POLITICAL TRANSCRIPTS:

POLITICAL TRANSCRIPTS:

We follow the Associate Press style, with some exceptions. You can buy the AP stylebook or subscribe to an online version for $20 per year. The online version is easily searchable and very user-friendly. You can check out the AP's online guide at:

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The AP's publications are at:

http://www.apbookstore.com/books.html.

VERBATIM

We want *strictly verbatim* transcripts for Political with a few exceptions.

Exceptions to Verbatim

1. Include up to only three stutters. (e.g., I -- I -- I want to be clear about that point.)

Note: Stutters, false starts and same-speaker interruptions should be noted with double dashes, one space on each side (e.g., She said she didn't -- could care less about that point.)

Note: Do not transcribe partial word stuttering.

(Wrong: She com -- com -- communicated clearly.)

(Right: She communicated clearly."

2. Don't type partial words.

(Wrong: He sp -- conveyed the same sentiment.)

(Right: He conveyed the same sentiment.)

3. Don't transcribe non-verbal expressions (mm-hmm, uh-huh, et cetera) unless it is clearly a direct response to a question.

4. Listen closely to slang and colloquialisms. If a word sounds odd because of a speaker's strong accent, don't try to duplicate the sounds he's making. But if a speaker uses incorrect words or slang, type them verbatim.

Common words to type verbatim as spoken: y'all, betcha, yeah, gotta

At times it is necessary to try to approximate a strong accent. This should only be done sparingly, and only when the accent is used on purpose to make a point.

For instance, some Southern speakers can pronounce "I" as "Ah," but don't type it as "Ah" in normal speech; only do so if he is exagerrating the accent to make a point: "You know, in my district some people will say things like, 'Ah dunno whut yer talkin' 'bout.'"

5. If you're 100 percent sure the speaker is talking about money, but he doesn't say the word "dollars," please add the "$" to help the reader. (Ex: "cut the budget by 100 billion" should be "cut the budget by $100 billion.")

If you're 100 percent sure from the context that they're talking about millions or billions of dollars but they don't say "million" or "billion," please add the relevant word to help the reader. (Ex: "The tax cut has been reduced from $550 billion to 350" should be "The tax cut has been reduced from $550 billion to $350 billion.")

However, do not add the word "percent" after a number if the speaker doesn't actually say the word "percent."

6. For news briefings and news conferences, omit both personal introductions by press, as well as references to specific members of the press by the speaker holding the briefing.

(Wrong: QUESTION: Hi, I'm Joe Sedari (ph) from The Washington Post. I'd like to ask you two questions on the North Korea situation.

GIBBS: Hi, Joe. That will be fine.)

(Right: QUESTION: I'd like to ask you two questions on the North Korea situation.

GIBBS: That will be fine.)

However, if the name of the reporter is a necessary and important piece of information in the context of the event, do include it. For instance, if an Associated Press reporter is kidnapped in Afghanistan and a different Associated Press reporter identifies himself as such and asks a question about the case at a Defense Department news briefing, include the full statement of that particular reporter.

ERRORS AND UNCONFIRMED SPELLINGS: (sic) and (ph) (when using these two indicators, do not cap, do use parentheses.)

1. (sic) should be used when a speaker misspeaks and does not correct himself in the next sentence or two.

(e.g., Secretary of State Bill (sic) Clinton visited North Korea today to discuss their nuclear bomb testing.)

2. (ph) should be used in two instances:

a. when a spelling of a word is unconfirmed by transcriber's independent knowledge and/or research

(e.g., Ms. Brzezinsky (ph) did the interview last Thursday.)

b. when a regular word is correctly spelled, but there is a question as to whether that particular word is actually what is being said.

(e.g., It was unclear whether the man was intoxicated or just dog (ph) tired.)

*Transcribers are expected to perform any research necessary to correctly spell-check their work.

*Use (sic) and (ph) in every instance the error and unconfirmed spelling occurs, not just the first time. If no (ph) is used, the editor will assume the transcriber has independently confirmed the spelling of the word.

AUDIO TAGS

(inaudible), (OFF-MIKE), (AUDIO GAP), (JOINED IN PROGRESS), (LAUGHTER), (CROSSTALK), (APPLAUSE), (RECESS)

1. (inaudible) is used when one or two words are not recognizable due to the speaker speaking too softly or unclearly. It is written in lower-case letters and in parentheses. Don't bother initial-capping it as (Inaudible) if it appears at the start of a sentence.

2. (OFF-MIKE) is used when the speaker does not speak into the microphone. It is written in all caps and in parentheses. (OFF-MIKE) can appear in a sentence.

3. (CROSSTALK), (LAUGHTER) and (APPLAUSE) always appear on a separate line, tabbed in.

(CROSSTALK) is used when more than one speaker talks at the same time. Speakers need to be re-identified after using (CROSSTALK).

If any words are cut off by someone interrupting the speaker, use (CROSSTALK) instead of (OFF-MIKE).

Example:

QUESTION: What about the...

(CROSSTALK)

BUSH: ... know, I don't answer what-ifs.

If interrupted but speakers don't talk over each other:

Example:

QUESTION: What about the...

BUSH: As you know, I don't answer what-ifs.

For questions or answers that are off-mike, please use (OFF-MIKE).

And for questions or answers that are on-mike but inaudible, please use (inaudible).

Example:

BIDEN: (OFF-MIKE)

VARGAS: Mr. Biden, do you (inaudible) the minority?

Use (CROSSTALK) instead of (OFF-MIKE) when speakers speak over each other:

Wrong:

LEWIS: You know, our main focus is to ensure a level playing field.

QUESTION: (OFF-MIKE)

QUESTION: (OFF-MIKE) the latest report on human rights in China.

Right:

LEWIS: You know, our main focus is to ensure a level playing field.

(CROSSTALK)

QUESTION: ... the latest report on human rights in China.

4. (LAUGHTER) and (APPLAUSE) are used when:

a. more than one person (audience, other panel members, participants, et cetera) laugh(s) or applauds;

b. a single speaker laughs or applauds so much that it temporarily interrupts the flow of the conversation.

Note: (LAUGHTER) or (APPLAUSE) are never attributed to a specific speaker and are always written in all caps, in parentheses, and put in their own indented paragraph. Do not re-identify speaker after using (LAUGHTER) or (APPLAUSE).

5. Use (RECESS) for the breaks. (Note: Identify the first speaker after the (RECESS) even if it's the same speaker who spoke before the break.)

6. Do not note (PAUSE), (GAVEL), (BELLS) or conversations that aren't supposed to be an official part of the hearing, including a staff member whispering to a member. (Exception: If speakers refer to bells, cell phones, or other interruptions, include (CELL PHONE RINGS) or whatever so that the reference will make sense to a reader who can't hear the audio.)

7. (AUDIO GAP) is used when there is no audio due to a technical malfunction. It is typed in a separate, indented paragraph in ALL CAPS. Re-identify the speaker after using (AUDIO GAP). As soon as a gap is discovered, the transcriber must contact either the editor or the person who assigned the file to advise him of the audio gap and to see if replacement audio is available.

8. (JOINED IN PROGRESS) is usually used at the beginning of a file where it is clear there is audio missing and the transcript begins after the event has begun. The transcriber must contact either the editor or the person who assigned the file to advise him of the audio gap and to see if replacement audio is available.

HOW TO IDENTIFY SPEAKERS (LAST NAME, (UNKNOWN), QUESTION, CHAIRMAN, OPERATOR)

1. Any person who is identified in the transcript by name attributed as a speaker must be included on the speaker's list. You should have been provided with a speaker list, usually labelled [eventnumber].txt, i.e., U35.txt, in Script. If you come across names not on the speaker list, please let your editor know by e-mailing the new names to allan@msdsph.com and listing them in all caps at the top of your transcript. If you have no speaker list, please contact the editors or Casey Deitrich by Instant Messager or e-mail immediately.

If a speaker is identified in the transcript but is not listed in the speaker's list, please notify your editor and add the speaker's name to the speaker's list.

2. Identify all speakers with last names only, ALL CAPS.

Example:

OBAMA: It's time for change today.

BIDEN: But I thought that was for tomorrow.

GIBBS: But today is yesterday's tomorrow.

3. If there is more than one speaker in one transcript with the same last name, use the first letter of the first name to differentiate the speakers, or use the first full name with the last name if initials are the same.

Example:

M. OBAMA: My husband told me that Acting Chairman Smith stopped by.

B. OBAMA: That's true. I spoke with Michelle first.

BEN NELSON: I want to welcome former Vice President Gore to the hearing.

BILL NELSON: He looks taller than he does in cyberspace.

4. Identify audience members, members of the press, and callers who are asking questions as QUESTION, even if the text identifies the speaker. Perform cursory research to get a correct spelling, but a (ph) for audience members, callers, and/or the press is acceptable.

Wrong:

JOE SEDARI (ph): Hi, Joe Sedari (ph) from the National Enquirer. Why did the director say that?

Right:

QUESTION: Hi, Joe Sedari (ph) from the National Enquirer. Why did the director say that?

5. Identify unknown speakers as (UNKNOWN). Do not use Unidentified Male/Female/Person.

If you are not 100 percent sure of the identify of the speaker, but are reasonably sure from context clues and/or voice identification, use the last name of speaker followed by a question mark with the mark inside parentheses.

Example:

SMITH: I think we have time for another question.

QUESTION: Why did the director say that?

STAFF: Mr. Johnson cannot answer more questions at this time.

SMITH (?): It's OK. There might be time for one more.

(UNKNOWN): Please wait for the microphone to come to you.

6. Use (ph) for any spelling that is not independently confirmed by you. If a word is not marked with a (ph), we will assume that your spelling is right. Continue to use (ph) for every unconfirmed spelling, and not just at the first appearance of the word.

It's OK to use (ph) in the body of the transcript and in the speaker ID tag when identifying who is speaking.

BARNSWORTH (ph): Hi, I'm Joe Barnsworth (ph) and I am standing in for Vice President Biden.

Use CHAIRMAN/CHAIRWOMAN to identify a speaker only if he/she is obviously chairing a hearing/meeting but his/her identify is unconfirmed.

Use ACTING CHAIRMAN/ACTING CHAIRWOMAN to identify a speaker only if it's obvious he/she is standing in for the real chairman but his/her identity is unconfirmed.

PUNCTUATION

1. Use ellipses "..." when the speaker is interrupted at the beginning or at the end of his sentence by another speaker. Use three periods (do not use an automatic formatted ellipses) and put one space after the third period if the ellipsis occurs at the front end of the sentence, and no space if it's at the end. Do not put punctuation before or after an ellipsis.

Wrong: Did he want to...?

Right: Did he want to...

2. Use double dashes "--" (two hyphens, with a space before the first hyphen and a space after the second hyphen; not an emdash, an endash or just two hyphens without spaces before and after) when the speaker interrupts himself (e.g., stuttering, false starts) in the middle of his speaking. Double dashes should never start or end a sentence.

Example:

Wrong: He meant to say ...the other day, he meant to say the same thing.

Right: He meant to say -- the other day, he meant to say the same thing.

NOVAK: Well, let me just -- I would think you're probably correct...

CARVILLE: I know I'm correct.

NOVAK: ... in assuming that that is the case.

When someone interrupts or restarts his own sentence, please use -- instead of a comma. If you use a comma, it looks like we're missing some words.

Wrong:

QUESTION: She went to China, could you tell us what the answer is before we move on.

Right:

QUESTION: She went to China -- could you tell us what the answer is before we move on?

Wrong: Did he mean --? last time, he refused to say that.

Right: Did he mean -- last time, he refused to say that.

3. Use quotation marks for...

a. direct quotes (type the word "quote" if the speaker says it)

b. attributed quotes (e.g., All of a sudden, he turned around and said, "Get out of here now!" And I just looked at him and said, "OK, I'm out of here.")

c. hypothetical quotes

d. book/movie/song/play names (don't put quotes around periodicals and website names)

e. when speaker is making a reference to a word (i.e., in a definition, clarification, or a repetition of what another speaker said)

Examples:

i. I heard him say, quote, "Don't go until you finish," unquote.

ii. The ranking member used the word "liberals," but we're really social conservatives.

iii. The term "ignorant" usually refers to a lack of knowledge.

iv. Who coined the phrase "Monday morning quarterback"?

v. They are, quote/unquote, "the best of enemies."

If the speaker says so-called before a word, or if he makes air-quotes with his fingers while speaking, don't use quotation marks.

Wrong: Your so-called "tax cut" is really a tax increase.

Right: Your so-called tax cut is really a tax increase.

In general, place small punctuation (commas and periods) inside of quotation marks. Large punctuation (colon, semi-colon, question mark and exclamation point) goes outside quotation marks unless the punctuation is part of the quotation (example: He asked me, "Did you read the article?" And do you think I said, "Yes, I did"?). (Note: We very rarely use exclamation points; unless the speaker is actually shouting or it's a quote from a source that used the !, use a period instead.)

4. Use two spaces following a colon in most usages.

For example:

a. after a speaker's name (e.g., OBAMA: I am glad to be here.)

b. to introduce a list of things (e.g., The following are a few key courses: reading, writing and arithmetic.

c. to introduce a question (e.g., I wanted to ask you: Why did you pass that bill?)

But don't add spaces when a colon appears inside a term like a time (3:15 a.m.) or a mathematical ratio (3:1).

Don't use a colon or semicolon for short greetings. Just stick to periods.

Example:

B. OBAMA: Good morning. I'd like to thank you for coming.

M. OBAMA: Thank you. Thanks for coming.

5. Comma Usage (in addition to general comma usage):

Use a comma...

a. if a sentence begins with, Well, However, Therefore, By the way, Essentially, Heretofore, Generally, Again, Meanwhile -- basically any introductory word or phrase other than "But" "And" or "So"

b. to separate out lists of things (e.g., He brought a cup, a bottle of wine, juice, limes and a party hat to the party.)

c. after a quote that occurs in the middle of a sentence (e.g., I couldn't believe he actually said, "Get out of here," directly to my face.)

d. when the speaker addresses another person directly

Yes, sir.

OK, welcome, everyone.

Please sit down, Mr. Smith.

No, Congressman, that is wrong.

Thank you, Senator.

You don't know, Mr. Smith?

Good morning, ma'am.

Is it your opinion, Jim, that everyone else is wrong?

e. to separate out nonessential words or clauses

He was, in fact, on the committee that day.

We ran all the way, you know, until we reached our destination.

There was, indeed, a lot of people there.

The bill was rather intrusive, like the one previously passed.

The patterns are going to be in, say, 2005 and forward.

For the possessive of words ending in "s," use only an apostrophe and not an extra "s" for plural nouns and proper names: "Congress' calendar is set for the Senate's votes on states' rights and taxpayers' issues, but not for the witness' testimony on women's rights."

Always use a comma following the city-state combination: We came to Washington, D.C., 10 years ago. I've represented the city of Baltimore, Maryland, since 1996.

f. Use commas with dates that have both the day and the year...

Example:

SMITH: The report, covering January 1, 1999, through May 1, 2000, is complete.

... but not with dates that have only month and year.

Example:

JONES: The May 2000 report is now complete.

Don't make sentences out of the little intros. Use a comma instead.

Wrong

QUESTION: Back to Iraq. Is there anything new with the investigation?

Right

QUESTION: Back to Iraq, is there anything new with the investigation?

Examples for commas:

And we will try to proceed.

So we will try to proceed.

But we will try to proceed.

Well, we will try to proceed.

You know, we will try to proceed.

Well, you know, we will try to proceed.

Yes, sir, I will.

Well, we'll have to wait.

I'd ask, you know, if we can continue.

It's kind of a political number.

My sister Laurie and I went shopping. (Note: If you know for a fact that the speaker has only one sister, the name can be set off with commas. But if there's any possibility that the speaker has more than one sister, then no commas are used.)

My wife, Katie, and I went to a movie. (Note: Since the speaker is likely to have only one current wife, her name can be set off with commas.)

She thanked her parents, Alanis Morissette, and God. (Note: This is an exception to the usual comma rule. Usually, we don't put commas before the "and" of a simple series. But add the comma if it is needed to preserve the sense of the sentence so her parents aren't "Morissette and God.")

He thanked his parents, Brian and Laurie.

He called the judge, the bondsman and his roommate.

Yes, Mr. Chairman, I understand.

No, sir, I did not.

I've represented the city of Baltimore, Maryland, since 1996.

6. Apostrophes and single quotation marks

To show possessive tense (Jim's, Jack's)

Do not use " 's " if word ends in an "s" and is possessive. Use only an apostrophe.

Use single quotation marks for a quote within a quote:

And the senator said to me, "I never intended to give that bill a chance. When I heard the president say, 'Support me because I ask you to,' I simply could not do it for purely political reasons."

7. DASH/HYPHEN, SLASH

Use a dash (hyphen) instead of a slash for almost everything except "and/or," "24/7," "9/11," "quote/unquote":

the Ahtisaari-Chernomyrdin agreement

the military-political plan

the Serbian-Montenegrin port

what-ifs

Hyphenate compound adjectives like: ground-to-air ordnance, common-sense action, high-tech companies. But remember that adverbs that end in "ly" aren't hyphenated (Ex. the commonly used style)

Note: Not all women with two last names use a hyphen: Congresswoman Sheila Jackson Lee.

Don't use a hyphen with money or percentages: 1 percent cut, $30 billion debt.

CAPITALIZATION (in addition to general capitalization rules)

1. Capitalize all formal names of committees, commissions, departments, associations, et cetera:

(e.g., Senate Finance Committee, Senate Armed Services Committee, Department of Homeland Security, Securities and Exchange Commission )

Cap informal versions of committee names (e.g., House Ethics Committee, even though the real name if House Committee on Standards of Official Conduct; Ag or Agriculture when used as a short form for Senate or House Agriculture Committee).

Do not cap generic references to departments, associations, committees or departments. Generally, if an article or possessive pronoun is used (a, the, this, that, our, your, the other, et cetera) in front of the word department/association/committee/department, it will not be capped.

the department

this commission

an association

his committee

Note: Be advised that homeland security, defense, treasury are not capped if it's a generic reference or a concept. It is always capped when referring to the department itself.

The budget included millions of dollars going to homeland security.

Monies from fees go directly into the treasury.

Republicans do not want to cut defense spending.

Homeland Security spends billions of dollars each year on securing the homeland.

The secretary of state gave a speech to all the State employees.

Cap shortened names such as:

the Joint Chiefs, the Joint Chiefs of Staff

the Postal Service, the U.S. Postal Service

the Marshals Service, the U.S. Marshals Service

the House, the U.S. House of Representatives

the Banking Committee, the House Banking and Financial Services Committee

the General Assembly, the U.N. General Assembly (but it's the assembly)

the State Department, the U.S. Department of State (but it's secretary of state)

The Washington Post, The Post

the Capitol, Capitol Hill, the Hill, the U.S. Capitol

the Capitol Police

2. Cap "Federal Reserve" (and "Fed" when it refers to Federal Reserve). There is no cap if "fed" refers to the federal government or to people who work for the federal government.

3. Cap all titles ONLY if they appear in front of the name and as part of the name. This goes for all titles found not accompanying a name -- the queen, the pope -- with the singular exception of the Dalai Lama.

I was talking to Director Smith.

Jane Smith, the director of operations, called me.

He told Senator Smith all about it.

Jane Smith, the senator from my state, is here to see you.

President Smith, we welcome you.

She is the president and CEO of XYZ Corporation

I spoke with former President Carter in France.

We interviewed acting Deputy Director Smith when he stopped by the studio.

4. Cap title if used in lieu of a name

Examples:

Go ahead, Mr. President.

Now, Senator, it's your turn.

Well, Doctor, is that your opinion?

However, Congressman, thank you for coming.

Don't cap "sir" or "ma'am/madam" unless it's a title and name (Sir Geoffrey, Madam Secretary)

Examples:

Good morning, sir.

Yes, ma'am.

5. Do not cap generic references to a person's title, company or association.

Examples:

He is the executive director and president of the company.

The senator from Georgia has the floor.

As the acting president, she made several key decisions.

Secretary Powell, the head of the State Department, was appointed to be secretary of state by President Bush.

The secretary of defense held a news conference.

Secretary of Defense Gates held a news briefing.

I wish to thank the secretary.

I wish to thank you, Mr. Secretary.

President Bush met with acting President Yehling and former Senator Anderson.

6. Cap all formal names of laws, and all recognized short forms of the law, but not generic or informal references to them.

Examples:

Troubled Asset Relief Program, Military Detainee Treatment Act, the G.I. Bill

the Recovery Act

the detainee treatment bill

the stimulus act

the defense authorization

7. Races/Ethnic Groups/Religions

Do not cap color (white, black, brown, red, yellow)

Do cap Hispanic, Latino, Caucasian, African-American, Native American (but "native tribes"), Indian, European, Israeli-American, Jewish American)

Note: hyphenate when both words refer to places (Africa and America) but not to place-religion/race/ethnicity combinations.

Examples:

Christian

Muslim

Jewish

Catholic if referring to Roman Catholic

Baptist

Roman Catholic

Methodist

Protestant

Greek Orthodox (or "Orthodox" if referring to Greek or Russian Orthodox)

8. Directions

Directions are not capped (go north, east, west, south) but generally recognized regions are.

Examples:

Northern Ireland

East Asia

Southern California

Eastern Hemisphere

Eastern Europe

Far East / Middle East

Mid-Atlantic

the South

the Northeast

the West

the Midwest

Cap but don't abbreviate any military or political titles. The only abbreviations we use are: Mr., Mrs., Ms., Messrs. and Dr. (And it's "Doctors Smith and Jones.")

Use Mrs., Miss or Ms. (whatever the speaker says) for all adult women. Use "Ms. (ph)" if it's difficult to tell whether the speaker is saying "Ms." or "Miss."

9. Cap acronyms and only use periods for two-letter two-word acronyms, not three-letters or more. (It's "TV" and not "T.V." because the two letters do not represent two separate words.)

U.S.DOD

E.U.EPA

I.T.

USA

10. Politics

the Congress, the congressman (capped if used as part of name "Congressman Smith" or if used instead of a name, "We welcome you, Congressman, to our presentation."), congressional

the Senate, the senator (capped if used as part of name "Senator Smith" or if used instead of a name, "We welcome you, Senator, to our presentation.")

the House of Representatives, the representative (capped if used as part of name "Representative Smith" or used instead of a name, "We welcome you, Representative, to our presentation."), the House

the White House, Oval Office, Rose Garden, the West Wing, South Lawn

on Capitol Hill, the Hill,

the Supreme Court (capped if referring to the U.S. Supreme Court or if state name is in front of it "Georgia Supreme Court")

When saying "the court" it's lower-cased. But when someone says the full state and court name, like "Georgia Supreme Court" or "2nd Circuit Court, 1st District Court" it's upper.

the Constitution, (capped if referring to the U.S. Constitution), the Bill of Rights, First/Second (spell out) Amendment, but 10th Amendment, et cetera, for numbers above ninth, constitutional.

the bill, the act

the Republican Party (Republicans)

the Democratic Party (Democrats), democratic values

Communist Party (He's a communist)

the president, President Obama, President Obama's administration

Cap shortened names such as:

the Joint Chiefs, the Joint Chiefs of Staff

the Postal Service, the U.S. Postal Service

the Marshals Service, the U.S. Marshals Service

the House, the U.S. House of Representatives

the Banking Committee, the House Banking and Financial Services Committee

the General Assembly, the U.N. General Assembly (but it's the assembly)

the State Department, the U.S. Department of State (but it's secretary of state)

The Washington Post, The Post

the Capitol, Capitol Hill, the Hill, the U.S. Capitol (but U.S. capital if referring to the whole sity of Washington or the goverment in general; U.S. Capitol refers to a specific complex of buildings)

the Capitol Police

Distinguish between political systems and the parties, such as democracy versus a Democrat. So communism isn't capped but the Communist Party is: "The Communist Party won the election, beating out the socialist agenda of the Greens and Labor. In communist China, the Communist Party is the ruling party."

11. Computer

Internet, net, Web, website and World Wide Web, e-mail, online (but "on-line" when referring to assembly or unemployment lines), dot-com, blog, podcast, webcast

NUMBERS

Numbers zero through nine should be written out, but for numbers 10 and higher, use numerals. Numbers in the thousands and millions (e.g., 5 million people) are, of course, larger than nine, so use numerals.

Exceptions to this rule are ages, dates, times, percentages and dollar amounts: "The 8-year-old girl spent $9 for two books, 10 pencils and six pens at 6 p.m. on September 2nd. It was one-third of what she needed. The school budget is $7 million per year, which is 9 percent of the district budget."

One more exception is a number used as a name. E.g.: "Title 9 was passed before SALT II in the second session of the 104th Congress, which was led by the congressman from the 3rd District of Ohio."

DO NOT BEGIN SENTENCES WITH NUMBERS. All numbers, except a year, that begin a sentence are spelled out. (And because amounts of money come with a $, you don't have to spell out the amount if it's the first word, since the dollar sign is technically first, not the number.)

Example:

$2 billion was the amount for the program that we needed, Mr. Chairman. 1995 was the year the budget changed.

COMMONLY USED NUMBER PHRASES

HEARD AS -- TRANSCRIBED AS

zero point three percent -- 0.3 percent

point three percent -- 0.3 percent

twenty-nine percent -- 29 percent

a greater percentage -- a greater percentage

one to two percent -- 1 to 2 percent

zero percent -- zero percent

a hundred dollars -- a hundred dollars

one hundred dollars -- $100

ten billion dollars -- $10 billion

five hundred thousand -- 500,000

five million -- 5 million

twenty-one to thirty percent -- 21 to 30 percent

twenty-five to thirty-one cents -- 25 to 31 cents

one and a half million dollars -- $1.5 million

half a million dollars -- half a million dollars or $500,000 if you know it's a specific amount and not a round-off estimate

a dollar and a quarter -- a dollar and a quarter

one dollar and twenty-five cents -- $1.25

one to five dollars -- $1 to $5

section one -- Section One

fourth quarter -- fourth quarter

third week -- third week

fifth grade -- fifth grade

tenth grade -- 10th grade

K through 12 -- K-12

one, two, three, four -- one, two, three, four

first, second, third -- first, second, third

second circuit court -- 2nd Circuit Court

third army -- 3rd Army

world war two -- World War II

salt two -- SALT II

title seven -- Title VII

twenty-first century -- 21st century

Y2K -- Y2K

in the nineteen-thirties -- in the 1930s

she was in her thirties -- she was in her 30s

in the eighties -- in the '80s

FY ten -- F.Y. '10

year two thousand -- year 2000

two thousand men -- 2,000 men

sixteen hundred Pennsylvania Avenue -- 1600 Pennsylvania Avenue (note: no comma in the 1600 when it appears in an address, but normally there would be a comma if it appeared in regular use, like $1,600)

25 to 30 billion dollars -- $25 billion to $30 billion, not $25 to $30 billion

six o'clock -- 6 o'clock

six a.m. -- 6 a.m.

six eastern standard time -- 6:00 Eastern Standard Time

six in the eastern time zone -- 6:00 in the Eastern time zone

see you at five -- see you at 5:00

1/3 -- one-third

triple a -- AAA

double a -- AA

single a -- A

she came in third place -- she came in third place

she came in tenth place -- she came in 10th place

These are the main points. One do the job. Two be consistent. -- These are the main points: one, do the job; two, be consistent.

fifty fifty -- 50-50

twenty four seven -- 24/7

nine eleven -- 9/11 (when refer to Sept. 11th), 911 (when referring to the emergency phone number)

two by four (as in hunk of wood) -- 2x4

(ratio) three to one -- 3:1 (if used in a technical/mathematical sense) three-to-one (if used in an informal sense)

STYLE

1. No auto-formatting

All transcripts should be saved in plain text. No auto-formatting should be on because auto-formatted characters ("smart quotes," "curly quotes," or foreign-language accents over or under letters) cause unreadable characters when converted.

Do not use fractions, superscript or accent marks in your text.

Note: To turn off auto-format in Microsoft Word: Click on "format," click on "auto-format," click on "options," all boxes should be UNchecked on the autoformat, autoformat-as-you-type, smart tags, and autotext tabs. Restart Word to make the changes go into effect.

2. Tab the first line of each paragraph.

3. Make a new paragraph when the speaker begins speaking to a new person.

HYDE: Thanks, everybody, for coming. We appreciate your testimony and expertise.

Mr. LaPierre, I want to ask you about the NRA's position.

4. Use "?" in the introduction of a new speaker, when turning the floor over to her/him.

SEVERSON: Thank you, Senator Smith.

Senator Hofstad?

HOFSTAD: Thank you, Mr. Chairman.

5. Use short paragraphs. Three or fewer sentences in a paragraph are fine. Many of our clients are newspapers, who'll be printing the material in skinny one-inch-wide columns, so a paragraph that's three inches tall on your computer screen could be 10 inches tall in a newspaper column.

6. If transcribing and uploading in segments (versus whole file) of a file, include the last few sentences of the previous file on the top of the following file. This helps us find the match between your segment and the one before it.

Identify the speaker at the beginning of the new file even if you already identified him at the end of the previous file.

7. If speaker is being translated, please use:

QUESTION (THROUGH TRANSLATOR): Will you?

SCHROEDER (THROUGH TRANSLATOR): Yes, I will.

If speaker is speaking in a foreign language and not being translated, then:

LEBEAU: (SPEAKING IN SPANISH)

LEBEAU: (UNTRANSLATED) (use this if you have any doubt what language is being spoken)

8. When introducing a complete sentence with a colon, please cap the first word.

9. Try to break up compound and run-on sentences. Don't worry about starting a sentence with "And" or "But." Sometimes this will conflict with the need to produce short paragraphs. In these cases you'll have to use your best judgment.

LEGISLATION

Common terms: chairman's mark; to mark up (verb) and a markup (noun); unanimous consent or U.C.; without objection, so ordered.

Bills should be written as: H.R. 1234, H.Con.Res. 1234, S. 1234, H.J.Res. 1234, S.Res. 1234.

Capitalize the proper titles: the Balanced Budget Act of 1997. But only cap the formal name of bills, acts, commissions, et cetera: the farm bill, the ag appropriations bill, Brady bill, Brady law, Brady check, Cox committee, Breaux commission, Medicare commission, Social Security trust fund, 9/11 Commission.

MILITARY

Cap if U.S. armed forces: Army, Navy, Air Force, Marines, the National Guard and the Reserves, but no caps for U.S. armed forces.

For the troops, only some are capped: soldiers, airmen, Marines, guardsmen and National Guardsman. Note that it's Reserves for the force, but reservists for individuals, which may be improperly referred to as reserves, in which case use the lower. That is, "These reserves joined the Reserves in 1982." Also, "reserve component" is not capped. The names of military commands are capped: Southern Command, Joint Forces Command, et cetera.

Note that it's Marine Corps with an "s."

Do not cap when talking about another country (the Iranian army), unless you know they're using the proper name for the country in question's army, such as the Canadian Armed Forces, the British Royal Army, or the Iraqi Revolutionary Guard.

MECHANICS

The font style and size that you use doesn't matter because you'll be sending it in as a plain text file. Do not send as Word docs, RTF files, or docx files. The same with margins; you can type with any margins you wish.

However, the paragraphs must be single-spaced, double-spaced between paragraphs, and the paragraphs tabbed in. Use two spaces after the punctuation at the end of a sentence.

When you're done and you save your files, name it using the date (two-digit month, two-digit day), the number of the audio file, and the three-digit hearing code; for instance, "0519a1.u59"

MISCELLANEOUS

HEARD AS -- TRANSCRIBED AS

etc. -- et cetera

okay -- OK

insure -- insure (if dealing with insurance), ensure (if a verb not dealing with insurance)

advisor -- adviser

misters -- Messrs.

don't ask don't tell -- "don't ask/don't tell"

bail out -- bail out (verb), bailout (noun)

healthcare -- health care

US, GM, EU, IT -- U.S., G.M., E.U., I.T. (Use periods for two-letter, two-word acronyms)

Q and A session -- Q&A session

Madame -- accent on second syllable, French-style: Madam; accent on first syllable: Madam.

gentle lady -- Gentlelady Smith, the gentlelady

versus -- v. (if citing a legal case; e.g., Bush v. Gore), versus (in all other instances)

mark up -- markup (noun), mark up (verb)

fundraise/fundraising/fundraiser -- fund raise (verb), fund-raising (adjective), fund-raiser (noun)

cyber -- cyberspace; all other uses, use cyber- (with a hyphen)

maybe, may be -- maybe (adverb meaning "perhaps"); may be (verb meaning "could possibly be"). If you can substitute "could be" then it's "may be."

follow up -- let's follow up (verb); a follow-up (noun)

cap and trade -- cap-and-trade

mom and pop -- mom-and-pop

the Hill (reference to Capitol Hill)

the Beltway (reference to Washington, D.C.'s Beltway)

World War II

founding fathers

baby boomers

website

e-mail

the Senate

the House

the Congress (but congressional)

the Republican Party (Republicans)

the Democratic Party (Democrats)

democratic values

Communist Party (but, "He is a communist.")

the Marines (reference to U.S. Marine Corps)

the Army (reference to U.S. Army)

the Constitution (in reference to U.S. Constitution, but not to any other country's constitution; if another country's constitution is referred to by its complete and proper name, like the Canadian Charter of Rights and Freedoms, it's capped)

constitutional

the Cold War (but a cold war if generic reference)

all seasons not capped (fall, summer, winter, spring)

"Earth" capped when referring to planet (all planet names capped) but not when referring to farming and dirt.

Social Security

Medicare

Medicaid

money is not capped (dollar, euro, peso)

Eastern Standard Time

"V" for victory

crossing the t's and dotting the i's

T-shirt

U-turn