Grammar tips

THE GREAT QUOTE DEBATE IN SCOPING: HOW TO HANDLE QUOTATION MARKS

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Quotation marks are a cornerstone of written language, but in the court reporting industry, they’re more than just punctuation—they’re a tool for clarity, accuracy, and integrity. The seemingly simple act of quoting a witness or a document can spark heated debates among court reporters and scopists alike. Why? Because their ultimate responsibility is to uphold the accuracy of the record while ensuring that anyone reading a transcript fully understands the context.

In this post, we’ll explore the most common debates surrounding quotation marks, examine guidance from industry experts, and summarize the essential rules that every court reporter and scopist should know. Whether you’re a student of the Complete Scoping Course by Scoping International or a seasoned professional, this guide will help you navigate the complexities of quoting in legal transcripts.

Why Quotation Marks Matter as a Scopist

In the legal field, words carry weight. Misplaced punctuation can alter meaning, create confusion, or even affect the outcome of a case. Court reporters—and by extension, scopists—must carefully consider when to use quotation marks to represent the words of witnesses, attorneys, and documents accurately.

The debate around quotation marks largely stems from the reporter’s responsibility to maintain a precise and unambiguous record. While everyday writing uses quotation marks to indicate speech or highlight a term, court reporting is about clarity, context, and trustworthiness. A properly placed quote can eliminate ambiguity and guide readers through complex testimony without misrepresenting the speaker.

Debate #1: Quoting a Witness Recounting a Conversation

One of the most common debates in court reporting is whether you can use quotation marks when a witness is recounting a conversation they had with someone else. Some reporters hesitate to use quotation marks in these cases because they were not present for the conversation or there is no recording to verify the exact wording.

Industry Guidance

  • Morson (1997): “…remember that the witness is sworn to tell the truth, and this is the witness’s account of who said what. Use quotation marks as much as possible for clarity.”
  • Wakeman Wells (2011): “If the criterion were simply that we cannot prove someone really said something, then nothing would ever be quoted. Since it is virtually impossible to relate a conversation and remember the exact words used, particularly in reporting when testimony often comes up considerably after the fact, it is necessary to use different criteria. So we will use this criterion: Are these the exact words you would use if you were talking face to face with someone? If so, they are quoted. If not, they are not quoted.”

Key takeaway: Quotation marks are used for clarity, not to guarantee the truthfulness or accuracy of a witness’s statement.

Example in Practice
  • Without quotation marks:
    Q. Did you say outright I don’t pay taxes?
  • With quotation marks:
    Q. Did you say outright, “I don’t pay taxes”?

Notice how quotation marks immediately clarify the speaker’s words and intent. The first one could be misread as the witness accused the attorney of not paying taxes.

Cap and Comma Preference

Many reporters prefer to use the “cap and comma” method in order to avoid the possibility of being accused of ensuring the truthfulness of the comments by using quotation marks.  (If this has actually ever happened, please let us know in the comments below!)

While using the “cap and comma” method is ALWAYS appropriate and correct when you’re not sure where a quote begins or ends, according to industry authorities, using quotation marks appropriately clarifies the meaning and aids in readability of the transcript.

Scopist Tip: Always follow the court reporter’s preference consistently.

Debate #2: Quoting Thoughts or Wishes

Should you quote unspoken thoughts or wishes? Industry authorities disagree:

  • Morson (1997): Generally, do not use quotation marks for unspoken thoughts; capitalize the first word instead.
  • Wakeman Wells (2011): If the thoughts are the exact words the person would use in conversation, they can be quoted.

Practical Advice: Pick a method and remain consistent.

Debate #3: Quoting Misread or Faulty Documents

What happens when documents are read incorrectly into the record or the original document contains errors?

  • Morson (1997): Quote the document exactly as it appears, including errors.
  • Armstrong (1996): Some reporters replicate errors; others correct spellings.

Expert Perspective

Jim Barker (2014) explains:

“When a reporter quotes a speaker who is reading from a document, the reporter is not quoting the words in the document; the reporter is quoting the speaker’s words. Reporters are not responsible for verifying the accuracy of quotations offered by a speaker. Quotation marks indicate ‘this is what the speaker said.’”

Many reporters also include disclaimers for misreads or provide a note at the beginning of the transcript clarifying that the transcript reflects the words as spoken.

Basic Rules for Proper Quotation Usage

  1. Documents Read into the Record:
    • Use quotation marks.
    • Use single quotation marks for quotes within quotes.
    • For multi-paragraph quotes, close quotation marks only at the end of the final paragraph.
  2. Direct Quotes:
    • Use commas to separate the quote from the attribution.
    • Example: She said, “If I had a penny for every time I’ve heard that excuse.”
  3. Indirect Quotes:
    • Do not use quotation marks when the words are NOT what was said face to face.
    • Example: She said that I could meet her on Tuesday.
  4. Titles:
    • Example: The document is titled “Minutes of Meeting.”
  5. Defined or Discussed Words:
    • Example: How would you define “occasionally”?

Punctuation Rules with Quotation Marks (American English)

  • Period: Inside the quotation mark.
  • Comma: Inside the quotation mark.
  • Semicolon: Outside the quotation mark.
  • Question Mark: Inside if part of the quote; outside if part of the sentence.
  • Bonus: Quotation marks do not indicate tone in legal transcripts.

Example:
A. She said it was “done.”

  • The court reporter cannot interpret tone—quotation marks only indicate what was said.

Commonly Confused Terms

  • Paraphrase:  Not exactly quoting a document or what was said, but loosely summing up in your own words.
  • Direct Quote: The term often used in the court reporting industry, though, more accurately, we should use “direct discourse,” as Wakeman Wells does. Quotation marks would be used here when the person is recounting what they said or would have said if they were face to face. Often lead-in words such as “she said” are used.  The quote is set off with a comma.
  • Indirect Quote: Or “indirect discourse” is used when the person is recounting what was said from the listener’s point of view, often changing the pronoun form and verb tense.

Key Takeaways

  • Quotation marks are about clarity and context, not about the truthfulness of the statement.
  • Follow the court reporter’s preference consistently.
  • Understanding debates around quoting conversations, thoughts, and documents strengthens editorial knowledge.
  • Choose a style (“cap and comma” or quotation marks) and apply it consistently.
  • Keep punctuation rules and distinctions between direct, indirect, and paraphrased quotes in mind.

To End the Great Debate

The “Great Quote Debate” shows that punctuation is never just about rules—it’s about responsibility, clarity, and professional judgment. Whether quoting a witness, an internal thought, or a misread document, the goal is to produce a transcript that is accurate, readable, and faithful to the record.

For deeper training, Scoping International’s the Complete Scoping Course includes a comprehensive module on quotation marks with real-world examples, ensuring you’re fully equipped to handle every quoting scenario confidently.

WHY EVERYONE IS AFRAID OF THE SEMICOLON (AND WHY YOU DON’T HAVE TO BE)

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The Semicolon Stigma

If punctuation marks had personalities, the semicolon would be that mysterious guest at the party, you know they’re interesting, but you’re not quite sure how to approach them. Many people, even experienced writers, avoid semicolons because they feel intimidating. They’ve been called overly formal, complicated, or just plain unnecessary.

But here’s the truth: semicolons aren’t scary. They’re actually simple, practical tools that can make your writing clearer and more professional. If you’ve ever hesitated mid-sentence, unsure whether to commit to a period or try stretching things out with a comma, chances are the semicolon was exactly what you needed.

For scopists and transcript editors, mastering semicolons isn’t just a grammar flex, it’s a way to untangle messy testimony, elevate clarity, and show confidence in your edits.

What Is a Semicolon?

At its core, a semicolon (;) is a connector. It links two closely related ideas in a single sentence. Think of it as punctuation glue: stronger than a comma, not as final as a period.

But to use it correctly, there are a few ground rules:

Rule 1: The Pie Test

Each side of the semicolon has to be a complete sentence with its own subject and verb.

  • I love pie; I do not love cake.
  • It is true that it’s Sam’s fault; it’s also true that it’s Sally’s fault.

Rule 2: No Conjunctions Allowed

If you’re already using and, but, or yet, you don’t need a semicolon.

  • I love pie, but I do not love cake.
  • It is true that it’s Sam’s fault, but it’s also true that it’s Sally’s fault.

Rule 3a: Keep It Connected

This one’s a little subjective. A semicolon is meant to show connection. If the two sentences don’t have a clear link, a period is the safer choice.

  • I love pie. I don’t like riding bikes, so I often take my car to the store to get the pie.
  • It is true that it’s Sam’s fault. It’s true that the law places the burden on Sally even though Sam was involved.

Some court reporters prefer to avoid the subjectivity and just use periods. That’s fine! But when the connection is clear, a semicolon is, in Margie’s words, “preferable and more sophisticated.”

Rule 3b: Parallel Parking for Sentences

Semicolons work best when both sides of the sentence are balanced in structure.

  • I love pie. I don’t love cake because it’s dense and gives me a tummy ache.
  • I love pie; I do not love cake.
  • It is true that it’s Sam’s fault; it is also true that it’s Sally’s fault.

Conjunctive Adverbs, The Fancy Connectors

Another place where semicolons shine is before conjunctive adverbs—words like however, therefore, moreover, in fact, hence, thus, plus. These words link two complete thoughts, and they need a semicolon before them when they’re joining independent clauses.

Examples:

  • I love pie; however, I do not love cake.
  • It is true that it’s Sam’s fault; in fact, it’s also true that it’s Sally’s fault.

Margie’s tip: A conjunctive adverb is a word that can start a sentence but never start a conversation. (You’d never open a chat by saying, “However…”).

Quick note: Sometimes a comma follows the adverb. If the adverb is longer than two syllables (however, therefore, moreover), use a comma. Short ones (so, hence) don’t need it.

  • I was hungry; therefore, I baked a pie.
  • She was tired; hence she went home early.

If the adverb is tucked inside the sentence rather than at the beginning of the clause, you don’t need the semicolon.

  • I love pie; I do not love cake however.
  • It is true that it’s Sam’s fault; it’s also in fact true that it’s Sally’s fault.

Lists Gone Wild

Semicolons are also lifesavers when you’re working with complicated lists, especially lists that already contain commas. Without semicolons, these lists turn into a confusing mess.

Examples:

  • I’ve lived in Seattle, Wa.; Portland, Or.; Pine Bush, N.Y.; and Le Perray, France.
  • I visited Dr. Solomon, a cardiologist; Dr. Banks, a general surgeon; and Dr. Rosset, a psychologist.

Notice how the semicolons make it clear where one list item ends and the next begins. Without them, that last sentence could easily be misread as a visit to six doctors instead of three.

Why Scopists Should Care, Clarity Is Everything

In transcript editing, punctuation isn’t decoration, it’s navigation. The way you punctuate determines whether testimony is clear or confusing.

Semicolons are especially helpful when you’re dealing with:

  • Long or complicated witness statements
  • Sentences with multiple moving parts
  • Places where you want to show connection without cluttering with extra words

Using a semicolon demonstrates confidence. It says, “I understand this sentence, and I know exactly how to present it clearly.” That confidence not only improves readability but also elevates the professionalism of your work.

When Not to Use a Semicolon, The Danger Zone

Like any tool, semicolons can be misused. Here are the main pitfalls:

  • Don’t use it between a dependent and an independent clause.
    • ? Because the attorney objected; the judge agreed.
    • ? Because the attorney objected, the judge agreed.
  • Don’t use it as a stand-in for a colon.
    • ? She only had one goal; to win the case.
    • ? She only had one goal: to win the case.

Don’t toss semicolons in just to sound fancy. They’re for clarity, not flair.

You’ve Got This

Semicolons aren’t pretentious; they’re purposeful. You don’t need to use them in every paragraph, but knowing how and when to use them gives you more control over your writing and editing. For scopists and transcript editors, that means cleaner transcripts, stronger client trust, and more polished final work.

So the next time you’re caught between a comma and a period, take a breath. The semicolon might be exactly the pause you need.

Bonus Tip from Coralie, The Artistry Angle

Think of the semicolon as a thoughtful pause, not a full stop. It’s the glue that holds two strong ideas together. I often tell my students that when they feel tempted to drop in a comma because the two sentences “belong” together, pause and check: are both sides independent clauses? If so, that’s your moment to use a semicolon.

What I love about this is that it honors both grammar and intuition. You’re following the rules, but you’re also listening to the rhythm of the sentence. That’s where the artistry of editing begins.