Grammar, Capitalization and Punctuation

Grammar

The No. 1 rule is: type as dictated. Do not correct a client’s grammar.

It is important to be well-versed in proper grammar to ensure you do not confuse similar words/phrases. There are a variety of words and phrases that sound the same but are different grammatically. Typists are expected to use the correct word in these instances. Find a grammar resource online to help you if needed.

Slang and Pause Words in Regular (non-verbatim) Jobs:

Clients often use slang words in regular, non-verbatim jobs, but do not expect that slang to be transcribed verbatim. In regular jobs, please do not type any slang or pause words, unless they are used in a direct quote. Below are some examples:

Spoken	Transcribed As
'cause	because
'til	until
wanna	want to
gonna	going to
thru	through (i.e., walk through, not walk thru)
uh; um; er	Do not transcribe!

Contractions

Contractions should be typed as dictated, unless a client specifically requests no contractions. In that circumstance, break the contraction out into the appropriate words.

Spelling

Appropriate spelling is expected in all documents, but it is not expected that typists will spend time researching the spelling of complex terms or names. If a client dictates a name or difficult term without spelling it, check the following places to help you:

Client's word list
Custom file name (sometimes clients include name spellings here)
Client's template/letterhead (if it is being used on the job)
SpeakWrite word list

Spellings provided in any of these methods should be used.

Do not correct spelling errors made by the client.

Blatant Typos

Blatant typos are considered serious errors, because it is every typist's responsibility to visually proofread their own work and run Spell Check before submitting a document. A blatant typo is a word that is obviously misspelled and would have been caught by Spell Check or a visual read through of a document.

It is unacceptable to leave blatant typos in a document. Do not ignore Spell Check when you run it before submitting a document.

Capitalization

Clients expect that only words that meet the following criteria will be capitalized:

It is universally capitalized (proper nouns, names, etc.)
The client dictates that it be capitalized
It is capitalized on the client word list
It is capitalized on the SpeakWrite word list
It is an object followed directly by a number (e.g. Page 14 or Page No. 14, depending on how it is dictated)**
It is a title followed directly by the name (e.g. Judge Jones, Attorney Smith)

** Note that a letter can also be used just like a number in this situation (Exhibit B; Suite M), and capitalization is required here as well.

ALL CAPS should only be used if the client specifically requests “all caps” while dictating, if the client dictates an acronym, or if the client requests “caps” for a heading. All other requests for capitalization should be typed as initial caps only.

Pleading Title Capitalization Rules

Within the text of a document, a pleading title should only be capitalized if:

The pleading title appears initial capped in a word list or a client template you're using; or
The client requests the capitalization; or
The pleading is referenced as being attached to/enclosed with the document you are typing, either in the text of the document or in an Enclosures section; or
The date/filing date of the pleading is referenced; or
You are typing the pleading itself, and the client gives the title of the pleading within the text of the document.

Punctuation

Our rules on punctuation are really very simple. Any punctuation dictated by the client should be included and typed as dictated. Other appropriate punctuation must be added when not dictated by the client.

For a sample of SpeakWrite's preferred punctuation rules, see below. This is not an exhaustive list. ALL appropriate punctuation should be included in SpeakWrite documents.

APPROPRIATE PUNCTUATION RULE	INCORRECT	CORRECT
Do not form incomplete sentences.	We went to the store. To buy some bread.	We went to the store to buy some bread.
Do not form run-on sentences.	We went to the store, the manager said it was closed.	We went to the store. The manager said it was closed.
Use commas before and after identifying or interrupting words or phrases.	The supervisor Mr. Smith met with us yesterday afternoon. His first name I think is George.	The supervisor, Mr. Smith, met with us yesterday afternoon. His first name, I think, is George.
Use a comma before a coordinating conjunction (for, and, nor, but, or, yet, so) that separates two independent clauses.	We are awaiting the final report and we will forward it to you as soon as it arrives. We are awaiting the final report. And we will forward it to you as soon as it arrives.*	We are awaiting the final report, and we will forward it to you as soon as it arrives.
Use commas after introductory words, phrases or clauses in a sentence.	In addition to the report we will also forward the photographs. However the witness statements will be sent later.	In addition to the report, we will also forward the photographs. However, the witness statements will be sent later.

Hyphens and Dashes

Typists are expected to understand the difference between a hyphen and a dash, and be able to use them appropriately. Often clients use the words "hyphen" and "dash" interchangeably. No matter which term the client uses, please type the version that is correct in the sentence.

Example: If the client dictates a date as "four dash three dash twelve", the date should be typed using hyphens instead (4-3-12).

Hyphens

Dashes

In SpeakWrite work, hyphens are only used:

If a client dictates them
They're in a word list (client's or SW word list)
In a compound adjective preceding a noun

Use a hyphen to connect most compound adjectives that come directly before a noun (whether or not the client is dictating punctuation). If the noun is implied or missing, no hyphen is used unless the client dictates it.

out-of-pocket expenses
well-known physician
above-referenced matter

Do not place a hyphen between an "ly" adverb and a participle. For example:

a widely known fact

Always use an en dash (–) and leave a space before and after it. Do not use hyphens where dashes should be located.

Do not use the en dash in place of "to" or "through" when the client dictates a range. It should be used only when the client says "dash" or "hyphen" in between two words.

For using dashes in Group Conversations please see the Using Dashes article in the Group Conversation section of the OLH.