Legal transcription: what to know

What the job involves, what changes the price, and what to ask a pro.

What legal transcription is

A legal transcriber converts depositions, hearings, interviews and dictation into accurate written records, using legal terminology and the format the record requires. Accuracy matters because these transcripts are often relied on in a matter that has formal consequences.

Signs you need it

  • You have a deposition or hearing recording that needs a written record for counsel.
  • You are preparing a case file and need dictated interviews converted into text.
  • Your office has a dictation backlog that is holding up the work of the attorneys.
  • You need a transcript in the format a court or agency has specified.
  • You need an exact record of a witness interview, including the questions as they were asked.
  • A recording of a hearing is unclear, and you need a transcriber who will mark the gaps rather than fill them in.

What the pro does

  • Confirms the matter details, the speakers, and the names and terms that will appear.
  • Types the recording word for word, including questions, answers and objections where they occur.
  • Uses the speaker identification and format the requester supplies.
  • Marks unclear parts as unclear, and lists them for the requester to check against the audio.
  • Checks names, spellings and legal terms against your list, then returns the transcript in the required format.

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Length of the recording and the number of pages the transcript will run to.
  • Audio quality, since unclear recordings need more time and checking.
  • Number of speakers and how many different speakers need to be identified.
  • Deadline for the transcript, including expedited delivery.
  • Number of copies or formats needed, such as an electronic copy and a printed copy.
  • Whether an index or exhibit list is included.

What a written quote should spell out

  • The total length of audio and the expected page count.
  • The format required, and whether the transcript follows a specific template.
  • How unclear sections are marked and listed.
  • Whether a check of the transcript against the audio is included.
  • The turnaround date, and how confidential material is handled.

Questions to ask before you hire

  • Do you have experience with the type of proceeding I am transcribing?
  • What format do you use, and can you follow the template my office requires?
  • How do you mark sections you cannot hear clearly?
  • Will you check names and legal terms against a list I give you?
  • How do you keep confidential material secure while you work on it?
  • Can you show a sample transcript in a similar format, with confidential details removed?

Red flags

  • Returns a transcript with unclear parts filled in as if they were clear.
  • Changes the wording of testimony to make it read better.
  • Does not ask for the matter details, the speaker list or the required format before starting.
  • Cannot explain how confidential files are stored and deleted.
  • Promises that the transcript will be accepted by a court without checking the requirements.

What you can do yourself

You can write down the matter details, the speaker names and the terms that will come up, and listen to a short section yourself to judge the audio quality. Hire a legal transcriber when the transcript will be filed or relied on, when the recording runs long, or when the record must follow a format your office or the court requires.

Licenses and permits

Legal transcription is not commonly licensed, so a license is usually not required for this work. Check with your state or local licensing agency and with any court or agency receiving the transcript, since their format and certification rules can apply, and ask the transcriber for a sample in a similar format as proof of skill.

Legal transcription questions

Does the transcript have to match the court's format?

It depends on where it will be filed or used. Ask the requesting office for its format rules before the work starts, and give those rules to the transcriber.

What happens when a word cannot be heard?

A careful transcriber marks it as unclear and notes the time it occurs, so the requester can check the audio. A good transcriber does not guess silently.

Can a transcriber work on confidential recordings?

Yes, if they agree to keep the material confidential and explain how files are handled. Ask for that agreement in writing before you send any recording.

Pro reviewers

Pros who offer legal transcription remotely can improve this guide, like Wikipedia. We check every edit before it goes live. Every approved edit is credited in the edit history and on the pro's profile.

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