Rev: Legal Transcription Style Guidelines

Section 5: Punctuation and Style Guidelines

Punctuation & Style Guidelines

Remember, speakers seldom speak in well-formulated and grammatically correct sentences, and readers do not have the audio to help them understand what has been spoken. Make sure what is transcribed accurately represents what was spoken. As a part of this process, proper punctuation is very important for context and to convey the meaning of the sentence to the reader. 

The guidance and examples given below are just some of the punctuation conventions and rules that you will need to apply working on legal files. Often situations will call for you to use your best judgment based on the context and application of the rules of grammar and punctuation to the best of your ability.

The Double-Dash

We do not use ellipsis in legal files. 

Stutters, false starts, interruptions, trail-offs, et cetera, are formatted using a double dash.

• A double-dash has a space before and after the words it separates: [word][space]--[space][word]

The double-dash (--) is used to punctuate the following: 

Interruptions 

• • (Q) Now let me draw your attention to --

  • (A) Wait a minute. I’m not there yet.

Changes of thought 

• • So that day you left around 10:00 a.m., and then you -- before we get into that, what time did you wake up that day? 

False starts (a change of thought at the beginning of a sentence) 

• I'm not really -- well, tell us about your school.

• Well I -- he didn't tell me he was leaving.

• That -- I hadn't really thought about it.

• So -- but I want to look at this first.

Stutters 

• The last time I -- I saw him, he -- he was fine. 

Change of address (used in conjunction with a paragraph break) 

• Ms. Jones, could you raise your --

• I'm sorry, Mr. Smith. May I swear the witness in?

Use a double-dash for resumed sentences after a cut off:  

Note: If the following sentence after the cut off is a full sentence, do not start the new line with a double dash.

Example:

THE WITNESS (A): I wouldn't --

MS. GAINS (N): Objection. Vague.

THE WITNESS (N): I wouldn't say that I was necessarily in debt after the deal, no.

Things to remember when using double-dashes: 

The first word after a double-dash should not be capitalized, even if it feels like a new sentence. The exception to this is if the double-dash is followed by a proper noun, or a word that is capitalized by common convention. 

• I think I -- could you ask me again?

• Tom left at -- Richard was there that day.

• I'm trying to answer, but I -- I don't really know.

Do not place punctuation immediately before or after a double dash unless it's part of a standard abbreviation or general sentence structure (quoting from a document after a false start or otherwise requires a double dash).

The purpose of this rule is to avoid unnecessary and grammatically incorrect double punctuation that impedes readability. 

Examples:

❌Okay.  But sir, -- okay. Then what?  

✅Okay.  But sir -- okay. Then what?

❌How many times did you -- ?

✅How many times did you --

❌ Did doctor -- Dr. Thomas see you?

✅ Did Dr. -- Dr. Thomas see you?

✅ Reading this, you didn't find -- "There's no findings that explain the tingling." 

Do NOT use double-dashes as em dashes for parenthetical phrases

Note: Do not use em-dashes at all in Legal TC.

❌To start with -- first and foremost -- you have to take motive into consideration.

✅To start with, first and foremost, you have to take motive into consideration.

Periods & Terminal Punctuation

When to use periods: (this list is not exhaustive) 

A period ends a sentence that is a statement or command. A period is a thought separator. 

• I was not driving above the speed limit.

• Please speak louder.

Periods are used after sentence fragments. 

Examples of common sentence fragments at the start of sentences:

• Okay. Tell me more about that.

• All right. What time did you leave?

• Very well. Can you tell me if it was afternoon or evening?

• Fine. That is all the questions I have.

Objections can be sentence fragments, and in that instance a period would be used.

Examples:

• Objection. Compound and vague.

• Objection. Form.

• Objection. Form. Foundation.

Use a period after yes and no at the start of a sentence if what follows DOES NOT echo the previous statement or question. 

Examples:

• MS. ROBERTS (Q): Did you go to the grocery store?

• THE WITNESS (A): Yes. That was my day to do chores.

• MS. ROBERTS (Q): Did you go alone?

• THE WITNESS (A): No. I was meeting friends there.

If what follows yes or no does echo the statement/question use a comma after the yes or no:

Examples:

• MR. THOMSON (Q): Did you go to the grocery store?

• THE WITNESS (A): Yes, I did.

• MR. THOMSON (Q): Did you go alone?

• THE WITNESS (A): No, I was not alone.

Periods follow abbreviated or truncated words. 

Examples:

• Boston, Mass. has always been my home.

• In the case of United States v. Pepperman. 

Note: Even if "versus" is spoken non-truncated, we should still use v. when writing a case caption as noted above.

Periods are not used for acronyms of compound names, words, or titles. 

Examples:

• UNESCO

• NATO

• CEO

• GEICO

• EPCOT

Exceptions are:

• U.S. ( when referring to the country of the United States, to avoid confusion with the word "us")

• Any company names that are acronyms where periods are specifically used.

  • Example:

  • R. J. Reynolds Tobacco Company

Use periods for medical designations that require them per common convention.

If you are not sure, please use Google to confirm. If a designation is acceptable both ways, pick one and keep it consistent in your project.

Examples:

• MD → M.D.

• DO → D.O.

• ❌ E.M.S.

Use a period after an initial in a name. 

• James A. Williams 

Use a period for a decimal notation when "point" is spoken, or when it is part of a common convention. 

Example when "point" is spoken:

• The fish weighed in at 8.2 pounds (spoken → eight point two)

• Example of common convention where "point" may not be spoken:

  • He carried a .45 Magnum (spoken → he carried a forty five Magnum)

When to use question marks: 

The question mark ends a sentence that asks a direct question. 

• Did you know that?

• On what day did you drive to the store?

For the questioning attorney, if it seems like a statement needing to be confirmed, even though it's not grammatically correct as a question, please use a question mark. If it is a lengthy statement, please do not label every sentence as a question, only the one that the attorney seems to want confirmed, or answered at the end. 

• (Q) So looking at this document we had yesterday, that was written by you, I think we have agreed this is authentic?

• (A) Yes, it is.

Indirect questions do not get question marks. 

• I want to know how far it was to his office.

• I'm wondering when the surgery took place.

When the witness repeats the question or part of the question and then answers it, use a question mark after the question and let the rest of the answer stand on its own.

This also applies to any speaker repeating something someone said in a questioning way.

• (Q) Was it after 10:00 that you called that night?

• (A) Was it after 10:00? Yes.

•  (Q) What was the attire for the meeting?

• (A) What was the attire? It was business attire.

• (Q) Do you own a personal computer?

• (A) Do I have a computer? Of course.

•  (Q) Do you remember him?

• (A) Vaguely.

• (Q) Vaguely? Okay. 

If what the witness repeats is not in the form of a question, then it can have either a comma or a question mark, depending on the intonation.

Listening carefully to the intonation of the witness when they respond.

• (Q) Did you join him for dinner after the meeting?

• (A) For dinner, yes. 

OR

• (A) For dinner? Yes.

DO NOT USE EXCLAMATION MARKS AS TERMINAL PUNCTUATION 

The only exception for the use of an exclamation mark is when it is part of a brand or company name.  

• Yahoo! 

Commas

Why are commas important?

Not only does comma placement affect reading comprehension, comma placement can also significantly affect the meaning of a sentence.

For Example:

❌Let’s eat Grandma.

✅Let’s eat, Grandma.

❌I want to thank my parents, Tiffany and God.

✅I want to thank my parents, Tiffany, and God.

There are some specific punctuation preferences with regards to commas in Legal TC: 

Legal files require that we use the Oxford comma.

The Oxford comma is used before the conjunction in a list of three or more items. The comma comes before the "and" in the list.

• I went to the grocery store, the bank, and the pool.

Do not use the Oxford comma if there are conjunctions between each item in a list.

• We bought milk and eggs and bread.

Use commas around the spelling out of words:

• Sarah, S-A-R-A-H, Lyons, L-Y-O-N-S

Do not use a comma after FANBOYS (for, and, nor, but, or, yet, so) unless there is an interjection, filler word, or direct address:

• So was the doctor in the room at the time? ← (no comma after "so")

• So, Mr. Smith, was the doctor in the room at the time? ← (the commas are around Mr. Smith as he is being addressed) 

• She had a lot of money, yet she asked me for more. ← (no comma after yet)

Surround the state when identifying a city and state: 

• Atlanta, Georgia, is where I live.

Exception: When writing a full address, do not place a comma between the state and ZIP Code. 

• 12345 Happy Lane, Lansing, Michigan 49789

Surround the year when identifying a date: 

• March 12, 1967, is when I graduated. 

Surround suffixes to surnames: 

• Jennifer Tate, M.D., and John Tate, Esq., and Mark Carr, RN, and William Red, Jr., etc. 

Surround suffixes to company names: 

• Coca-Cola, Inc., and Part & Parcel, LLC, etc. 

Surround the word when someone addresses someone directly using sir, ma’am, counsel, etc. 

• I said no, Counsel, we cannot. 

• Yes, sir, please do.

• Please, Doctor, show us. 

• No, Ms. Jones, stop.

If what follows yes or no at the start of a sentence echoes the statement/question use a comma not a period after the yes or no. 

A common error made when using commas is the comma splice error

What is a comma splice?

A comma splice occurs when only a comma (with no coordinating conjunction) separates two independent clauses.

Example of comma splice error:

• • ❌Let’s start with the maintenance man, do you recall that individual’s name?

Should be:

• • ✅Let’s start with the maintenance man. Do you recall that individual’s name?

What is an independent clause?

A main or independent clause makes a complete statement and can stand alone as a sentence.

• The witness lied. 

What is a dependent clause?

A dependent clause is a clause that begins with a subordinating conjunction. A dependent clause modifies an independent clause and may function as a noun, adjective, or adverb. It cannot stand alone as a simple sentence.

• She tripped because she didn’t tie her shoe.  (dependent clause in bold)

• When I received my paycheck, I paid the rent. (dependent clause in bold)

When is it not a comma splice error?

If there is a spoken conjunction between two independent clauses, a comma can be used before the conjunction. 

Example:

• ❌I think I’m done, let me just check my notes here.

Should be:

• ✅I think I’m done. Let me just check my notes here.

Filler Words and Parenthetical Phrases 

While reading, if you can remove the clause (or word) and the sentence still makes sense without it, then it most likely is a parenthetical phrase/word or a filler word, both of which would need to be offset with commas.

Note: The clause or word does not need to be related to the full sentence spoken.

FILLER WORD Examples:

• I was, like, at her house

• Then she was just, you know, there.

PARENTHETICAL Examples:

• I had that car, which was my first car, and it was paid for.

• If it were up to me, personally, it would be done.

• I've lived in this house, sounds like a dog barking, for 47 years.

• I told him I would, oops, come to work once he paid me.

Do NOT use double-dashes or em dashes for parenthetical phrases.

Note: Do not use em dashes at all in Legal TC.

Use commas to offset parenthetical phrases:

• ❌To start with -- first and foremost -- you have to take motive into consideration.

• ✅To start with, first and foremost, you have to take motive into consideration.

Hyphens

Some examples of the correct use of hyphens (this list is not exhaustive). 

Sometimes the use (or not) of a hyphen can change the meaning of a word. Be sure you are hyphenating (or not) based on contextual cues. 

• I asked him to re-sign. (a document)

• I asked him to resign. (from his job)

Two or more words that collectively act as an adjective should be hyphenated when they appear immediately before the noun they modify. 

• The victim is being described only as a 25-year-old man.

• That would be the five-year-old. (child)

• Mr. Smith, do you have any follow-up? (questions)

Use hyphens when words are spelled out. 

• It’s M-C-P, as in Paul, H-E-R-S-O-N. 

In instances where numbers above 20 should be written out, for example, at the start of sentences, use hyphens. 

• Thirty-two people attended the seminar that day. 

Use hyphens for writing out fractions 

• She had the two-thirds majority vote.

• I would say I lost about three-quarters of my money. 

Colons, Semicolons, and Conjunctions

Colons and semicolons should be used sparingly in legal files.

• Generally speaking, a colon introduces an element or a series of elements illustrating or amplifying what has preceded the colon.

• A semicolon is most often used to link two independent clauses that are closely related in thought, where a conjunction (such as and, but, or while) is implied and clearly understood, although not spoken.

The following are some instances in Legal files where we would use a colon. This list is not exhaustive: 

Use a colon to introduce a list. 

• We found three items: a gun, a knife, and a canvas bag. 

Use a colon when a question that follows a statement ending with the following verbs to be is introduced by an independent clause. 

• Am

• Is

• Are

• Was

• Were

• Be

• Being

• Been

Examples:

• My question is: Did you see the accident?

• The status of the agreement has always been: We will complete by end of day.

Remember to:

Capitalize the first word after a colon if it:

• Starts a complete sentence

• Is a proper noun

• Is a generally capitalized word

Examples:

• I have two observations about this witness: He has a criminal record and has perjured himself under oath.

• He was elected by three states: Iowa, Ohio, and Utah.

The following are some instances in Legal files where we would use a semicolon. This list is not exhaustive: 

Use semicolons to separate two closely related independent clauses. 

• He taught us to never surrender; resist until the bitter end. (using a comma here would create a comma splice error. Using a period and creating two sentences would also not be wrong as these are two independent clauses.) 

Use semicolons to give clarity in complex lists. 

• The women were Kate; Angela, formerly married to Robert; Jane, now Robert's wife; and Candice. 

Semicolons are used in tag questions of three words. 

• See the guidance below on tag questions and how to format them. 

A note on conjunctions: 

Breaking long sentences and starting a new sentence with a conjunction is only needed for long, run-on sentences: 

• Be careful not to create sentence fragments when splitting up run-on sentences.

The following are examples of sentences that should not be split into two sentences:

• And I don't anticipate that we're going to be long today, but if at any time you need to take a break, just let us know. 

• It depends if I need to get my master's in healthcare administration, but I do also plan on getting my human resource certifications after undergrad.

• Now it's different because I'm at the corporate level, so I don't work on administrative tasks anymore.

Tag Questions

A tag question is a very short clause or a few words at the end of a statement which change the statement into a question.

How to correctly punctuate tag questions: 

If the tag question is a clause containing its own subject and verb, use a semicolon to connect the question to the associated statement. 

• You said she would go there sometimes because she thought it was a nice area, but that she was living with you primarily; is that accurate?

• So since you were a child, she's been receiving disability; is that right?

• Her leg was not broken; is that correct?

• You didn't take out the trash; is that true?

If the tag question is one word asking for confirmation of the preceding statement, use a comma. 

• You said she didn’t like going to the mall, correct?

• You did say that you didn’t know her, right?

If the tag question is a couple words that echo or repeat the verb used in the preceding statement, use a comma: 

• You were going to the store, weren't you?

• Her leg was not broken, was it?

• You didn't take out the trash, did you?

Rule of Thumb for Tag Questions: 

• One-word question: use a comma

• Two-word question: use a comma

• Three-word question: use a semicolon

• Four or more words: start a new sentence

Quotations

The main use of quotes is clarity and readability. The general use of them will be part of your discretion and judgment, but try to err on the side of not using them too frequently. However, there are specific instances in which quotation marks are required and must be used, just as there are instances in which they should not be used at all. Don’t overuse them, but use them when needed to give clarity to the reader.

Do NOT use Quotation Marks: 

Indirect quote:

For indirect quotes do not use quotation marks.

• Offset indirect/implied quotes with commas.

• Do not capitalize the first word of the quote unless the word should be capitalized per common convention.

Example:

• I saw her and I was like, come over tomorrow.

• And then I said, there’s no way I’m giving it back now.

• I was out with her yesterday and she was like, hey, this is not the car we talked about.

• And then she said, I'm going to the store.

Required use of Quotation Marks: 

Direct quote/reading from a document:

Note: When a direct quotation runs into more than one paragraph, place open quotation marks at the start of each new paragraph. Place closing quotation marks at the end of only the last paragraph.

• On Line 16, it says,  "The lease is binding."

• When you read Line 6, does this document say, "You must check this daily"?

Broken quotation: 

• This document says, "This is the amount you owe," and then, "payable today."

• This document says, "This is how," you know, talking about the car, "you change the gears."

Repetition:

When someone repeats back verbatim something said by another speaker earlier in the proceedings, this is treated the same as a direct quote.

You can use quotes when someone is repeating verbatim something that was previously said within the proceeding. Consider the proceeding as a document (one that you're creating). As with reading from any document, make sure it is actually verbatim and not paraphrasing or misquoting. 

• Earlier, you said, "I never wanted to be in that situation again."

• What do you mean when you say, "unfortunate handling of the situation"?

Integrated quote:

Do not use a comma if the quote is integrated into a larger sentence.

• Do you see where it says "$5,000 due at the time of service" on this document?  

• The description references "blue with white racing stripes" in the materials. 

Punctuation and Quotation Marks Together: 

• Commas: place inside quotation marks.

• Periods: place inside quotation marks.

• Question Marks: place inside quotation marks only if they're part of the quote.

• Colons: place outside of quotation marks.

• Semicolons: place outside of quotation marks.

• Double Dashes: place outside of quotation marks if the quote is interrupted or cut off.

• Double Dashes: place inside of quotation marks if the speaker is stuttering or stumbling over what they are reading.

Apostrophes

The following are some instances in Legal files where we would use an apostrophe. This list is not exhaustive: 

Suffixes: Use an apostrophe before adding a suffix to show that a letter, number, or abbreviation has become a verb form.

• Can you tell us who X'd out the total on this page?

• The office star-69'd the phone and got the number.

Abbreviations:

Capitalized abbreviations: No apostrophe needed

Lowercased abbreviations: Use apostrophe

• All of my IOUs were paid. 

• There were so many Ph.D.s in the room that I was intimidated and did not speak much.

• All the c.o.d.'s were routed through my department. 

• He keeps mixing up his a.m.'s and p.m.'s.

Plurals of singular letters: Use an apostrophe for a singular plural letter if not doing so could be misread as a separate word or a typographical error.

• Are there two S's in your surname?

• She never closes her A's and O's when she writes.

• He always dots his I's and crosses his T's.

Plural Form of Unfamiliar or Likely to be Misread Words 

• He mailed all the thank-you's so late that it was an embarrassment to the firm.

• She was told all the do's and don'ts on the first day.

• The only thing we're getting from your witness are a lot of I guesses and me too's.

• We alerted all the pubs and go-go's in town about the counterfeit money.

Capitalization

Try to keep capitalization as limited as possible to proper nouns, such as: names, dates, addresses, direct personal titles, company names, countries, states, races, nationalities, and acronyms 

Specific rules for capitalization: 

Page, tab, line, and paragraph:

Capitalized when referring to a specific one.

Note: You should also capitalize Line Item as a variation of Line.

These items serve as "reference points" within the transcript and so must be capitalized. Other itemizations such as book 7, plot 4, etc. should NOT be capitalized.

Exception:

If it is an officially named system such as within a hospital or prison, you should capitalize.

Examples:

• Please look at Page 15, Paragraph 3.

• Please read Line 2 and the following line as well.

Note: This rule applies to plurals as well.

• Please read Pages 2 through 4.

• Taking a look at Tabs 1, 2, and 3. 

Examples:

• He was housed in Cell Block E.

• I was moved to Wing C in general population.

• She was admitted to Wing 2 of the pediatrics unit.

Court: Only capitalize the word "court" when it’s referring to the judge sitting in the proceeding.

Talking about "the court" that they are currently in:

• The case that this Court ruled on last month said the exact same thing. 

Direct address:

• If it pleases the Court, could we take a brief recess.

Do not capitalize:

• The case that a court ruled on twice is in the news.

• The court in Wilson v. Smith found the physician liable.

Parties and other identifying words (Plaintiff, Defendant, Mom, Grandma, etc.)

Do not capitalize, unless the identifying word can be replaced by a name.

Plaintiff and Defendant, specifically, can also act as a title like Doctor or Judge when used before a name.

Examples:

This is Defendant’s counsel. 

(This is Phil's counsel) - this makes sense so we capitalize.

This is the plaintiff’s attorney. 

(This is the Cindy's attorney.) - this does not make sense so we do not capitalize.

• How was Mom feeling when you went to visit her?

• I represent Defendant John Smith. - capitalize when the identifier is acting as a title.

Official Documents:

Capitalize when referring to the title of a specific document filed in the current case.

Lowercase when referring to the document type generically or as an action.

• The defendant filed a Motion to Dismiss on Tuesday. (Referring to the specific titled document)

• The attorney said he would motion to dismiss if the evidence wasn't produced. 

  • • (Referring to the action/verb)

• Please refer to Affidavit of John Doe, Exhibit B. 

  • • (Title of the document)

• Let's take a look at the affidavit of John Doe, which is Exhibit B. 

  • • (Just saying what the document is; not used as a title)

• In the Motion for Sanctions, we can see he never responded.

  • • (Referring to a motion within the specific case)

Direct Address: When a title is used in direct address or in place of a name,  it should be capitalized.

• I said no, Counsel, we cannot.

• Please, Doctor, show us on the screen there.

• Did you see it firsthand, Officer?

Race or Culture: 

• Do capitalize Black when referring to race or culture.

• Do not capitalize white when referring to race or culture.

ZIP Codes: 

• The word ZIP should be in all uppercase.

• The word Code should be capitalized.

Officially Named Systems and Stages 

• Cancer stages:

• Stage I, Stage II, etc.

Additional examples of when you should and should not use capitalization: 

Brand-name drugs: alprazolam is the drug, Xanax is the brand. 

Note: To maintain a clean record, avoid "logo-styling" for medications. While a label might show a drug in all-caps (e.g., TYLENOL), the transcript should reflect the official written name (e.g., Tylenol). Only use all-caps if the manufacturer’s formal documentation indicates it is a requirement.

Referring to a governmental body:  

• I am certified by the State of Georgia. 

Referring to geography:  

• I live in the state of Florida. 

• I work for the State of Florida in human resources. 

• I am a police officer with the Florida State Troopers.

Job Titles:

When the title is descriptive (what I am): I am the director of human resources.

When it's a formal title before a person's name: Chief Executive Officer Patel addressed the staff.

Educational Degrees:

Specific Degrees: Capitalize the full name of a specific degree.

• Example: I earned a Bachelor of Arts in Psychology.

General References: Do not capitalize the degree when referring to it in general terms.

• Example: I have a master's degree in social work.

The Formal Title vs. The General Description:

• Bachelor of Arts (Formal): This is the specific, proper name given by the university to that exact diploma. When the witness uses the full title (e.g., "I have a Bachelor of Arts"), it acts as a proper noun.

• master's degree (General): This is often used as a descriptive term for the type of degree held. Unless the witness says the full, formal name, "Master of Social Work", it is treated as a common noun and kept in lowercase.