Parrot's Punctuation Guideline

Updated: 09/13/24

Commas (,)

Indicate Natural Pauses

  • Insert commas where the speaker naturally pauses, especially after introductory words, phrases, or clauses.

Examples:

"Well, I don’t think that’s necessary."

"Yes, I agree with you."

"If we look at the data, we’ll see the trend."

NOTE: Add commas to indicate natural pauses in speech, but avoid placing them after every pause. If the speaker is continuously pausing, you do not need to add a comma after each pause. Ensure the text remains readable and flows smoothly, and that it still makes grammatical sense when read as a transcript.

Separate Items in a List

  • Use commas to separate items in a series or list. Include a comma before the conjunction (Oxford comma) for clarity.

Examples:

"We need to review the contract, the invoice, and the receipts."

"He brought his laptop, notepad, pens, and documents."

Set Off Non-Essential Information or Clauses

  • Use commas to set off non-essential or parenthetical information that adds detail but can be removed without changing the core meaning.

Examples:

"The report, which was submitted yesterday, contains all the details."

"Our client, however, did not agree to the terms."

"John Smith, the project manager, will be leading the meeting."

After Introductory Words or Phrases

  • Place a comma after introductory words, phrases, or dependent clauses that precede the main clause.

Examples:

"Before we proceed, let’s discuss the budget."

"However, the deadline is still next Monday."

"During the meeting, several issues were raised."

Before Coordinating Conjunctions in Compound Sentences

Tip: Use a comma before coordinating conjunctions (for, and, nor, but, or, yet, so) that join two independent clauses.

Examples:

"She wanted to attend the meeting, but she was stuck in traffic."

"He reviewed the documents, and he sent an email to the client."

"We can settle this matter now, or we can wait until next week."

To Enclose Interruptions or Interjections

  • Use commas to enclose words or phrases that interrupt or interject within a sentence.

Examples:

"The contract, as you know, is still under review."

"They did, in fact, agree to the proposal."

"We need to, um, reconsider our strategy."

To Separate Adjectives of Equal Rank

  • Use commas between adjectives of equal rank that modify the same noun. If you can insert “and” between them without changing the meaning, use a comma.

Examples:

"He was a careful, diligent worker."

"It was a long, exhausting day."

"She gave a clear, concise explanation."

Around Direct Address

  • Use commas to set off names or terms of direct address.

Examples:

"Mr. Smith, could you clarify your point?"

"Thank you, Judge, for your patience."

"Please, John, provide the necessary details."

After Conjunctive Adverbs

  • Use commas after conjunctive adverbs like “however,” “therefore,” “nevertheless,” “furthermore,” etc., when they appear at the beginning or in the middle of a sentence.

Examples:

"However, we still need to review the files."

"We are prepared, nevertheless, to present our case."

"Furthermore, the evidence supports our claim."

NOTE: Make sure to not overuse commas for readability purposes, and to trust your ears with the cadence of the speaker.

NOTE: When starting a sentence with conjunctions like “so,” “and,” “or,” or “but,” you generally do not place a comma immediately after the conjunction. Instead, use commas as necessary to separate clauses or improve clarity.

For example, you would not use a comma directly after “So” in “So we decided to stay home.” 👎

However, you would use a comma after “So” for clarity in “So, if you need help, let me know.”  ✅

Periods (.)

End of Complete Statements

  • Use periods to mark the end of a complete statement or a declarative sentence.

Examples:

"I agree with your point."

"The meeting starts at 9 a.m."

"She said she would arrive by noon."

"The Witness's testimony clearly establishes the timeline of events."

NOTE: It's your role, as the transcriber, to balance capturing this in a readable, clear way that reflects the speech pattern accurately.

Semicolon (;)

Connect Related Ideas

  • If the speaker poses a question and then adds the phrase, "Is that correct?" to confirm or seek validation, use a semicolon to link the two parts of the sentence.

Example:

NOTE: If the speaker poses a question and follows it with, "correct" or " okay", then a comma is used instead.

Example:

Question Marks (?)

Indicate Questions

  • Use question marks to end direct questions, even if the speaker's tone is uncertain or casual.

Examples:

"Do you know what time it is?"

"Why didn't you tell me earlier?"

"Are we sure this is the right decision?"

NOTE: Remember, in depositions, Counsel is always asking questions to the Witness, so don't forget to add those question marks!

Em Dashes ( -- )

Indicate Interruptions or Abrupt Changes

  • Use em dashes to indicate interruptions, sudden changes in thought, or self-correction. Do not add spaces before the em dash.

Examples:

Apostrophes (’)

Show Possession or Contractions

  • Use apostrophes for contractions (e.g., “don’t,” “we’re”) and to show possession (e.g., “John’s car”). Always be precise, especially in legal contexts where possession is crucial.

Examples:

"It’s important to remember."

"That’s John’s document."

Hyphens (-)

Connect Compound Words

  • Use hyphens to connect compound words or phrases.

Common Examples:

    • Well-known (e.g., "a well-known case")
    • Up-to-date (e.g., "an up-to-date report")
    • Self-employed (e.g., "a self-employed individual")
    • High-profile (e.g., "a high-profile trial")
    • Part-time (e.g., "a part-time job")
    • Full-time (e.g., "a full-time employee")
    • One-sided (e.g., "a one-sided argument")
    • State-of-the-art (e.g., "state-of-the-art equipment")
    • Self-assured (e.g., "a self-assured witness")
    • Self-defense (e.g., "claimed self-defense")
    • Self-confident (e.g., "self-confident demeanor")
    • Self-imposed (e.g., "self-imposed deadline")
    • Editor-in-chief (e.g., "the editor-in-chief was interviewed")
    • Mother-in-law (e.g., "his mother-in-law testified")
    • Attorney-at-law (e.g., "she is an attorney-at-law")
    • Decision-making (e.g., "the decision-making process")
    • High-risk (e.g., "a high-risk investment")
    • Low-income (e.g., "a low-income family")
    • Top-secret (e.g., "a top-secret document")
    • Cost-effective (e.g., "a cost-effective solution")
    • User-friendly (e.g., "a user-friendly interface")
    • Hands-on (e.g., "hands-on training")
    • Well-being (e.g., "concerned for his well-being")
    • Fact-finding (e.g., "a fact-finding mission")

NOTE: Do not use hyphens for interruptions; use em dashes instead.

Punctuation Marks that are not accepted at Parrot

  • Quotation marks(" ")

NOTE: If something is quoted, the proper transcription uses commas to separate the quoted statement.

  • Backslashes (/)

NOTE: If a speaker says "slash", write out the word "slash".

Example:

  • Exclamation points (!)
  • Multiple punctuation marks at once
    • "Are you kidding???"
    • "No way!!!"

Additional Tips:

  • Reflect Natural Speech Patterns: Use commas, ellipses, and em dashes to accurately represent natural pauses, hesitations, interruptions, and abrupt changes in thought. This helps maintain the speaker’s authentic flow and tone.
  • Use Proper Capitalization and Hyphenation: Capitalize proper nouns, titles, and formal references correctly. Use hyphens for compound modifiers, prefixes like "self-," and terms where hyphenation clarifies meaning. If you are unsure, look it up.
  • Maintain Professionalism with Consistent Punctuation: Avoid overusing punctuation marks to keep the transcript clear and professional. Use standard punctuation practices for formality and readability. Use them only when necessary to capture the natural flow and emphasis of the speech.
  • Separate Complete Thoughts: Use periods to break up sentences and avoid run-ons. Use em dashes and <crosstalk> to indicate when speakers talk over each other, ensuring clarity and maintaining the transcript’s accuracy.
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