Transcription Style Guide

Complete Transcription Style Guide : Workforce Support
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http://support.crowdsource.com/support/solutions/articles/169070-compl...
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 workforce@crowdsource.com.
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
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
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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 youre 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:
1. Name
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1. Use the full name (if available) on first reference.

2. Use the speaker's first name for the remainder of the transcription.
3. If the speaker's title is known, include the title with each label. Use with the last name (Dr.
Mathews).
2. Title
1. Use if the title is known but the speaker's name is not.
2. Include gender to add more description to the speaker.
3. Doctor, Manager, Male Patient, Female Professor
3. Gender (Woman or Man only)
1. Use the speaker's gender if his/her name and title is not available.
2. Man, Woman
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: Lets get burritos for dinner tonight.
Randy: That would work.
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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.
Remove conjunctions (And, but, etc.) that start a speakers sentence. For example:
Correct
Flo: Thats how I bought a cockroach.
Incorrect
Flo: And thats how I bought a cockroach.
Remove false starts (unnecessary repetition or instantaneous revision of words) in a speakers sentence. For
example:
Correct
Flo: I would like to think that Id have bought it again, if I could do it all over.
Incorrect
Flo: I would like to think, I would like to think that Id have bought it again, if I could do it all over.
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 its 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: Thats fascinating.
[typing sounds]
Retain filler statements such as ugh, um, yeah and so on in your transcription. For example:
Correct
Randy: Yeah, that would work.
Retain conjunctions that start a sentence. For example:

Correct
Johnson: And he just flew away.
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Write out false sentence starts verbatim. For example:

Correct
Johnson: And I think, I think I would like the steak tonight.
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. Youll 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 its 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.
1. 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.
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
2. The given File ID and File Name should be used as the title within the document.
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
3. After the document is fully transcribed, highlight all text except for the file ID and file name at the top of
page 1.
4. Right click on the highlighted text and choose Paragraph.

Under the section titled Indentation, choose the following options:
1. Left: 0
2. Right: 0
3. Special: Hanging
4. 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)
Under the section titled Spacing, choose the following options:
1. Before: 0 pt
2. After: 0 pt
3. Line Spacing: Single
Correct
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4. Choose Ok.
5. At the top of the toolbar ribbon, choose Page Layout. Under Margins, choose Normal Margins.
6. Highlight all text and choose the following font specifications on the Home tab of the toolbar ribbon:
Font: Verdana
Font Size: 10
7. A file that is correctly formatted will look like this:
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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

Dont 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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Complete Transcription Style Guide : Workforce Support

Complete Transcription Style Guide