If you have ever been in a courtroom or deposition, you have likely seen someone typing rapidly on a small, unfamiliar machine. That is a stenographer. Their job is to create an accurate, real-time record of what is said under oath during legal proceedings.
Lawyers, judges, and clients depend on those transcripts. Having an exact record is one of the pillars of the courtroom because transcripts can affect appeals and future decisions of cases with the same or similar issues as the current case. However, many people do not know how stenographers work, what training they need, or why courts still use them in an era of audio recordings and speech-to-text tools.
If you are hiring someone for a deposition, arbitration, or hearing, understanding what a stenographer is and what to expect and look for will help you find the right person for the job.
What Does a Stenographer Do?
A stenographer listens to spoken words and types them into a transcript in real time. They do not edit, paraphrase, or clean up the language. Their job is to capture precisely what is said, word for word, without leaving anything out. In legal settings, stenographers are hired to record depositions, trials, hearings, arbitrations, and meetings. Their transcripts become part of the official record. Lawyers use them to prepare motions or appeals. Judges rely on them for rulings. If a case goes to a higher court, that record is often reviewed line by line.
Stenographers work in courtrooms, law offices, and increasingly, remote environments. With screen sharing and secure video platforms, many now report proceedings virtually. But the expectations have not changed. Accuracy, neutrality, and speed are still required. Unlike audio recordings, stenographic records are searchable and timestamped. If someone interrupts, talks over another person, or speaks unclearly, the stenographer flags it immediately. Machines cannot do that. That is part of the reason courts still prefer live transcription over automated tools.
There is also a distinction between different types of stenographers. Some work full-time in courtrooms, while others are independent and take freelance jobs through agencies or direct hires. Some are also certified to provide real-time captioning or CART services for people who are deaf or hard of hearing. No matter the setting, the work requires focus and consistency. A single error in transcription can change the meaning of a statement, which can affect the outcome of a case.
What is the Difference Between a Stenographer and a Court Reporter?
The terms “stenographer” and “court reporter” are often used interchangeably, but significant differences exist. A stenographer is trained in shorthand transcription, usually using a stenotype machine. Stenographers are skilled in capturing spoken words at high speeds and can work in a wide range of settings—not just courtrooms. They might transcribe business meetings and live events or provide closed captions for television.
Court reporters, however, typically refer to stenographers working specifically in legal settings. Their primary responsibility is creating verbatim transcripts of depositions, hearings, trials, arbitrations, and similar proceedings. While many court reporters use stenography, some use voice-writing technology or digital recording equipment. In addition to transcription skills, court reporters usually need specialized legal knowledge and follow strict standards for accuracy, neutrality, and confidentiality.
In summary:
Stenographers focus on shorthand transcription techniques.
Court reporters focus on creating official legal transcripts.
All court reporters using stenography are stenographers, but not all stenographers serve as court reporters.
Certified vs. Non-Certified Court Reporters
Certification distinguishes court reporters who have formally demonstrated their skills through state or national testing. A certified court reporter has completed exams like the Registered Professional Reporter (RPR) administered by the National Court Reporters Association (NCRA). Many states require court reporters to hold specific certifications or licenses before working in legal proceedings.
Certification is important because it:
Demonstrates the reporter meets industry-standard accuracy and speed requirements.
It is often required by courts, government agencies, or law firms before accepting a transcript as official.
Holds the reporter to higher ethical and professional standards.
Non-certified court reporters may still possess strong skills and experience but can face restrictions on where and how to work. Without certification, reporters may be limited to less formal or unofficial proceedings.
Always confirm whether a court reporter is certified before hiring. Certification ensures credibility and can be required for transcripts to be legally admissible.
How a Stenography Machine Works
A stenograph machine, also called a stenotype, does not work like a regular keyboard. It has fewer keys, and stenographers press several keys simultaneously to record whole sounds or syllables in a single motion. This system is called “chording.” Instead of typing letter by letter, stenographers write in shorthand based on sound. For example, “court” might be written with just a few keystrokes. This method lets them type over 200 words per minute—fast enough to keep up with normal speech.
The machine records each stroke digitally. Many modern models connect to software that translates shorthand into plain English. Some systems display the text live on a screen, which is helpful during depositions or real-time captioning. These machines are built for speed and durability. They are also quiet, which makes them ideal for legal settings where clear audio is essential. Some machines come with built-in memory, while others sync to a laptop.
A big part of the stenographer’s job is muscle memory. Each chord must be precise. One missed stroke can confuse later in the transcript. That is why training and consistent practice matter so much in this field. The result is a readable, accurate record ready to be reviewed, certified, and filed as part of a case.
What Training and Certification Do Stenographers Need?
Stenographers do not just pick up a machine and start working. It takes months—or even years—of training to become qualified. Most attend a court reporting program through a technical school or community college. These programs teach shorthand theory, transcription accuracy, legal terminology, and ethics.
Students also learn how to use stenotype machines and reporting software. Many programs require students to reach specific speed benchmarks—usually around 225 words per minute with high accuracy—before graduating.
After training, most stenographers take a certification exam. The Registered Professional Reporter (RPR) credential from the National Court Reporters Association (NCRA) is the most recognized credential. This exam tests speed, accuracy, and knowledge of legal procedures.
Some states require additional licensing or registration, especially for court reporters working in official proceedings. Requirements vary but often include continuing education, background checks, or exams.
Advanced certifications are also available for reporters who work in specialized areas, like real-time captioning or medical transcription. These roles may require higher accuracy and advanced software skills.
Clients or law firms should ask whether a stenographer is certified or licensed in their state. Certification does not just show competence—it also helps ensure that transcripts meet legal standards for use in court.
While some companies offer automated transcription services, certified stenographers are more reliable. In legal matters, that difference can carry weight.
Required Skills: Typing Speed, Accuracy, and Focus
A stenographer must be fast, accurate, and focused to do the job well. These three skills are not optional—they are expected on every assignment. Speed matters because people talk quickly, especially during legal proceedings. Certified stenographers are expected to write at least 225 words per minute. That is faster than most people can speak. And it is not just about speed—each word must be captured without error.
Accuracy is just as important. Even one wrong word can change the meaning of a sentence. That matters in court. A good stenographer listens carefully, follows the conversation, and transcribes each part without adding or omitting anything. Focus is what ties it all together. Legal proceedings can go on for hours. There are no breaks in the conversation. A stenographer must stay alert the entire time. There is no room for distraction or guesswork.
These skills take years to build. It is not just about typing quickly—it is about reading tone, catching overlaps in speech, and staying neutral. The goal is a clean, readable transcript that reflects exactly what happened in the room. And while some software tools can assist with formatting or playback, they cannot replace the judgment or consistency of a trained human reporter.
When Do You Need a Legal Stenographer?
You do not need a stenographer for every legal meeting. But a certified transcript is required—or strongly recommended in many situations. Court proceedings are the most common example. Trials, hearings, and motions often require an official record. Many state courts mandate that a licensed stenographer be present to transcribe proceedings. These transcripts become part of the case file and may be reviewed during appeals.
Depositions are another key area. When witnesses testify under oath outside of court, attorneys often bring in a stenographer to ensure an accurate record. That transcript can be used later to challenge inconsistent testimony or refresh a witness’s memory. Arbitrations and administrative hearings also benefit from formal reporting. Although these settings may not be held in courtrooms, they still involve binding decisions. A clear, complete transcript helps preserve the record and prevent disputes about what was said.
Proceedings like remote depositions still require live reporting. Even on Zoom or other video platforms, courts and law firms bring in a stenographer who connects virtually and delivers a certified transcript. Some law firms use stenographers outside the courtroom for internal investigations, corporate meetings, or settlement conferences. If the conversation may be used in a legal filing, hiring a certified stenographer helps protect both accuracy and admissibility.
If you are unsure whether one is required, the best approach is to ask your attorney or legal service provider. They will know whether it is necessary based on the type of proceeding and applicable state or federal rules.
Questions to Ask Before Hiring a Stenographer
Before hiring a stenographer, ask direct questions about their qualifications and experience. Start with certification. Are they registered with the National Court Reporters Association (NCRA) or licensed in your state? Certification shows they have met minimum speed and accuracy standards.
Next, ask if they have handled the proceeding you are planning—depositions, hearings, arbitrations, or real-time reporting. Legal settings differ, and experience matters. You should also ask about turnaround times. How long will it take to receive a certified transcript? Is same-day or next-day delivery available? Clarify what is included in the fee. Some services charge extra for word indexing, condensed transcripts, or digital copies. Make sure you know what you are getting.
Finally, confirm their availability and whether they can work remotely if needed. Many proceedings are now held online, so flexibility is key. Taking the time to ask these questions helps avoid delays, extra costs, or transcript errors later.
Can AI Replace a Human Stenographer?
Speech-to-text software has improved but does not match what a trained stenographer delivers—especially in legal settings. Accuracy is the main issue. Background noise, overlapping voices, heavy accents, or legal terminology can throw off automated tools. In contrast, a human stenographer listens actively and can ask for real-time clarification. They recognize who is speaking, flag unclear moments, and maintain formatting standards required for court records.
Most courts do not accept AI-generated transcripts as official. Judges and attorneys rely on certified transcripts because they meet legal standards for completeness, accuracy, and neutrality. AI may assist with rough drafts or playback but cannot decide what to record or how to handle interruptions. Legal matters do not allow for guesswork. If your case depends on a clear, reliable transcript, relying on a trained stenographer is still the best—and often required—choice.
Why Accuracy and Professionalism Matter
A legal transcript is not just paperwork. It is part of the record that lawyers, judges, and clients rely on to make decisions. That record has to be clear, complete, and correct. When you hire a certified stenographer, you choose someone trained to get it right the first time. They are expected to stay neutral, listen closely, and document every word without edits or interpretation. That level of care protects the record—and, by extension, your legal position.
Inaccurate or incomplete transcripts can lead to confusion, missed details, or court challenges. Once something is on the record, fixing mistakes is complicated and sometimes impossible. If you are involved in a deposition, hearing, or any proceeding where words matter, hiring the right stenographer helps you move forward with confidence. It is not about bells and whistles. It is about getting the facts down reliably and without errors.
NAEGELI Deposition & Trial – Stenography and Court Reporting Services
NAEGELI Deposition & Trial provides reliable stenographers and certified court reporters for depositions, trials, hearings, arbitrations, and more. Our court reporters meet the highest industry standards, delivering transcripts with exceptional accuracy and clarity. We also offer transcription services after you proceed, along with advanced technology, including secure videoconferencing and real-time reporting.
If you need an accurate legal transcript, a certified stenographer, a videographer, or information on becoming a court reporter, contact NAEGELI today. For immediate assistance, call (800) 528-3335, email, or use the chat feature on our website. To schedule a service, click SCHEDULE NOW at the top of the page.