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Style Guide
Introduction
The following Style Guide outlines formatting guidelines for Clean Verbatim transcription style, tag usage, grammar, and punctuation. These rules have been implemented to meet the particular demands for transcription at TranscribeMe, and Transcribers and QAs are expected to adhere to these standards in their submitted work.
General Expectations
You will be held to the following expectations in your work at TranscribeMe:
● Style guidelines on the right of the WorkHub screen must be strictly followed. This includes adhering to the correct style, Clean Verbatim or otherwise, and the proper spelling (i.e., American or Commonwealth English). Check the style guidelines for every file. ● Accuracy: You must strive to capture all speech relevant to the file. For words you cannot understand, use the appropriate tag(s) as detailed in the Speech Tags section. ● Research every name, company, and term mentioned in the audio to determine the proper spelling and formatting. If you find multiple accepted spellings, choose one and be consistent. ● Spelling and grammar: You should demonstrate a strong grasp of English grammar, spelling, and punctuation. Carefully proofread and spell-check each file before submitting it. ● Be consistent in each file. This includes consistency in spelling and punctuation style. ● Communication: When you encounter something unusual, such as an entirely silent or foreign file, please send a Help Desk ticket.
Difficult Audio
Some files may be difficult to transcribe due to poor audio or the speakers' speech patterns (thick accents, speaking fast, etc.). We don't expect perfection in such cases, but please give your best effort even when transcribing poor-quality audio. Here are some tips for handling tricky audio:
1. Replay problem sections, adjusting the audio speed down and up. Using a built-in audio enhancing program or extension may help reduce background noise or clarify fuzzy audio. 2. Context is key. Relistening to the entire file is crucial to deciphering words you struggled with the first time. Perhaps the word or phrase was said more clearly later in the file, you become accustomed to the speakers' voices, or you deduce what was said based on context. 3. Read for clarity. If what you have transcribed makes little or no sense, you have likely misheard something. For example, if you type, " Funs of people will be there," listen again and decide what fits: " Tons of people will be there." Don't transcribe words that don't make sense in context. 4. Use tags when necessary. If you cannot decipher the words after trying the above steps, then use the appropriate tag(s) as described in the Speech Tags section.
Spelling and Formatting
Spacing
One Space Between Sentences
At TM, we leave one space between sentences, not two. Only press the spacebar once after each sentence. You can use the Find function to search for extra spaces.
Change of Speaker, New Line
To indicate a change of speaker, simply create a new line in the transcript by pressing Enter/Return once. Pressing Enter twice is also fine but unnecessary. It will look like this (speaker identification is not added at the transcription phase):
Hi, I'm Don. Hi, I'm Jill. And my name is Dave. Welcome to our podcast.
Paragraphing
In addition to creating a new line for each change of speaker, we also split long single-speaker monologues into paragraphs at obvious changes of topic. As with a change of speaker, hit Enter once to create a new line. Although paragraph sizes will vary, a paragraph shorter than 40 seconds is likely too short, while monologues over 2 minutes may need to be broken up at a logical topic change.
Spelling
Regardless of the speakers' accents in the audio, we transcribe using American spelling and punctuation unless otherwise specified (see Commonwealth Spelling below). For grammar and spelling issues not addressed in this Style Guide, TM defers to the Chicago Manual of Style (CMOS) and Merriam-Webster dictionary (M-W). Note that purchasing a subscription for CMOS or M-W is not required.
TM-Specific Spellings
Please adhere to these spellings in your work at TM:
Yes → okay / all right / a lot / etc. / US and USA / email / internet / healthcare No → OK or 'kay / alright / alot / et cetera / U.S. or U.S.A / e-mail / Internet / health care
Commonwealth Spelling
We also receive special accent files that require Commonwealth English spellings. These files will show the accent's associated country code in the style guidelines: GB (British), AU (Aussie), NZ (Kiwi), SCT (Scottish), or IE (Irish). To gain access to such files, you must pass the corresponding Accent Exam on your Exams tab.
Spelling Words Out
Individual letters are capitalized. If a speaker spells out a word, we transcribe the letters spoken, with each capital letter separated by hyphens. Don't hyphenate acronyms, codes, or serial numbers unless the
Exclude Background Speakers
If people are speaking in the background but the file's main speakers have no interaction with them, do not transcribe the background speech. Background speech can include conversations of other diners not at the speakers' table in a restaurant, a PA system announcement, or voices coming from a TV or radio. But if the main speakers interact with or acknowledge the other speaker(s), they become relevant to the transcript and must be included.
For example, if a waiter at a restaurant takes your main speakers' orders, this exchange must be transcribed, but don't transcribe the same waiter taking an order at another table. Likewise, transcribe speech coming from a PA system, TV, or radio if the main speakers comment on it.
Stutters and Stammers
We remove repetitive words and sounds made while a speaker is stumbling over their thoughts. If, however, the repetition adds meaning or emphasis, include it.
Said: Re-repeated s-s-sounds such as st-st-st-stammers and stutters should, should not be, be tr-transcribed. But it is very, very important to include words that are repeated for emphasis. Yeah, yeah, yeah. People do do that sometimes. Type: Repeated sounds such as stammers and stutters should not be transcribed. But it is very, very important to include words that are repeated for emphasis. Yeah, yeah, yeah. People do do that sometimes.
Filler Words
Remove filler words such as uh , um , er , hmm , uh-uh , or mm-hmm unless it adds crucial meaning, e.g., being the only answer to a direct question. In such cases, we adhere to these spellings:
Affirmative: uh-huh / mm-hmm Negative: uh-uh / nuh-uh / mm-mm
Note in this example how filler words are excluded unless they are the only answer to a question.
Said: Did you go to the store? Mm-hmm. Yeah, I went last night. Mm-hmm. Hmm. Did you get milk? Uh-huh. Uh-huh. Okay. Thanks. Hmm. Are you ready for, uh, dinner now? Mm-hmm. Hey, did you see the news tonight? Type: Did you go to the store? Yeah, I went last night. Did you get milk? Uh-huh. Okay. Thanks. Are you ready for dinner now? Mm-hmm. Hey, did you see the news tonight?
Thinking Sounds
Do not transcribe meaningless thinking sounds.
Said: I want a... buh… tk tk tk... pizza. Type: I want a pizza.
Informal Speech
People often speak in ways that do not conform to formal writing conventions. This section will outline how to handle common transcription situations that aren't addressed by standard grammar rules.
Conjunctions and Interjections
Include conjunctions and interjections at the beginning, middle, or end of sentences as spoken. If a speaker finishes their thought with or , so , or but , we offset it with a comma.
And I wanted to get a new dog, but. Ah, okay. Yeah, yeah, yeah. So why didn't it work out? Well, it was just like, "This dog won't work." Aw, that's too bad. So was that the only reason, or? Oh, and he kind of smelled too, so. Ugh. That's a shame.
Contractions
Transcribe contractions as spoken. If a speaker says they're , transcribe they're NOT they are. If they say they are , transcribe they are , etc. The contractions for could have and the like are could've NOT could of , etc.
No → could of / should of / would of Yes → could've / should've / would've
Informal Pronunciation
Transcribe informal words with their proper spelling, not based on pronunciation or accent. We make an exception for the following frequently used words, with these spellings: gotcha , y'all , ain't , and I'ma. Note that we only use these spellings if the speaker actually says it that way; if they say got you , then transcribe got you.
No → gonna / gotta / wanna / kinda / sorta / coulda / 'cause or cuz / goin' / ya Yes → going to / got to / want to / kind of / sort of / could've / because / going / you Yes → gotcha / y'all / ain't / I'ma
Said: Pacifically, I axed 'im if he was gonn' go ta 'em stores where they be sellin' milk. I coulda just gone myself, but. Gotcha. Well, y'all ain't gonna believe this, but I'ma talk ta him 'bout that right now. Ya hear me? Type: Specifically, I asked him if he was going to go to them stores where they be selling milk. I could've just gone myself, but. Gotcha. Well, y'all ain't going to believe this, but I'ma talk to him about that right now. You hear me?
Cleaning Up False Starts
If a false start consists of three or fewer words , omit the error and transcribe the corrected sentence. In doing so, remember we only remove what's to the left of the dashes. Partial words should not be transcribed or included in the word count. DO NOT remove false starts of four or more words, even if the speaker-- even if the speaker repeats the exact same thing.
Said: We're out of oran-- apple juice, and I have to eat-- leave soon. Do you want to go to the mall with-- to the store with me to get groceries? I mean, we really need to get-- really need to get more orange juice-- more apple juice. Type: We're out of apple juice, and I have to leave soon. Do you want to go to the mall with-- to the store with me to get groceries? I mean, we really need to get-- really need to get more apple juice.
When a speaker says multiple false starts in a row, we abide by the three-and-under removal rule for each false start.
Said: Here's an example of-- an example-- here is a case-- here is-- I guess I'm using a-- there's a lot-- this is a lot of false starts. Type: Here's an example of-- here is a case-- I guess I'm using a-- this is a lot of false starts.
Exceptional Cases
If a short false start conveys crucial meaning, include it. A common example is when a speaker says something to correct him- or herself before moving on such as or , I mean , I'm sorry , or excuse me.
I went to the mall-- I mean, to the store and bought groceries. He attended East Middle-- or, wait, West Middle School. The most famous cartoon is Donald-- I'm sorry, Mickey Mouse.
Interruptions
In conversation, speakers often interject or talk over one another. If an interruption occurs as a speaker is finishing their thought, end their line with closing punctuation then begin a new line for the interjecting speaker as normal. We don't indicate the interruption in such cases.
What is your name and your age, please? Fernando, and I'm 54 years old.
Continued Interruptions
When a speaker interrupts someone in the middle of their sentence and the interrupted speaker continues the same thought after the interjection, we mark their broken-up speech with double dashes. Attach the dashes to the last word before the interruption, then create a new line for the interjecting speaker as normal (with a capital letter and no dashes). On the next line, we continue the interrupted sentence with double dashes, no space , then the next word in lowercase (except for proper nouns).
Now I'm going to tell you exactly-- Wait a minute. --what I did in the 30 years I worked for the company.
Unfinished Interruptions
If the speaker doesn't finish their sentence after being interrupted, mark the interrupted thought with double dashes, but begin their new thought as normal, with a capital letter and no dashes. For unfinished questions, place a question mark after the dashes with no space in between.
I think-- So did you--? Sorry, you go ahead. Did you have a good time-- I didn't catch that. What did you--? --at the party the other night? Oh, yeah. It was great.
Feedback Words
We define feedback words as any generic word or phrase spoken while another person is talking, when the purpose is merely to show that they are listening or to passively acknowledge what the other speaker says. We remove feedback unless it leads to further speech by the same speaker or someone responds to it. Common feedback words include, but are not limited to, phrases such as yeah , right , okay , got it , and great.
Said: So I walked all the way to the mall yesterday. Right. Gotcha. I got a new job working for-- A job. Sounds great. --a family friend-- Yeah. Great. --at one of the kiosks in the parking lot. Okay. Great. Yeah. And which kiosk are you working at? Type: So I walked all the way to the mall yesterday. I got a new job working for-- A job. Sounds great. --a family friend at one of the kiosks in the parking lot. Okay. Great. Yeah. And which kiosk are you working at?
Notice in the above example that we include longer phrases and specific comments, such as in A job. Sounds great. We also transcribe words (which would otherwise be removed as feedback) if they lead into other speech by the same speaker, as in the example of Okay. Great. Yeah. And which kiosk…
Tags
Carefully adhere to the following tag guidelines. DO NOT use tags that are not listed below. Your work may be rejected for misspelling or using incorrect tags. Ignore nonverbal sounds not addressed by our listed tags.
Tags are always in lowercase letters , even at the beginning of a sentence, and within square [ ] brackets. The only exception to the tags-are-always-lowercase rule is the Guess tag, which adopts the text and formatting of whatever your guess is.
Bilingual and Entirely Foreign Files
We sometimes receive bilingual files, which may be noted in the file's style guidelines. In such cases, transcribe any English conversation you hear and use a [foreign] tag for non-English conversation. DO NOT transcribe any English words or place names, etc., that are interspersed in a foreign conversation. If your entire file is in any language other than English, submit a Help Desk ticket with the Job or Session ID.
Guess Tag
If you're not sure what is said but you can make a reasonable guess that fits the context, put your guess, followed by a question mark, into brackets: [your text here?]. Unlike the other tags, the Guess tag is formatted (i.e., capitalized or not) to reflect your guess. The text within the tag can comprise a single word, like [this?] , or it may be a short phrase, [something like this?]. The full guess goes into one tag.
She vacationed in [Mongolia?] and [Siberia?] for spring break [last year?].
If you can't tell if a speaker is saying one thing or another, DO NOT put two guesses within the same tag. Decide what is most fitting based on context.
No → He gave away [three/free?] kittens. Yes → He gave away [three?] kittens. Yes → He gave away [free?] kittens.
Solid Block of Tags
With poor audio where it's difficult or impossible to follow the dialogue (e.g., due to loud noises in the audio, mumbling speakers, excessive crosstalk, or a completely foreign conversation), instead of cluttering the transcript with consecutive tags, simply mark with one tag and punctuation. In other words, if you have more tags than actual text, it's best to use just one tag. But if you can pick out meaningful phrases, then please do so, even if multiple conversations are happening simultaneously. Focus on one voice at a time for best results.
Heard: Okay, class. Discuss amongst yourselves for a few minutes. [crosstalk] the [crosstalk]. But [crosstalk]. [inaudible] [laughter] [inaudible]. I think [crosstalk]. [crosstalk]. Yeah, [inaudible]. Okay. Are we all finished? Type: Okay, class. Discuss amongst yourselves for a few minutes. [crosstalk]. Okay. Are we all finished?
Speech Tag Summary
The [inaudible], [crosstalk], [foreign], and Guess tags stand in for speech you are unable to decipher. Please strive to discern what is said before using these tags. For example, if there's a loud noise in the audio but you can still hear the speaker, then transcribe the words, NOT a tag. If you can find the term(s) through research or by replaying the audio at a slower speed, then please do so. Likewise, if two speakers are talking over one another but you can understand one or both, then transcribe the words and only use the [crosstalk] tag for the words you couldn't catch. If the speakers include a foreign word or phrase that you can find with an internet search, transcribe what they say.
The speech tags belong within punctuation on their respective speaker's line as the text would have been. If a speaker says something but you cannot understand any of it, the tag rests on its own line with appropriate punctuation. Remember that each speaker gets their own line.
We're going to keep talking even though [inaudible], and then we can [inaudible]. What? I can't [inaudible]-- [foreign]. Hey, don't interrupt me. Was he even [speaking English?]? [Go ask them?] [crosstalk]-- Let's go over to that super [busy coffee shop?]. I'm sure [laughter] [inaudible].
Nonspeech Tags
The tags we use to represent nonspeech sounds are [silence] , [music] , [applause] , and [laughter]. Ignore any nonspeech sounds (coughs, sneezes, sighs, ringing phones, barking dogs, nuclear explosions, etc.) not addressed by these tags.
[silence]
Use the [silence] tag to denote at least 10 seconds of no speech, music, applause, or laughter. Remember to place this tag on its own line with no punctuation. During the period of silence, ignore other noises or utterances that aren't usually transcribed, such as filler or feedback words, thinking sounds, etc. If most or all of your file is silent, send a Help Desk ticket and include the Job or Session ID.
Okay, class. Take five minutes to write your answers. [silence] Time's up. Let's see what you wrote.
[music] and [applause]
Place the [music] tag to note music relevant to the audio, such as the introductory theme music to a podcast. Do not use this tag for background music, e.g., something playing on the radio or at a restaurant (unless the main speakers mention the music). Use the [applause] tag to represent relevant applause.
[music] Please give a warm welcome to Dr. Frankenstein. [applause] He's discovered a permanent cure for allergies [applause] and is ready to share it with the world. Thank you for that introduction, Mary. Play the slides, please. [music]
[laughter]
The [laughter] tag is placed at the point where loud or relevant laughter occurs in the file. DO NOT place this tag on its own line, and don't tag every giggle or chuckle scattered throughout a conversation unless crucial to context. If the [laughter] obscures a speaker's words, you may have a [laughter] tag followed by [inaudible].
Someone once asked me, "What do you do if someone rolls their eyes at you?" and I said, "Well, I usually just roll them back." [laughter] Ew, Dad. That's gross. That's like the time you told me to put a frog [laughter] [inaudible] bath. Well, both you and the frog survived, didn't you? [laughter] I guess so.
Consistency
Where multiple numbers occur within the same sentence or paragraph, format them consistently in the immediate context. If, according to our rules, you must use numerals for one number in a certain category, use numerals for all in that category. Items in one category may be formatted as numerals while items in another are spelled out.
● A mixture of buildings - one of 103 stories, five of 50 or more, and a dozen of only 3 or 4 - has been suggested for the area. ● He had 15 ties but only 2 socks. (Both are the same category, articles of clothing) ● It's $3 for one and I had five of them.
Conventional Formatting
Transcribe common terms and names according to standard convention, even if it clashes with our usual style for spelling, numbers, symbols, and punctuation.
● Q&A / R&D / M&A ● and/or / 50/50 / 24/ ● Mazda 6 / Windows 7 / iPhone 5s ● Elizabeth II / World War I (Said: Elizabeth the second , World War One ) ● type 2 diabetes ● 6'2" (Said: six two or six foot two or six foot two inches , referring to height) ● a Title IV school ● Interstate 7 ● 2x4s / 8.5x11 (Said: two by fours , eight and a half by eleven ) ● 401(k) ● K-8 (Said: K through eight , K to eight , or K eight )
Military Time: ● 0600 hours (Said: oh six hundred hours ) ● 1400 (Said: fourteen hundred )
Phone Numbers: ● USA: 1-508-555-2232 / 1-800-686-MORE ● UK: 44 7700 900632
Social Security Numbers: ● USA: 123-45- ● UK: QQ 12 34 56 C
Serial Numbers: ● Patient ID number 0543268 ● Product number 2256-4012 (If the dash is spoken or known from context)
Numbers That Are Always Spelled Out
Fractions
Spell out fractions. Any whole number preceding the fraction will follow our standard number rules.
● Eleven-thirteenths ● Three and a half apples ● 12 and one-tenth of a percent
Inexact Numbers
When a person gives a rough estimate of a large number, spell it out in words.
● Tens of thousands of birds ate a couple hundred pancakes. ● It cost hundreds of dollars to fix dozens of fallen fences.
Exact numbers used as part of an estimation still follow our usual rules.
● Eight or so cats ● 30-some thousand bean bags ● 50-plus years old
Very Large Numbers
The word million and larger numbers - billions , trillions , etc. - are spelled out; however, the number part follows our usual rules. Use numerals for very specific large numbers.
● Five million chocolate bars ● 15 billion gallons ● 10,506,012 diapers
Numbers That Are Always Numerals
Money, percentages, decimals, scales, times, dates, addresses, religious references, and math equations should be written numerically, with our approved symbols when spoken.
Money
We transcribe money in numeric form. Do not use a currency symbol unless it is stated, and remember to only use our approved currency symbols ($, £, and €).
● The hat cost 11.50. (Said: eleven fifty ) ● I wish I had $5 million, but I only have about 15K. ● 8 grand / 12 sterling / 5 bucks / 8 cents
Inexact numbers are still spelled out.
● My car is worth thousands, but my house is worth hundreds of thousands.
Percentages
We format percentages as numerals. Remember to use the % sign except for ranges.
● 2% ● Between 6 and 7 percent
Decimals
Decimals should be formatted as numerals. If the number is less than one, we include a leading zero to make the decimal more readable (e.g., transcribe point six as 0.6 ). You can also transcribe decimals based on context, even if the speaker doesn't say the word point.
● The average score was 65.3, give or take 0.75. (Said: sixty-five point three , point seven five ) ● The renovation cost 1.5 million. (Said: a million five ) ● My favorite burger costs 3.99. (Said: three ninety-nine )
Punctuation
You are expected to demonstrate a firm grasp of sentence structure and punctuation in your work at TranscribeMe. This Style Guide is not intended to be a thorough reference for English punctuation; however, what follows may be helpful for situations specific to transcription and to prevent common mistakes.
Sentence Structure
Run-On Sentences
Whenever possible, break up long-winded or run-on sentences into separate full sentences. In doing this, it's okay to start a sentence with a conjunction, but don't make the sentences choppy.
Sentence Fragments
Don't break up long sentences by separating them into sentence fragments, i.e., incomplete sentences. Even if a speaker pauses between clauses, please punctuate as per standard English conventions. It helps to proofread and punctuate without listening to the audio so as not to be influenced by the speaker's style of speech.
Yes → I love speaking in long sentences, although they can be tough to transcribe. No → I love speaking in long sentences. Although they can be tough to transcribe.
Single Dashes
We use single dashes to offset information within a sentence when either a complete sentence or a list of items is inserted into the main sentence, providing we convey the speaker's intent and the sentence outside the dashes would still flow if the text between the dashes were removed. Place a space before and after each dash.
● As soon as we go to the bookstore - there are several of them down this street alone - we can go home. ● 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 the additional information is neither a list nor a complete sentence, use commas rather than dashes. If the surrounding sentence would not be cohesive if you removed the additional information, treat it as a false start.
● As soon as we go to the bookstore, which is down the street, we can go home. ● The teacher, who is obviously really smart, thought my idea was inventive. ● As soon as we go to the bookstore-- there are several of them down this street alone. After the store, we can go home
Punctuation between Single Dashes
For questions inserted between dashes, punctuate with a question mark before the closing dash. Use a semicolon rather than a period to separate two sentences between single dashes.
● After we left the theater - have you seen Avengers yet? - we decided to get ice cream. ● We need to make the desserts - you make apple pie; I'll make a cake - before we are ready to leave.
Colons and Semicolons
Colons and semicolons should be used sparingly in transcription. Only use a colon :
1. When you have a complete sentence introducing a list. ● I will need very few supplies for school: pens, paper, and highlighters. 2. For a complete sentence introducing another complete sentence or thought. ● Let me assure you of this: our potential with Africa is limitless. ● The word was out: smoking causes cancer.
And you may use a semicolon :
1. To join two closely related sentences without a conjunction. ● I don't like ice cream; I prefer cake. 2. To separate items in a complex list where the items contain internal commas. The semicolon in such cases clearly distinguishes each list item. ● 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. ● Adelaide, Australia; Rotorua, New Zealand; Taveuni, Fiji; and Hauula, Hawaii are my favorite vacation spots.
Commas
This section will outline a few quick guidelines to prevent common comma errors. If you need more help with comma usage, you can find explanations for specific rules on the Grammarly Blog.
When to Use a Comma
Before a Conjunction between Two Complete Sentences
Use a comma before a conjunction connecting two complete sentences. You may omit the comma for short sentences of fewer than 10 words.
● She looked over my proposal, and she approved of the whole thing. ● She looked over my proposal and she approved it.
Oxford Comma (a.k.a. Serial Comma)
When transcribing a list of three or more items, place a comma after each item, including the final item before the conjunction. If the list items are separated by conjunctions, do not use commas.
● We had apples, bananas, and strawberries in the fruit salad. ● We had apples and bananas and strawberries in the fruit salad.
Direct Address
When a speaker addresses someone, offset their name (or title, etc.) with a comma or a pair of commas.
I told you, sir, that this wouldn't work. Jim, you didn't even give it a chance. Thanks for your input, Nancy.
