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BY COPPER SUN
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•11 min read•BrassTranscripts Team

Legal Transcription Terminology: 50 Essential Terms

Interview TranscriptionTranscript FormatsTranscription Accuracy

Legal transcription operates within a specialized vocabulary that reflects the precision required by courts, attorneys, and compliance officers. Understanding this terminology is essential for anyone working with legal audio, depositions, or court proceedings.

This glossary covers 50 essential terms organized by category, from court reporting certifications to transcript delivery formats.

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Court Reporting Roles & Certifications

1. Court Reporter

A professional who creates verbatim records of legal proceedings. Court reporters may use stenography (machine shorthand), voice writing, or digital recording methods. They attend trials, depositions, hearings, and other proceedings to capture the official record.

2. CSR (Certified Shorthand Reporter)

A state-level certification for stenographers. CSR requirements vary by state but typically include passing written examinations and demonstrating stenotype proficiency at 200+ words per minute with high accuracy. Not all states require certification for court reporting.

3. RMR (Registered Merit Reporter)

A certification from the National Court Reporters Association indicating advanced stenographic skill. RMR certification requires passing three tests: literary at 200 wpm, jury charge at 240 wpm, and testimony at 260 wpm, all with 95% accuracy.

4. RPR (Registered Professional Reporter)

The entry-level NCRA certification for stenographers. RPR candidates must pass three tests: literary at 180 wpm, jury charge at 200 wpm, and testimony (Q&A) at 225 wpm, all with minimum 95% accuracy.

5. RDR (Registered Diplomate Reporter)

The highest certification level from NCRA. RDR certification requires holding an RMR, six years of NCRA membership, and passing a comprehensive 105-question written knowledge test covering legal topics. The RDR designation represents the most advanced court reporter certification.

An NCRA certification for videographers who record legal proceedings. CLVS holders demonstrate competency in video deposition recording, equipment operation, and compliance with Federal Rules of Civil Procedure.

7. Digital Reporter

A court reporter who uses audio recording equipment rather than stenography. Digital reporters monitor recordings in real-time, create annotations, and produce transcripts from the recordings. Also called "electronic reporters."

8. Voice Writer

A court reporter who speaks into a stenomask (a handheld microphone with silencer) while repeating everything said in the proceeding. Voice writing software converts speech to text. Also known as "speech-to-text reporters."

9. Scopist

A professional who edits and proofreads stenographic transcripts. Scopists convert raw stenotype output into readable text, correct errors, and format transcripts according to court requirements. They typically work directly with court reporters.

Deposition & Discovery Terms

10. Deposition

An oral statement made under oath before an officer authorized to administer oaths, typically outside of court. Depositions are part of discovery—the pre-trial process where parties gather evidence. Attorneys question witnesses while a court reporter creates the record.

11. Deponent

The person being deposed (questioned under oath). Deponents answer questions from attorneys and may be witnesses, parties to the lawsuit, or subject matter experts.

12. Examination

The questioning of a witness. Direct examination is questioning by the attorney who called the witness. Cross-examination is questioning by the opposing attorney.

13. Stipulation

A formal agreement between attorneys recorded on the transcript. Common stipulations include agreements about transcript delivery, reading and signing requirements, and procedural matters. Stipulations are used by counsel to set out agreed-upon terms between the parties.

14. Certified Question

A question that a witness refuses to answer or that counsel instructs the witness not to answer. The attorney may say "certify the question" to preserve the issue for the judge to rule on. Certified questions appear in the transcript with notation.

15. Exhibit

A document, photograph, or object introduced as evidence during a deposition or trial. Exhibits are marked with letters or numbers (Exhibit A, Exhibit 1) and referenced in the transcript.

16. Discovery

The formal process of exchanging information between parties before trial. Discovery tools include depositions, interrogatories (written questions), requests for documents, and requests for admission.

17. Interrogatories

Written questions sent by one party to another during discovery. Responses are sworn under penalty of perjury. Unlike depositions, interrogatories don't involve real-time testimony.

18. Subpoena

A legal document commanding a person to appear for testimony or produce documents. A subpoena duces tecum specifically requires production of documents or records.

19. Appearance

The formal record of attorneys representing parties who participate in a proceeding. Appearances are typically stated at the beginning of a deposition and documented in the transcript.

Transcript Types & Formats

20. Verbatim Transcript

A transcript that captures every word exactly as spoken, including false starts, filler words ("um," "uh"), repeated words, and incomplete sentences. Legal transcription typically requires verbatim accuracy.

21. Certified Transcript

A transcript accompanied by a certificate page where the reporter attests under oath that the transcript is accurate and complete. Certification requirements vary by jurisdiction but typically require notarization for evidentiary use.

22. Rough Draft

An unedited transcript produced quickly from stenographic notes or recording. Rough drafts are not certified and may contain errors. They provide early access to testimony while the final transcript is prepared.

23. Realtime Transcript

A transcript displayed on screens within seconds of words being spoken. Stenographers producing realtime must maintain high accuracy while writing. Also called CART (Communication Access Real-Time Translation).

24. Condensed Transcript

A transcript format that prints multiple pages of standard transcript on a single physical page—typically 4 transcript pages per printed page. Condensed format reduces paper volume while maintaining all content.

25. ASCII Transcript

A transcript delivered in ASCII (American Standard Code for Information Interchange) format—plain text that can be opened by any word processor or search tool. ASCII format enables electronic searching and quotation.

26. E-Transcript

Electronic transcript delivery, typically in searchable formats like PDF, PTX, or litigation support formats. E-transcripts may include synchronized video links, annotations, and indexing.

27. Min-U-Script

A trademarked condensed transcript format that prints two transcript pages per printed page in a two-column layout. Common for attorney working copies.

28. Index

An alphabetical listing of key terms, names, and topics referenced in a transcript with page and line citations. Indexes help attorneys locate specific testimony quickly.

29. On the Record / Off the Record

"On the record" means the reporter is transcribing what's being said. "Off the record" means the reporter stops transcribing, typically for sidebar discussions or breaks. Attorneys must explicitly request to go off the record.

30. Sidebar

A private conversation between attorneys and the judge, typically at the bench away from the jury's hearing. Sidebars may be on or off the record depending on the judge's instruction.

31. Continuance

Postponement of a legal proceeding to a later date. A continuance may be granted for scheduling conflicts, additional preparation time, or other reasons.

32. Voir Dire

The jury selection process where attorneys question potential jurors. Also refers to preliminary examination of a witness to determine their qualifications to testify as an expert.

33. Arbitration

A dispute resolution process where a neutral arbitrator hears evidence and makes a binding decision. Arbitration proceedings are typically transcribed like court proceedings.

34. Mediation

A settlement process where a neutral mediator helps parties reach agreement. Unlike arbitration, mediators don't decide outcomes. Mediation sessions may or may not be transcribed.

35. Pro Se

A party representing themselves without an attorney. Latin for "for oneself." Pro se litigants may not be familiar with deposition procedures or transcript terminology.

36. Motion

A formal request to the court for a ruling or order. Motions in limine (preliminary motions) address evidentiary issues before trial. Transcripts of motion hearings become part of the case record.

Technical & Audio Terms

37. Stenotype Machine

The specialized keyboard used by court reporters, with 22 keys pressed in combinations to represent syllables, words, and phrases. Modern stenotype machines connect to CAT software for real-time translation.

38. CAT Software (Computer-Aided Transcription)

Software that translates stenographic shorthand into readable English. CAT software maintains the reporter's personal dictionary and enables realtime display, editing, and formatting.

39. Annotation

Notes made by digital reporters during recording. Annotations identify speakers, mark key events, and create reference points for transcript production. Also called "bench notes."

40. Channel

In audio recording, separate audio tracks that can be isolated. Multi-channel recording allows isolation of individual speakers when people talk simultaneously.

41. Timecode

A timestamp embedded in audio or video recordings, typically in hours:minutes:seconds:frames format. Timecode enables synchronization between transcripts and recordings.

42. Inaudible

Notation in a transcript indicating speech that couldn't be understood despite multiple listening attempts. Reporters typically note "[inaudible]" with approximate duration if significant.

43. Simultaneous Speakers

Multiple people talking at the same time. Transcription notation may indicate "[simultaneous speakers]" or attempt to transcribe overlapping speech with dashes or other markers.

Billing & Administrative Terms

44. Appearance Fee

The fee charged by the court reporter to attend a proceeding, typically hourly or daily. Appearance fees apply even if testimony is shorter than expected. Cancellation fees may apply if the reporter arrives and the proceeding is cancelled.

45. Page Rate

The per-page fee for transcript production. Standard page rates vary by region and turnaround time. A "page" is typically defined as 25 lines of text.

46. Expedited Transcript

A transcript requested faster than standard turnaround (usually 10-14 business days). Expedited options include same-day, next-day, or 3-day delivery, with corresponding premium fees.

47. Original and Copies

The "original" transcript is the certified copy filed with the court or delivered to the ordering party. "Copies" are duplicates provided to other parties, typically at a reduced per-page rate.

48. Read and Sign

A provision allowing the deponent to review the transcript before it's certified and note any corrections. "Read and sign" is typically waived by stipulation but may be preserved by either attorney.

Quality & Accuracy Terms

49. Word-for-Word Accuracy

The standard for legal transcription: every word transcribed exactly as spoken. According to the Texas Uniform Format Manual, court reporters must achieve minimum accuracy standards to maintain certification.

50. Redaction

Removing or obscuring sensitive information from a transcript. Redaction may be required for confidential business information, sealed testimony, or personal identifiers. Redacted portions are typically indicated by "[REDACTED]" or blacked-out text.

Additional Resources

Transcription Quality Resources

Industry References

FAQ

What accuracy level do courts require for transcripts?

Most jurisdictions require 95% or higher accuracy for certified court transcripts. Certification examinations typically test at 95% accuracy. However, the expectation for official records is essentially 100%—transcripts should reflect exactly what was said.

AI transcription can assist with draft preparation, but official legal transcripts typically require human review and certification by a qualified reporter. Courts may not accept AI-only transcripts as certified records. Check jurisdictional requirements.

What's the difference between a court transcript and a deposition transcript?

Court transcripts record proceedings in a courtroom before a judge. Deposition transcripts record testimony in out-of-court settings (often law offices) before a court reporter but without a judge present. Both are sworn testimony creating legal records.

How long does transcript production take?

Standard transcript turnaround is typically 10-14 business days. Expedited options include:

  • Same-day (daily copy): Transcript delivered each day of multi-day proceedings
  • Next-day (overnight): Transcript delivered by the next business day
  • 3-day rush: Transcript delivered within three business days

Expedited transcripts carry premium fees, often 100-200% above standard rates.

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