Court reporters charge $400–$800 per hour of deposition. Turnaround runs 3–5 business days. For working copies used in case prep — not filing — that cost and delay is optional. This checklist covers what to verify about your transcription workflow so you know whether your current approach is introducing risk at each stage of the case.
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Speaker diarization labels deponent, plaintiff counsel, defense counsel, and court reporter separately
A transcript without speaker labels requires reading for context to identify who said what. In cross or motion practice, ambiguous attribution is a liability. Verify your transcription service distinguishes all parties automatically.
Verify before ordering
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Timestamps at minimum every 30 seconds for citation
When opposing counsel cites the record, you need to locate the exact moment quickly. Timestamps every 30 seconds or less allow direct audio verification of any cited passage — critical for impeachment and appellate record accuracy.
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Objections labeled with the objecting party
Objection attribution matters in the record. A transcript that shows "OBJECTION" without identifying which counsel objected creates ambiguity when reviewing the record for privilege and waiver issues.
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Exhibits referenced in transcript cross-referenced against exhibit list
Exhibit references in the testimony should map to your exhibit list. If the transcript says "Exhibit 14" but your list has 14 as a different document, you have a record accuracy problem before the case moves forward.
Common gap
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Turnaround SLA documented and in writing
A verbal promise of "3–5 days" is not an SLA. If your filing deadline depends on transcript availability, you need a written turnaround commitment with a defined window — and a process for when the vendor misses it.
Get this in writing
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Rush option available for same-day depositions
Expedited depositions, emergency hearings, and last-minute scheduling happen. Confirm whether your transcription vendor offers same-day or next-morning rush delivery — and what the premium is. Know before you need it.
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Partial transcripts available for ongoing multi-day depositions
For multi-day depositions, waiting for the complete transcript may not be an option. Confirm whether your vendor can deliver completed daily segments rather than waiting for the entire deposition to conclude.
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Digital delivery to all counsel documented
Delivery method and receipt are part of the record in some jurisdictions. Confirm whether your vendor provides delivery confirmation and whether the format (PDF, Word, ASCII) meets your court's requirements.
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Original recording preserved and documented
The original recording is the evidentiary foundation. Confirm your process preserves it with metadata intact — file name, recording date, device, and chain of custody from capture to vendor to storage.
Evidence integrity
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Transcript accuracy certification available
For transcripts that may be used in court or cited in filings, an accuracy certification from the transcription vendor establishes foundation. Confirm whether your vendor provides this — and what the certification language covers.
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Errata sheet process defined
Even accurate transcripts generate corrections from witnesses. Your process for handling errata — who reviews, what the deadline is, how changes are incorporated — should be defined before the deposition, not after.
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Certified copy option for court filing
AI transcription working copies are not interchangeable with certified transcripts for filing purposes. Confirm your vendor can produce a certified copy when court rules or opposing party demands require it.
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Per-minute or per-page pricing confirmed
Court reporters charge per page of finished transcript. AI transcription services charge per minute of audio. For a 4-hour deposition, calculate both. The per-minute cost for AI is typically 90–95% lower.
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Court reporter comparison documented for client billing
If your practice bills transcription costs back to the client as a case expense, documenting the comparison between court reporter and AI transcription costs demonstrates reasonable expense management.
Client billing
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USCF billing code compatibility verified
For PI cases where transcription costs are claimed as disbursements, confirm that your billing codes and cost categories are compatible with your case management system and client billing format.
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Volume discount structure understood
If your firm runs 10+ depositions per month, confirm whether your vendor offers volume pricing. Monthly subscription tiers typically reduce per-minute cost significantly at higher volumes.
Tampa Bay case example: A PI attorney in Tampa Bay paid $2,800 for a 4-hour deposition transcript from a court reporter. TranscribeLegal delivered the same transcript — speaker-labeled, timestamped, certified — for $140. The difference was billed back to the client as a case expense. The attorney's firm now uses TranscribeLegal for all working copies and orders certified transcripts only when the case requires filing.
Annual savings potential
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