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Orders of examination 

Types of examinations and when to use them   

DIRECT EXAMINATION:​ Taking attorney and the first attorney to begin questioning the witness. 
How many times and for whom can I use it?​ Once, taking attorney only. 
 
CROSS EXAMINATION: ​Counsel on the OPPOSITE side of the taking attorney. 
How many times and for whom can I use it?​ No limit, one for each individual. 
 
REDIRECT EXAMINATION:​ This is if the taking attorney starts a second set of questioning. 
How many times and for whom can I use it?​ Once, taking attorney only. 
 
RECROSS EXAMINATION:​ Counsel on the OPPOSITE side of the taking attorney starts a second set 
of questioning. 
How many times and for whom can I use it?​ No limit, one for each individual. 
 
FURTHER EXAMINATION:​ Counsel on the SAME side as the taking attorney starts a second, third, 
fourth, etc., set of questioning. 
How many times and for whom can I use it?​ No limit, can repeat for each individual. 
 
FURTHER DIRECT EXAMINATION:​ Taking attorney starts a third, fourth, fifth, etc., set of questioning. 
How many times and for whom can I use it?​ No limit, taking attorney only. 
 
FURTHER CROSS EXAMINATION:​ This is if any attorney on the OPPOSITE side of the taking attorney 
starts a third, fourth, fifth, etc., set of questioning. 
How many times and for whom can I use it?​ No limit, can repeat for each individual. 
 
Format and layout 
   
Do not use bold, underlined, or italicized font. 
 
Do not create new paragraphs in a speaker’s text. ​You will not move to the 
next line on a page in the middle of someone speaking. Moving to the next 
line on a page will only occur when a different person starts speaking or when 
inserting a parenthetical. 
 
Speakers ​are noted as (in all caps): 
JUDGE [LAST NAME]: ​for the judge  
THE WITNESS:​ for the witness 
COURT REPORTER:​ for the court reporter (does the swear in and checks 
spellings) 
VIDEOGRAPHER:​ for the videographer (goes on and off the record) 
INTERPRETER:​ for the interpreter 
CLERK: ​ for the clerk in the courtroom (not used in depositions) 
MS./MR. [LAST NAME]: ​for counsel and anyone not listed above 
 
 

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Examination   
An examination is when a witness is being questioned. The questioning is usually done by an 
attorney, but it is sometimes done by an investigator on behalf of an insurance company, a 
detective, etc. The commencement of an examination of a witness by various counsel is 
indicated: 
 
DIRECT EXAMINATION  
BY MS. ARCHER:  
 
The commencement of an examination should be in all caps using MR./MS.________, not the 
attorney’s first name. After the commencement of an examination is noted, the actual line of 
questioning itself begins. Examination follows the Q&A format below, starting from the left 
margin. 
Q Did you sustain any injuries in that collision? 
A That’s when I broke my left wrist. 
 
Below is an example of Ms. Archer beginning her direct examination of a witness, combining the 
commencement and the line of questioning. 
 
DIRECT EXAMINATION 
BY MS. ARCHER: 
Q Please state your full name for the record. 
A John William Smith. 
 
Anything spoken on the record that is not part of the examination is considered colloquy. 

Colloquy   
Colloquy is dialogue that is not part of an examination and, as such, occurs outside of the 
present line of questioning (for example, when an attorney speaks to the court reporter, when 
the non-examining attorney interjects with a question or clarification, when an attorney makes 
an objection, etc.). Colloquy follows the format below, starting from the left margin. 
 
MR. SMITH: Madam Court Reporter, please mark this as Exhibit 4.   
COURT REPORTER: Yes, sir.  
 
When the proceedings move from the examination into colloquy, no special notation in the 
transcript is required. When moving back into the examination after no more than two lines of 
colloquy, no special notation in the transcript is required. The example below shows a transcript 
moving to and from colloquy during an examination. 
 
Examination | Q Do you recognize this police report? 
| A Yes. It’s the one from the accident.  
Colloquy | MR. BROWN: I’d like to mark this as Exhibit 1, please. Do you need  
|a copy of it, George? 
| MR. JOHNSON: I have a copy, but thank you. 
Examination | Q Had you received a copy of this police report prior to today? 
| A I believe so. 
 
 
 
By-lines   
Include a by-line after three or more lines of colloquy before resuming the Q&A format or when 
going back on the record after (OFF THE RECORD). By-lines indicate which speaker the Q 

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represents. By-lines follow the format below, starting from the left margin (where “|” is the left 
margin). 
 
BY MS. ALLEN: 
 
The example below shows a transcript moving to and from three or more lines of colloquy during 
an examination, going off the record, and then resuming the proceedings. 
Examination | Q Does that appear to be your signature? 
| A Yes, it does. 
Colloquy | MS. ALLEN: What page are you all on? 
| MR. HARRIS: We’re on page 14 of the contract.  
| MS. ALLEN: Thank you. I’m sorry. Go ahead. 
By-line |​BY MR. HARRIS: 
Examination | Q Do you remember signing this document? 
| A I’m really not sure because I was so sick at the time.  
Colloquy | MS. ALLEN: Sorry to interrupt again. Can we take a quick break? 
| MR. HARRIS: Sure. Let’s take a five-minute break. 
Parenthetical |(OFF THE RECORD) 
By-line |BY MR. HARRIS: 
Examination | Q Before we went off record, we were talking about this signature 
|on page 14.   
 
In-transcript notations 
 
 
The red bar headers below indicate how each notation is to be marked. They 
are as follows: 
(​inaudible​) (phonetic) (No verbal response.) [sic] 
 
** Use Verbit’s inaudible button 
 

Inaudible portions   
Marking a portion of a transcript as inaudible is only for when you absolutely cannot understand 
what is being said. Please utilize all audio files sent and refer to the tag file for help.   
 
 

Phonetic spellings  (parenthesis) 

Phonetic markers are used only if you do not know a correct spelling, and it means you 
transcribed it how it sounds. ​This is a last resort and should be used sparingly​. It is the court 
reporter’s responsibility to garner as many spellings as possible, which are listed in the billing 
sheet in the “REMARKS” section. We always recommend using other resources to help aide in 
finding out spellings of names, places, addresses, etc. These include Google, law dictionaries, 
medical dictionaries, and the like. You may always contact the transcript manager for a 
scanned copy of the exhibits if you feel they would be helpful as they may contain spellings. 
 
To mark a name/word as a phonetic spelling in a transcript, use parenthesis and mark it after the 
phonetic spelling and before punctuation (if applicable), all in lower case.  
 
Example: A I believe the doctor’s name was Dr. Hasemen (phonetic). 
 
Only use (phonetic) on the first occurrence. ​Anytime that same name/word appears in the 
transcript thereafter, it will have no phonetic marker. 

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No verbal response  (parenthesis) 
If a speaker is asked a question but does not answer out loud, mark their lack of a verbal 
response. The punctuation stays inside the parenthesis. 
 
Q Do you believe the accident was his fault? 
A (No verbal response.) 
Q All right. We’ll move on.  
Sic   [brackets] 
Sic (​sic erat scriptum, ​“thus it was written”) is inserted after a word that is used incorrectly or 
mispronounced and is not immediately corrected. Sic is used to indicate that the word was 
transcribed exactly as it was spoken and that it was the error of the speaker, not the company 
producing the transcript.   
 
To use sic, use brackets and mark it immediately after the erroneous word and before 
punctuation (if applicable), all in lower case. 
 
Example: A I moved here from Dayton last year. 
Q Why did you decide to leave Daytona [sic] last year? 
 
Only use [sic] on the first occurrence​ of the incorrect or mispronounced word. Do not [sic] on 
common made-up words (i.e. thingy, guesstimate) or on poor grammar (i.e. “We was headed 
east.”). You may use [sic] if a witness or attorney says an incorrect word or phrase that you are 
certain is different. 
 
Sound effects  (parenthesis) 
When a speaker uses sounds, whether verbal or non-verbal, instead of words (i.e. brakes 
screeching or a baby crying), replace the sound itself with (sound effect). To notate a sound 
effect, use parenthesis, all lower case, in place of the sound and before the punctuation.  
 
Example: Q What happened after you saw his car pull out of the lot? 
A I turned my wheel and hit my brakes. It was like (sound  
effect), then I slid off the side of the road. 
 
Miscellaneous   (parenthesis) 
If there is a sound or interruption during the proceedings that ​are not acknowledged, no notation 
is necessary​. If the sound or interruption is acknowledged, however, there must be a notation in 
the transcript to put the acknowledgement in context. Below are the most common notations 
for these miscellaneous interruptions: 
 
(sneezes) (coughs) (phone rings) 
 
They are in parenthesis, all lower case, in place of the sound/interruption and before the 
punctuation. 
 
Example: Q Do you believe that (sneezes) -- 
COURT REPORTER: Bless you. 
MS. LONG: Thank you. 
Q Do you think that the injuries you sustained were as a 
result of this accident? 
 
In the above example, if the court reporter did not acknowledge the sneeze by saying, “Bless 
you,” the transcript would instead look like this: 
 

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 Example: Q Do you believe that -- do you think that the injuries you  
sustained were as a result of this accident? 
 
DO NOT NOTATE LAUGHTER, WHISPERS, CROSS TALK, OR BELCHES. ​If a speaker belches and the 
belch is acknowledged, use (coughs).   
 
Redactions 
 
 
Redact birthdates and Social Security numbers using “X” and dashes. 
HOWEVER​, if an attorney says, “Redact all but the last four of the Social Security 
number,” leave the remaining portion as requested un-redacted. 
 
Example: Q What is your Social Security number? 
A XXX-XX-XXXX. 
 
Example: Q What is your Social Security number? We’ll redact all but  
|the last four digits. 
A XXX-XX-4649. 
 
Example: Q What is your date of birth? 
A XX-XX-XXXX. 
 

 
 
Parentheticals 
 
 
The following rules apply to all parentheticals listed in this section: 
ALL CAPS 
No punctuation 
Left margin ​(exhibits are an exception) 
On its own line 
Exceptions to these rules are the in-transcript notations in the previous section of 
this guide (inaudibles, phonetics, etc.).  
 

 
Going off the record    
(OFF THE RECORD) indicates when a break is taken or the deposition goes off the record for any 
reason. When the proceedings continue back on the record, indicate a by-line of the who the 
speaking attorney is (see page ***). Nothing that occurs off record is transcribed. 
 
Example: MR. HOWARD: Let’s take a quick break. 
(OFF THE RECORD) 
 
When the proceedings resume, mark only the by-line mentioned above. Do not put (ON THE 
RECORD).   
 

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Certified questions/objections   
Whenever an attorney asks to certify a question or objection, mark a parenthetical just above 
the question or objection.   
 
Example: | Q It sounds like the business stayed afloat. 
| A It did okay, I guess. 
|(CERTIFIED QUESTION) 
| Q Did your parents loan you money for the business? 
| A I don’t want to get my parents involved. I don’t even 
|know why you’d ask me that question.   
| Q Are you not going to answer? 
| A I -- no. I don’t want to answer that. I won’t. 
| MR. MOORE: I’m going to certify that question. 
 
 
Example: |(CERTIFIED OBJECTION) 
| MS. TOMBS: We would like to mark Exhibit 7 as the  
|Manatee County EMS EOB and bill. 
| MR. GOLD: Objection. We’re not going to attach it and  
|produce it. We’ve already objected in discovery. 
| MS. TOMBS: We’ll just certify that objection and bring it up 
|if we need to later. So Exhibit 8 would have been the affidavit that was  
|signed July 26, 2016. 
 
Marking exhibits   
During some depositions, attorneys will mark exhibits throughout the proceedings. These exhibits 
may be furnished by the attorney themselves or obtained on-location (for example, a photo 
copy of the deponent’s driver’s license or a copy of notes that the deponent brought with them 
to the deposition). The purpose of marking those documents as exhibits is to clearly identify 
what documents have been discussed or referenced so that they may be easily identified at a 
later point in time.   
 
At the conclusion of a deposition, the exhibits are given to the court reporter, who then brings 
those exhibits to the office. Once a transcript is produced, copies of the exhibits are attached. 
This is how, for example, an attorney can differentiate between one nurse’s note and another, 
even years after the deposition took place. 
 
If a document is listed in the Exhibit Index in the TAES and the worksheet indicates a certain 
number of exhibits, then you can be assured that it has been labeled as an exhibit. Labeling is 
often done off the record because attorneys do not want to be interrupted over exhibit 
labeling, so if you see five exhibits listed on the Exhibit Index and the worksheet indicated five 
exhibits under “# of Exhibits:”, then you know you must have five separate parentheticals 
marked in the proceedings of the transcript, one for each exhibit. 
 
Do not insert an exhibit parenthetical before the speaker is finished talking. ​The parenthetical 
will always be at the end of one speaker’s text and before the next speaker begins. ​Only 
include one exhibit per parenthetical​, even if the attorney enters several exhibits at one time. 
Exhibit parentheticals are marked as follows: 
 
Example: | Q Is this the July ’07 medical report you were referring to? 
| A Yes, it is. 
| Q Okay. I’ll mark your notice of deposition as Exhibit 1 and 
|this ’07 medical report will be Exhibit 2. Now, I believe you mentioned 
|that you’ve seen this medical record before; is that right? 
| (EXHIBIT 1 MARKED FOR IDENTIFICATION) 

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 | (EXHIBIT 2 MARKED FOR IDENTIFICATION) 
| A Yes, that’s right. I’ve seen it before. 
 
When exhibits are discussed within the body of the transcript, please mark them with numerals 
and capitalize the first letter of “Exhibit.”   
  
Requested read backs/play backs   
When an attorney asks the reporter to repeat a question or answer that occurred earlier in the 
proceedings, it is a read back or play back. A read back is when the reporter reads back the 
portion verbatim. A play back is when the reporter locates the requested portion on their audio 
file and plays back the recording. When a read back/play back is performed, ​do not transcribe 
the actual reading/playing back. ​Instead, mark it in the transcript with (REPORTER PLAYS BACK 
REQUESTED TESTIMONY) or (REPORTER READS BACK REQUESTED TESTIMONY).  
 
Example: | Q You testified earlier that you weren’t wearing your glasses. 
|If you weren’t wearing your glasses, how do you know what the man 
|looked like? 
| A Well, I guess I didn’t see him, but my friend told me what he 
|looked like.  
| MS. WILLIAMS: Let’s take a break. 
|(OFF THE RECORD) 
| MS. WILLIAMS: Court Reporter, can you please read me 
|the last answer from the witness before we went off record? 
|(REPORTER PLAYS BACK REQUESTED TESTIMONY) 
| MS. WILLIAMS: Thank you. 
|BY MS. WILLIAMS: 
| Q So you didn’t actually see the man, but your friend did, 
|right? 
| A That’s right. 
Punctuation rules 
 
 
Never use the exclamation point​. Only use periods or question marks (if 
applicable) to separate sentences.   
 
Do not end sentences with “or” or “so”. ​Use double-dashes when appropriate. 
Examples: 
✓​ That’s all I remember, so --  
​ That’s all I remember, so.   
✓​ Did you see that happen or --  
​ Did you see that happen or?  
 
Use commas to separate address, city, and state.  
Example​: 3421 South Ellis Street, Quakertown, Pennsylvania 18951. 
 
Never use accented letters​.   
Example​:   
✓​ He was my fiancee at the time.  
​ He was my fiancée at the time.   

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Capitalize the first letter of the word immediately following the use of a colon.  
 
We follow the Oxford comma. ​When there is a series of items, insert a comma 
before the final “and.”   
Example​: Three tutors taught me reading, writing, and arithmetic. 
 
Quotation marks ​always​ go outside of commas and periods. Always use 
quotation marks before and after anything that is being read directly from a 
document/publication. When a quote is interrupted, do not include the 
double-dash inside the quotations. 
Example​:   
Q At the top, it says, “Patient complained” -- 
A Uh-huh. 
Q -- “of lower back pain.” 
 
Always ​put a comma before a person’s name or proper noun and for “yes/no 
sir” and “yes/no ma’am.” ​Capitalize proper nouns. 
Examples: 
Q Yes, ma’am. That is all I need.  
Q Thank you, Doctor. 
 
Use a comma before the word “so” if “so” means “therefore.” If “so” means 
“so that” or explains the first part of the clause, it will not have a comma before 
it.  
Example​s:   
I was eating dinner early, so I couldn’t have been driving at that time. 
I was eating dinner early so I wouldn’t get hungry later. 
 
 

Use of semicolons  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ That was on a Saturday; is that correct?   ✓​ When was that; do you recall? 
​ That was on a Saturday, is that correct?   ​ ​When was that, do you recall? 
​ That was on a Saturday. Is that correct?  ​ When was that? Do you recall? 

Use of colons  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ My question was: Why did you do that?  ✓​ I asked you this: Did you contact the 
​ My question was why did you do that?  police? 
​ My question was; why did you do that?  ​ I asked you this -- did you contact the 
police? 
​ I asked you this; Did you contact the 
police? 

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Use of commas  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ That is when you saw her, right?  ✓​ Your physician is Dr. Smith, correct? 
​ That is when you saw her; right?  ​ Your physician is Dr. Smith correct? 
​ That is when you saw her. Right?  ​ Your physician is Dr. Smith -- correct? 

✓​ If you answer, I’ll assume you understood,  ✓​ Objection. Vague, speculation. 

okay?  ​ Objection, vague, speculation. 
​ If you answer, I’ll assume you understood.  ​ Objection. Vague; speculation. 
Okay? 
​ If you answer, I’ll assume you understood; okay?  ✓​ Were you there, too? 
​ Were you there too? 
✓​ What, if anything, did you say? 
​ What it anything did you say?  ✓​ I like to do that also. 
​ I like to do that, also. 
✓​ I would like you to restate that, please. 
​ I would like you to restate that please.  ✓​ We were there, but I didn’t see 
anything. 
✓​ Did they, in fact, threaten you?  ​ We were there but I didn’t see 
​ Did they in fact threaten you?  anything. 

✓​ Was that, you know, a common thing?  ✓​ It was happening, like, every day. 
​ Was that -- you know, a common thing?  ​ It was happening like every day. 
✓​ Do you know what that was? 
​ Do, you know, what that was?  ✓​ Now, where was she? 
​ Now where was she?  
✓​ Well, nobody was there that day.  ✓​ Now it’s time to take a break. 
​ Well nobody was there that day.  ​ Now, it’s time to take a break. 
✓​ Everything went well that day. 
​ Everything went well, that day.  ✓​ So they are kept inside the house. 
​ So, they are kept inside the house. 

 
​✓​ CORRECT ​  
Use of apostrophes  INCORRECT 
 
✓​ My son’s report card reflected As and Bs.  ✓​ Ms. Thomas’ car was fixed, but Mr. Thomas 
​ My son’s report card reflected A’s and B’s.  still won’t drive it. 
​ Ms. Thomas’s car was fixed, but Mr. Thomas
✓​ My son’s conduct for all subjects were Ss.  still won’t drive it. 
​ My son’s conduct for all subjects were S’s. 

 
​✓​ CORRECT ​  
Use of question marks (“State your name…”)  INCORRECT 
 
✓​ Would you please state your name for the   
record? 
✓​ Could you state your name for the record?   
✓​ Please state your name for the record.  * This is the ONLY “can” sentence that 
✓​ Can you state your name for the record. *  gets a period instead of a question 
  mark. 

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 ​✓​ CORRECT ​  
Use of quotation marks   INCORRECT 
When the word “quote” is spoken at the beginning and “end quote” is spoken at the end: 
✓​ I said, “It is not relevant to this case.” 
​ I said, quote, “It is not relevant to this case,” end quote.  
​ I said quote it is not relevant to this case end quote. 

Do not use quotations for paraphrases or statements that are not quoted exactly. 
A I have bumps on my feet. 
✓​ Q When you say “bumps,” what do you mean? 
✓​ Q When you say your feet are bumpy, what do you mean? 

✓​ She was like, “You need to help,” or something like that. 

​ She was like, “You need to help.” Or something like that. 
​ She was like you need to help or something like that. 

✓​ I see the word “external” written here. 

​ I see the word external written here. 
​ I see the word, “External,” written here. 

Double dashes rule 

 
 
If a speaking party is interrupted by another speaker, use double dashes to 
indicate that the sentence was interrupted. There are​ three instances ​in which 
double dashes are used: 
1. When a line of thought shifts mid-sentence. 
2. When a speaker repeats themselves. ​Clean up attorneys and judges​. ​Do not 
include repeated word with attorneys and judges​.   
Example:  
✓​ JUDGE SMITH: Did you go to the doctor? 
​ JUDGE SMITH: Did you go -- go to the doctor?  
✓​ JUDGE SMITH: Did you -- when did you go to the doctor? 
​ JUDGE SMITH: When did you go to the doctor? 
3. When a sentence is interrupted by another speaker. 
Q What is your -- 
A Did you need my last address? 
Q No. I wanted your -- 
A It was 142 Brook -- 
Q -- date of birth. 
A -- Street. 
 
After the use of a double dash, ​do not capitalize the word that follows it. 
Example: 
✓​ Q Do you know when -- did you graduate from high school? 
​ Q Do you know when -- Did you graduate from high school? 
 
If a double dash is used, ​do not include any punctuation before or after it. 

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 Example: 
✓​ Q So did you go to the house first or -- 
​ Q So did you go to the house first or -- ? 
✓​ A After that, she acted like -- you know, like she was upset. 
​ A After that, she acted like, -- you know, like she was upset. 
 
 

Capitalizations (common nouns vs. proper nouns) 

 
 
Common nouns​ ​are​ n ​ ot capitalized​ unless they begin a sentence or are part of 
a title. A common noun names general items and is not used in place of a 
specific person’s name. A good rule of thumb is if there is a pronoun or article 
(the, a, your, etc.) preceding the noun, the noun is a common noun and will 
not be capitalized. 
Examples: 
The plaintiff​, Mr. Smith, has responded to interrogatories.  
That was about the time that I called ​my mom​.  
Hand Exhibit 4 to ​the doctor​. 
 
Proper nouns are capitalized​. They name specific one-of-a-kind items, are used 
in place of a specific person’s name, or are derived from proper nouns.  
Examples: 
I believe that ​Plaintiff Smith​ has responded to interrogatories.  
That was about the time that I called ​Mom​. 
Can you take a look at Exhibit 4, ​Doctor​?  
If the speaker says “doctor” as a title before the person’s name, such as Smith, 
use “Dr. Smith,” not “Doctor Smith.” 
I must take ​English ​and math.  
“English” is capitalized because it comes from the proper noun “England,” but 
“math” does not come from “Mathland.” 
 
More examples of proper nouns and capitalizations: 
Stitching a name or word that is spelled 
✓​ My last name is Jones, J-O-N-E-S. 
​ My last name is Jones, J-o-n-e-s. 
 
Capitalize “plaintiff” or “defendant” when used as a proper noun (see above) 
or marking exhibits 
✓​ This will be marked as Defendant’s Exhibit 1. 
 
Capitalize the first letters of time zones 
✓​ It was Central Standard Time. 
 

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 “Federal” or “State” when used as part of an official agency or in government 
documents where these terms represent an official name. If they are 
being used as general terms (common nouns), do not capitalize. 
✓​ The State Board of Education. 
✓​ They must comply with state laws. 
​ They must comply with State Laws. 
 
Specific courts: capitalize when referring to the United States Supreme Court, 
stating a court’s full name, and referring to the court appearing before 
✓​ This ruling came from the Court of Appeals for the Fifth Circuit. 
✓​ The plaintiff asks this Court to grant its motion. 
✓​ The court case the defendant cited is not relevant to this case. 
​ The Court case the defendant cited is not relevant to this case. 
 
Always capitalize the ‘y’ and ‘h’ in “Your Honor.” 
 
 
 

Capitalization examples  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ I went to the State of Montana.  ✓​ I have a bachelor’s. 
​ I went to the state of Montana.  ✓​ I have a Bachelor of Arts in English. 
​ I have a Bachelor’s. 
✓​ I’m on the Board of Directors. 
✓​ I’m on the Board.  ✓​ What is your Social Security number? 
​ I’m on the Board of directors.  ​ What is your Social Security Number? 
​ I’m on The Board. 
✓​ That is what Chairperson Sally instructed. 
✓​ I must take History 101 and Algebra II.  ✓​ Sally is the chairperson. 
✓​ I must take a history class.  ​ Sally is the Chairperson. 
​ I must take a History class.   

Case citations 
If an attorney gives a case citation on the record, they will often provide the case name (“Smith 
v. Smith”, for example) followed by the reporter volume number, reporter abbreviation, and 
either the first page of the case or a pinpoint page number. Use the reporter abbreviation when 
writing out a case citation in a transcript and use the abbreviation “v.” for “versus”.   
As an example, if you hear, “Judge, I want to turn your attention to a case almost identical to 
ours. It’s Nuta versus Genders at six-seventeen southern second three-twenty-nine, and it’s a 
Third DCA case,” it will be transcribed: 
 
| MR. JONES: Judge, I want to turn your attention to a case 
|almost identical to ours. It’s Nuta v. Genders at 617 So.2d 329, and it’s a  
|Third DCA case.  
 
Use the chart below to find the reporter abbreviation. Note that there is no space after the 
abbreviation and before the series number if a series number is applicable (for example, So.2d).   
 
 

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Federal Reporters  Regional Reporters 
United States  US  Atlantic  A., A.2d, A.3d 
Supreme Court  S.Ct.  North Eastern  N.E., N.E.2d 
Federal  F., F.2d, F.3d  North Western  N.W., N.W.2d 
Federal  F.Supp, F.Supp.2d  Pacific  P., P.2d, P.3d 
Supplement 
    South Eastern  S.E., S.E.2d 
    Southern  So., So.2d, So.3d 
Abbreviations, symbols, and acronyms 
 
 
Spell out et cetera. ​Do not abbreviate as “etc.”. 
 
Spell out all words as spoken on the record, including fractions and symbols.   
Examples:  
Street, Boulevard, Avenue, Way, Saint, Ford, northeast, southeast, Junior, Senior, 
percent, number, three-fourths, one-third, milligram, miles per 
hour, et cetera, pounds 
Exceptions are: 
1. Use the dollar symbol ($) if the word “dollars” is spoken​.​ Even if you know the 
speaker is talking about money, do not insert the symbol unless “dollars” 
is actually said.  
2. Mr., Mrs., and Dr. (when used as part of a title) 
3. II, III, etc. (for the second, third, etc. of a name) 
4. Ampersand (&) when used for a business name  
5. Feet and inches when used for measurements  
6. Case citations (below) 
 
E-mail addresses: ​spell using the traditional format with the @ symbol. Do not 
include any hyperlinks. If a hyperlink is created in the transcript, please 
right-click it and select “Remove Hyperlink”.  
Example:   
john.smith@gmail.com 
 
Acronyms: ​all CAPS and no periods for all acronyms, including initials and 
business names with more than one letter. 
Examples: 
CEO   
ZIP code   
VP 
NASA 
GED 

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 TV 
MRI 
CAT/CT scan 
 
The proper use of an apostrophe is the same for acronyms as they are for any 
other word.   
Examples: 
Possessive 
It was the CEO’s decision.  
I read about it on NASA’s website. 
 
Plural 
How many MRIs did you have during the course of treatment? 
Can MRIs or CTs reveal a concussion such as this? 
 
 
 
Numeric values 
 
 
If a number ​greater than ten ​begins a sentence, use the numeral. 
 
Numbers ​zero through ten ​are to be spelled out.   
Exceptions to this rule are the following, which are always numeral: 
Exhibit numbers  
Example: Q
​ Please refer back to Exhibit 3.  
Ages 
Example: 
Q How old is your daughter? 
A 3.  
Pain scale numbers 
Example: 
Q On a scale of 1 to 10, what would you rate your pain? 
A My pain is about a 4 on most days.   
Page numbers 
Example: Q
​ Please turn to page 2.  
When the word “point” is spoken to indicate decimals 
Example: 
Q Do you live on about two acres of land? 
(Spoken: “I live on two point five acres of land.”) 
A I live on 2.5 acres of land.  
 

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 When dates are given in the usual order (that is: month, day, year), ​do not use 
the ordinals ​(“st”, “nd”, “rd”, “th”). 
 
If a year is abbreviated, use an apostrophe at the start to indicate it. 
Example:​ A I graduated college in ’72.  
 
Use “a.m.” and “p.m.” lowercase with periods ​when said specifically for a time. 
The only exception is if it starts a sentence, then both letters will be capitalized.  
 
 
 
 
 

Currency and decimals  ​✓​ CORRECT ​ ​ INCORRECT 

 
(Spoken) “three million dollars.”  (Spoken) “one point two million” 
✓​ $3 million  ✓​ 1.2 million 
​ Three million dollars  ​ 1,200,000 
​ $3,000,000   
(Spoken) “one-hundred and fifty bucks” 
(Spoken) “one point two million dollars”  ✓​ 150 bucks 
✓​ $1.2 million  ​ $150 
​ 1.2 million dollars   
​ $1,200,000  (Spoken) “one to two million dollars” 
  ✓​ $1 to 2 million 
(Spoken) “one-hundred and fifty dollars”  ​ $1-2 million. 
✓​ $150 
​ 150 dollars 

Units and amounts  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ I was going 30 miles per hour.  (Spoken) “I saw a hundred of them” 
​ I was going thirty miles per hour.  ✓​ I saw 100 of them. 
​ I was going 30 mph.  ​ I saw a hundred of them. 
 
✓​ Eight goats, 13 horses, and 12 cows.  (Spoken) “I saw hundreds of them” 
​ 8 goats, 13 horses, and 12 cows.  ✓​ I saw hundreds of them. 
​ Eight goats, thirteen horses, and twelve  ​ I saw 100s of them. 
cows. 

Ages  ​✓​ CORRECT ​ ​ INCORRECT 

 

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✓​ I have a 5-year-old.  ✓​ He was a 25- or 26-year-old man.  
​ I have a five-year-old.  ​ He was a 25 or 26 year old man. 
​ I have a 5 year old.  ​ He was a 25 or 26-year-old man. 

✓​ I have a 21-year-old.  Q How old is your son? 

​ I have a twenty-one-year-old.  ✓​ A 2. 
​ I have a 21 year old.  ​ A Two. 

✓​ I am 21 years old.  ✓​ I was 5 at the time. 

​ I am twenty-one years old.  ​ I was five at the time. 
​ I am 21-years-old.   

Dates  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ Your April 1, 1995 letter was received.  ✓​ It happened back in the ‘60s. 
​ Your April 1, 1995, letter was received.  ​ It happened back in the ‘60’s. 
​ Your 4-1-1995 letter was received.  ​ It happened back in the 60s. 
✓​ Your April 1995 letter was received.  ​ It happened back in the 60’s. 
​ Your April, 1995 letter was received.   ​ It happened back in the sixties. 
   
✓​ September 1, 2004  ✓​ The 4​th​ of December 
​ September 1​st​, 2004  ​ The 4 of December 
​ 9-1-2004  ​ The fourth of December 

Q What is your date of birth?  ✓​ I was born in ’84. 

(Spoken) “Six, one, oh-eight”  ​ I was born in 84.  
✓​ 6-1-08  ✓​ I was born in the ‘80s. 
​ 06-01-08  ​ I was born in the 80s. 
​ 6/1/08   
​ 6-1 ’08  (Spoken) “The letter is from 2004 -- three or 
  four” 
(Spoken) “That was in oh-ten” (for 2010)  ✓​ The letter is from 2004 -- ‘3 or ‘4.  
✓​ That was in ‘010.  ​ The letter is from 2004 -- ’03 or ’04.  
​ That was in 010. 

Times  ​✓​ CORRECT ​ ​ INCORRECT 

 

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(Spoken) “I got home at six.”  (Spoken) “I got home at five o’clock.” 
✓​ I got home at 6:00.  ✓​ I got home at 5:00. 
​ I got home at 6.  ​ I got home at 5 o’clock. 
​ I got home at six.  ​ I got home at five o’clock. 
 
(Spoken) “I got home at eight p.m.”  Q Was it in the morning or at night? 
✓​ I got home at 8:00 p.m.  ✓​ A P.M. 
​ I got home at 8:00 P.M.  ​ A P.m. 
​ I got home at 8 p.m.  ​ A p.m. 
 
Q When did you arrive? 
✓​ A 2:00. 
​ A Two o’clock. 

Measurements and percentages  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ The tank was 42 percent full.  (Spoken) “My height is about five nine”  
​ The tank was 42% full.  OR​ “My height is about five feet nine inches” 
​ The tank was forty-two percent full.  ✓​ My height is about 5’9”. 
​ The tank was 42-percent full.   ​ My height is about 5-9. 
  ​ My height is about 5 feet 9 inches. 
   
  ✓​ Those are 22-inch pipes. 
✓​ We were seven-and-a-half miles away.  ​ Those are 22” pipes. 
​ We were seven and-a-half miles away.  ✓​ That’s a five-foot pole. 
​ We were 7.5 miles away.  ​ That’s a 5’ pole. 
​ We were 7-and-a-half miles away. 
​ We were 7 ½ miles away. 

Identifying numbers  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ Please turn to page number 1.  (Spoken) “I’m handing you exhibit number 
​ Please turn to page number one.  one” 
​ Please turn to page no. 1.   ✓​ I’m handing you Exhibit number 1.  
  ​ I’m handing you exhibit number 1. 
✓​ Look at paragraph 8 in the document.  ​ I’m handing you Exhibit Number 1. 
​ Look at Paragraph 8 in the document.  ​ I’m handing you Exhibit 1. 
​ Look at paragraph eight in the document.  ​ I’m handing you Exhibit #1. 
   
✓​ The crash report shows Vehicle number 1.  ✓​ My number is (407) 423-9900. 
​ The crash report shows vehicle #1.  ​ My number is 407-423-9900. 
​ The crash report shows Vehicle Number 1.  ​ My number is (407)423-9900. (No space) 
​ The crash report shows Vehicle 1.  

Special terms and spellings 

 
 
All affirmative noises/grunts​, such as “mm-hmm” or “um-hmm”, are transcribed 
as “uh-huh”. ​All negative noises/grunts​, such as “nuh-uh” or “mm-mmm”, are 

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 transcribed as “uh-uh”. These are the ​only ​two acceptable phrases to be 
used. 
Example: 
Q Do you recall the accident on May 3, 2014? 
A Uh-huh.  
Q Was anybody else with you when the accident occurred? 
A Uh-uh. 
 
When a speaker says, “Huh?” or, “Hmm?” in place of the word “what”, 
transcribe it as “Huh?”. 
Example: 
Q Do you remember the road conditions that day? 
A Huh? 
Q Do you remember the road conditions or the weather that day? 
 
Many times, people will speak with an accent and a word will sound differently, 
such as workin’. Clearly, they mean “working”. Please spell it the correct way 
(i.e. working and ​not w
​ orkin’). Another example would be if the speaker says 
“axed” instead of “asked”. Please use “asked”. ​However​, do not clean up 
anyone if they use the incorrect verb tense. Transcribe it as spoken, such as, “I 
isn’t used to working so late.” 
 
If a contraction is said as such, please use the contraction. ​Do not ​spell it out as 
two words unless the speaker says both words.   
Example: 
(Spoken: I didn’t want to go to the store.) 
✓​ A I didn’t want to go to the store. 
​ A I did not want to go to the store. 
 
“Ain’t”, if said, is acceptable to use. 
 
 

Computers/technology  ​✓​ CORRECT ​ ​ INCORRECT 

 
✓​ website  ✓​ e-mail  
​ web site  ​ email 
​ web-site  ​ E-mail 
   
✓​ Google/Googled  ✓​ Internet 
​ Google/googled  ​ internet 
​ google/googled 
  ✓​ .com 
✓​ Facebook/Facebooked  ​ dot com 
​ Facebook/facebooked   
​ facebook/facebooked  ✓​ online 
  ​ on-line 

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Spoken: “The image is a jay-peg.”  ​ on line 
✓​ JPEG   
​ JPG 
​ jpeg 
​ J-PEG 

Other  ​✓​ CORRECT ​ ​ INCORRECT 

 
Spoken: gonna/kinda/wanna  ✓​ okay 
✓​ going to/kind of/want to  ​ ok 
​ gonna/kinda/wanna   
  ✓​ all right 
✓​ healthcare  ​ alright 
​ health care   
  ✓​ you-all 
✓​ daycare  ​ y’all 
​ day care   
  ✓​ because 
✓​ childcare   ​ ‘cause 
​ child care  ​ cuz 
   
When “workers’ compensation” is said (not as a  ✓​ x-ray/x-rays/x-rayed 
formal title, like Department of Workers’  ​ X-ray/X-rays/X-rayed 
Compensation)  ​ xray/xrays/xrayed 
✓​ workers’ compensation   
​ worker’s compensation   
 
 
 

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