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Section 6: Legal Transcript Formatting Guidelines
Legal Transcript Formatting Guidelines
Legal Transcript Formatting Guidelines
Technical and Digital Formatting
Technical and Digital Formatting
This section covers the "modern" nuances of the transcript—specifically how to handle proprietary software names, digital contact information, and social media references. While these items might not always have a formal rule in traditional grammar books, following these specific standards ensures the record remains clean, searchable, and professional in the legal landscape.
Stylistic Preferences for Technical and Digital Formatting:
Software and Technical Terms
The legal industry often uses specific proprietary software and technical jargon. To ensure the record looks professional, it is important to follow standardized capitalization and hyphenation for these terms rather than relying on phonetic spelling.
E-Tran: Always use a capital E, a hyphen, and a capital T.
I will send the E-Tran in ten business days.
Digital Identity
In modern testimony, witnesses frequently reference digital contact methods and social media platforms. Use the following formatting to ensure that email addresses and handles are easily identifiable and consistent throughout the transcript.
Email Addresses: Format in all lowercase. Do not capitalize the first letter unless at the beginning of a sentence.
You can reach me at quality@rev.com
Social Media Handles: Use the @ symbol if they say "at" followed by the handle name without spaces.
The Instagram is @littlegreenmachine and it's the same on TikTok.
My Facebook is @SillyGoosePoetry.
His YouTube channel is called Lost Lakes.
Note: If you are not sure how the @ handle is styled, use all lowercase letters.
Websites and URLs: When transcribing website addresses, the goal is to keep the link as clean as possible while remaining faithful to what was actually said.
I found the information on rev.com.
The document is hosted at www.sos.ca.gov
General Business Terms and Abbreviations: Generally, it is acceptable to use common convention for business-specific terms and abbreviations you may encounter in a legal transcript. In some cases, there are preferred formatting standards.
d/b/a : stands for "doing business as"
d/b/a, with slashes and lowercase letters is the preferred formatting when spoken as "dba".
Paragraph Breaking Guidelines
Paragraph Breaking Guidelines
The rules governing paragraph breaks are largely subjective and visual. While there are established specific guidelines for instances when a paragraph must be broken (see below), much of this decision-making relies on your judgment. The key is to ensure paragraphs are succinct and visually easy to read for the end-user.
Overall, avoid:
Egregiously short paragraphs, barring use of the below rules.
Long walls of text.
Don’t feel restricted to a specific paragraph length—single-line strikes and five-sentence paragraphs both have their place. However, do not break a paragraph prematurely just to mirror a brief pause in the dialogue.
Note: This applies even to extended lulls. Long silences or lulls in the proceeding do not require a new paragraph.
The following guidelines on creating paragraphs should be applied to all customers without exception.
Change of address:
If the person speaking addresses a different person, create a new paragraph.
If the change of address is within (Q) or (A) determine if it should not be switched from Q and A to colloquy or vice versa.
Pay close attention to the content. The change of address is not always marked by the speaker using the name or title of the new person they are addressing.
Strike a question:
If the speaker says "strike that" or something similar, create a new paragraph right after that phrase. There is no need to create a new paragraph for phrases like "I'll rephrase" or words to that effect.
Do not delete anything that is said.
If the sentence is not interrupted, transcribe it this way:
If someone is paraphrasing:
If someone is paraphrasing a back-and-forth conversation (he said, she said, I said, etc.), make each person being paraphrased a new line.
Change of topic:
If none of the above rules apply and you still have long paragraphs, a good place to break them would be at a change of topic. This does not mean that every change of topic should be in a new paragraph, particularly if it is a short one-sentence, or one-line paragraph.
Note: If there is no clear change of topic, watch for words like "And also" or "Then," etc. for optimal paragraph breaks that do not interrupt the flow.
Paragraphs and lengthy quotations:
When a direct quotation runs into more than one paragraph, place open quotation marks at the start of each new paragraph. Place close quotation marks at the end of only the last paragraph.
Numbers and Number Conventions Guidelines
Numbers and Number Conventions Guidelines
There are many specific rules for the use of numbers listed below. But please note, in exceptional circumstances when a speaker uses a series of untraditional or incomplete numerical expressions, it is acceptable to transcribe the numbers as words, not digits, in order to keep the record as verbatim and clear as possible.
General number rules:
If it answers the question: which one?
Use digits, even at the beginning of a sentence.
Exhibit numbers, page numbers, paragraph numbers, dates.
Examples:
He went to movie theater 2 to watch it.
He was in stairwell 3 when I caught up to him.
She was in grade 7.
I lived in unit 4.
If it answers the question: how many?
Zero to ten written out.
11 and up in digits.
Write out at the beginning of a sentence.
Example:
This says there were four dogs and 15 cats.
Twenty-nine people were at the party, but only three talked to the police.
If the number at the beginning of the sentence is too long or unclear, digits may be used:
450 people left the arena at the same time.
Single Digits Alone on a Line:
Occasionally, a single digit number that is usually meant to always be a digit will find itself alone on a line. In these cases, it is acceptable to write that number out for clarity to the reader.
Please use your best judgement, but generally this allowance will not apply to these exceptions:
"Which one" numbers (exhibits, pages, tabs, etc.)
Counts and Trauma Center Levels (should always be in roman numerals)
Scales
Ages
While not strictly required, this allowance is permitted to enhance reader clarity and maintain a clear, accurate record.
If single digit numbers that are typically digits are spoken by themselves alone on a singular line, you can write it out.
As spoken:
Attorney: What percent did you have finished?
Witness: 0.
Attorney: 0?
Witness: 0.
As transcribed:
MR. SMITH (Q): What percent did you have finished?
THE WITNESS (A): Zero.
MR. SMITH (Q): Zero?
THE WITNESS (A): Zero.
Percentages are usually always in digits, but in this case, they can be written out.
Exceptions to the general number rules for which you should use common convention number representation:
Telephone numbers: 666-222-3333
Addresses: 2126 West Church Street
Highways: Route 76
Currency: $2,450.06
Dates when in convention of 02-22-2022 or years (2022)
Part of a proper noun
Units of measure. See Measurement below
Rules for currency:
Typically in digits. (See exceptions below)
Do not write out at the beginning of a sentence barring exceptions below.
Use the dollar sign $ only if the speaker says "dollars"
Don’t assume the speaker means dollars. Only use it if it is actually said.
Spoken ➡️ Transcribed
a thousand dollars ➡️ $1,000
a hundred dollars ➡️ $100
Forty-two dollars ➡️ $42
42 bucks ➡️ 42 bucks
Forty-two dollars and sixty-seven cents ➡️ $42.67
Forty-two million dollars ➡️ $42 million
forty-two cents ➡️ 42 cents
Three hundred U.S. dollars ➡️ $300 U.S.
Currency spoken in a list or range:
If a speaker does not use the word "dollar" for each number, write out the number 0-10 and use the word "dollars".
It will cost you one to two dollars at most.
The price went from 50 to 100 dollars in a month.
I would have given him 100, 200, even 300 dollars if he had asked.
Untraditional or incomplete numerical expressions:
While verbatim accuracy is our priority, clarity is the ultimate goal. When the "digits vs. words" rules conflict with readability, prioritize clarity. Use words instead of digits if it makes the record significantly easier for the reader to understand.
He offered one eighty-two five for the property.
(We would not write $182,500 because that was not spoken.)
I made between five, six hundred thousand dollars on that job alone.
(Writing 5, $600,000 makes the range appear to go from a mere five dollars to hundreds of thousands.)
He owed me maybe 50-ish dollars.
My wife makes 100k a year.
Indefinite Expressions:
If a million, billion, trillion, etc. amount is indefinite, use words.
Note: This rule applies to hundreds and thousands as well, even when not in the context of currency.
We are not willing to watch a million dollars go down the drain.
Who dreamed up this million-dollar project?
Over a thousand people watched the fireworks.
I told him a hundred times to check that lock.
Rules for dates:
Always digits.
Include the ordinal ONLY if spoken.
Only type "0" if "zero" or "oh" is explicitly spoken unless writing a shortened year.
Include the word "of" if it is spoken.
Spoken ➡️ Transcribed
August twenty-fifth, two thousand and two ➡️ August 25th, 2002
August twenty-five, two thousand and two ➡️ August 25, 2002
oh two, zero seven, two thousand and four ➡️ 02-07-2004
eight, fifteen, two thousand and two ➡️ 8-15-2002
eight, fifteen, twenty-two ➡️ 8-15-22
two thousand and six, maybe seven ➡️ 2006, maybe '07
Nineteen ninety five or six ➡️ 1995 or '96
January eighth of two thousand and seven ➡️ January 8th of 2007
Three eight of nineteen ninety four ➡️ 3-8 of 1994
Rules for time:
Typically in digits. (See exception below)
If time is spoken using only the number, use numerals and :00. Do not use a.m./p.m. unless it is spoken.
He worked from 9:00 to 5:00 that day.
(Spoken "He worked from nine to five that day.")
She rarely wakes before 8:00 in the morning.
(Spoken "She rarely wakes before eight in the morning.")
If time is spoken using a.m./p.m. then use numerals, the :00, and a.m./p.m.
He left at 1:00 p.m.
(Spoken "He left at one p.m.")
She usually stopped for a break at 10:00 a.m.)
(Spoken "She usually stopped for a break at ten a.m.")
If time is spoken using "o'clock" then remove "o'clock" use numerals and :00.
He arrived at work at 9:00.
(Spoken "He arrived at work at nine o'clock.")
I fetch the kids from school at 3:00.
(Spoken "I fetch the kids from school at three o'clock.")
If time is spoken using a 24-hour clock (military time) use numerals only.
She returned at 2100 hours.
(Spoken "She returned at twenty-one hundred hours.")
She takes a break at 0900 hours.
(Spoken "She takes a break at oh-nine-hundred hours.")
Timestamps
When transcribing timestamp markers in reference to a video or audio being played, use common convention for timestamps.
I'm going to start the video at 00:01:36
(Spoken "I'm going to start the video at a minute 36")
Unconventional speech when talking about time
If someone is speaking of time in an unconventional way, translate it into common convention.
Spoken: I met her at midnight-thirty.
Transcribed: I met her at 12:30.
Some periods of time are more easily readable using words.
I left at a quarter to three.
She showed up at half past five.
It was about 8-ish o'clock.
Specific number rules:
Fractions: Fractions should be written out.
Exceptions:
For technical or long fractions and for musical time references, use digits. If it's at the beginning of a sentence, write it out.
The approval of two-thirds of the organization is required by law.
Our feet contain one-fourth of all the 205 bones that are in our bodies.
Data collection takes up about an eighth of my day.
I erred when I measured it at 5/32 of an inch. (Spoken as five thirty seconds of an inch)
The entries should be 7/32, 9/32, and 13/32 of a centimeter.
The song was written in 3/4 time rather than the 4/4 time that I wanted.
Decimals: Always digits.
It measured about 6.2 on the Richter scale.
Measurement (Technical Units): Always digits.
This applies to:
Length/Height
Weight
Volume/Pressure
Speed
Always spell out inches, feet, yards, ounces, pounds, etc. Do not abbreviate.
3 centimeters
25 acres
8 ounces
1 inch
2 by 4 foot long post
3 1/2 inches
17 miles per hour
For height use ‘ for feet and " for inches, whether it is spoken or not:
Spoken: This report says he's five six.
Transcribed: This report says he's 5'6".
Note: This only applies to human height.
Distance and Time Exception:
Time and broad distance follow the "how many" rule rather than the measurement rule.
Distance (Miles/Kilometers): Treat as how many.
Time: Treat days, hour, minutes, seconds, etc. as "how many"
She ran five miles.
Let's take a ten-minute break.
That took me 15 seconds to read.
Measurement (Medical Significance to the human body): Always digits.
My pulse was 48.
Her vision was 20/20.
Blood pressure was 120/80.
Percent: Always digits. Use "percent" not the % symbol.
This was 5 percent of the usage.
I was 25 percent of the way done when I was interrupted.
Counts: Use Roman numerals. Capitalize Count/Volume/etc.
You are charged on Count III, misdemeanor
(spoken as count three)
Volume I, II, III of the deposition (Volume is capitalized)
Ordinals:
One to ten written out, 11 and up in digits.
Use digits for specific named entities like districts, precincts, courts, etc.
Exception: See guidelines for dates, above
He just started the first grade.
She’s in 12th grade.
I've now told you for the second time.
I got the basket on my 15th shot.
He was assigned to the 1st District.
The officer works out of the 14th Precinct.
Trauma Center Levels: Use Roman numerals. Capitalize Level.
It was a Level II trauma center.
Pain Scale/Scales of any kind: Always digits.
On a scale of 1 to 10, what would you rate your pain?
My pain is about a 4 on most days.
On a scale of 1 to 5, how happy were you to see him?
Years: Always digits. Use an apostrophe for decades.
1995 or ‘95
It was way back in ‘95.
He was born in the '70s.
Phone Numbers: Use digits in the following format.
The phone number is 999-555-5555.
Use dashes, not slashes, and do not insert parentheses around the area code.
Ages: One to ten written out, 11 and up in digits. Do not write out at the beginning of the sentence.
He will be nine on his next birthday.
I started work there when I was 18.
The victim was a 25-year-old man.
Official Documents: Always digits.
Affidavit of Petitioning Guardian that appears at Tab 8 of Mr. Smith’s Affidavit of Documents. I'm looking at Tab 6 of the Affidavit of Petitioning Guardian on Paragraph 2.
Mr. Smith is asking for me to give 401.13(c) as a preliminary instruction.
Numbered Lists: If a "list" is formed or they are counting bullet points, write out the numbers.
He is guilty for three reasons. One, he was there. Two, he had the murder weapon. And three, people saw him there.
The first point I’d like to make is that he broke the law. Secondly, I’d point out that she admitted to being there.
Weaponry: Calibers, gauges, and other weapon dimensions should be written per common convention. Note that the gauge of shotguns is not often written with a decimal.
A Colt .45 was the weapon he used.
We found a 12-gauge shotgun under the stairs.
Where was the 9mm revolver found? (Spoken as nine-millimeter)
The Winchester .30-06 was beyond repair. (Spoken as thirty-ought-six)
Ratios, Probabilities, Scores, and Other Statistics: Always digits. You may use common convention (4:1), for example, in a mathematical expression where not doing so would impede readability.
The doctor told me that 1 in 4 women would get the disease.
The formula called for 5 parts solvent to 1 part detergent.
The motion was defeated 6 to 5.
Mathematical Expressions: Use digits. If two numerical expressions are directly next to each other, write one expression as a word and write the other as a digit. If a comma or other punctuation separates the two numerical expressions, digits may be used for both.
Is 6 times 10 sixty?
(Spoken as: Is six times ten sixty?)
I calculated 32 divided by 6 1/2, 0.22 percent alcohol content.
(Spoken as: I calculated thirty-two divided by six and a half, point twenty-two percent alcohol content.)
It's 4 months times 400. That's 12 weeks times 400: $4,800 roughly.
(Spoken as: It's four months times four-hundred. That's twelve weeks times four-hundred: four thousand eight hundred dollars roughly.)
3 times 3 equals 9.
(Spoken as: Three times three equals nine.)
Redaction Guidelines
Redaction Guidelines
A redaction is when something is omitted from the record. It will typically be a Social Security number, birth date, or name of a minor, but can also be an address or phone number or any other personal information that the attorneys do not want on public record.
Redactions for Adults
Redactions for Adults
Never redact Social Security numbers unless the redaction is specifically requested. They will usually mention something on the record or in the notes.
If redaction is requested for a Social Security number, keep the last four digits
If a redaction is requested use:
XXX-XX-1234
Never redact date of birth unless counsel specifically requested it, or if it is specifically requested in the attached resource documents.
Note: If the speaker does not speak the entire date of the redacted birthday, still format as a full date with eight X's as shown in the example to the right.
If a redaction is requested use:
XX-XX-XXXX
Redactions for Minors
Redactions for Minors
ALWAYS REDACT SOCIAL SECURITY NUMBERS AND BIRTHDATES FOR MINORS.
Note: If the worksheet or other resource has the name spelled out but specifically calls out that the person is a minor, consider this a redaction request.
If they are party to the case:
Redact a minor’s full name only if the minor’s name appears in the case caption or the proceeding is primarily about the minor (such as juvenile dependency or juvenile delinquency).
If the minor is only mentioned or discussed in another type of case (for example, a dissolution of marriage), do not redact unless explicitly requested.
Examples of minor names in the case caption may look like:
IN RE: [Minor Name]
STATE v. [Minor Name], a minor
Barbara Smith a/k/f to [Minor Name], a minor
If a minor's first name is spoken as Joshua: J. (with a period)
If a minor's name is spoken in full, ie. Joshua Smith: J.S. (with the periods)
If there are two minors with the same initials in a proceeding, use the first and second letter of the first name and the initial of the surname:
Example: If the minor's names are Anne and Amy Smith use:
An.S. and Am.S. (if the full name is spoken)
An. and Am. (if only the first name is spoken)
Please follow these guidelines regardless of how a customer chooses to show a redaction in their resources.
If a customer shows that Amy is a minor and notes A.T.S. as her initials, still transcribe as A. when the first name is spoken and A.S. when the full name is spoken.
💡If a minor's name is redacted use their initials as the speaker label if they are not appearing as a witness.💡
When a redacted name is spelled out:
Spoken: My name is Jayne, spelled J-A-Y-N-E.
Transcribed: My name is J., spelled J.
Redactions of "Confidential Information"
Redactions of "Confidential Information"
It is important to distinguish between confidential proceedings (where the entire session is private) and specific redactions of sensitive information. A redaction request typically occurs when a specific piece of data—such as a home address, or a trade secret—must be removed from an otherwise open transcript.
In these cases, where using X's would be visually confusing or result in a word of excessive length, we use a specific formatting standard to ensure the record remains professional and readable while maintaining total confidentiality.
Example:
(If an address is requested to be redacted)
As spoken:
Attorney: And what is your current address? We will redact for the record.
The Witness: 12345 Lucky Lane, Lansing, Michigan.
As transcribed:
MR. SMITH (Q): And what is your current address? We will redact for the record.
THE WITNESS (A): [REDACTED]. <-- This is one of the few times use of brackets is acceptable.
Confidential Exhibits
Confidential Exhibits
It is common for specific exhibits (documents, photos, or recordings) to be marked as "Confidential" or "Under Seal." However, it is important to note that no action should be taken by the transcriber to redact or note this status within the transcript text.
Unlike a confidential proceeding (which affects how the entire file is handled) or text redactions (which are typed into the dialogue), exhibit confidentiality is managed separately. These exhibits are handled through admin pages attached to the transcript during the final processing stages and are not completed at this step in the transcription process. Simply transcribe the references to the exhibits exactly as spoken without adding any "confidential" notations yourself.
There could be instances where the request comes from speakers or the worksheet, and the representation requested for the redaction may vary from this guidance.
💡In those cases, follow the Worksheet or verbalized direction.💡
When an attorney says "strike that" is that a redaction request?
When a party says "strike that" or "withdrawn" this is not a redaction request.
NO CONTENT SHOULD BE OMITTED.
Create a new paragraph for anything they say after the "strike that" or "withdrawn".
Example if the sentence is interrupted:
Example if the sentence is not interrupted:
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