Nearly 100% of the time, lawyers and other legal professionals utilize paperwork, whether printed screenshots of conversations or other relevant court records—when stepping into the courtroom. Every word uttered in a legal setting can tip the scales of justice, which makes legal transcription essential to the process… Which begs the question: How easy is it to write a legal transcript? And should you do it yourself or hire a legal transcription company instead?
For the sake of it, though, let’s talk about your legal transcript and your options for when you don’t want to do it yourself.
In this article, you’ll learn how:
- The legal transcription requires significant experience, patience, and access to specialized tools and equipment.
- Automated transcription programs have only reached 86% accuracy.
- Professional human transcriptionists like Ditto Transcripts provide the highest levels of accuracy, while offering affordable rates and quality results every time.
What Exactly is a Legal Transcription?
Legal transcription means turning courtroom chatter into black-and-white documents, such as witness testimony or a judge’s ruling.
Not all legal discussions have the same rules for writing them down. Some, like notes from client meetings, can be loose with their format. Others, such as official court papers, must follow strict rules for a certain purpose—no ifs, ands, or buts.
Does turning legal audio into text might sound like a tough job? It is, though there are ways to mitigate the headache. Having the right tools in the box, for example. Professional transcriptionists can handle any legal gabfest if they have the proper gear.
What are the Types of Legal Transcription?
Legal transcription is one type of transcription; however, it’s divided into multiple sub-categories. Some of these are the following:
| Type | Description |
| Depositions | Verbatim transcriptions of oral statements by witnesses or parties, recorded outside court. Capture every utterance for legal review. |
| Dictations | Transcriptions of recordings made by legal professionals for document creation (e.g., briefs, letters). Typically proofread and edited. |
| Interrogations | Transcripts of law enforcement interviews with suspects or witnesses. Require high accuracy as they serve as court evidence. |
| Memorandums | Written records of witness or party statements in legal proceedings. Used to refresh memories and prepare for legal actions. |
| Pleadings | Transcriptions of official claims and defenses for plaintiffs and defendants, often from audio or video sources. |
| Wiretaps | Transcripts of legally recorded telephone conversations by law enforcement. Require meticulous detail, capturing every utterance for court use. |
Major Requirements For Legal Transcription
Let me be clear: legal transcription is the act, while the legal transcript is the result of the act. Before starting the action, below are some of what you need to know to achieve high-quality results.
Near-Perfect Accuracy
For starters, accuracy is king in the courtroom. One wrong word can turn a case on its head, so transcribers and court reporters should give their all. They need to have ears like a bat and the patience of a saint to catch every “objection” and “overruled.”
Legal lingo? They’d better speak it fluently. Legal terminologies like “habeas corpus” or “voir dire” must hit the page just right. These transcriptions can also be used during arbitrations. However, nailing the words is just half the battle. Highly skilled transcribers don’t just type and run. They put their work to the test, with multiple reviews until it’s airtight. They’re not simply typing. They’re creating a bulletproof record that could decide the case’s outcome.
So, before anyone starts transcribing legal matters, they’d better be ready to watch for the smallest errors. Because in legal transcription, the devil’s in the details, and there’s no room for mistakes.
Contextual Non-Verbal Information
Legal transcriptionists should know that a whole world of info is hiding between the lines. They’re tuned in to every “um,” “ah,” or pregnant pause. A shaky voice or a confident tone can speak volumes in court.
Also, every stutter and mumble counts when transcribing verbatim interviews with suspects or witnesses. Transcribers can’t play editor in this part. They need to get it all down, word for stumbling word. What’s not said can be as important as what’s said in the courtroom.
Structural and Identifying Details
Legal transcribers need to know that organizing the chaos of courtroom chatter is part of the job. They can’t just put words on a page and call it a day. Every “he said, she said” needs a name tag, and every statement gets a timestamp.
Imagine a heated hearing with lawyers talking over each other. A legal transcriber must ensure readers can follow who’s spouting what and when. They must also have a bag of tricks to make important bits stand out on the page. They’ll bold a key phrase here or italicize a legal term there.
What about time stamps? They’re not just for show. Time stamps help legal professionals locate the exact part of the transcript and match it up with the original recording.
Professional Transcript Format and Readiness
Courthouses have their own rulebooks for how a transcript should look, and skilled legal transcriptionists should know these rules like the back of their hand. They’d better be sticklers for details, fussing over margins, line spacing, font choices, etc.
No typo should escape the eyes of a legal transcriptionist, and they should look for every misplaced comma like they’re on a mission—because they are. Grammar gets a full check-up, spelling goes under the microscope, and they ensure the whole thing flows smoother than a hot knife cutting through butter.
When they’re done, the legal document on the lawyer’s desk should be so polished and ready to go that it could strut right into court. No need for revisions or anything that doesn’t help save time.
How To Write A Legal Transcript
The basics of writing legal transcription are simple.
First, prepare your computer and recordings. Then, listen to the recording and type as you hear them.
Two simple steps!
Well,… two deceptively simple steps.
The fact is, any job description can be turned into a couple of sentences. What these simple steps fail to convey is the difficulty of creating transcripts. To put this into perspective, here are some facts about legal transcription that you might not know.
- One hour of audio takes three to four hours to transcribe. It’s even longer if the person working on it is not a trained transcriber.
- The work can be tedious, leading to boredom, accuracy, and quality issues. This is especially present in new transcribers or those who don’t have an affinity to the work. We’re only human, after all.
- Legal transcription involves dealing with legalese, that labyrinthine way lawyers talk and write in court. Anyone unfamiliar with the jargon will have their heads spinning by the first fifteen minutes.
- Transcripts aren’t typed in and then submitted with no quality assurance process. They need to be formatted according to strict guidelines. Otherwise, they cannot be used for any official or legal purpose.
Have you ever wondered why legal transcription companies like Ditto exist? Well, those are the reasons. Many of our clients find these out the hard way, as evidenced by the half-finished transcripts they send our way.
Now, to save yourself from the headache of transcribing legal documents on your own, why not enlist the help of professionals like Ditto Transcripts?
How Ditto Writes A Legal Transcript
Below is the general process of how we produce our 99%-accurate transcripts.
1. Capture High-Quality Audio
Getting a crystal-clear audio recording is the first step in producing a reliable legal transcript. Professional-grade recorders need to be in place to capture every word without the buzz of background noise getting in the way.
Placing the recording equipment just right helps record each voice, even when the room’s packed. A quick test run and eyeing things during the event can dodge any technical hiccups that might mess up the transcript later.
Remember that the recording becomes the backbone for the following phases, where you or someone else will listen closely and translate those spoken words into writing.
2. Establish a Standard Format
Once the recording is in the bag, it’s time to outline the transcript. A template comes in handy here, ensuring all the important details, such as case info, date, and who’s who, are front and center.
Breaking the transcript into clear sections—like “Proceedings” or “Cross-Examination”—helps readers find what they need without a blueprint. Picking a font that’s easy on the eyes or keeping the spacing consistent throughout also gives the document a professional look.
These formatting rules aren’t simply about making the transcript prim and proper; it’s about ensuring everyone can follow without getting lost in the maze.
3. Identify Speakers Consistently
Pinpointing who’s talking becomes the next big task in creating a legal transcript. Each voice needs a clear tag—full name and job title in bold, all-caps. “THE COURT” or “DEFENSE COUNSEL” helps readers track who says what.
When there’s a crowd of similar roles, like several jurors, numbers become very useful: “JUROR 1,” “JUROR 2,” and so on. These correct labels would allow readers to follow the back-and-forth without scratching their heads.
4. Transcribe Verbatim
In this phase, capturing every uttered word becomes the main event. The transcriptionist needs to play catch with every syllable, even the stumbles and the “ums” and “uhs” that pepper natural speech.
Proper punctuation marks are essential in giving the words their rhythm, and they also show where speakers pause or ask questions. Also, notes like “(inaudible)” can fill in the blanks when words get fuzzy or unclear.
A missing word here or a misplaced comma could twist the meaning, so the transcriptionist needs eagle eyes and sharp ears. When they nail this part, the transcript becomes a faithful echo of the courtroom’s voices.
5. Describe Relevant Nonverbal Cues
The next in the playbook is all about capturing the unspoken drama. Transcriptionists must keep their eyes open for those telling gestures, chuckles, or long silences that speak volumes. They’ll sprinkle in little notes like “(witness nods head)” or “(laughter)” to paint the full picture.
These parenthetical asides seem small. However, they pack a punch when it comes to understanding what happened. After all, a raised eyebrow or a nervous laugh can reveal something that could alter the case’s trajectory.
6. Label and Reference Exhibits
When lawyers bring out their most powerful cards—exhibits or evidence—the transcriber must label them clearly. They must use a simple system everyone can follow, like “EXHIBIT 1” or “DEFENSE EXHIBIT A,” so nobody gets lost in the paper trail.
Anytime someone points to an exhibit, the transcriber should drop that label right into the text. If a lawyer starts reading out an exhibit like it’s storytime, the transcriber’s got to catch every word, no what ifs, ands, or buts. So that the transcript becomes an actual record of all the evidence presented in the courtroom.
7. Insert Regular Timecodes
The next step would be to include time codes or timestamps. Transcribers can use them as signposts throughout the document to help readers find their way. These time codes must be sprinkled at regular pit stops—maybe at the top of each page or every few minutes, depending on the length of the transcript.
Legal professionals can quickly reach the exact spot they need without thumbing through endless pages. Planting these timecodes consistently makes the transcript ready for quick analysis. It’s also like having a GPS for the sea of legal jargon for anyone poring over these papers.
8. Ensure Accuracy Through Proofreading
The final process of writing a legal transcript ends here before it gets to the lawyer’s desk.
Our transcribers must thoroughly review the document, combing through every word while the original audio plays in their ears to ensure every “he said, she said” is spot on and no important non-verbal cues slip through the cracks. They should immediately fix something to keep the transcript’s integrity intact if something’s off.
Our legal transcribers must also hunt down sneaky typos, grammar gremlins, formatting faux pas, etc. They should leave no stone unturned and polish until it shines. After all, a legal transcript must stand up to the toughest scrutiny in the courtroom.
Why Are There So Many Requirements To Write A Legal Transcript?
As you can plainly see from the hundreds of words before reaching this part of the article, legal transcription is not only “writing what you hear.” The process requires skill, equipment, nuance, and tons of patience. It’s a tough job.
As I mentioned earlier, one hour of audio typically requires three to four hours of transcription time. Now tell me, as a practicing legal professional, do you have that many hours to squeeze between the rest of your workload?
Now, given the difficulty of the situation, automating the task is the best way to write a legal transcript. That’s AI’s big draw, isn’t it?
Well… you’d be wrong in this case.
Can Automated Legal Transcripts Be Used For Court Proceedings?
Accuracy is important in legal transcription, and I believe I’ve made that point in the last thousand words. Sadly, accuracy—or lack thereof—is also the main reason AI is unsuitable for legal transcription.
You see, automated transcription programs have only reached 86% accuracy. That might be negligible when recording personal notes or a quick dictation on what you want to do after work hours.
However, when you put it into the context of a ten-thousand-word legal memorandum, you’re looking at combing through pages and pages to look for 1,400 errors.
Inaccurate transcription has heavy implications, and AI is not accurate. It won’t take a lawyer to arrive at the most relevant conclusion.
Why Choose Ditto As Your Legal Transcription Service Partner?
Don’t settle for automated tools with poor results, or do the work yourself. Ditto’s legal transcription service is the best in the industry.
Our services include:
- High Accuracy: Our professional human transcription service provides the highest possible levels of accuracy, as close to perfection as they come.
- Flexible Turnaround Times: Depending on the project, we can provide rush transcripts within one or two days for those who need things done quickly.
- Stringent Security Measures: Our CJIS compliance and robust encryption protocols will protect your confidential information optimally. We’ll answer any questions you have about our security and will be more than happy to provide proof of certification.
- Proven Track Record: We’ve provided high-quality transcription services to the legal industry since 2010. So, rather than relying on untested providers or fancy AI tools, put your trust in our long, proven history.
- Flexibility: Need timestamps or verbatim transcripts? Say the word, and we’ll get it done.
- No Long-term Contracts: Pay for what you need, when you need it, without worrying about getting tied up with long-term service commitments (though I guarantee your firm will be back for more.)
Let Us Help You Save Time Our Legal Transcription Services
Refine your legal proceedings with Ditto Transcripts! Our expert team offers 99% accuracy, quick turnaround times, and top-notch security for all your transcription needs. With over 14 years of experience, Ditto Transcripts is your top choice for precise, high-quality, and affordable transcription services.
Ditto Transcripts is a Denver, Colorado-based, HIPAA, FINRA, & CJIS-compliant transcription services company that provides fast, accurate, and affordable transcripts for individuals and companies of all sizes. Call (720) 287-3710 today for a free quote, and ask about our free five-day trial.
