The use of quotes in a court transcript is one of the more confusing formatting concerns. There are a number of ways to approach quoting and many of them may be correct. However, it is important to all of us that we are consistent between transcripts and within transcripts as to how we handle quotes. It looks bad when there are inconsistencies within a transcript because different transcribers have taken a different approach to quoting.
This article attempts to simplify the way AVT transcribers handle quotes. Keep in mind that some courts may have VERY specific rules regarding quoted material. If that is the case, the AVT template should highlight that in the quoting macro, Alt+N. If there are no specific instruction, then these rules should apply.
To begin, let’s categorize quotes into the following groups:
1. In-line quotes – It is common for speakers to quote others in normal conversation. For example:
- I walked toward the table and she said, “Stop right there and don’t come any closer.” -
Use quotes only for direct quotes, not implied quotes.
- She told me she was going to the store. – (no quotes)
If the speaker says the word “quote”, then type it as spoken and do not use quotation marks.
- He said, quote, you look nice, unquote. – (no quotes)
Commas and period always go inside the quote. Question marks follow the logic of whether the quote is a question or the sentence, which contains the quote, is the question.
See the following site for some additional rules: http://www.grammarbook.com/punctuation/quotes.asp
If a quote goes longer than one or two lines, you should move in to a “quoted material” style.
2. Quoted Material style - All AVT templates have a Word Style called Quoted Material. This style will place text in the proper format for quoted material that exists in a paragraph by itself. Note that the ‘Quoted Material’ style replaces ‘AVT Body’ style, but never replaces ‘Colloquy’ style or ‘Q and A’ style. For Example:
1 MR. SEXTON: Your Honor, I know we are pressed for time here today,
2 but if you will, my I read the first paragraph of that section.
3 ”Four score and seven years ago our fathers
4 brought forth, upon this continent, a new nation,
5 conceived in Liberty, and dedicated to the proposition
6 that all men are created equal.”
7 THE COURT: Thank you Mr. Sexton.
When you create a new paragraph to begin typing what Mr. Sexton is reading, you need to select ‘Quoted Material’ style for that paragraph and make sure it stays in ‘Quoted Material’ for each paragraph he is reading. Most of the time, ‘Quoted Material’ will indent the first line to position 15 and then wrap to position 10. However, that might vary slightly for different courts. You should rely on the formatting determined by the ‘Quoted Material’ style, which should be adjusted to the specifications of that court.
Stand alone paragraphs that are in ‘Quoted Material’ style can exist in colloquy or in Q and A. If it is a stand-alone paragraph, ‘Quoted Material’ style works fine, but if a longer than in-line quote begins with a speaker ID in colloquy or a ‘Q’ or an ‘A’ in Q and A, then you need to use the ‘Hanging Quote’ style.
3. Hanging Quotes – Hanging quotes occur when the first line of the quoted material must have speaker ID, Q or A preceding the quote. For Example:
1 Q Mr. Witness, please go ahead and read paragraph six.
2 A ”Four score and seven years ago our fathers brought
3 forth, upon this continent, a new nation, conceived in
4 Liberty, and dedicated to the proposition that all men
5 are created equal.”
And, and example in colloquy:
1 THE COURT: Mr. Sexton, I believe you want to read
something to us. Please read paragraph six.
2 MR. SEXTON: ”Four score and seven years ago our
3 fathers brought forth, upon this continent, a new
4 nation, conceived in Liberty, and dedicated to the
5 proposition that all men are created equal.”
Note that in the case of the ‘Hanging Quote’ there is no additional indentation of the first line of quoted text. We decided that had an odd look when indenting within the ‘Hanging Quote’ style. Simply a judgment call by Harold (lol)
As you can see, ‘Quoted Material’ style will not let you have the ‘A’ or ‘MR. SEXTON’ at the correct position. To allow these speaker IDs to be placed properly, select ‘Hanging Quote’ for this paragraph. You may need to add a tab (or two) before a speaker ID in colloquy because ‘Hanging Quote’ style is designed to put the first character at the ‘Q and A’ style position (left margin or at position 5 depending on the court format).
Remember, if the quote continues on to the next paragraph, you would change the style to ‘Quoted Material’.
4. Quoted Q and A – Sometimes attorneys will read, or have a witness read, parts of a deposition transcript or previous trial testimony. In that case, they are usually reading Q and A material. They may slip in and out of saying the words “question” or “answer”, or they may say “Q” or “A” before each question or response. Or, they may completely ignore the Q and A and simply read the questions and answers in a way that the listener should understand what was a question and what was an answer.
In this case, regardless of whether the reader actually says “question” or “Q”, the transcript should be typed in Quoted Q and A format. You use the ‘Quoted Material’ style and transcribe as though you were typing regular Q and A. If the speaker says the word “question” or the word “Q”, simply ignore that and type it as Q and A. For example:
1 MR. SEXTON: I am going to read to you from your own
2 testimony at your deposition taken on April 12 of this year.
3 ”Q Have you known Mr. Smith for more than three
4 years? Yes or no?
5 ”A Yes.
6 ”Q Exactly when and where did you meet?
7 ”A We first met at work when we both worked for
8 Honeywell in Phoenix.
9 ”I remember that clearly because I had just started
10 working there and didn’t really know anyone.”
Since this quoted Q and A can go on for a while, it is easier if you can type it using your Alt+A and Alt+Q macros. All of the templates should include a macro (or will include it soon), Alt+M, which toggles in and out of ‘Quoted Q and A’ style. If you need to start typing quoted Q and A, select the Alt+M macro one time. A window will pop up telling you that you are now in ‘Quoted Q and A’ mode. From that point on, when you invoke the Alt+A or Alt+Q macros, the text will be changed to ‘Quoted Material’ style and formatting will indent to the proper location for quoted material. Other common macros that supplement Q and A such as Ctrl+A for ‘A That’s correct. Q’ will also be converted to ‘Quoted Material’ style.
By selecting Alt+M again, you will go back to regular Q and A style. This can be confusing, so make sure you play with this a little bit and get used to it.
Sometimes, the reading of a deposition or testimony goes from a few passages here and there, into a lengthy replay of the testimony. In fact, it is not uncommon for attorneys to role play with one attorney sitting in the witness box while the other attorney does the questioning. As they do so, they are actually reading the deposition or trial testimony of another witness. When this happens, we don’t use quoting at all, but rather a parenthetical.
5. Deposition Read – For lengthy readings of depostions or trial testimony, rather than using quotes, you simply preface the reading with the following parenthetical:
(The deposition of John Q. Depoman was read into the record as follows:)
The Ctrl+R macro will ask for the name of the person whose deposition is being read and will insert this parenthetical accordingly.
From that point on, you would simply type the Q and A as though it was happening live.
When the attorney is done reading the deposition, you can use the Shft+Alt+R macro to insert the following parenthetical:
(End of reading of deposition of John Q. Depoman)
If the reading of the same deposition then continues, use the Shft+Ctrl+R macro to insert the following parenthetical:
(Reading of deposition of John Q. Depoman continued as follows:)
You can go back and forth between ‘End of reading…’ and ‘Reading continued…’ until the reading is finally done at which point you can conclude with one last Shft+Alt+R macro. The name of the person whose deposition is being read can be changed simply by invoking the Ctrl+R macro again and you will be asked for another name.
Try it a couple of times and it should make sense.
Summary:
Five types of quoted material:
1. In-line quotes -
2. Quoted Material – Word Style option in all AVT Templates
3. Hanging Quotes – Word Style option in all AVT Templates
4. Quoted Q and A – Alt+M macro helps
5. Deposition Read – parentheticals instead of quotes
