5 Things to Expect from Your Court Reporting Firm

Wondering what to expect from a court reporter? Whether you’re scheduling remote depositions or in-person proceedings, a professional court reporting firm should deliver accurate transcripts, seamless deposition management, and clear communication every step of the way. The best firms combine real time transcription technology with compliance expertise to support law firms and attorneys throughout every phase of the legal process. 

Here are five things you should expect from a court reporting firm, and how Lexitas delivers on each one. 

1. Service Excellence You Can Measure

A good court reporting firm should provide consistent communication: regular progress updates, prompt responses, and clear notification of any issues that may affect deposition transcripts or timelines.

A common complaint regarding some services involves the constant transferring of one person to another with no returned calls and no resolution.

Look for a court reporting service where the staff is well-trained in handling inquiries and issues such as order discrepancies and invoice questions. The staff should have all the tools they need to assist you, answer questions directly or get the proper person on the line based on the issue. The firm’s representatives should be knowledgeable in the letter of the law and provide a high level of service. 

Expect proactive communication and expert support from every team member.

When you find outstanding service combined with highly skilled and professional court reporters and videographers, you’ve discovered a firm worth keeping.

2. Transparent Processes and Pricing

Transparency means that the court reporting firm is open about the company, its policies and its people, including court reporters, videographers, technicians and office staff. 

Transparency is especially critical for law firms and opposing counsel relying on certified deposition transcripts. Miscommunication about reporter credentials or file format can create costly complications in the justice system.

You don’t want something like this to happen:

The court reporter who showed up for a Texas deposition was certified in California but not in Texas. Since the court reporting firm chose not to inform the client, the deposition was invalid and the client’s case could have been seriously damaged.

A transparent firm will willingly share its rate sheet and abide by it. They should provide itemized invoices on request and without hesitancy. Client billing preferences should be customizable and established for future engagements.

If you are wondering how to find a court reporter, the firm should ask a series of questions to be sure they can fill service expectations and are prepared for the deposition.

3. Modern Deposition Management & Technology

It is important for court reporting firms to be innovative and keep up with rapidly changing legal technology, offering streamlined deposition management for in-person and remote depositions alike. They should be experts in internet streaming and secure remote video deposition technology.

Clients should expect high definition video files in MPEG-4, rather than common, outdated file formats like MPEG-1. The best firms have videographers, proficient in picture-in-picture (PIP) and ELMO document cameras, and trained in the production of high quality videos.

Many professional court reporting services now use real time transcription software, allowing attorneys to review testimony live with a realtime reporter.

The firm should provide an online repository where you can access all your spoken word transcripts, exhibits, calendars and invoices. This on-demand feature provides clients the ability to obtain all their deposition related material, whenever and wherever.

4. Compliance Knowledge in Every Jurisdiction

Do you know the rules for requesting expedited transcripts, changing your mind about witness signatures, going on and off the record, who is responsible for 0&1 costs and the court reporter ethics guidelines for general fair dealing? These rules are important for court reporters and clients alike, ensuring every record supports the integrity of the justice system.

The Texas Judicial Branch Certification Commission’s rules detail what court reporters can and cannot do, and similar requirements apply nationwide. 

Expect your court reporting firm to be experts in the rules and ethical practice of court reporting. Compliance knowledge is especially significant when you think of what is at stake. Experienced national court reporters follow both state and NCRA ethical standards to ensure compliance across jurisdictions. Violations of court reporter rules could make a difference in winning or losing a case. 

5. Trust and Confidence: Outcomes Over Promises

Excellent service, transparency, modern deposition management, and compliance knowledge all build trust and confidence in a court reporting firm. You should be confident that the firm will resolve issues promptly, deliver quality products and services, and provide clarity on cost/pricing.

Clients count on professional court reporting backed by consistent communication, accurate transcripts, and timely delivery: factors that determine success in legal proceedings.

When high standards govern the company’s actions, trust and rapport build over time, and clients stay for years.

With a trusted court reporting service, clients see:

• Prompt and excellent service
• Experienced, skilled professional staff
• Ongoing education and training
• Consistent billing

They will not have to worry about:

• Hidden charges
• Not receiving what was requested
• Treatment that is not fair to all parties, such as different rates
• Getting burned with no-shows or late delivery of product

Court Reporting Tips for Attorneys

Effective preparation and communication make a big difference in deposition outcomes. Keep these practical court reporting tips in mind:

• Confirm your file format needs early. Ensure your court reporting firm provides transcripts in the preferred digital format for your case management system.
• Prepare your witness and exhibits. Share exhibit lists and technical terminology with your reporter ahead of time to prevent errors and delays.
• Request real time transcription. Using a realtime reporter allows you to follow testimony as it happens, giving you a strategic advantage.
• Use remote depositions wisely. Virtual depositions can save time and cost, but always verify that your provider uses secure, encrypted platforms.
• Ask about certification and training. Confirm your court reporting firm employs credentialed professionals who adhere to National Court Reporters Association ethical standards.

Final Tip: Small steps like these can improve transcript accuracy, streamline communication, and enhance your overall deposition management process.

When clients trust their court reporting service, they experience the peace of mind and confidence that comes with knowing what to expect. At Lexitas, we’re proud to support law firms nationwide with accurate transcripts, advanced deposition management, and trusted court reporting services. 

Schedule your next deposition with a trusted Lexitas reporter. Contact us today. 

Frequently Asked Questions About Court Reporting

Below are answers to some of the most common questions about professional court reporting and deposition management.

What exactly does a court reporter do?

A court reporter is responsible for creating an exact, word-for-word record of everything said during legal proceedings such as trials, hearings, and depositions. Using specialized stenography or voice-writing equipment, court reporters capture each spoken word, speaker identification, and even nonverbal cues. Their transcripts serve as the official record used by judges, attorneys, and law firms for appeals, future reference, and case preparation. Beyond the courtroom, many professional court reporters also provide real time transcription and live captioning services for events and broadcasts.

What do court reporters talk into?

Court reporters may use two main types of equipment: a stenotype machine or a stenomask. A stenotype machine has a specialized keyboard that lets the reporter press multiple keys at once to record sounds and syllables rather than individual letters, producing a phonetic record that software later translates into text. Voice writers, on the other hand, speak directly into a handheld stenomask, sometimes called a voice silencer, which captures the reporter’s repeating of the spoken word. Both methods allow court reporters to produce highly accurate transcripts during live or remote depositions.

What is another name for a court reporter?

Court reporters are often referred to as stenographers, certified shorthand reporters (CSRs), or shorthand reporters. Depending on the setting, you might also hear them called real time captioners or CART providers (Communication Access Real-time Translation). Professionals who use the same real time transcription technology to make spoken content accessible during broadcasts, conferences, and other events outside the courtroom.

What happens if a court reporter makes a mistake?

Accuracy is essential in legal proceedings, but if a transcript error is found, there are procedures to correct it. The court reporter will review the audio backup or stenographic notes to verify the correct wording and issue a revised transcript. Minor corrections are made quickly and documented; in rare situations where an error significantly affects a case record, the court may order a review or limited re-hearing. Professional court reporting firms like Lexitas maintain strict quality controls to ensure errors are caught before transcripts are finalized.

What kind of shorthand do court reporters use?

Court reporters use a phonetic shorthand system designed for speed and accuracy. Instead of typing one letter at a time, they press multiple keys simultaneously on a stenography machine to form syllables or entire words. These “chords” are then converted by software into readable text. Skilled reporters can capture speech at speeds exceeding 250 to 300 words per minute, producing verbatim transcripts that reflect every detail of the spoken word in court or deposition settings.