ranges and Series 30
Exceptions for Consistency 31
Values that Follow the General Numbers Rule 31
Start of a Sentence 31
Ordinals 32
Very Large Numbers 32
Articles with Numbers 32
Values that are Always Spelled Out 33
Fractions 33
Inexact Numbers 33
Values that are Always Numerals 33
Decimals 33
Money 34
Percentages 34
Addresses 34
Time 35
Measures of Time 35
Military Times 35
Dates 35
Phone Numbers 36
Serial Numbers 36

Updated 03-Sep-2018
 Religious References 36
Math Equations 36
Conventional Formatting 36

Punctuation - Advanced 37
Commas - Advanced 37
Quotation Marks - Advanced 38
Dashes - Advanced 39
Spoken Punctuation 39

Introduction
The following Style Guide is designed for transcribers and QAs to use in their work at TranscribeMe and
details guidelines for transcribing in TranscribeMe Clean Verbatim, proper tag usage, punctuation and
grammar, and formatting styles specific to transcription. This document is by no means an exhaustive
explanation of English grammar and syntax, as the rules outlined here have been implemented to meet
the particular demands of transcription for TranscribeMe.

Understanding This Guide

This general Clean Verbatim style guide is divided into two parts: Basicand Advanced. The first half
comprises the Basic portion, which outlines the minimum rules of transcription you are expected to
adhere to in order to pass the Entrance Exam and begin work in the General Transcription Pool. At the
end of some of the Basic sections, you will notice an orange box referring you to the Advanced
appendix pertaining to that particular topic. The Advancedsection at the end delves into further detail
regarding common formatting issues you will encounter in transcription, but it is not required to follow
these Advanced rules as a beginner.

We recommend that you begin by thoroughly studying ONLY the Basic style, i.e. the main text
and not the Advanced appendix. Adequately applying these Basicguidelines will enable you to pass
the Entrance Exam, and you will be expected to apply these rules in your transcription work at
TranscribeMe. QAs may reject work that does not follow these Basic guidelines.

Further Opportunities - Advanced Style

If you wish to advance your career at TranscribeMe and earn a higher pay rate, you must also study
and apply the Advanced guidelines at the end of this document. Gradually integrating these Advanced
Guidelines into your work as you become more familiar with transcription at TM is a great way to add
them to your skillset as you prepare for advancement exams and Special Teams.

QA Changes
When you transcribe short chunks on the Jobs tab, the QA will edit your work to conform to the
Advanced guidelines. Note that, while all changes the QA makes are reflected in your change percent,
the "Advanced" changes will not be held against you or be rejectable offenses. Carefully study the
QA's edits and the relevant sections of the Advanced Guidelines to gain proficiency with our Advanced
style, lower your change percentages, and prepare for advancement opportunities. You can view these

Updated 03-Sep-2018
changes in a side-by-side comparison of your work to the QA edits by clicking the View button next to
the job on your Work History page. The Yammer community is also an excellent resource for any Style
Guide questions you may have.

General Expectations
In all your work at TranscribeMe, you will be held to the following expectations:
● Guidelineslocated on the right of the workhub screen must be strictly followed. This includes
adhering to the appropriate style, Clean Verbatim or otherwise, as well as the proper English
spelling to be used, e.g., American or British. Check these guidelines at the start of every job.

● Accuracy:You are expected to accurately capture all speech relevant to the file. For what you
are unable to transcribe, use the appropriate tags as detailed in the Tags section.
● Research:Every name, company, and term mentioned in the audio should be researched to
determine the correct spelling and formatting. If there is more than one accepted spelling,
choose one and be consistent.
● Professionalism:You are expected to have a good grasp of correct sentence structure and
punctuation. Be sure to proofread for typos or formatting errors before submission.
● Communication: When you encounter something unusual, such as a file that is entirely silent
or contains only foreign speech, please report it to the Help Desk by raising a ticket.

Fundamentals - Basic
Spacing
At TranscribeMe we only use one spaceafter a full stop. Please only insert one space after a sentence.

Different Speaker, New Line

Each speaker has their own line in the transcript to represent what they say. As such, at each
change of speaker, you must create a new line in the transcript. Pressing the carriage return one time
is sufficient. Doing so automatically creates extra space between lines in the final output.

Paragraphing
As mentioned, each change of speaker gets a new line. However, even single-speaker monologues
should be broken up into paragraphs, meaning you should create a new line of text at clear changes of
topic. This can occur either in single-speaker files, such as a lecture, or an interview where the
interviewee speaks for a long period of time. Remember that new ideas should always start in new
paragraphs. If you have an extended idea that spans multiple paragraphs, each new point within that
idea should have its own paragraph.

Although paragraph sizes will vary, remember that they should neither be too long nor too short. A
golden rule to live by is that, usually, a paragraph shorter than 40 secondsis too short, while
anything 2 minutes or more should be broken up at a logical breaking point. If a speaker drones on
for 2 minutes or more, try to break it up at or around a clear change of topicor in the middle (or
thirds, etc.) of the monologue, again, at the most logical topic change.
Difficult Audio
There are several programs that can helpwith difficult audio files. We like both the FxSound
Enhancer and the Ears for Chrome extension. Depending on the audio issues, using one of these or
turning it off may help you to make out sections of poor audio.

Above all, if there are trouble spots, please re-listen to the segmentyou are having trouble with.
First, try changing the speed up AND down and playing with your FxSound/Ears for Chrome
settings, including OFF. If you still can't make it out, then you can use the [inaudible] tag as
described later in this guide. Just remember that any audible portions must be transcribed to the
best of your ability, even if the file has poor audio quality. This will help the client remember the
conversation and fill in any parts that we can't hear.

Often,after listening to the whole file, words that were inaudible on the first run through will
make sense if youlisten again. Perhaps the word(s) were said later in the file more clearly, or
you become accustomed to the speakers' voices, or context helps youdecipher what it might be.
For this reason, always do a search for the [inaudible] tags and listen one more time prior to
submission to see if you can make them out.

Make sure that sentence structure is clear and coherent. Even if you have trouble picking out
everything being said, the text will look more polished if you pay special attention to punctuation.

Research
It is your responsibility to research every name/company/term mentioned in your file.
Always use Google to search and format given names correctly. In the case of company names, go
by the name in the main text of their website, not the logo, as those are often stylized. For example:

adidas / iPhone / athenahealth / MEDITECH / Toys"R"Us / 7-Eleven / NBA

Hint:You can often find the version of a company name to use in text at the bottom of their webpage
in the copyright data.

The registered names of companies and products should be written as the company prefers, regardless
of whether it fits with our usual style conventions for spelling, spacing, numbers, and punctuation.

An exception to this rule is medications, which are often stylized using all caps; simply capitalize the
first letter of the word, not the whole thing, e.g., Tylenolnot TYLENOL. (Note that genericdrug
names are not capped, e.g., acetaminophen.)

Spelling
You may reference any well-known dictionary for spelling. Always check the file guidelines to know
whether US or British spelling is required. Also remember that your transcripts are professional
documents, not social media posts. Choose spellings accordingly, and be consistent. Remember to
spell check your file prior to submitting.

British vs US Spelling
American spelling and punctuation is the default, regardless of the spoken
accent. For each new job, always check the Guidelines to the right-hand side of the screen. If there is
no spelling listed, or it is listed as NA, use American English and punctuation.

However, we sometimes receive files that request other spellings. These will be marked on the right
with British(BE), Aussie(UE), Kiwi(KE), Scottish(SE), or Irish(IE). To unlock these special files,
please check out the Accent Exams on your Exams tab.

Note that, regardless if US or BE spelling is specified in the guidelines, we always use US

punctuation.

For advanced guidelines, please refer to the Fundamentals - Advancedappendix.

Clean Verbatim - Basic

The default transcription style at TranscribeMe is CleanVerbatim(CV). Clean verbatim is an approach
to transcribing which ensures that the transcription is clear, succinct, and easy to read, while at the
same time preserves essential information and meaning.

We want to accurately represent everything that is said in the audio. However, for our clean verbatim
product, we do want to clean up their speech to make it easier to read. We just don't want to edittheir
speech. The most common features of speech altered by clean verbatim are stutters and stammers,
filler words and crutch words. This section will lay out specifically how to transcribe your audio file
using TranscribeMe Clean Verbatim.

Stutters and Stammers

If a speaker repeats a word or sound, while thinking aloud or tripping over their thoughts, such
repetitions should be removed:

No →Re-repeated s-s-sounds such as st-st-st-stammers and stutters should not be,be

tr-transcribed. This, this includes when a speaker says,says the same word twice.
Yes→ Repeated sounds such as stammers and stutters should not be transcribed. This includes
when a speaker says the same word twice.

If, however, the repetition adds meaning or emphasis to what is said, it must be included.

Yeah, yeah, yeah. It is very, veryimportant to include words that are repeated for emphasis,
because people do dothat sometimes.

False Starts
Speakers commonly make mistakes or change the direction of their thoughts, which can prompt them
to begin a phrase or sentence over. This is referred to as a false start. Please use dashes to indicate
where the speaker broke to change their sentence.Do not offset false starts with just a comma.

Here is an example of-- this is a false start.

Cleaning Up False Starts
If the speaker corrects him- or herself a few words into a false start, you may omit the error and
transcribe the correct sentence, removing the false start.But please use good judgment. Do not over
edit speech or leave out anything that changes the meaning of what was said. When in doubt, type it
out.
With false start: I went to the mall-- the store, and I bought some milk there.
Corrected false start: I went to the store, and I bought some milk there.

The first three words (I went to) are part of the corrected sentence, so they are not counted in the
false start. The false start is only the part that the speaker went back and replaced ( the mall).
This two-word false start is short enough to be omitted.

You also leavepar-- unfinished words out.

For advanced guidelines, please refer to the False Starts - Advancedappendix.

Interruptions
When speakers interject or talk over one another, there are two ways to handle this:

When the first speaker is near the end of a sentence or phrase and the second speaker starts talking, it
is usually best to go ahead and finish the first speaker's paragraph and then pick up with the first word
of the second.

What is your name and your age, please?

Fernando, and I'm 54 years old.

It's not clear from the transcript that Fernando interrupted, but it is absolutely clear and easy to follow
the conversation.

On the other hand, sometimes the interruption has to be in place for the transcript to make sense, or
the first speaker is going to continue much too long to reasonably finish their thought before getting
to the interruption. In this case, we mark the interrupted and resumed speech with dashes.

Now I am going to tell you--

Wait a minute.
--whatI think about the company.

You can also use dashes when the speaker is interrupted and never finishes their sentence or question.

I think it's time to--

So shouldn't we--?
Sorry, you go ahead.

For advanced guidelines, please refer to the Interruptions - Advancedappendix.

Filler Words and Thinking Sounds
In clean verbatim, utterances such as uh, um, er, hmm, uh-uh, or mm-hmmshould be removed.
However, if such words answer a questionor add meaning, you may use them sparingly, using
these spellings:

Affirmative: uh-huhormm-hmm
Negative: uh-uh, hmm-mm, mm-mm, huh-uh, nuh-uh

Thinkingsounds should be ignored.

No → I want a buh, buh, buh, hmm…pizza

Yes→ I want a pizza.

However, non-standard words that have meaning in the sentence can be included according to what
the speaker actually says. Please check Google and use the most common spelling you can find.

Yes→ Then you do the same steps, da, da, and then da. That's all it is.

For advanced guidelines, please refer to the Filler Words - Advancedappendix.

Crutch Words
A crutchword or phrase is an utterance that a speaker consistently uses that does not add meaning
to what is being said. They are usually used when a speaker is searching for a thought or deciding how
to properly express what he or she is trying to say. Some speakers use crutch words as verbal tics,
which can render a transcript difficult to read. Common examples are like, you know, right, kind of,
and sort of. Always remove likeand you knowwhen they do not add meaning to the sentence.
So, you know,if the speaker, like,talks like this, then,you know,please, like,remove the
crutch words to make it, you know, like,readable.

If the speaker talks like this, then there are no crutch words to remove:

He was like, "What do you think?" (Like, in this case, is an introduction to a quote)
She was gone for likea week. (Likeis used as an approximation and should be included) Do you
knowwhat time it is?
And that's when the bear growls at you, and you're like, "OMG," you know?
Yeah, I know exactly what you mean. (The other speaker answered, so we leave it.)
In regards to other crutch words, do not remove too much, especially with phrases such as kind of or
sort of,which are often used as approximations rather than crutch words. Use your best judgment
when deciding what to remove. When in doubt,type it out.
I'msortoftired. It was like1:00 AM when I went to bed. That's kind oflate, you know what I
mean?

For advanced guidelines, please refer to the Crutch Words - Advancedappendix.

Feedback Words
At TranscribeMe, we consider feedback words to be anything that someone says while another person
is talking, when the solepurposeof these words is to let the speaker know they are still listening or
to passively acknowledge what they're saying. Such utterances are to be removed unless they lead
immediately into further speechby the speaker who said the feedback word or result in a response
directly related to the feedback word. Common feedback words include, but are not limited to, phrases
such as right, okay, got it, yeah, great, etc.

DO NOT interrupt the main speaker's speech like this:

So I went all the way to the mall--

Right.
--and I found a new job.
Okay. Great.
I'm working at one of the kiosks.
Okay. Great.Yeah. And which kiosk did you pick?
Note in the example above that the feedback may come in the middle of the main speaker's
train of thought or during a pause between sentences. In either case, the feedback words clutter
the transcript, and so we remove the feedback, leaving us with a much cleaner product:

So I went all the way to the mall, and I found a new job. I'm working at one of the kiosks.
Okay. Great.Yeah. And which kiosk did you pick?
Note that the same words (Okay. Great.)that were removed as feedback are included when they
lead into other speech(Yeah. And which kiosk…).
However, doincludelonger phrases that add meaningor serve to commenton the speaker's
statement.

So that's pretty much the plan we've established.

Sounds great.← DO NOTremove
And now we can get started.
Yeah. Right.← Remove
Yeah. Right. That sounds great.← DO NOTremove

To recap, feedback words can be removed when they:

● Sit on a line by themselves (i.e., doesn't lead into other speech)

● Don't answer a direct question
● Aren't acknowledged by anyone
● Add no meaning and are not directly commentingon the topic at hand

Conjunctions and Interjections

We know your English teacher taught you never to start a sentence with a conjunction- and, but, so,
or, then, etc. - but at TranscribeMe, all such words at the beginning, middle, or end of sentences
should be transcribed. If a speaker ends their sentence with a conjunction, we offset it with a
comma and end in a period, so.
Interjectionssuch as well, oh, or ah should also be included:
AndI wanted to get a new dog,but.
Yeah, yeah, yeah. So why didn't it work out?
Well, it was like, "This dog won't work."
Oh. Butthat's too bad.
Eh, andhe kind of smelled,so.
Ah, that's a shame.

Idiosyncrasies Of Speech
The following section covers situations specific to transcription that you may encounter, which often are
not cohesive with the standards of formal writing. An easy way of looking at these rules is that we
correctly spellwhat the speaker says, regardless of howthey say it - i.e., regardless ofaccentor
pronunciation- but we do not editor alterwhatthey say, incorrect or unconventional though it may
be.

Informal Pronunciations
Informal wordsshould be transcribed using their proper spelling, notbased on pronunciation:

No → gonna, gotta, wanna, kinda, sorta, coulda, 'cause/cuz

Yes→ going to, got to, want to, kind of, sort of, could've, because

Pronunciation Based on Accents

A golden rule of transcription is to transcribe grammar as said but NOT based on pronunciation. Do
not spell words based on a speaker's accent or their pronunciation.

No → Pacifically, I axed 'imif he was gonn'go tathat thurstoarand all 'emstoarswhere they
be sellin'milk.
Yes→ Specifically, I asked himif he was going togo tothat therestoreand all them
storeswhere they be sellingmilk.

Note that we DO NOT truncate -ingendings to -in'.

Regional Slang Words

Slang words (the ones found in a standard dictionary) should be included, using the spelling from
that dictionary.

Said:Gotcha. Y'all ain't gonnabelieve this.

No → Got you. You all aren'tgoing tobelieve this.
Yes→ Gotcha. Y'allain'tgoing tobelieve this.

Incorrect Grammar
Painful though it may be, we transcribe grammar as it is spoken. This can range from non-native
speakers consistently violating subject/verb agreement rules to just plain bad English. Do not edittheir
speech for them.
 Said: There's so much locusts in them trees.
No → There areso manylocusts in thosetrees.
Yes→ There'sso muchlocusts in themtrees.
Said: My dad want me go to store because he want a apple.
No → My dad wantsme togo to thestore because he wants anapple.
Yes→ My dad wantme go to store because he want aapple.

Note that weDO NOTuse a [sic] or (sic) tag. Type what is said, grammatical errors and all.

Profanities
We transcribe what is said without censoring. If you are ever uncomfortable with an audio's topic,
language used, or overall quality, you are welcome to cancel out.

Made-Up Words
If a speaker makes up a word or pronounces a word in such a way that you're not sure what, if any,
word they were trying to say, spell it out as best you can.

We had an absafruitly fantabulisticday.

Contractions
We transcribe contractions as spoken. If the speaker says they're, transcribe they're NOTthey
are. If they say they are, transcribe they are, etc. Please notethat the contractions for could have
and the like are could'veNOT could of, etc.

No → couldof, shouldof, would of

Yes→ could've, should've, would've

Background and Side Conversations

As a general rule, we transcribe the main speakersand their interactions with anyone else in the
file.When deciding what to include or exclude from the file, note that, if the main speakers have no
interaction with those speaking in the background, the background does not need to be transcribed.
However, if the main speakers interact with or somehow acknowledge the other speaker(s), they
become relevant to the transcript and must be included.

Background Conversations
This includes things such as conversations of other diners notat the speaker's table in a busy
restaurant, the waiter taking someone else's order, or a hospital or school PA system announcement.
However, that same waiter must be transcribed when he or she speaks to the participants in the file to
take their order or interact with them, and the announcement must be transcribed if the main speakers
comment on it or it affects the flow of the transcript.

Students in a classroom lecture areconsidered participants in the lecture and therefore you should
transcribe what you can make out, using [inaudible], [crosstalk], and Guess Tags as needed.

If a TV or radio is playing in the background and the main speakers have no interaction with it, you
may ignore it. However, if the speakers comment on any videos or audio clips in the file, they become
relevant and must be transcribed.

Side Conversations
A side conversation is when the participants in the file break away from the main topic to have a
conversation amongst themselves that does not include other participants in the file. It may be two people
close to the mic making lunch plans, or a group in a lecture not paying attention to the professor but
talking about the weekend. This also includes when an interviewer mutes the phone to have a side
conversation with a coworker, even if that coworker does not speak at any
other point in the file. You must make every effort to capture what the main speakers are saying,
even if it requires breaking up another main speaker to do so and even if the topic being discussed has
no apparent relevance to the rest of the file.

Tags - Basic
Carefully read and understand the following tag guidelines.Tags are ALWAYS in lowercase
letters in square [ ] brackets.Make snippets for your tags to avoid mistakes. The only exception to
the tags-are-always-lowercase rule is the Guess Tag, which takes on the text and formatting of
whatever your guess is.

DO NOT use any tags that are not listed below. Using incorrect tags or misspelling these tags
could result in your work being rejected.

Tags That Take the Place of Speech

The first four tags mentioned here are to be used when you are unable to decipher something said in
the recording. It is your responsibility to do your best to capture all speech relevant to the audio and to
accurately represent the words you are notable to make out with the appropriate tag. There will be
times when you cannot understand what is being said; this is normal, but please use these tags
appropriately. Do not simply ignore speech that you can't understand.

[inaudible]
This tag takes the place of one or more words that you cannot make out due to a difficult accent, poor
audio quality, a noise like a cough obscuring the words, or a word that you couldn't decipher after
thorough research.

[inaudible] is the best [inaudible]I've ever heard of.

Remember that, even at the beginning of the sentence, this tag is lowercase. Also remember that
you are expected to use all reasonable means to determine the correct words before resorting to this
tag. For example, if there is a cough on the audio, but you can understand the speaker anyway, then
you would include the words said and NOT use this tag. Similarly, if you are able to find the correct
terms through research or by playing the audio back at a slower speed, then please do so.
[crosstalk]
The [crosstalk] tag functions the same way as the [inaudible] tag, in that it stands in for words that
you are not able to decipher. The only difference is the reason for not being able to understand the
words. This tag is is NOT used to "represent" wherea speaker interjected over another. It is only used
tostand in for a speaker's words that you cannot understand due to another primary
speaker talking over them.
Did you get the papers and [crosstalk]?
Yeah, [crosstalk]the papers, definitely.
If two speakers are talking over one another but you canunderstand one or both, then transcribe
the words as spoken, and there is no need for the [crosstalk] tag. You can often pick out what at
least one of the speakers is saying by playing the audio back at a slower speed. It helps to focus on
one voice at a time to pick apart the conversation.

Did you get the papers and file them?

Yeah, I filedthe papers, definitely.

Different Speaker, New Line

If one speaker interrupts in the middle of another's speech and it does not seem to be feedback but
you cannot make it out, then you need to represent the interrupter's speech with a [crosstalk] tag on
a new line. Always remember that each speaker has their own respective line to represent what
theysaid: different speaker = new line. Assume in the below example that you can understand
everything the first speaker said but not the second speaker.

No → Did you go to the store when I asked you to, or [crosstalk]did you forget again? Yes
→ Did you go to the store when I asked you to, or--
[crosstalk].
--did you forget again?

Please make every effort to make out all spoken words before resorting to using the
[inaudible] or [crosstalk] tags. In addition to listening, read the transcript to make sure it makes
sense; if it doesn't, there is probably a mishear in there. Remember that context is key in the world of
transcription. For example, if you hear, "Funs of people will be there," listen to the audio again and
ask yourself what makes sense. "Tonsof people will be there." Do not include words that make no
senseto the context of the file.

[foreign]
If one or more speakers are conversingin a foreign language, please represent the dialogue with the
[foreign] tag. If your file is entirely foreign, always submit a Help Desk ticket with the file ID so the TM
admins can act appropriately.

If, however, they are speakingEnglish and throw in a foreign word or phrase that you can find with an
internet search, transcribe what they say. It is okay to use special characters in this case, such as
accents and macrons. However, DO NOTcopy directly from a webpage; first copy/paste the text into
the Google Search Bar, then copy it from there into the workhub to remove any formatting that may be
present.
 So he turns to me and goes, "Mi casa es su casa, as we say back home. Cómo estás?"
The French and Italian words for hand, mainand mano, come from the Latin manibus.
One of the foundations of whānauis whakapapa, which has great importance in Māori
society.
Al Arabiya was traditionally taught in madāris, or schools, which often contained a masjid.

If you can't find the term after searching, then use the [foreign] tag instead of [inaudible].

He told me he wanted a [foreign]. I was like, "I'm sorry, I don't have one."
A [foreign]? What's that?
No clue. I think it's Polish.

The Guess Tag

If you are not sure what the words are, but you are able to make a reasonable guess that would fit the
context of the file, then put your guess into brackets followed by a question mark: [your text here?].
Unlike the other tags listed in this section, you are expected to modify the Guess Tag to reflect your
guess. The text within the tag can comprise a single word, like [this?], or it may be a short
phrase, [like this?].
Note that the full guess goes into the same tag. Do not put each individual word in its own tag.

No → She went to visit Mongolia[and?] [Siberia?]for spring break.

Yes→ She went to visit Mongolia [and Siberia?]for spring break.
Also note that, if you can't figure out if a speaker is saying one thing or another, you cannotput two
guesseswithin the same tag. Pick what is most appropriate based on the context of the file.

No → He gave away [three/free?]kittens.

Yes→ He gave away [three?]kittens.
Yes→ He gave away [free?]kittens.

Optional Tags
The following tags may also be used but are not required: [laughter], [music], [applause],
[silence].

[laughter]
This tag may be used to represent laughter relevant to the file, but note that the [laughter] tag
neverappears on its own line.

Sometimes there are small laughs scattered throughout a conversation. It is not necessary to capture
every giggle or chuckle as long as the general mood is captured. Roaring laughter, however, which
makes it difficult to decipher anything being said at that time, should be captured using this tag. If the
laughter obscures the words of a speaker, you may have a [laughter] tag followed by [inaudible], like
this:

Then Wile E. Coyote jumped [laughter] [inaudible] away.

[music]
This tag is used to note music relevant to the recording, such as the introductory theme music to a
podcast. Do notuse this tag for backgroundmusic, e.g., something playing on the radio or at a
restaurant (unless the main speakers mention the music).

[applause]
If there is relevant applause heard in the recording, please use this tag.

[silence]
If there is no human speech, music, or applause for a notable length of time, then use the [silence]
tag, regardless if there is other "noise" - cars, dogs, coughs, etc. - or not.

Remember that not every pause or momentary silence should be tagged. Short silences can be
ignored, while overly long stretches of silence, such as 10 or more seconds, should be tagged.

Other Noises
Non-verbal or non-human sounds- coughs, sneezes, ringing phones, honking cars, barking dogs,
nuclear explosions, etc. - should be ignored. We only transcribe speechand use these specific tags.
DO NOT use any tags that are not listed above. Using incorrect tags or misspelling these tags
could result in your work being rejected.

For advanced guidelines, please refer to the Tags - Advancedappendix.

Numbers and Symbols - Basic

When dealing with numbers and symbols, it is important to both capture what the speaker says
and format it in a way that reflects their intent. If they are discussing money, format it as you
would for money. If they are discussing a time, format it as you would for time.

Yes→ The train ticket cost $102.34, and that's in US dollars.

Yes→ I had to work from 9:00to 5:00starting on the 1st of April.
However, be consistent with using either the words or the symbols. Also, do not include both
the symbol andthe word for the symbol.

No → It cost $5 dollars. I only had $3.52 cents.

Yes→ It cost $5. I only had $3.52.

No → It was between 3 percentand 5%of the total.

Yes→ It was between 3% and 5% of the total.
Said:We have three of those.
No → We have 3.00of those. (Decimal was not spoken and cannot be assumed)
Yes→ We have three of those.
Whenever there is doubt about the speaker's intent, it is best to include simply the numbers or words
spoken.

So how much was the burger, and what time did you get back home?
It was about six fifty.
What was? The burger or the time you got back?
Hold on a second, I need to take this call.

For advanced guidelines, please refer to the Numbers and Symbols - Advancedappendix.

Punctuation - Basic
You are expected to demonstrate a strong grasp of basic sentence structure and punctuation in your
work at TranscribeMe. This style guide is not intended to be an exhaustive or complete guide to English
grammar and syntax; you should research appropriate grammar and spelling on your own. However,
what follows may be helpful for situations specific to transcription and to prevent some common
mistakes. Do not get so absorbed in punctuation that you mishear a word.

Run-On Sentences
Whenever possible, please break up long-winded or run-on sentences into several full sentences. In
doing this, it is okay to start a sentence with a conjunction. Just be careful not to make the sentences
too choppy.

Long run-on sentences, as well as sentence fragments, should be avoided in transcription

whenever possible. But since we have to accurately portray what the speaker says, sometimes
we are not able to control the length of the sentences and simply have to write out everything
that the speaker takes the time to say. However, when you see an opportunity to break up a
long sentence, take it.

Sentence Fragments
Do notbreak up long sentences by separating a dependent clause on its own. Dependent clauses are
marked by words like because, although, or whenever.

No → I really like long sentences. Although they can be tough to transcribe.

Yes→ I really like long sentences although they can be tough to transcribe.

Even if the speaker pauses between clauses, we want to use proper grammar in transcription, if we can
do so without changing the actual words spoken. It helps to do an extra proofreading phase without
listening to the audio to punctuate as grammatically correctly as possible without being influenced by
the speaker's style of speech.

Commas
A common mistake in transcription involves when and whether to use a comma with a conjunction.
Here are a few quick guidelines to prevent these common errors:
No Comma After a Conjunction
Never use a comma after a conjunction, unless it is required for a dependent clause that follows. In
that case, the commas should come as a pair surrounding the clause.

No → So,I decided to get a new job as a professional mime.

Yes→ So I decided to get a new job as a professional mime.

No → And,he took me to the Super Bowl that year.

Yes→ And he took me to the Super Bowl that year.

No → But,I didn't want to overstep my boundaries.

Yes→ But I didn't want to overstep my boundaries.

Yes→ And,although I wanted to go,I had to stay home because I was sick.
Yes→ And although I wanted to go, I had to stay home because I was sick.

But other words, such as interjections and adverbs, attached at the front or back of your sentence
often do take a comma. Grammarly can usually help you decide how to punctuate such situations.

Well,I thought about it.

Fortunately,he really liked my idea.

Between Two Complete Sentences

Use a comma before a conjunction between two complete sentences.

She looked over my proposal, and she approved of the whole thing.

Note: This comma can be omitted for very short sentences of 5-10 wordstotal.

She looked over my proposal and she approved it.

Don't Separate the Subject and Verb

But never separate the subjectand verbfrom each other by a comma.

No → Shelookedover my proposal,and approvedit.

Yes→ Shelookedover my proposal and approvedit.

Comma Splices
If two or more complete sentences are joined together without the use of a conjunction, you have a
comma splice. Do not use comma splices at TranscribeMe. They should be separate sentences.

No → This is a comma splice, these should be separate sentences.

Yes → These are separate sentences. Don't join them with just a comma.

No Commas Due to Speaker Pauses

Do not simply add commas whenever a speaker pauses. People speak in halting and unusual ways
at times. Remember that you are creating a written transcript and the reader likely will not have the
benefit of the audio to listen to while they are reading. Commas should follow the rules of writing to the
extent possible.

If you need additional help with comma usage, you can find explanations for specific rules on the
Grammarly Blog.

For advanced guidelines, please refer to the Commas - Advancedappendix.

Hyphens
The hyphen [-] is most commonly used to form compound words and to link prefixes to other words.
Identifying compound words is important because failing to do so may alter the meaning of a sentence.
Richard Lederer offers the following example to this end:

Fatherto be stabbed to death in bar

Father-to-bestabbed to death in bar

The two previous sentences have two different meanings based on the omission or inclusion of
hyphens. In compound words, the hyphen shows that the words, when linked together, have a
combined meaning. The main type of compound word you will encounter in transcription that needs to
be hyphenated is the compound adjective. A compound adjective is when multiple words join together
to make an adjective. These are usually hyphenated only when they directly precede the noun.
I have a custom-builtcomputer. It is custom builtbecause I built it myself.

Plurals and Possessives

Many people have trouble with when to use an apostrophe with an S. Here is a quick run-down of the
guidelines:

When you have several of something, there should be no apostrophe.

Many people like to drink cokes.

How many Qsare in that sentence?
We have 35 TVsin our house.
The 1990swere a strange time.

When you want to show ownership, use an apostrophe.

It was my father'shouse.
Odysseus'sstory is an interesting one.
My TV'santenna is broken.

When showing ownership of a group of things or people where the plural of the word ends with an S,
put the apostrophe after the S.

Both of our fathers'birthdays are today.

All 35 of my TVs'antennas are broken.
If the plural doesn't end with an S, add the apostrophe S as normal.

Do you know those people'snames?

Everyone'snew TVs have arrived.

Colons and Semicolons

The colon and the semicolon can be useful in formal writing. However, they should be used very
sparingly in transcriptions. Please only use the marks in these specific instances:

Use a colononly when you have a complete sentence introducing a list.

I will need very few supplies for school:pens, paper, and highlighters.
Use a semicolon(instead of a comma splice) to join two closely related sentences without a
conjunction.

I don't like ice cream;I prefer cake.

In a list with very complex items, you can "promote" the top level of commas to semicolons for clarity.

I'm going to the beach, and I'm going to bring A, an alligator-shaped beach towel, which I will
lie down on all day;B, a butter sandwich, so I'll have something to eat;and C, my favorite
crime TV show downloaded to my tablet.

Quotation Marks
Douse quotation marks for direct and hypothetical speech and spoken punctuation, e.g., if a speaker
says quoteor quote, unquote. Generally, quotations should be set off by a comma, and punctuation
should go inside of the quote marks.

So she said to me, "This is the best coffee shop in the world."

For advanced guidelines, please refer to the Quotations - Advancedappendix.

Dashes
Single dashes may be used to set off additional information within a sentence - it will look like this -
providing the speaker's intent is conveyed and the sentence outside of the dashes would still flow if the
text between the dashes were removed. Note that when using single or double dashes to offset
additional information or a sentence within a sentence, there should be one space before and after
each dash.

For advanced guidelines, please refer to the Dashes - Advancedappendix.

No Parentheses
WeDO NOT use parentheses to offset information. Please use commas or dashes.
Ellipses
Like colons and semicolons, we avoid ellipses when possible. Specifically, DO NOT use ellipses in the
middle of a sentence to indicate that the speaker paused, regardless of the length of that pause.

No → I think I want…that one.

Yes→ I think I want that one.
The only time we use ellipses is to mark an incomplete sentence (never finished), followed by at
least three seconds of silence.This is really rare and 99.9% of the time a double dash can be used.

I think I want… So yeah, please go get me one of those.

You wanted the...?
Oh, sorry, the orange juice.

If the silence is shorter than three seconds, then please mark the change of thought with dashes
instead.

I think I want-- so yeah, please go get me one of those.

You wanted the--?
Oh, sorry, the orange juice.

Tips and Reminders

● Never copy text directly from a Word documentor websiteand paste into the WorkHub. You
may copy from a format-free program such as Notepad (Windows) or TextEdit (Mac).
● Check for updates on Yammer.
● Always use spell-check softwaresuch as Grammarlyto help identify typos and other errors.
● Early submission:If you accidentally submit a file before it was completed, please raise a
ticket with the Help Desk immediatelyand include the Session or Job ID, found on your work
history page. An admin will be able to send it back to you.
● Silent file:If you come across a file that is all or mostly silent, please raise a ticket with the
Help Desk and include the Session ID.
● Foreign files:If your full file is any language besides English, please raise a ticket with the
Help Desk and include the Job or Session ID. We at times will receive files that are bilingual.
The style guide will usually note this. Never transcribe the non-English parts.
 Fundamentals - Advanced
Spelling - Advanced
In general, we follow the primary spelling used in the Merriam-Websterdictionary. Always check
the file guidelines to know whether US or British English is required. For words not found in Merriam
-Webster, use another standard dictionary (Oxford, Cambridge), the most common Google result, or
the industry-standard spelling.

For the sake of consistency, we adhere to these specific spelling rules:

● okay(NOT ok, OK, or 'kay)
● all right(NOT alright)
● a lot(NOT alot)
● etc.(NOT et cetera)
● US or USA(NOT U.S. or U.S.A.)
● email(NOT e-mail)
● internet(NOT Internet)

Spelling Words Out

If a speaker spells a word out or says the name of an individual letter, we write the letters as
spoken. Words spelled out in letters should be capitalized and separated by single hyphens.

B-I-N-G-Oand Bingo was his name-O.

Single Letters
A single letter mentioned on its own should be capitalized. This also applies to math formulas.

The next letter after Jis obviously K.

Did you know that Xplus Yequals Z?

When making a single letter plural, if adding the S to a single capital letter makes a word (Is, As,
Us), it is permissible to use an apostrophe for clarity.

Dot your I's, cross your T's, and you'll get all A'sin your classes.

Email Addresses
If a speaker says, "[email protected]," then we transcribe: [email protected].

If they ONLY say (spell out), "F-R-E-D at R-A-I-N-B-O-W-L-A-N-D dot com", then we transcribe:
[email protected].
If they say both, "Fuzzy, F-U-Z-Z-Y, at kiwifruit, K-I-W-I-F-R-U-I-T, dot com, C-O-M," then we
transcribe: Fuzzy, F-U-Z-Z-Y, at kiwifruit, K-I-W-I-F-R-U-I-T, dot com, C-O-M.
One more example: Email me at name, that's N-A, M as in Mommy, E, at gmail.com.
Manual of Style
There are far too many possible transcription scenarios to include a format for each one. A few
common cases are addressed below, and TranscribeMe follows the latest version of the Chicago
Manual of Stylefor any format questions that are not directly addressed in this document.
This includes the Q&A sectionsavailable to the public, as well as their excellent quick reference to
hyphenation. It is the Chicago Manual that gives us our preference for Merriam-Webster mentioned
above, so when the two conflict, the Chicago Manual should take priority.

Common Brands
Sometimes a brand name becomes so entrenched in our culture that we start to use it like any other
word. At this point, we can drop the capital letter when using the brand as a verb.
How do you xeroxa fish?
I don't know; googleit.

Job Titles
Although "ego capitals" are common in everyday English, in transcription, we prefer to lowercase job
titles unless they are used as part of a name.
My name is Sophie Turner, and I am the chief executive officer or CEO.
He was the newest associate engineer, so we called him Engineer O'Brien.

Military Branches
In an effort to avoid any perceived disrespect to our clients, though, we do capitalize military
branches as in common use.
He was a Navy SEALfor over 50 years.
Are you going to join the Armyor the Marines?
My sister-in-law is a US Armyvet.

Religious Figures
For the same reason, we prefer to capitalize religious figures and scriptures according to common
use.
My pastoris never found anywhere without her Bible.
And then he said, "Oh my God, what is that?"

Time Zones
Time zones should be written in lowercase except for proper nouns. Abbreviations, when spoken as a
series of letters, should be capitalized.

● eastern standard time; EST

● central daylight time; CDT
● mountain standard time; MST
● Pacific daylight time; PDT
● Greenwich mean time; GMT
● daylight saving time; DST
 Clean Verbatim - Advanced
False Starts - Advanced
False starts must be indicated with double dashes, and the letter following the double dash is
always lowercase, even if it begins a new sentence. An exception would be if the word following
the dashes is a word that is always capitalized. The dashes connectto the word preceding them
and have a space afterthe dashes. You create the double dash by striking the hyphen key twice.

You would think that people would-- wait, what was I going to say?

False starts of three words or fewerare REMOVED. False starts of four words or moreare NOT
REMOVED, even if the speaker repeats the exact same words before continuing on.

No → We should be ready to eat-- leave soon. (One word, remove)

Yes→ We should be ready to leave soon.

No → He thought they shouldn't be-- I would go too. (Three words, remove)

Yes→ He thought I would go too.
Here is an example where-- here is a case you need to leave it. (False start is five words)
But what if they say-- what if they say the exact same words? (You still include it if it's
four or more words)

Sometimes, counting the words in a false start can be tricky because false starts don't always
happen at the beginning of the sentence. A tip is to count how many words must be removed to
make the sentence make sense. If that is four or more, the false start must stay. If it's three or less,
it should be removed.

I went to Walmart last night to-- Target yesterday to get school supplies. (Four
words, stays)

Some speakers just cannot seem to get their thoughts together and might have multiple false starts
in a row. These, too, will follow the three-and-under rule for removal.

Here is an example of-- here is a case--here is-- right here, I'm using--this is a-- this
is a lot of false starts in a row.

Please note that we always remove words from the LEFTof the double dashes, never from the
right. Occasionally, you may have a situation where removing a false start of three or fewer words
results in a sentence that doesn't make sense, particularly when a speaker says something to correct
themself before moving on. In these cases, you should include the short false start to
accurately capture the meaning of what was said.Examples of words that speakers commonly
use to correct themselves are or, I mean, I'm sorry, excuse me, etc.
He went to East Middle--or, wait, West Middle School.
The most famous cartoon is Donald--I'm sorry, Mickey Mouse.
Interruptions - Advanced
Interruptions are indicated with double dashes. The double dashes are directly connected to the
last word before the interruption, with no space in between. The new speaker's words begin with a
capital and are on a new line. When we pick up the interrupted speaker again, we insert the double
dashes, with no space, followed by the next word they say in lowercase, unless it is a word that is
always capitalized.

Now I'm going to tell you--

Okay.Go ahead. I'm listening.
--whatI think of that movie.

If the interrupted words are a question that is not completed, put a question mark after the dashes.
If it is completed later, put the question mark at the end of the question.

Did you have a good--

I'm sorry. What were you--?
--timeat the party?
Oh, yeah. It was great.

Filler Words - Advanced

Remove allinstances of filler words unless it is the ONLYanswer given to a direct question.

Did you go to the store?

Mm-hmm, I went last night. (Mm-hmm is not transcribed because there are words said after it
that answer the question)
Is that all you bought?
Mm-hmm. (Transcribed because it is the only answer to the question)
Okay. Thanks. Are you ready for the next question?
Mm-hmm. Hey, did you see that game last night? (Transcribed because the words after
do not answer the question that was asked)

Crutch Words - Advanced

The ONLYcrutch words that are removed are likeand you knowwhen they do not add meaning to
the sentence. All other crutch words are included.
We can sort ofend up likewith a sentence kind oflike this, right, but we, you know,sort
ofhave to kind ofkeep all of the sort ofcrutch words in, like, you know,even though, like,
it's kind ofmessy and sort ofannoying, right?
 Tags - Advanced
Tags Inside of Punctuation
The[inaudible], [crosstalk], [foreign], Guess, and [laughter] tags all go inside of punctuation.
Insideofpunctuationis defined as any place between the sentence's beginning capital letter
and its ending punctuation. A tag placed afterthe ending punctuation and beforethe next
sentence's beginning capital letter would be outsideof punctuation.

The first four tags - [inaudible], [crosstalk], [foreign], and the Guess Tag - take the place of speech.
As such, they should always be placedinside of punctuation and on the correct speaker's line,
exactly as the missing text would have been. If one of these tags is on a line by itself because you
can't make out anything the speaker is saying, it should be followed by terminal punctuation, i.e., a
period to end a statement, or a question mark if you can tell by inflection that the speaker is asking
a question. If it seems the speaker was interrupted or did not finish what they were saying, end with
double dashes.

We're going to keep talking even though those kids keep screaming and you [inaudible]me.
What? I can't [inaudible].
[inaudible].
Wow. That one was really loud. Do you think we [crosstalk]?
[crosstalk]to go ask them [crosstalk]--
Let's go over to that really busy coffee shop. I'm sure that will be [better?].
The[laughter] tag marks the spot where the laughter occurs- regardless of who is doing the
laughing - and also belongs inside of all punctuation. As such, the [laughter] tag never
appears at the start of a new line or on a line of its own, but in the middleor at the endof
the sentence that caused the laughter. If you cannot place the laughter tag so that it follows these
rules, leave it out. For example, if the file begins with laughter, you cannot have the tag before the
first sentence, so ignore it. If laughter occurs during quoted speech, the [laughter] tag should be
placed insidethe quotation marks and any ending punctuation.

No → Did you hear the one about the string that went into a bar?[laughter]
Is that the one where the punchline goes, "I'm a frayed knot"?[laughter]I love that
one.
Yes→ Did you hear the one about the string that went into a bar [laughter]?
Is that the one where the punchline goes, "I'm a frayed knot [laughter]"?I love that
one.

Tags Outside of Punctuation

[music]and [applause]go outside of punctuation. This means that they can only go at the
beginningorafter the end ofsentences.
[music]Please give a warm welcome to Dr. Frankenstein.[applause] He came all the way
fromGermany to be with us tonight and says he's made a fantastic discovery. Play the slides,
please. [music]
[silence]is always on its own line with NO punctuation. For our Advanced Style, you mustuse
this tag to represent exactly 10 or more seconds of silence. In doing so, ignore filler words or other
non-transcribable utterances that come in the midst of the silence. Mark it with [silence]
and pick up again with the next transcribable utterance.

Sample Transcript Using Tags

Please wait a minute while we set up the mic.

[silence]
Please welcome our next speaker. [applause]
[music]Thank you for coming all this way. I wore my pink socks for you tonight [laughter].
Did you see my new [inaudible]that match my socks? My shoes even [crosstalk][my
hat?].
How'd you[crosstalk]to match those socks [laughter]?
I knew someone would ask [crosstalk]--
[crosstalk].
I think someone has a question all the way in the back. Yes?
[inaudible]?

Solid Block of Tags

In the event where you might have a solid block of back-to-back-to-back tags, such as main
speakers mumbling back and forth unintelligibly, so much simultaneous crosstalk that it's not
possible to follow any one train of thought, or an entirely foreign conversation, instead of peppering
the transcript with multiple consecutive tags, simply mark with one appropriate tag and punctuation.
A good rule of thumb is, if you have more tags than actual text, it's best to use just one tag.

Example with [inaudible]:

Let's step away from the mic to have this discussion so the transcriber can't
type it.
No → [inaudible] there.
[inaudible]?
No, [inaudible].
[inaudible].
Yes→ [inaudible].

This one [inaudible] tag represents the back-and-forth distant muttering. Again, you still must make
an effort to transcribe any meaningful phrases that you can hear.

Example with [crosstalk]:

Okay, class, discuss amongst yourselves for a few minutes.
No → [crosstalk] the [crosstalk].
But [crosstalk].
[inaudible] [laughter].
I think [crosstalk].
[crosstalk].
We [inaudible].
Yes→ [crosstalk].
However, if you can pick out meaningful phrases, you must do so, even if there are several
simultaneous conversations happening that you can pick up. Try to focus on one voice at a time to
better hear what is being said.

Yes→ Hey, did you see the new [crosstalk] movie this [crosstalk]?
But he wasn't going to [crosstalk] so I left.
I did. It was [laughter] [inaudible].
I think [crosstalk] the right thing.
[crosstalk].
We [inaudible] listening now.

Example with [foreign]:

Hold on a second please, my uncle doesn't speak English and he needs something.
[foreign]?
No → [foreign]?
[foreign].
[foreign].
[foreign].
Yes→[foreign].

Remember that, if the speakers are conversing in a foreign language, it doesn't matter if they say a
word or two that you can understand, such as the name of a city or country, or a phrase such as
okayor yeah, etc., or even if you understand the language they're speaking. If they're speaking in a
foreign language, use the [foreign] tag.

Foreign Translation Throughout a File

There are two possibilities when dealing with a translated file. Please read the following to decide
which is most appropriate for your audio.

Interactive Translator
In a file which has a primary foreign speaker, a primary English speaker, and a translator actively
interacting between them, it might look like this (the speaker IDs are only shown here for clarity;
never include speaker IDs on the Jobs tab):
S1:[foreign].
S2:She says, "Please tell him everything I'm saying in English."
S3:Oh, great. I'd appreciate that. So my first question is, what is her actual job?
S2:[foreign]?
S1:[foreign].
S2: She says she works for TranscribeMe.

Translator Commentating
In a file which has mostly or only foreign speakers and there is a translator speaking over them to
provide English for the recording, while not actually interacting with any of the people he/she is
translating, we create a new paragraph for each foreign speaker, but they will all have the same
speaker ID, since it is the same translator speaking English:

S1: Okay, so now we are speaking Swahili, and Jude will translate so that it can be
transcribed.
S1:That sounds great, thank you.
S1: First of all, what is your actual job?
S1:I am a transcriptionist working for TranscribeMe.

Numbers and Symbols - Advanced

General Numbers Rule
For general numbers, we spell out numbers zero to nine. We use numerals to represent
numbers 10 or above. However, certain types of numbers cause exceptions to this rule. Each
category listed here is explained in more detail below.

Always Spelled Out:Fractions; Inexact Numbers

Always Numerals:Decimals; Money; Percents; Addresses; Time; Dates; Phone and Serial
Numbers; Biblical References; Mathematical Equations

Exceptions:
● Ranges:When one symbol or descriptor refers to multiple numbers, spell it out as spoken.
● Consistency:Numbers describing the same type of thing should be formatted in the same
way, even if it means using numerals for 0 to 9 or spelling out symbols you normally
wouldn't.
● Convention:When there is an industry-standard way of formatting a number in a name or
term, use it.

Thousands
Use numerals for thousands and separate the digits with a comma, regardless of how it is said.
● 1,400years ago (Said: fourteen hundred or one thousand four hundred)
● 2,000books
● 13,000attendees

Exclude the comma for years and addresses.

● I went to med school from 2000to 2006.
● I live at1346Rose Avenue.

Symbols
The ONLY symbols we use are the following: $, £, €, and %. Symbols not mentioned herein should
not be used.
Currencies
If the currency is said, use the symbol for money depending on the country. If the currency is not
said, don't use the symbol. We use symbols for three currencies: dollars, pounds, euros. All
other currencies should be spelled out (25 rupees, 5 pesos). Please note that money is always
expressed in numerals. This is explained further below.
● $5(Said: five dollars)
● £9(Said: nine pounds)
● €15 (Said: fifteen euros)
● I had 12 pesosleft after my trip to Mexico.

If the type of dollar is specified, abbreviate the type before the $ sign: US$, NZ$, Can$, HK$.
● US$10(Said: ten US dollars)
● NZ$5 million(Said: five million New Zealand dollars)
● $4,000(Said: four thousand dollars, even though you know it refers to Hong Kong dollars)

Except for general references and non-standard numbers.

Did you see all those dollars in the pot?

How many US dollarsare in a Canadian dollar?

Percents
Use the % symbol.

I only had 5%of my money refunded to me.

He took 2.5%off the margins.

Except for general references and non-standard numbers.

What percentof my time would you need? (No number)

I think it would be 30-something percentfull.
I ate 13 and a half percentof the pie.
I am a million percentbehind that.

Signs
Write out positive and negative symbols per what is spoken.

I got a B plusin physics.

The answer is negative three.
It's plusor minus 32degrees.

Numerical Ranges and Series

Sometimes, a speaker will use a sort of shorthand to denote several large numbers in a series. In
this case, we spell out any common denominator after a series, and we follow the standard rules for
formatting the rest.
 It would take 13, 14 hundredman-hours to get this done.
I need 30or 40 thousandwidgets by next week.
There were threeto four hundred thousandpeople there.
Symbolsshould also be spelled out if they apply to more than one of the numbers spoken
directly prior.

Maybe 50 or60 percentof my time is actually useful.

Her change rate was just 3 to4percent. (Percents are always numerals)
We had three donations of 30, 40, 50 thousanddollars.
The upgrades will cost something like 1, 5, or maybe8dollars. (Money is always numerals)
It'll give a return of 2 and a halfto 3 percent.

When transcribing a range of numbers, please write out the word "to" whenever it is spoken. Do not
use a dash to represent a range.

We have three to fourgood options.

It will be somewhere between 1 to 2 hundreddollars.
We have 3 to 4good options, or maybe as many as 20.
He changed it from 15 to 20.
My company has 800 to 1,000employees.

Exceptions for Consistency

Where multiple numbers occur within a sentence or paragraph, maintain consistency in the immediate
context. If, according to the rule, you must use numerals for one of the numbers in a given category, use
them for all in that category. If you must spell out one symbol, spell out that symbol for the whole
category. In the same sentence or paragraph, however, items in one category
may be given as numerals and items in another categoryspelled out.
He had 15ties but only 2socks. (Both are the same "category" - articles of clothing) It's $
3for oneand I had fiveof them.
After fivedays it was only 15%complete.
A mixture of buildings - oneof 103stories, fiveof more than 50, and a dozenof only 3or 4-
has been suggested for the area.
I used to have the iPhone 6, but now I have the 7. Do you have the 8yet?
The return will be 2 and a halfpercent, or maybe up to 5 percent.

Values that Follow the General Numbers Rule

Start of a Sentence
Note that we follow ourGeneral Numbers Ruleeven for numbers at the start of a sentence.
18years ago, we experienced the Y2K craze. (10 and up are always numerals)
Fourscore and seven years ago (Zero through nine are spelled out)
Ordinals
Likewise, ordinals follow the General Numbers Rule: values zero through nine are spelled out,
while 10 and up use numerals.
● The firstexample
● The 28thaudio file
● The eighthgrade

Very Large Numbers

Millionsand larger numbers - billions, trillions, etc. - are spelled out; however, the number part
follows the General Numbers Rule.
● Fivemillion chocolate bars
● 15billion gallons of water
● Threetrillion plankton

When a large number is too specific to write out this way, then use numerals.

I wanted 10,500,012babies.
The cost was 1,500,000. (Said: a million five)

Articles with Numbers

At times, a speaker may say something like ahundred, athousand, or amillion. When a is used as an
article to a number phrase, you should consider it to mean exactly one. That is, a hundredmeans exactly
100. You will use numerals in this case, as usual. However, a can become 1only when it is written as part
of a larger numeral, never on its own. In other words, a hundredcan become 100, a
thousandcan become 1,000, but amillion will not be 1million. When typing a hundredas 100, do
not add an extraneous abefore the numeral.

No → The company has a hundred and twentyemployees.

No → The company has a 120employees.
Yes→ The company has 120employees.

No → He had a thousandreasons why he didn't want to go, but he went anyway.

No → He had a1,000reasons why he didn't want to go, but he went anyway.
Yes→ He had 1,000reasons why he didn't want to go, but he went anyway.

No → She felt like 1million bucks. (Said: a million bucks)

Yes→ She felt like amillion bucks.

No → The house cost $1million. (Said: a million dollars)

Yes→ The house cost amillion dollars.
Sometimes a speaker will merely say hundredor thousandto mean exactly 100or 1,000. Here also,
we write the value as a numeral but keep the accompanying article. For example, thehundredand
thethousandwould be the100and the1,000, just as a hundred-percentincrease or a
thousand-dollarloss would be a 100%increaseand a $1,000loss. In these cases, the articles a
and the are modifying increaseand loss, respectively, not hundredor thousand, hence we keep
them.
 Said:He had a hundred-dollar watch.
No → He had $100 watch.
Yes→ He had a$100 watch.
Said: It was a million-dollar decision.
No → It was 1million-dollar decision.
No → It was a $1million decision.
Yes→ It was amillion-dollar decision.

Values that are Always Spelled Out

Fractions
Spell out allfractions, even if the values are above 10. Note that any whole number that
precedes the fraction will follow the General Numbers Rule.
● One-thirteenth
● Two-thirds
● Three and one-fifth
● Three and a halfapples
● 5 and a halfmillion dollars (The whole number, 5, is money, which is always numerals)
● 12 and one-tenthpercent growth

Inexact Numbers
There will be times when a person gives a rough estimate of a large number. These should be
spelled outin words, as spoken.
● Tens of thousands of birds
● Hundreds of dollars
● A couple hundred pancakes
● Several thousandpeople
However, when an exact number is used as part of an estimation, follow the General NumbersRule
for the exact portion.
● Eightor so cats
● 30-somethousand bean bags
● 50-plusyears old
● Around 150 waffles

Values that are Always Numerals

Decimals
If a speaker states a decimal, e.g., by using the word point, then please type the number as said, in
numerals. This is onlyif the speaker actually speaks it as a decimal (the exception being money; see
below). Spoken fractions are never converted to decimals when transcribing (e.g., one and
a halfis nottranscribed as 1.5).
For decimals less than one, you may include a leading zero to make the decimal more readable, even
if it is not spoken. If the decimal is spoken, use numerals to write the number even if the digits are
below 10.

It came out to less than 0.75. (Said: point seven five)

The average score was 65.3. (Said: sixty-five point three)
We had 2.5days to complete the project. (Said: two point five)

Money
Money is always written in numerals. The appropriate decimal places can be assumed based on what
is spoken.

She gave me $5to go shopping, but the dress cost 11.50.

I wish I had $5 million,but 50 millionwould be best. (Said: five million dollars, but 50
million would be best)
I had 50 centsin my pocket.
The company was worth $1.5 million.(Said: one point five million dollars)

But, again, inexact numbers are spelled out.

My car is worth thousands.

We have a couple hundred dollars in the bank.

If a slang term for money is used, spell out the slang term, but still use numerals.
● 8 grand
● 15K(Said: fifteen K)
● 12sterling

Percentages
Percentages should always be given in numerals.

Is this a 2%change?
No, I think it's actually 5.
Oh wow, 5%? That's great.

But again, fractions are always spelled out.

2 and a half percentis a really low return on investment.

Addresses
When transcribing addresses, always use numerals.
● 2345Southwest 7thStreet.
● 2Bourbon Street.
● I live on 9thStreet.
● Mail it to 414East 63rdStreet, Apartment 5.
Time
Time always uses numerals. The format depends on what is said. If you are certain that the
speaker is indicating a time, then it should be formatted as such, even if they do not use an explicit
indicator like o'clock. If the speaker does say o'clock, then use a plain numeral with the word o'clock,
e.g. 5 o'clocknot 5:00o'clock. Always capitalize AM and PM.
I got up at 5:00 AMthis morning. (Said: five AM)
9o'clockwas when the train crashed.(Said: nine o'clock)
I got up at 6:00and worked until midnight. (Said: six)

Measures of Time
Note that the time-is-always-numerals rule does not apply to measuresof time. Such values follow
the General Numbers Rule.
It is fivepast 3 o'clock. (Zero through nine are spelled out)
Meet me at a quarterto 2:00.
I spent twoweeksin Hawaii.
I just need 15minutes. (10 and above are always numerals)
He was gone for fiveyears.

Military Times

Said as: Transcribed as:

oh six hundred hours 0600 hours
fourteen fifty 14:50
fourteen hundred hours PM 1400 hours PM
oh six hundred 06:00
oh six hundred AM 06:00 AM
seven hundred 7:00

Dates
Always use numerals.
● 5thof October, 2016 (Said: fifth of October)
● October 5, 2016 (Said: October five)
● The 2ndcentury AD

If a year is abbreviated, use an apostrophe to stand in for the missing digits.

Where were the three of you in '88?

It happened in the summer of 19-- or rather, in the fall of '08.

When a date is given in short format, by just stating the numbers, please type them in the order
given and separate them with forward slashes.

I was born 31/12/82.

That's August 5th, 8/5.
Phone Numbers
Use the conventional formats.

● USA: 508-555-2232/1-508-555-2232
● UK: 07700 900632/44 7700 900632

When letters or words are given as part of a phone number, please use capital letters. Dashes should
separate individual words as well as the typical number groups.

● 1-800-686-MORE
● 292-CALL-JAY

Serial Numbers
Use the numeric format as spoken.

● Patient ID number 0543268

● Product number 2256-4012 (When the hyphen or dash is spoken or known from context)

Religious References
References to religious texts are given in numerals only; chapter and verse are separated by a colon
with no space following it. A dash may be used in this case to indicate a range of verses, but only
when following a colon.

● Acts 27:1(Said: Acts 27 verse 1)

● 2 Corinthians 11:28-30(Said: Second Corinthians chapter 11, 28 to 30)
● Look at verses 10 to 12.

Math Equations
Remember that the ONLY symbols we use are those specifically mentioned above: $, £, €, and %.
However, please use numerals for math equations, spelling out any symbols mentioned. Note that
fractions are still spelled out.

2plus 2equals 4.
It's 3to the 3rdpower.
One-half times 3is 1and a half.

Conventional Formatting
Always do your research! Use an internet search to format given names correctly.

● Mazda 6, 3 Series BMW

● Windows 10
● iPhone 6
● iPhone 5s
● Elizabeth II (Said: Elizabeth the second)
 ● 7-Eleven stores
● type 2 diabetes
● a Title IV school
● World War II
● 5 Parklands Avenue
● Interstate 7
● 2x4s
● 8.5x11 paper (Said: eight and a half by eleven paper)

Punctuation - Advanced
Commas - Advanced
Before because - Usually, there is no need for a comma before because. You would only include a
comma if not having it would cause confusion as to the meaning of the sentence.

Yes →We had our best quarter ever because of the new products.
No → We didn't go because we were afraid it would rain. (This implies we didn't go for some
other reason that isn't stated)
Yes →We didn't go, because we were afraid it would rain. (Makes the reason for not going
clear)

No → She heard the man was murdered because the women were gossiping at the salon.
(What?! Gossip got the poor guy killed?! What were they gossiping about?)
Yes →She heard the man was murdered, because the women were gossiping at the salon.
(Oh, okay. That makes more sense.)
Oxford Comma- When transcribing a list of 3 or more items, place a comma after each item,
including the final item before the conjunction.

We had apples, bananas, and strawberries in the fruit salad.

If the list items are separated by a conjunction, there is no need for the comma.

We had apples and bananas and strawberries in the fruit salad.

Commas with To-Do not add commas between items in a list that are joined by to. Think of it as
more of a journeythan a true list, and the commas are not needed.
They went from store to store to store looking for the best deals.
The food came from the farm to the chef to the table.
Quotation Marks - Advanced
Quotation marks are used only to quote actual or hypothetical speech by a person or group.

He said, "I hope things are going well for you."

They asked us, "How many people do you think will be joining?"
The children would be like, "Why do we have to study math, Mr. Edwards?"
In a class for my master's, I had to start every answer with, "My answer is, blah, blah, blah."

Note in the examples above that we use a comma, space, quotation mark, and then a capital letter.
At the end of the quote, we punctuate the quoted sentence and then close the quotation marks.

If the quote is broken up by other words in the sentence, then we would use commas to offset the
interruption, and we would not capitalize the second part of the quoted sentence. If the first and
second parts of the quote are actually both complete sentences, you would start the second part of
the quote with a capital letter.

Then he goes, "I walked all the way out there,"he said, "to the mall."
She was planning to tell the committee, "I recommend that we postpone this decision until
next Wednesday,"but when it came time to make the announcement, she said, "Let's decide
right now."
If a quote is interrupted by a different speaker, then use double dashes inside the quotation
marks.
So he told me, he said, "I was on my way to the polls--"
As in voting?
"--and I got into a car accident."

If the overall sentence has punctuation (other than commas and periods) that are not part of the
quote, then please place them outside of the quotation marks.

Did you really come all this way just to say, "Thank you"?

If quotes are nested within one another, then please alternate between double and single quotes for
each level. Remember to close each level of quotes.

I went over to John and was like, "Hey, I know that you were talking about me, going, 'She
doesn't know what she's talking about.'"
Do not use quotation marks for indirect quotes, where the speaker is giving the content of the
quote but not the exact words.

He told me that he really wanted me to come on this trip.

Finally, all titles, books, movies, and so on are written as you normally see titles, with capitals for the
first and all important words, such as The Lord of the Rings, or The Wall Street Journal, or Cooking
Light. Please do not use quotations or italics to indicate titles.
Dashes - Advanced
There are only two situations where single dashes may be used to offset information within a
sentence: when either a complete sentenceor a list of three or more itemsis inserted into
another complete sentence. In doing so, single dashes must come in pairs. They may not be used to
offset information at the beginning or end of a sentence. As a test, if you remove the inserted part,
both sentences will make sense on their own. If they don't, DO NOT use single dashes. There must
be a spaceon either side of each dash.
No → As soon as we go to the bookstore - which is down the street- we can go home.
Yes →As soon as we go to the bookstore - there are several of them down this street alone -
we can go home.

Please note that if the inserted sentence is a question, you should put a question mark before the
ending dash.

After we left the theater - did you see Avengers yet? - we went to get ice cream.

If there is more than one sentence inserted, you may separate them with a semicolon. Neveruse a
period between the dashes.

We need to make the desserts - you make apple pie;I'll make a cake - before we are ready
to leave.

Additional information added to the beginning or end of a sentence, or a dependent clause added in
the middle, must be offset with commas.

The teacher, who is obviously really smart, thought my idea was inventive.
Things have changed a lot in the last year, mainly for the better.
Hoping to get more ice cream, the child gave his grandma a hug.
You may also use dashes to offset a listof three or more itemsfrom the surrounding sentence.
Again, the surrounding sentence must make sense when the list is removed.

We talked to three major tech company founders - Bill Gates of Microsoft, Sergey Brin of
Google, and Steve Jobs of Apple - about what they feel made those companies succeed.

If part of the sentence is repeated after the interjection, then it may be more appropriate to use a
double dash indicating a false start.

As soon as we go to the book store-- there are several of them down this street alone. After
the store, we can go home.

Spoken Punctuation
When the speaker dictates punctuation, please use the actual punctuation given, in addition to the
standard punctuation we would use throughout the sentences. In other words, use the punctuation
spoken, but don't limit yourself to only that punctuation.

No → She was quote unquotefriendly to me, and I wanted to respect that, full stop.
Yes→ Correct: She was "friendly"to me, and I wanted to respect that.