Numbers, Numerals, Dates, and Times

Updated: 3/12/25

(Source: Various sources, but mainly based on principles from The Grammar and Writing Handbook for Lawyers by Lenné Eidson Espenschied)

There can be multiple correct ways to transcribe numbers. That said, there are a few principles that you can use to guide your choices. Please evaluate for yourself what would make the most sense to an independent reader. For readability, keep these concepts in mind:

• If the speaker starts a sentence with a number, the number should be written out regardless if simple or larger numbers are used
  • “Seventeen is how many I have done.”
  • “I have done about 17 insurance claims.”
  • “Twenty-two.” 

• Pain scales, number ranges, exhibit numbers, photograph numbers, page numbers should be in numerical format if they are referring to a specific one 
  • “I would say about a 7 out of 10.”
  • "I work about 3 to 5 days a week."
  • “Can you turn your attention to Page 54 of Exhibit 3?”
  • “We are looking at Photograph 3, correct?”

• For simple numbers 0-9, write out the amount in words (zero, one, two, etc.). For larger numbers 10-onwards can be kept in their number format.

• For numbers in the millions, billions, and trillions, use numerals and decimals, but write out the amount in words. E.g. $1.2 million, 85 billion stars

• For numbers less than that (thousands, hundreds, tens) you can use the zero numerals. E.g. 700,000 students, $1,200

• Decimal Numbers: Always transcribe decimal numbers numerically, regardless of size. For example, "eight point three" should be written as "8.3", not "eight point three." This applies to all decimal values, whether simple or large.

• Transcribing Driver’s Licenses
  • Since every state has a different format for driver’s license numbers, we standardize the transcription approach by writing them consecutively, without any spaces or dashes.

Examples:

✅ Correct: A123456789

❌ Incorrect: A-123-456-789

✅ Correct: 9876543210

❌ Incorrect: 987-65-43210

Here are some guidelines for specific cases:

Case numbers

These are usually just a sequence, with no spacing necessary. Sometimes these will include a dash or other spoken punctuation, which you can include.

Examples of how this may look:

Write it how it is spoken and cross check with the case information tab. If there is a discrepancy, then contact us using the chat box user interface on the bottom right hand side of your screen.

• 12-AB3456
• 12AB3456

Phone numbers

When transcribing phone numbers, the following format is our leading practice:

• +1 123 456 7890 
• 123 456 7890
• 456 7890

Percentages

When transcribing percentages, the following format is our leading practice: 

• 2%
• 25.69%

Notable exceptions include:

• “Oh, 100 percent we should use that” 
  • Write out verbatim
• Any time a speaker says “percentage” or “percentile” 
  • Write out verbatim

Money

When transcribing the topic of money, always use the numerical value instead of the spelling.

When a speaker says “thirty dollars” transcribe as $30. If implying dollars, transcribe the dollar sign ($). Cents should always be written out if standing alone. If it is a full dollar + cent amount (ex: $47.37), use a decimal and don’t write out “cents”.

Examples:

• 5 cents
• $30 
• $800
• $3,053.25
• $700,000
• $12 million 
• $12,100,000
• $2 billion

Measurement

Please use what is most readable in context.

Examples:

• Nine inches,
• 15’ x 9’,
• 180 pounds,
• 6’3”,
• six foot three

Dates and Time

Write out dates as per the following example, unless it is said in a particularly different way by the speaker. Here are a few variations you might come across; take note of their formatting. Americans often state their birthdate purely in number form:

12.28.1995 (a birthday is often just said as the numbers alone; use periods to indicate DD.MM.YYYY or MM.DD.YYYY)

Other examples:

• October 2nd, 2017
• the 2000s
• the 80s

When transcribing time, it’s important to use the full numerical form for clarity, especially in professional contexts. For example, in the sentence, “I work between 8:00 and 5:00,” times should always be transcribed with the full numerical format (e.g., “8:00,” not just “8”). Writing “I work between 8 and 5” is incorrect as it lacks the necessary specificity. Whenever time is mentioned or referred to in a transcript, it should be fully written out using the numerical format to avoid ambiguity. This ensures the transcript is clear, accurate, and easy to follow.

Times in context should be written as you hear them, with common variations including:

• 2:35 p.m. Central Standard Time
• 2:35 a.m. EST
• 2 o’clock
• 14:35
• 16:35 hours

Large Numbers

Our leading practice is to use commas to help subdivide large numbers in groups of three digits — note that you should only use commas to the left of a decimal.

Examples:

• 1,990,713
• 25,813
• 1,919.7759
• 3.14159265