Marking errors on the rating sheet is pretty straightforward. Simply check the boxes next to any appropriate errors, and add comments in the empty boxes to the right for any additional explanation or errors that aren't covered by the check boxes. The more feedback you can provide, the more that typists can learn from their mistakes and improve, which is the goal of proofreading overall.
Don't forget to also correct the errors in the document once you've marked them on the rating sheet!
Note that there are some errors on the rating sheet that are similar, so always make sure to mark the most appropriate one. Below is an explanation of the reasons to mark each of the errors on the rating sheet.
| High Priority Errors | |
|---|---|
| Error on Rating Sheet | Explanation of Errors |
| Client instructions were not followed. | Mark this if any of the client's written or oral instructions were not followed in the document. This error applies only when the instruction was clearly not followed. |
| Client instructions were followed incorrectly. | Mark this if the typist attempted to follow the client's instructions, but did not do so correctly. Ex. Client asks for everything flush left, but typist uses modified block style. |
| Client's word list was not used correctly. | Mark this if a typist uses an incorrect spelling/capitalization of a word on the client's word list. |
| Client's address book was not used correctly. | Mark this if the typist fails to insert an address from the client's address book, or inserts an address when it wasn't appropriate. |
| Misspelled word spelled by client. | Mark this if the client provides an oral spelling and the typist misspells it. **You can give the typist the benefit of the doubt if two letters sound similar and are easy to mix up (ex. S and F in audio that isn't quite clear). |
| Custom file name missing or typed incorrectly. | Mark this if the client dictates a custom file name and it isn't included in the custom file name box in TypeEasy. This error can also be marked if the file name is typed incorrectly, or if the typist hasn't altered a pre-entered custom file name to match a verbally dictated one. |
| Appropriate template was not used. | Mark this if the typist failed to use a template that was requested by the client. |
| Template was used when not requested. | Mark this if the typist used a client's template that wasn't requested. |
| Did not transcribe all of the audio/PDF. | Mark this error if at least a full sentence is left out. If a significant amount of audio or PDF is missed, the job may need to be rejected, or else you can complete the typing and open a payroll ticket. |
| Never leave comments or communication to a client in the document. | Mark this if a typist has included any language in the document that wasn't dictated by the client. This can include using incorrect terminology when a template or address can't be found, but it especially refers to any direct communication to the client. Ex. Typist types [speaking cuts off here] instead of [dictation ends here] Typist types "I couldn't hear what was said here." |
| Blatant Typos. | Mark this error if the typist leaves in any blatant typos which would be picked up by spell check. Ex. "teh" instead of "the" |
| Moderate Priority Errors | |
|---|---|
| Error on Rating Sheet | Explanation of Errors |
| SpeakWrite word list not used. | Mark this if a term on the SpeakWrite word list is typed incorrectly. **Do not mark this if the client has requested some other spelling or capitalization for a SW Word List item. |
| Out-of-scope instructions should not be followed. | Mark this if the client makes an out of scope request and the typist follows it. ** This error doesn't always have to be corrected. If the typist has followed the instruction accurately (i.e. putting a list in chronological order), you do not need to undo this. Just mark the error for their future reference. |
| Misunderstood/mistyped words. | Mark this error if the typist has typed any words incorrectly. This can include words that the typist clearly misheard (ex. typing squeezed instead of sneezed) as well as words that are simply mistyped (ex. typing trim instead of trip). |
| Missing words. | Mark this error if the typist has missed words in the document. **Do NOT mark this error if more than a sentence is missing. That would count as not transcribing all of the audio/PDF, which is a different error in this section. |
| Added words that were not dictated. | Mark this if a typist transcribes any words into the document that were not dictated by the client. |
| Instructions to typist should be followed, not typed into document. | Mark this if the client provides an instruction the typist should have followed, but instead they typed it as an instruction to staff or somewhere else in the document. |
| Letter/memo not formatted according to SpeakWrite guidelines. | Mark this if the typist has failed to follow SpeakWrite guidelines for letter formatting of any letter elements, including if any elements are missing when they are required. |
| Pleading not formatted according to SpeakWrite guidelines. | Mark this if a pleading is not formatted appropriately (double spaced, indented paragraphs, etc.). Also mark this if a document should have been formatted as a pleading and wasn't. |
| Tables not used correctly or not used when required. | Mark this if the typist has failed to use a table when required by OLH or when requested. This should also be marked if the typist uses a table when one shouldn't have been used. |
| Grammatical errors/word choice. | Mark this if there are any grammatical errors in the document, including plural/possessive errors, incorrect word choice (ex. their vs. they're), etc. **Do not mark this if the client makes a grammatical mistake. |
| Client's instructions to staff were not typed as dictated. | Mark this if the typist either 1) doesn't type instructions to staff into the document or 2) types the instructions incorrectly or differently than how they are dictated. |
| Sample template information was left in document. | Mark this if the typist left any sample language, placeholder text, or material that wasn't dictated by the client. |
| Template font/margins/etc. should not be modified without request. | Mark this if the typist altered the template's font, margins or other layout without the client asking them to. This can include anything related to not following template formatting. |
| Missing punctuation dictated by client. | Mark this if the typist fails to include punctuation dictated by the client. |
| Slang shouldn't be included. | Mark this if the typist has included any slang in a document instead of typing the correct words. Ex. gonna, wanna, ain't |
| Legal case citations formatted incorrectly. | Mark this if any legal case citations are not formatted according to appropriate standards. **Do not mark this error if the client has dictated incorrect formatting. |
| Additional Errors | |
|---|---|
| Error on Rating Sheet | Explanation of Errors |
| Template font/margins/etc. should not be modified without request. | Mark this if the typist altered the template's font, margins or other layout without the client asking them to. This can include anything related to not following template formatting. |
| Template header/footer wasn't modified correctly. | Mark this if there was a header or footer on the template that should have been modified but wasn't. Ex. A header that has placeholder language which should be filled in with the letter's addressee |
| Excessive use of ****. | Mark this if the typist has used **** in multiple spots where the audio was able to be heard. |
| Try to spell names and/or medical terminology phonetically instead of using ****. | Mark this error if the typist uses **** in place of names or medical terminology instead of attempting a phonetic spelling. Remember to give typists the benefit of the doubt if the audio is poor and a phonetic spelling is too difficult to attempt. |
| Inappropriate punctuation used. | Mark this if the typist has used incorrect punctuation or has failed to use appropriate punctuation as spelled out in the OLH. **Do not mark this if the client dictates incorrect punctuation. |
| Capitalization errors. | Mark this if the typist does not follow appropriate capitalization rules. **Do not use this error if the word in question is on the client or SpeakWrite word list with a special capitalization and the typist fails to use it. That would be a word list error. |
| Legal case names not formatted correctly using underline or italicizing. | Mark this if the typist has failed to properly format case names using underlining or italicizing. Also check to make sure they have used a consistent format throughout. |
| Case caption formatted incorrectly. | Mark this if the case caption is either not formatted as a case caption (i.e. in a Re: line instead) or if the caption is formatted incorrectly. |
| Use SpeakWrite's default paragraph format (indented paragraphs, blank line between paragraphs, left justification) | Mark this if the typist hasn't follow appropriate paragraph formatting according to SpeakWrite guidelines. **Do not mark this if the client has indicated different formatting in any way. |
| Do not use full justification without request. | Mark this if the typist has used full justification any time when it wasn't requested. |
| Incorrect margins. | Mark this if the typist has used margins other than SpeakWrite's default of 1 inch all around or if the typist has not followed any client instructions regarding margins. |
| Headings/Titles not formatted correctly. | Mark this if the typist doesn't follow SpeakWrite's default formatting for headings and titles. **If the typist doesn't follow instructions or template formatting for headings and titles, mark it as a client instruction error. |
| Incorrect paragraph indentation. | Mark this if there are any issues related to indentation of paragraphs. This can include the typist using anything other than a standard tab to indent, as well as using block style when not requested (or indenting paragraphs when block style was requested). **Remember if an indentation instruction is given in written or oral instructions, this becomes an instruction error in the top section. |
| Incorrect line spacing | Mark this if the typist has used any incorrect line spacing, including double spacing v. single spacing, using Before/After spacing, etc. |
| Numbered paragraphs/bulleted lists not formatted properly. | Mark this if the typist has not formatted numbered paragraphs appropriately. Remember that numbered paragraphs differ depending on the indentation style of the document, so always check to make sure the numbered paragraph style is appropriate. This error should also be marked if bulleted lists are formatted incorrectly. |
| Automatic formatting should not be used. | Mark this if any automatic formatting is included, such as automatic first line indent, automatic numbering, etc. **Do not mark this if a typist is using automatic bullets for a bulleted list. |
| Incorrect font/font size used. | Mark this if the typist has used the incorrect font. Remember to check for written and oral instructions, as well as the template's font if a template is used. Follow the job instruction hierarchy to determine which font is appropriate. |
| Do not change margins/page endings to match PDF. | Mark this if the typist has done anything to force page endings to match the PDF or altered margins just based on the PDF's appearance. **Make sure to look for any written instructions that may request different margins before marking this error. |
| Follow PDF's formatting (including indentation and justification). | Mark this if the typist has failed to follow the formatting of the PDF's paragraphs. This may include indentation, justification and spacing. The typist should NOT attempt to mirror exact line endings or indentation spaces (i.e. using something other than a tab to indent). |
| Do not recreate complex forms. | Mark this if the typist has recreated any complex forms on a PDF against our policy. **Depending on how much editing it will take to undo this, jobs like this may be a candidate for rejecting back to typing. |
| Did not open a Help Ticket when required by OLH. | Mark this in any situation where a Help Ticket is required but wasn't opened. **Note that sometimes failure to open a Help Ticket might cause enough errors to be a candidate for rejection. |
| Comments to proof were missing or insufficient. | Mark this if the typist fails to leave comments to proof as required by OLH. |
| Don't forget to run Spell Check before submitting. | Mark this if there is any red underlining left in the document, indicating Spell Check was not run by the typist. |
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