Formatting

One of the most important but confusing parts of transcribing is the formatting. Formatting refers to the spacing and line breaks in the transcript.

Word Wrap

Always use your text editors word wrap feature. Do not hit enter when the sentence is at the edge of the screen, rather keep on typing and the cursor will appear on the next line automatically (as long as word wrap is on). Word wrap is on by default in almost all word processors and many text editors.

If you don't use word wrap but rather format to a set length of line (like 80-char), we will have to reject your transcript. The easy way to tell if you have accidentally not used word wrap is if your transcript's formatting becomes messed up when it is pasted into the HIT.

Spacing after Full Stops

You should always use single non-breaking spaces while transcribing after full stops (the end of a sentence). Although it's debatable, we consider two non-breaking spaces in-between sentences to be something that has carried over from typewriters which had fixed-width fonts (so it was necessary for readability) but it's just unneeded on current systems.

Paragraph Breaks

A paragraph groups together a single idea or subject for a speaker. Breaking up transcriptions into paragraphs make them a lot easier to follow. So you should break up a paragraph every 3-5 sentences in a transcript but don't force it. If the speaker is still on the same basic idea and there's no transition you shouldn't randomly put in a paragraph break. At the same time a 5 minute transcript shouldn't be one huge paragraph.

Indenting

Never indent new paragraphs, simply start writing them at the beginning of the line.

Blank Line In-between Speakers

You should always put one blank line in-between two speakers, as this makes it a lot easier to tell when the speaker changes.

Inaudibles

Inaudibles should be inline with the speaker if they directly refer to the speaker. For instance if the speaker laughs then [laughs] should be on the same line as what they laughed about. However if the group laughs, then you should insert a blank line, then "[laughter]" then another blank line, and the speaker's name who continues or starts speaking.

Examples

Single Non-breaking Space

John Parker: Transcribers should use single non-breaking spaces after full stops because we consider two non-breaking spaces to be a bad habit that was necessary on typewriters but is no longer needed in the digital age.

Joan Parker: Right. Now some people say that two non-breaking spaces are still relevant in the digital age but CastingWords has to have it one way or the other and single is what they decided on.

John: It's very important that all transcribers use the same style, because the chunks they transcribe are spliced together into the complete transcript, so consistency is very important to the finish transcripts flow.

Joan: Plus an inconsistent transcript looks unprofessional and sometimes silly.

Paragraph Breaks

Jim Allan: Many speakers talk on and on about some subject and reading a huge long piece of text can be boring and difficult on the eyes. This is why we use paragraphs. Every time a speaker changes the focus of what they are talking about you start a new paragraph.

The proper format for a new paragraph is to hit enter twice after the old one. This leaves a blank line in-between each paragraph so the reader can easily tell where ideas begin and end.

Don't Indent

Joe Cosby: Similar to the single space that seems to be dying off is the indent. The indent helped show the reader where a new paragraph beings. However it's just not necessary if you leave a blank line in-between, so don't indent.

Notice how there is nothing in-between "Notice" and the beginning of the line? You do? Awesome, that's how you should transcribe but if it's a new speaker speaking don't forget his name!

Blank Lines

Tim Wilder: Another important thing to note is that you should always leave a blank line in-between paragraphs.

Joe Corner: And between speakers and inaudibles that apply to the general recording and not an individual speaker.

Tim: This makes it easy for a reader to scan the transcript and get an understanding of what is being said. It also makes it look better printed out or on a web page.

Inaudible Placing

Joe Brown: Inaudibles are anything that should be noted but isn't actually spoken. If an inaudible is relevant to the speaker it should be inline. For instance, [jokingly] I'm invisible.

Now if the "[jokingly]" tag wasn't there someone might think I was crazy, but rather I just think things are funny that aren't. Some inaudibles however refer to the recording in general and should be separated from the other text with a blank line above and below them. Here I'll play this song to show you.

[music]

Joe: Notice the blank lines? Also after this inaudible you retype the speakers name just for clarity so that the reader can still easily tell that the same speaker is speaking and not someone else.