What Format Should I Use?

To decide the correct document formatting, you must listen closely to the dictation.  Typically, a client will tell you what type of document is being dictated (such as a letter, memo, pleading, etc.) at some point during the dictation.  However, when a client doesn't specifically state what type of document they are going to dictate, you will need to listen for more information. 

If no formatting instructions are given (either written or verbal) at any time during the audio, and the client just dictates paragraphs with or without headings, go ahead and format it as a standalone document, using SpeakWrite's default .

Document Formats

Billing

Many of our attorney clients use SpeakWrite to dictate their billing.  Billing dictations can be typed by both general and legal typists.  If the client doesn’t use a billing template, you'll have to listen to see how the client wants these things formatted.  Here are some examples:

1. If the client asks for columns (date on the left, narrative on the right, for example), then use date/time report format for two columns:
   
   
   
   
2. Use a table for more than two columns, adjusting the column width appropriately for the content.  
   
   
3. If the client doesn’t request columns either by saying the word "column" or describing what the document should look like, type in narrative paragraph format, including headings when appropriate.  When using narrative style, the client’s written and oral formatting instructions should be followed.  Often when the client is dictating in narrative style, the client/case name is the heading.  

Case Notes

If a client does not give specific formatting instructions, case notes are typically formatted as headings/captions (if dictated) and paragraphs.  Add headings and titles only if dictated. 

Clients will often just dictate in narrative format (e.g. On June 21, 2009, I met with client, John Doe ...), so just type the information using regular paragraphs.  Do not extract the date or other information from the sentence to use as a heading.      

Example of case notes with no special instruction from the client.  Client begins by saying "These are case notes for John Doe."  

Date/Time Report

This category includes deposition summaries, surveillance reports, or any two-column job that includes a date, time, or page/line number at the left and an accompanying description to the right that will involve word wrap.  This format should only be used if the client has requested columns of information, there are only two columns of information, and the description column requiring word wrap is to the right.  Description text should be formatted as a hanging indent at 1", or at 1.5" if necessary.  

Note:  If the client asks for a table or chart, please use the requested table (with borders showing) instead of this format, even if it's only two columns. 

Example of a date/time report:

If the client dictates the information paragraph style, please type accordingly.

Do not use tables unless the client specifically requests it, there are more than two columns, or the column requiring word wrap is the first column in a two-column job.

Declaration of Readiness to Proceed

At times a client may dictate a DOR and it will seem like they are filling out a form.  This is exactly what is happening – the client is dictating the information for his/her staff to fill in blank lines and check off boxes in a form (usually online).  Format this document entirely as instructions to staff, transcribing exactly what the client dictates and following any written or verbal instructions from the client. 

Deposition Summaries

Please type in the format dictated (date/time format or narrative).  Deposition summaries can be typed by general and legal typists.

Example:  Narrative Format with Headings (No Columns Requested)

Hearing Report and Other Reports

A hearing report can be a letter/memo or a standalone document.  Please follow the client's dictation.  Hearing reports can be typed by general and legal typists.  Note that although the examples in this section refer to hearing reports, this section also pertains to other types of reports, such as status reports, walkthrough reports, or 90-day reports.  If using letter or memo format, follow the defaults outlined in Correspondence (Letters and Memos) and Memos. 

Police Reports, Notes, etc.

When no templates or alternate formatting are requested, just type these as standalone documents, with indented paragraphs.  

Text Messages 

Clients have the ability to upload photos/screenshots of text message conversations.  These jobs come in as PDFs, and most default rules for PDF jobs still apply. 

Format text messages as a new paragraph for each message.  If a contact name or phone number is provided, label each paragraph with that contact name and hit the tab key before typing the text.  If no contact names/phone numbers are provided, use Person 1 and Person 2.  

Keep all text exactly as shown in the text messages, including misspellings/typos/etc.  

Include dates and times of messages in bold/brackets.  

EMOJIS:  For emoji symbols that do not appear on a standard keyboard, use the notation [emoji] in their place. 

TAPBACKS:  If a message is "liked" or otherwise reacted to (called a tapback), use the following types of notations:

EXAMPLE TEXT MESSAGE TRANSCRIPTION

[Today 12:32 PM] Person 1: [tab] Hey, how's your day going?  [emoji] Marc:   Pretty good.  I'm at work.  How are you? Person 1:   [tapback – thumbs up]  Just heading home.  See ya soon! I was thinking of stopping by Shannon's house on the way home.  Is that okay with you?   Marc:    That's fine.  But please hurry, I need to leave at 2:30 for my meeting. [emoji] Person 1:   I'll definitely be home by then.  Thank you!  I will text as soon as I'm on my way.  Person 1:   [tapback – heart]  Btw I am cooking dinner tonight!  [Delivered] Marc:    Sounds like a plna.

Voice Mail Messages

Some clients submit a series of voice mail messages to be transcribed.  

When transcribing voice mail messages, please use a separate paragraph for each message transcribed.  Use SpeakWrite’s default paragraph format  unless the client instructions indicate otherwise.  All appropriate punctuation should be added, including commas and periods to create sentences. 

Please be sure to include any time/date information included with each message.  Operator and automated voices should be formatted as an instruction to staff.  

In these types of jobs, indicate when a name is spelled out by typing it in all capital letters with hyphens between each letter (for example:  O-S-O-F-S-K-Y). 

Example 

                [Monday, January 11, 2:10 p.m.]  Hi Sharon, this is Tom Litzo, L-I-T-Z-O.  I won't be able to make the meeting scheduled for tomorrow morning.  Please call me at 123-345-7890.

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