Margins, Indentation and Spacing

Margins: General Rules

SpeakWrite default page margins are 1.0 inch all the way around (left, right, top and bottom).

For the majority of documents, you will use SpeakWrite's standard margins of 1.0 inch all the way around.
If a template contains different margins or a client otherwise indicates they would like different margins, please follow that instruction.
For PDFs, use our default margins unless something else is specifically requested.

Do not use left/right indents (in your Paragraph menu) to change margins.

Indentation and Paragraph Formatting

Default SpeakWrite Paragraph Format

Absent any client instructions or special circumstances, the first line of each paragraph should be indented to 0.5 inch (one standard tab) on the first line. Do not use First Line Indent or other automatic formatting unless requested specifically.
Always leave a blank line between paragraphs.
Client requests for different indentation styles should always be honored.
Do not start new paragraphs unless client requests them, except in the following circumstances:
- The client requests them orally or through written instructions;
- The client is dictating numbered items;
- The client is dictating headings;
- The client is dictating billing entries and does not provide formatting instructions.

Indentation Versus Justification/Alignment

Indentation and justification are two different things. A request for left justification or full justification doesn't mean you should not indent paragraphs. Justification instructions just refer to how line endings should line up on the page. Do not confuse the two types of instructions.

SpeakWrite's default justification is left justified, and documents should only be fully justified if requested.

Standard Indentation Style (letters, reports, etc.)

These examples show where document elements should be placed using standard indentation styles. The top half of each document shows left justification (our default alignment), and the bottom half shows full justification, which is only added when the client requests it. Please be sure to read each sample's text, which contains further formatting information.

Standard

Modified Block

Full Block

"Everything at the left margin"

Indentation Requests

Clients can request various indentation styles via oral or written instructions. Here are some common types of indentation instructions you may come across.

Block Quotations

A block quotation isn't related to block-style formatting. It just means the client is going to be adding a sizeable quote that they want set apart from the rest of the text. These should only be formatted as a block quotation if the client states so.

Block quotations should be single spaced and indented from both sides (either .5 inch or 1.0 inch is fine). Use the Paragraph menu to add this indentation.

Client Template Indentation

Templates are formatted the way clients want them, so follow any indentation style present in the template.

Hanging Indents

Hanging indents are a type of automatic formatting that allow the second/subsequent lines to line up at the same position. Always use the correct setting in the Paragraph menu to set hanging indents, rather than forcing a hanging indent using tabs.

Spacing

Basic Spacing Rules

Always use two spaces between sentences (after a period) or after a colon unless otherwise specified.
When a tab is required (indenting a paragraph, lining up columns, etc.), never use spaces instead of tabs.
Make sure before/after spacing in your paragraph menu is set to 0 pt.
All documents should be single spaced absent any instructions, or unless it is a pleading.

Using Show/Hide

Work with Show/Hide on to see your formatting marks to make sure you are following the prescribed spacing. You can turn Show/Hide on by clicking the paragraph symbol (¶) on your Word menu.

Spacing Between Documents

When a client begins a new document within the same audio, use a Section Break (Next Page) to separate.

Spacing Between Paragraphs

Leave one hard return (blank line) between each paragraph.

Spacing Between Elements

Leave a hard return between elements in letters and memos, such as after headings/titles, Re: lines, etc.