Legal transcription works by converting a recording into a written transcript under agreed instructions, reviewing the text against the audio, and delivering it in the requested format. The process has six steps:
Define the recording, purpose, and required transcript specifications.
Transfer the recording through the approved channel.
Supply speaker names, terminology, and formatting instructions.
Prepare the transcript.
Review the text against the recording and flag uncertainty.
Deliver the transcript and handle documented corrections.
This is a general industry workflow. ATS-specific practices are identified below using its published pages; file acceptance, delivery options, and correction terms should be confirmed for your order.
1. Define the recording, purpose, and required transcript specifications
Tell the provider what the recording contains, its length and language, the speaker count, your intended use, and the deadline. Specify the transcription style:
Full verbatim preserves audible words, fillers, repetitions, and false starts. Choose it when exact wording matters.
Edited transcription removes agreed fillers or repetitions for readability while preserving substantive meaning. It is not a summary.
Definitions vary, so agree on what will be included or omitted. Specify whether pauses, laughter, or other audible events need annotations. The provider evaluates the requirements; you receive a quote and an agreed scope before authorizing work.
ATS’s pricing page describes an inquiry, specialist file review, quote with a free sample, and scope and pricing confirmation before work begins. It lists audio-minute charging, with line or page options available for legal work.
Ask the quote to list included features and add-ons, especially timestamps and formatting. It should also identify outstanding questions that must be resolved before the delivery date can be confirmed.
2. Transfer the recording through the approved channel
Supply the complete recording through a channel approved by your firm and provider. Confirm accepted file types, size limits, and access requirements first. Keep the original and transfer a working copy without unnecessary recompression.
The provider checks that the file opens and the audio is available. Ask for receipt confirmation and notice of missing or unusable files.
ATS’s data-security policy describes encryption, restricted access, retention, and disposal, mainly in a patient-data context. Confirm the arrangements for legal files, including confidentiality terms, any NDA, and retention or deletion instructions.
Provide only reference material relevant to the job, identify access restrictions, and agree how passwords or permissions will be managed. Confidentiality arrangements should cover the audio, transcript, and supporting files.
3. Supply speaker names, terminology, and formatting instructions
Provide participant names, roles, name spellings, relevant terminology, and any recording log. Identify which voice belongs to which person where you can; a name list alone may not resolve voice identity.
Specify speaker labels, such as “Attorney” and “Witness,” and whether you need timestamps at regular intervals, speaker changes, or unclear passages. Agree whether timestamps refer to elapsed recording time or another reference.
Supply a formatting example if you need question-and-answer layout, page-and-line numbering, or a particular template. The provider reconciles these instructions with the recording; you receive confirmation of the specifications or questions about unresolved details.
Page-and-line references locate text within the transcript, while timestamps locate speech in the recording. Specify both when your team needs to move between documents and audio.
4. Prepare the transcript
Once the source and instructions are ready, the transcriptionist listens, writes the spoken content, assigns supported speaker labels, and applies the agreed style. Reference material helps with spelling and terminology; it should not be used to insert words the recording does not support. Punctuation and paragraph breaks should make dialogue readable while preserving what was said. Keep legal analysis and personal notes separate from the transcribed speech.
Supply requested clarifications during preparation. You receive any agreed progress update; an interim draft is shared only if arranged. ATS’s legal transcription services page confirms 100% human transcription of legal recordings.
5. Review the text against the recording and flag uncertainty
The provider checks the text against the audio for omitted words, speaker changes, terminology, and formatting. Supply reliable clarification where requested, without replacing uncertain speech with an assumption.
Agree on visible uncertainty markers, such as “[inaudible 00:14:22].” With overlapping speech, preserve recoverable words and mark what cannot be separated. Label an unidentified speaker as unknown until their identity can be established.
At delivery, you receive reviewed text with remaining uncertainty visible. ATS states that trained legal transcription professionals review every transcript. For accuracy and provider selection, ask how review, uncertainty, and corrections are handled.
6. Deliver the transcript and handle documented corrections
The provider delivers the agreed file format through the agreed channel. You check completeness, speaker labels, timestamps, and formatting against the order.
Submit correction requests with a page-and-line reference or timestamp, proposed wording, and supporting information. A documented correction process checks requests against the source and records accepted changes. You receive a revised version under the agreed terms.
Confirm the correction window and any charges before ordering. Distinguish transcription errors from requests to rewrite accurately transcribed speech. Retain the original recording and clearly identify revised transcript versions.
Before you upload
Play the files to check completeness and audibility; preserve the originals.
Confirm that sharing is authorized and the transfer channel is approved.
List recording lengths, languages, speakers, and known audio problems.
Choose verbatim or edited treatment and provide speaker information.
Specify timestamps, layout, output format, intended use, and deadline.
Confirm price, delivery, confidentiality, retention, and correction terms.
Hypothetical example: A recorded witness interview
A paralegal orders transcription of a lawfully recorded, 45-minute witness interview for case preparation. The order requests full verbatim text, “Attorney” and “Witness” labels, and elapsed-time timestamps every minute and at unclear passages.
The paralegal supplies participant spellings and a list of company names. If two people speak together, the agreed workflow preserves identifiable words and marks unresolved overlap. The team receives the specified transcript and can request a source-checked correction by timestamp. This example illustrates the general workflow.
Frequently asked questions
How should I prepare my recording files?
Keep the originals, check playback and completeness, and confirm accepted formats and size limits. Label files clearly, specify their sequence, and avoid conversions that reduce audio quality.
What happens when a word is unclear?
Request an uncertainty marker and timestamp rather than a guessed word. A glossary can help identify terminology, but it cannot establish speech that remains inaudible.
Which transcript formats can I request?
Ask about an editable document, PDF, or your required template. Specify speaker labels, timestamps, and any page-and-line layout. Confirm available formats with ATS before placing your order.
How long does legal transcription take?
Length, audio quality, speaker count, terminology, and formatting affect the work required. ATS’s pricing page identifies quality, speakers, complexity, and turnaround as adjustment factors. Obtain a delivery commitment for your recording.
Can I use the transcript as an official court transcript?
Not automatically. Requirements depend on the court and proceeding. Federal judiciary policy requires certification by the designated transcriber for electronic court recordings. In the Southern District of New York, those transcripts must be requested through Records. Confirm the applicable court’s instructions before ordering.
To discuss a recorded legal project, request a quote from American Transcription Services with the recording length, intended use, deadline, and transcript specifications.