Punctuation, Spelling and Proofreading for Transcription: Rules, Commonly Misspelt Words and Error Checklist for SSC Stenographer

In the SSC Stenographer skill test, the transcription is checked for the mistakes of omission, addition, spelling, punctuation and capitalisation. Even a small error counts, so accuracy matters as much as speed. This guide on punctuation, spelling and proofreading for transcription gives the rules, the commonly confused words, the misspelt words and a proofreading checklist, with practice questions and FAQs.

Types of Mistakes in Transcription

The exact weightage and the permissible error percentage (usually about 5% for a qualifying standard as per the notification) are given in the official notice.

Punctuation Rules

Comma Rules at a Glance

• Use a comma between the items in a series: “pens, pencils, erasers and notebooks”.
• Use a comma after an introductory phrase: “In view of the above, the proposal is approved.”
• Use commas to set off a non-essential (non-restrictive) clause: “The Secretary, who is a senior officer, will attend.”
• Use a comma before a conjunction joining two independent clauses: “The file was received, and it was put up.”
• Do not use a comma between the subject and its verb.

Capitalisation Rules

• The first word of a sentence and of a direct quotation.
• The proper nouns: names of persons, places, ministries, departments, days, months and languages.
• Titles used with names: Prime Minister, President, Secretary (when used as a title with a name or in the specific sense).
• The pronoun “I” and the abbreviations like UPSC and SSC.
• Do not capitalise the seasons or the directions (north, south), unless they are a part of a name (South Africa).

Commonly Confused Words

Commonly Misspelt Words

Spelling Rules

• i before e, except after c: receive, believe, achieve (exceptions: seize, weird).
• Drop the silent e before a suffix that begins with a vowel: make → making; but keep it before a consonant: hope → hopeful.
• Double the final consonant of a short stressed word before a vowel suffix: run → running, begin → beginning.
• Change y to i after a consonant before adding a suffix: carry → carried, happy → happiness.
• Words ending in -ful have only one l: careful, useful.

British and American Spellings

Proofreading Checklist

1. Read the transcript slowly against the shorthand notes: check for omissions and additions.
2. Check the numbers, dates, names and amounts: they must match the dictation.
3. Check every sentence for the capital letter at the beginning and the full stop at the end.
4. Check the spelling of the difficult words and the proper nouns.
5. Check the paragraph breaks and the spacing after the punctuation marks.
6. Do the final read for the repeated words and the wrong forms of a verb.
7. Keep the last 3 to 5 minutes of the time for the proofreading in the skill test.

Quick Tips

• Keep time for the proofreading at the end.
• Learn the commonly confused word pairs.
• Use British spellings in official writing.
• Check the numbers and names twice.

Quick Revision Points

• Full mistakes include omissions, additions and wrong words.
• Half mistakes include minor punctuation and capitalisation errors.
• Use a comma after an introductory phrase.
• British spellings: colour, centre, organise.
• Always check numbers and names against the dictation.

Practice Questions With Answers

1. What is the difference between stationary and stationery?
   Answer: Stationary means not moving; stationery means writing materials
2. Which spelling is correct: recieve or receive?
   Answer: Receive
3. Which spelling is correct: accommodation or accomodation?
   Answer: Accommodation
4. What is the correct word: principal or principle for a rule?
   Answer: Principle
5. Which punctuation mark introduces a list?
   Answer: Colon
6. Which is the British spelling: colour or color?
   Answer: Colour
7. What is the correct contraction of it is?
   Answer: It’s
8. What is the correct spelling: government or goverment?
   Answer: Government
9. What does affect mean?
   Answer: To influence
10. Which mark is used for the possession?
    Answer: Apostrophe

How to Practise This Chapter

Practise 10 questions every day and write the steps on paper. Then attempt timed sets from our practice papers and the previous year papers page. See all topics on the Stenography notes page, read the previous topic Central Secretariat Hierarchy and Office Procedure and the next topic Typing Speed, Keyboard and Computer Skills for Stenographers.

Frequently Asked Questions

What are full mistakes in transcription?

Omissions, additions, wrong words, wrong spellings and major punctuation errors.

What are half mistakes?

Minor punctuation errors, wrong capital letters and similar errors.

Why is proofreading important?

To correct the errors before the final submission and reduce the mistakes.

What is the difference between affect and effect?

Affect is a verb meaning to influence; effect is a noun meaning a result.

When should I use a semicolon?

To join two related independent clauses.

Should I use British or American spelling?

British spelling is used in the Indian official writing unless otherwise stated.

How can I improve my spelling?

By learning the common words, the rules and reading regularly.

What is the rule for i and e?

i before e except after c.

How much time should I keep for proofreading?

About 3 to 5 minutes at the end.

Is this topic asked in the SSC Stenographer exam?

The English language section and the transcription test both need it.

What is the correct spelling of necessary?

Necessary.

How is the apostrophe used?

For possession and for contractions.