Transcription Style Guide

Complete Transcription Style Guide

Modified on: Mon, 2 Mar, 2015 at 2:40 PM

Transcription Style Guide

This is the primary resource for all transcriptionists and editors at Transcribe.com. Failure to follow the rules

laid out in this document may result in rejection or revision of work. If you have a question that is not

answered in this document, please contact an administrator at [email protected].

Table of Contents

➤Style Requirements

General Rules

Sound Events that Interrupt Dialogue

Showing Uncertainty

Timestamps

Speaker Labels

Basic Transcriptions

Sound Events that Do Not Interrupt Dialogue

Filler Words and Statements (ugh, um, yeah, etc.)

Conjunctions that Start a Sentence

False Sentence Starts

Special Punctuation Rules and Exceptions

Colons and Semicolons

Verbatim Transcriptions

Persistent Sound Events that Do Not Interrupt Dialogue

Filler Words and Statements

Conjunctions that Start a Sentence

False Sentence Starts

Special Punctuation Rules and Exceptions

Basic Punctuation (periods, capital letters, etc.)

Stutters and Repetition

Speaker Pauses

Abrupt Speaker Shifts and Ensuing Sentence Fragments

Speaker Trailing Off

➤Transcription and Document Formatting

➤Common Errors

Complete Transcription Style Guide : Workforce Support http://support.crowdsource.com/support/solutions/articles/169070-compl...

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Style Requirements

Style requirements vary from Basic to Verbatim Transcriptions. Refer to one of the two sections below

depending on which kind of task you are working on.

General Rules

The following rules apply to both Basic and Verbatim Transcriptions.

➤Sound Events that Interrupt Dialogue

When background noise occurs, use brackets around a short description of explanation of the sound. This

can include silence or a specific tone. Try to be as descriptive as possible in 1-3 words. For example:

Background noise - When there is background noise that is not speech, indicate it with a note.

[laughter], [applause], [phone ringing] and [music] are all acceptable tags that indicate what is

happening in the speaker's environment.

Silence - In the case of a jarring or prolonged silence, leave a [silence] note.

If a speaker cuts off or stops and is notable, use [cuts off] or an ellipsis with no spaces. For

example:

"I really think... She is mad at me.”

Tone indicators - If a speaker is angry or is using a joking tone, include an [angry] or [joking] note

before the word/phrase.

If the speaker must stop because of a sound event, then include the bracketed note in its own paragraph.

Then, continue with the speaker in a new paragraph.

Examples:

Correct

Patient: The pain is in this area...


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[gasp]

Patient: ...below the knee.

Doctor: How strong?

Patient: I would rate it around a six.

Incorrect

Patient: The pain is in this area [gasp] below the knee.

Doctor: How strong?


➤Showing Uncertainty

Indicate when you are uncertain of a spoken word or a phrase by placing brackets ,"[ ]", around one of the

following indicators before each word/phrase in question:

[crosstalk] - Use this note when two speakers are talking over one another. Try to get as much from each

speaker as possible.

For example, if a patient is talking and the doctor interrupts with a question that is answered, do the

following:

Patient: The pain is in this area [crosstalk] below the knee.

Doctor: How strong?


The doctor interjected before the patient finished, but we do not want to split the sentence into two

paragraphs. Therefore, the patient's sentence is completed, and then the doctor's question is inserted into a

new paragraph.

[inaudible][00:00] - Use this when you are not able to guess what was said.

It is very important that you use this instead of leaving words out without letting us know.

Additionally, please make sure to mark the time (or time range) of the inaudible language.

[foreign] - Use this note when a language other than English is being spoken.

[phonetic] - Use this note when you are unsure of the spelling of a word, title or name, but can make out the

sounds. After using this note, you will spell the word out phonetically, to the best of your ability.

Use this note instead of [inaudible] if you can make out parts of a word but not the whole thing.

Use this note for unfamiliar words you’re not sure how to spell, such as scientific or medical terms.


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➤Timestamps

Each transcription requiring timestamps must include timestamps at least once every 30 seconds and at

every change in speaker..

Place timestamps in brackets - [00:30]. The timestamp should be placed after the speaker's name and

before the transcribed language is shown. If there is only one speaker, the timestamps should be inserted

every 30 seconds within the transcript.

Correct

Dave: [00:30] How are you?

Frank: [00:40] Good. How are you?

Dave: [01:05] Great!

Incorrect

Dave: How are you? [00:30]

Frank: Good. How are you?

[01:00]

Dave: Great!

Always use only minutes and seconds when inserting a timestamp. Thirty seconds is represented as [00:30],

and one hour and 10 minutes is represented as [70:00].

➤Speaker Labels

Speaker labels must always be used with a colon, include a hanging indent and be bolded. The goal is to

make all of the speakers' names stand out so that the transcription is more digestible to the reader.

Correct

Dave: This was a nice meeting.

Steve: Yes! I agree! When should we meet next?

Dave: Let's meet on Tuesday for lunch.

Incorrect

Dave- This was a nice meeting.

Steve- Yes! I agree! When should we meet next?

Dave- Let's meet on Tuesday for lunch.

Use a speaker label whenever speakers change or if there is a long pause.

Only use names, titles and gender as speaker labels. Use labels in this order:

Name1.


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Use the full name (if available) on first reference.1.

Use the speaker's first name for the remainder of the transcription.2.

If the speaker's title is known, include the title with each label. Use with the last name (Dr.

Mathews).

3.

Title2.

Use if the title is known but the speaker's name is not.1.

Include gender to add more description to the speaker.2.

Doctor, Manager, Male Patient, Female Professor3.

Gender (Woman or Man only)3.

Use the speaker's gender if his/her name and title is not available.1.

Man, Woman2.

In the event that there is more than one undefined speaker of the same gender, title or role, use numbers to

separate them. “Man 1” “Man 2”

Make each label as descriptive as possible. For example, "Female Reviewer" is much more helpful than

"Reviewer" would be.

If there is a large group talking, then refer to them as a whole body, such as "Audience." Additionally, if a

single man from the audience talks, then refer to him as "Audience Member" rather than "Man."

Basic Transcriptions Rules

Basic transcripts should be grammatically correct throughout. Refer to the CrowdSource Style Guide

(http://support.crowdsource.com/support/solutions/folders/218690) for all requirements regarding punctuation,

grammar, spelling and syntax.

There are also a number of additional style rules you must follow listed below. Check this document often, as

these lists may grow.

➤Persistent Sound Events that Do Not Interrupt Dialogue

When a sound event occurs that does not interrupt dialogue (typing sounds, the AC kicking in), note it in the

transcription once at the point it occurred. For example:

Correct

[typing sounds throughout]

Susie: Let’s get burritos for dinner tonight.

Randy: That would work.


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➤Filler Words and Statements

Remove filler statements such as “ugh”, “um”, “yeah” and so on from your finished transcription. For

example:

Correct

Randy: That would work.

Incorrect

Randy: Yeah, that would work.

➤Conjunctions that Start a Sentence

Remove conjunctions (And, but, etc.) that start a speaker’s sentence. For example:

Correct

Flo: That’s how I bought a cockroach.

Incorrect

Flo: And that’s how I bought a cockroach.

➤False Sentence Starts

Remove false starts (unnecessary repetition or instantaneous revision of words) in a speaker’s sentence. For

example:

Correct

Flo: I would like to think that I’d have bought it again, if I could do it all over.

Incorrect

Flo: I would like to think, I would like to think that I’d have bought it again, if I could do it all over.

➤Special Punctuation Rules and Exceptions

Check this section often, as the list of exceptions to Basic style guide punctuation rules and special,

additional rules may grow with time.

Colons and Semicolons


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Generally, colons and semicolons should be used rarely, if ever, in a transcription. Stick to the most basic

forms of punctuation whenever possible.

Verbatim Transcriptions

Because it’s necessary to capture nonverbal and verbal nuances in verbatim transcriptions, the style

requirements are somewhat more complex than those of Basic Transcriptions.

False starts, filler, repetitive phrasing and slang should be included in the transcripts. If the speaker clearly

says "cuz," then write "cuz" and not "cause."

Punctuation should be accurate, but do not make any grammatical changes to the transcript.

➤Sound Events that Do Not Interrupt Dialogue

In verbatim transcriptions, indicate every time an unobtrusive sound event (typing noises) occurs, even if it

does not interrupt dialogue. For example:

Correct

[typing sounds]

Johnnie: That was the day I knew I would become a clown.

[typing sounds]

Barbera: That’s fascinating.

[typing sounds]

➤Filler Words and Statements

Retain filler statements such as “ugh”, “um”, “yeah” and so on in your transcription. For example:

Correct

Randy: Yeah, that would work.

➤Conjunctions that Start a Sentence

Retain conjunctions that start a sentence. For example:

Correct

Johnson: And he just flew away.


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➤False Sentence Starts

Write out false sentence starts verbatim. For example:

Correct

Johnson: And I think, I think I would like the steak tonight.

➤Special Punctuation Rules and Exceptions

You will need to use specialized punctuation and apply more common punctuation in unique ways to capture

some of the nuances in verbatim speech. Please refer to this list in lieu of the CrowdSource Style Guide in

most cases, with one exception listed below.

Basic Punctuation (periods, capital letters, etc.)

At the most basic level, you need to use appropriate punctuation, even in verbatim transcription. For

example:

A period ends a sentence or sentence fragment or phrase, unless the person is cut off. You’ll read

more about that in the Abrupt Speaker Shifts section.

The first letter in each new sentence or in a new fragment is capitalized.

Commas are applied where they normally would be under Basic Transcription circumstances unless

something about the speech calls for one to be omitted or included.

Stutters and Repetition

Indicate a stutter mid word or the unnecessary repetition of a word with a hyphen. For example:

Correct

Joey: So I-I'm clairvoyant, and I'll be watching what I call a TV screen that goes on in-in my mind throughout

the whole reading.

Speaker Pauses

To indicate a mid-statement pause, use an em dash (—) with a space before and after. For example:


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Correct

Christine: Wait a second — did you hear that?

Abrupt Speaker Shifts and Ensuing Sentence Fragments

As with Basic Transcriptions, use an em dash to indicate a sudden change of speaker (as would happen if he

or she were interrupted) or to set off a sentence fragment from a subsequent complete sentence. For

example:

Correct

Tim: I love it. Okay, so let me just explain to you again, um, you know, how I'm — just get my information,

and then we'll just jump right into it, okay?

Speaker Trailing Off

If a speaker trails off in the middle of a thought, use ellipses (...) to indicate that the speaker has left the

thought unfinished. This is different from an abrupt speaker shift because the speaker does not finish the

thought and does not change thoughts. For example:

Correct

Stumpkin: Oh it’s beautiful. And uh learning about the Medicis was just great. It was just…

Transcription and Document Formatting

Each transcription and document containing a transcription must be formatted in a very specific way. No

deviation from our provided format is allowed. Follow the below steps to make sure you meet all

requirements.

Download this Template (https://transcribe-checkout.s3.amazonaws.com/Transcribe.comTemplate.rtf),

and transcribe the given recording in the Template document. Use the tips below as you are

transcribing the recording to make it easier for you to format the document once the transcript is

complete.

1.

Insert one ‘tab’ between the speaker name and the spoken dialogue as you transcribe the recording.

Insert a line break between each paragraph as you transcribe the recording.

Bold each speaker label as you transcribe the recording.


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Incorrect

Incorrect

Incorrect

Correct

The given File ID and File Name should be used as the title within the document.2.

Underneath the File ID, you should type out the File Name.

This will be provided to you in the display of each task in WorkStation.

The File ID and File Name should be bolded and underlined.

Save the file using the File ID.

Correct


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File ID: 100-123456-1

File Name: steph_TEDTalk.mp4

Incorrect

100-123456-1

File Name: steph_TEDTalk.mp4

After the document is fully transcribed, highlight all text except for the file ID and file name at the top of

page 1.

3.

Right click on the highlighted text and choose ‘Paragraph’.4.

Under the section titled ‘Indentation’, choose the following options:

Left: 0”1.

Right: 0”2.

Special: Hanging3.

By: 1.25” (This value depends on the length of the longest speaker's name. Choose a number that

indents the dialogue past the length of the longest speaker's name)

4.

Under the section titled ‘Spacing’, choose the following options:

Before: 0 pt1.

After: 0 pt2.

Line Spacing: Single3.

Correct


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Choose ‘Ok’.4.

At the top of the toolbar ribbon, choose ‘Page Layout’. Under ‘Margins’, choose ‘Normal Margins’.5.

Highlight all text and choose the following font specifications on the Home tab of the toolbar ribbon:6.

Font: Verdana

Font Size: 10

A file that is correctly formatted will look like this:7.


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Common Errors

Check this growing list often as you work. We have identified these errors as the most significant contributors

to rejected work.

Commas

Two independent clauses connected by a conjunction require a comma before the conjunction.

Ex: “I went to the store to buy an apple, and my friends made fun of me.”

An independent and dependent clause connected by a conjunction do not require a comma before the

conjunction.

Ex: “I went to the store and bought an apple.”

Use a comma at the end of an introductory phrase.

Ex: “When he ran out of apples, he began to cry.”

Colons vs. Semicolons


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Colons are used to introduce a list or a phrase, often for emphasis.

Ex: “There was only one thing he needed: an apple.”

Semicolons are used to connect two independent clauses that logically belong together.

Ex: “He was having a bad day; there were no apples to eat.”

Starting Sentences With Conjunctions

Don’t do it.

Ex: “But I want to.”

Sorry, this is wrong.

Hyphens and Compound Modifiers

When a compound modifier (a two-word adjective) precedes the noun it modifies, use a hyphen with all

words in the modifier — except when one word is “very” or an adverb ending in “ly.”

Ex: “greenish-yellow apple.”

Ex: “freshly cleaned apple.”


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