Business Writing 101 · Business Writing 101 Scarlett T. Brooks, Instructional Design Specialist, ... prepositional phrases 10. •Examples when writing about language. Butler, Eugenia,

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Business Writing 101Scarlett T. Brooks, Instructional Design Specialist,

Indiana Office of Court ServicesKyle C. Gillaspie, Chief Staff Attorney, Court of

Appeals of Indiana

General Writing Tips

Keep it simple

Strive for clarity

Proofread

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Verbatim

Transcript should be a word for word record of what was said at trial or hearing.

Avoid making grammatical corrections to the transcript.

But Correct Grammar is Crucial to Good Writing

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Because When You Use Improper Punctuation

Because When You Use Improper Punctuation

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Or No Punctuation

Or No Punctuation

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Your Reader Has No Idea What You Are Trying To Say!

Common Grammar Issues

• Dashes and hyphens

• Capitalization

• Run‐on sentences

• End punctuation marks

• Commas

• Colons and Semicolons

• Quotation marks

• Correct Usage


• Apostrophes• Capitalization• Colons and Semicolons• Commas• Correct Usage• Dashes and Hyphens• End Punctuation Marks• Quotation Marks• Run‐on Sentences

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

1.

The Plaintiffs were displeased with the outcome, so they

How should the underlined portion be punctuated?

a. Hoosier, inb. Hoosier…inc. Hoosier – in d. The sentence is correct as‐is.

filed their lawsuit in front of Judge Hoosier – the lateJudge Hoosier in the Marion Superior Court.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

1.

If you chose “C,” you are correct!

The Plaintiffs were displeased with the outcome, sothey filed their lawsuit in in front of Judge Hoosier – thelate Judge Hoosier—in the Marion Superior Court.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

1.

The Rule:

Use a dash to indicate an abrupt shift or break in thethought of a sentence or to set off an informal oremphatic parenthesis.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

2.

Drug courts were established so that all drug related


b. The sentence is correct as‐is.a. Drug‐related

issues could be consolidated in one forum.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

2.

If you chose “A,” you are correct!

Drug courts were established so that all drug‐relatedissues could be consolidated in one forum.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

2.

The Rule:

Use a hyphen to form a compound adjective IF thatadjective comes before the noun it modifies – notafter the verb.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

2.

For example:

Drug courts were established so that all drug‐related

‐BUT‐

Drug courts were established so that all issues that are

issues could be consolidated in one forum.

drug related could be consolidated in one forum.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

3.

On June 7th counsel for the first‐named Defendantand the second‐named Defendant (A) filed identicalmotion to dismiss (B) and motion to stay (C) andfinally, on June 14th counsel for the third‐namedDefendant filed a motion to dismiss and a motion tostay.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

3.

Where is the comma needed so that this sentence is

a. Defendant, filedb. Dismiss, andc. Stay, andd. The sentence is correct as‐is.

no longer a run‐on?



• Capitalization



• Commas


• Quotation marks

• Correct Usage

3.


On June 7th counsel for the first‐named Defendantand the second‐named Defendant filed identical

June 14th counsel for the third‐named Defendantmotion to dismiss and motion to stay, and finally, on

filed a motion to dismiss and a motion to stay.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

3.

The Rule:

Use a comma plus a coordinating conjunction (here, “and”) to join complete thoughts.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

4.

In this case Judge the Plaintiffs have not properly


d. The sentence is correct as‐is.c. case, Judge, theb. case Judge, thea. case, Judge the

exhausted their administrative remedies.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

4.


In this case, Judge, the Plaintiffs have not properlyexhausted their administrative remedies.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

4.

This rule applies no matter where in the sentence the

The Rule:

Use commas to set off words used in a direct address.

name of the person being addressed appears.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

4.

For example:

The Plaintiffs have not properly exhausted their

Judge, the Plaintiffs have not properly exhausted their

‐AND‐

administrative remedies in this case.

administrative remedies in this case, Judge.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

5.

The Court considered the constitutionality of one statute((A)which the legislature had passed in 2012 (B) C) and asecond one (D) that was later repealed and replaced bya third.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

5.

Where do commas need to be inserted?

a. Between “statute” and “which” onlyb. Between “2012” and “and” onlyc. After both “statute” and “2012”d. After “one” only



• Capitalization



• Commas


• Quotation marks

• Correct Usage

5.


The Court considered the constitutionality of onestatute, which the legislature had passed in 2012, and asecond one that was later repealed and replaced by athird.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

5.

The Rule:

Use commas to set off nonessential modifiers (thosebeginning with “which”). Do not use commas to set offessential modifiers (those beginning with “that”).



• Capitalization



• Commas


• Quotation marks

• Correct Usage

5.

For example:

The Court has already ruled on the motions that

‐BUT‐

The Court has already ruled on the motions, which

addressed that particular issue.

were found to have little basis.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

6.

The DCS ((A)Department of Child Services (B) clearly


a. Between “DCS” and “Department” onlyb. Between “Services” and “outlines” onlyc. After both “DCS” and “Services”d. The sentence is correct as‐is.

outlines (B) C) the process for parents going throughTPR.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

6.


The DCS, Department of Child Services, clearly outlinesthe process for parents going through TPR.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

6.

The Rule:

Use commas to set off nonessential appositives (a wordor phrase that renames, identifies, or explains the wordit follows).



• Capitalization



• Commas


• Quotation marks

• Correct Usage

7.

Counsel for the Plaintiff was provided with (A) a very (B)


a. Between “with” and “a” only

d. The sentence is correct as‐is.c. Between “thick” and “copy” onlyb. Between “very” and “very” only

very thick (C) copy of the case file.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

7.

If you chose “B,” you are correct!

Counsel for the Plaintiff was provided with a very, verythick copy of the case file.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

7.

The Rule:

Use commas to separate two or more coordinateadjectives that modify the same noun.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

8.

The suit originated in a Madison County ((B) Indiana (C)


a. The sentence is correct as‐is.

d. After both “County” and “Indiana”c. Between “Indiana” and “circuit” onlyb. Between “County” and “Indiana” only

D) circuit court.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

8.

If you chose “D,” you are correct!

The suit originated in a Madison County, Indiana, circuitcourt.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

8.

The Rule:

Use commas to set off items in dates, geographicalnames, and addresses.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

9.

It’s very important to note, that the settlement they are


a. The sentence is correct as‐is.

d. Note; that

b. Note thatc. Note: that

relying on as the sole basis for their lawsuit isinadequate to serve as the basis.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

9.


It’s very important to note that the settlement they arerelying on as the sole basis for their lawsuit isinadequate to serve as the basis.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

9.

Rule of Thumb:

Avoid using commas where they are not needed. Thereare only about fourteen uses for a comma, and less thanhalf of those are needed routinely.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

9.

Six most common uses for a comma:

• To set off nonessential appositives

• To set off introductory adverb clauses and long• To set off nonessential modifiers• To separate coordinate adjectives• To separate items in a series

• To join complete sentences with a coordinatingconjunction

prepositional phrases



• Capitalization



• Commas


• Quotation marks

• Correct Usage

10.

I wanna highlight one thing [opposing counsel] just said.


a. Said: “He”

d. The existing punctuation is the best option.c. Said; “He”b. Said, “He”

“He did what he was supposed to do.”

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

10.


I wanna highlight one thing [opposing counsel] just said:“He did what he was supposed to do.”



• Capitalization



• Commas


• Quotation marks

• Correct Usage

10.

The Rule:

explanation or amplification of that statement, or afterPlace a colon after a statement that introduces an

expression like “he said.”

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

10.

The statement preceding the colon should always be a

Incorrect: This case is about: whether you agree with X,

Correct: This case is about the following issues: whether

complete sentence.

and whether you can do Y.

you agree with X, and whether your can do Y.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

11.

The agreement is not asking for this, it’s asking for that.


a. This – it’s

d. The sentence is correct as‐is.c. This; it’sb. This: it’s

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

11.


The agreement is not asking for this; it’s asking for that.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

11.

The Rule:

Use a semicolon to separate complete sentences whenthey are not joined by a comma and coordinatingconjunction.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

11.

For example:

The agreement is not asking for this; it’s asking for

The agreement is not asking for this, but it’s asking for

‐BECOMES‐

that.

that.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

12.

[The Supreme Court’s ruling] deprived every other court


a. The existing punctuation is the best option.

d. Indiana – deprived c. Indiana, deprivedb. Indiana. Deprived

throughout Indiana; deprived it of subject matterjurisdiction over these cases.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

12.


[The Supreme Court’s ruling] deprived every other courtthroughout Indiana – deprived it of subject matterjurisdiction over these cases.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

12.

The Rule:

In this case, the semicolon is incorrect because whatcomes after it is not a complete sentence. Rather, thesecond thought interrupts the first, so a dash isappropriate.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

13.

Is every attorney who is present going to argue, or is one

Which option would correct the punctuation in this

a. The existing punctuation is the best option.

sentence? (Only one option is correct.)

attorney going to argue on every Plaintiff’s behalf.

d. Replace the period with a question mark.c. Take out the comma after “or.”b. Put commas around “who is present.”



• Capitalization



• Commas


• Quotation marks

• Correct Usage

13.


one attorney going to argue on every Plaintiff’s behalf?Is every attorney who is present going to argue, or is

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

13.

The Rule:

Use a question mark if a question is being asked. However, a question mark is not needed if the questionis indirect.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

13.

For example:

The Judge asked who among the attorneys would

‐BUT‐

Is every attorney who is present going to argue, or is oneattorney going to argue on every Plaintiff’s behalf?

argue for the several Plaintiffs.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

s

Apostrophes show that something belongs to someone,

Which needs an apostrophe?

a. The Circuit Courts ruling

not that there are more than one of something.

b. The circuit courts across Indiana

14.



• Capitalization



• Commas


• Quotation marks

• Correct Usage


courts across Indiana.

The several Plaintiffs were displeased with the Circuit

A Word about Apostrophes

Court’s ruling.

The several Plaintiffs have sought remedy in circuit

‐BUT‐

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

Apostrophes also indicate that letters are missing.

Which needs an apostrophe?

a. The higher court upheld its ruling (meaning the

earliest possible date.

ruling of a lower court).

b. Its (meaning the hearing) going to be held at the

15.



• Capitalization



• Commas


• Quotation marks

• Correct Usage



a. The higher court upheld its ruling.

b. It’s going to be held at the earliest possible date.

‐BUT‐

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

Also be careful of


• “Your,” which is possessive, v. “you’re,” whichmeans “you are.”



• Capitalization



• Commas


• Quotation marks

• Correct Usage

Also be careful of


• “Their,” which is possessive, v. “they’re,” whichmeans “they are” (and “there,” which is usually anadverb).

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

Also be careful of


• One exception to “of” v. “ ‘ve “ is that, if it

• “Of,” which is a preposition, v. “ ‘ve,” which means“have.”

sounds like the speaker really did say “of,” thenit is acceptable to use it.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

Italics are the equivalent of underlining and are used for

A Word about Italics and Quotation Marks

• Titles of long works like movies and novels• Emphasis• Foreign words and phrases• Examples when writing about language

Like exclamation marks, italics should be used sparinglyand for purposes of emphasis!

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

Use double quotation marks to enclose direct


quotations, but do not use them to enclose indirectquotations.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

Direct: The Plaintiff said, “We reached a settlement, and


For example:

that should have been the end of it.”

Indirect: The Plaintiff said that the parties had reached asettlement, and that should have been the end of it.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

The following sentence poses an interesting problemrelative to quotation marks. Would you use them in thiscase?

The Plaintiffs’ lawsuit alleges, hey, we reached asettlement, and that should be the end of it.

a. Yesb. No

16.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

While it’s pretty common in transcription to capitalize

A Word about Capitalization

nouns that are usually considered common – “Judge”, “Plaintiff,” and “Defendant” – because they stand in forthat person’s proper name, make sure you are doing soconsistently:

Incorrect: It is improper, Judge, for the Plaintiffs to namethe Prosecutor and the clerk as defendants in thislawsuit.

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

There are several punctuation challenges in thefollowing sentence. How would you handle them?

I wanna turn to plaintiffs response Judge to themotions to dismiss. The two main arguments that aremade by opposing counsel, number one is she saysour motion to dismiss should be denied because itsuntimely.

17.

Challenge!



• Capitalization



• Commas


• Quotation marks

• Correct Usage

I wanna turn to Plaintiffs’ response, Judge – to themotions to dismiss – the two main arguments that aremade by opposing counsel. Number one is she saysour motion to dismiss should be denied because it’suntimely.

17.

Challenge!

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• Capitalization



• Commas


• Quotation marks

• Correct Usage

I wanna turn to Plaintiffs’ response, Judge – to the

Challenge!

‐OR‐

motions to dismiss – the two main arguments that aremade by opposing counsel: number one is she saysour motion to dismiss should be denied because it’suntimely.



• Capitalization



• Commas


• Quotation marks

• Correct Usage

The grammar rules cited in this presentation can be

Thank you!

found in

Butler, Eugenia, et al. Correct Writing, Sixth Edition.Lexington, MA, D.C. Heath and Company, 1995.

Truss, Lynne. Eats, Shoots & Leaves. Avery, 2006.An excerpt from Truss’s book is available online athttp://www.penguin.com/static/pdf/teachersguides/eatsshootsleaves.pdf

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Common Transcription Problems

These problems affect the clarity of your transcript.

Solution: become the narrator.

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Inaudible

Prepare parenthetical identifying something is missing.

Examples: (indiscernible), (unintelligible), (inaudible).

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Simultaneous Speech

Consult with Judge immediately.

Question, answer, or objection may need to be repeated.

Parenthetical if inaudible.

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Gestures

Responsibility of Judge or counsel to clarify.

If not clarified, use parenthetical to provide general description of gesture.

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Accents

Provide parenthetical describing accent.

Unfamiliar accents may be transcribed phonetically.

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Foreign Language Translation

Translation should be noted through use of parenthetical.

Example: [Translation English to (language)].

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Profanity

Should be transcribed.

Do not censor.

[expletive deleted]

Off the Record

Talk with your judge.

Find out if Judge and/or counsel want it recorded/transcribed.

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Strike That!

Often said by counsel.

Ignore!

Record and transcribe everything said by counsel.

Rephrased Question

Record and transcribe it all.

Transcribe initial question and rephrased question.

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Motions to Strike

If granted, stricken testimony remains part of the record and should be transcribed.

Transcript Formatting

A properly formatted and organized transcript is easier to read.

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Pop Quiz!


If the transcript is not e‐filed, it should be saved on a:

CD

DVD; or

Flash Drive

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What file format should the transcript be submitted in?

PDF or PDF/A


True or False: Each volume of the Transcript, including the Table of Contents and Exhibits, should be submitted as a separate file.

True

The Table of Contents must be in its own separate volume.

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True or False: Each volume of the transcript should be numbered.

True

The Table of Contents should always be the first volume.


Each volume of the Transcript must have what?

A cover page.

The cover page is now called the front page.

The cover page should always be page one.

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Each volume of the Transcript may contain a total of how many pages?

250 pages or 50 megabytes of data.

Exhibits

True or False: Exhibits must be submitted in electronic format.

False.

Documentary exhibits may be submitted in electronic or paper format.

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Court Reporter’s Certificate

Court Reporter’s Certificate

The Court Reporter’s Certificate must be what?

Signed.

Every transcript must have a court reporter’s certificate.

Person who prepares transcript signs the certificate.

Documents

Business Writing 101 · Business Writing 101 Scarlett T. Brooks, Instructional Design Specialist, ... prepositional phrases 10. •Examples when writing about language. Butler, Eugenia,