How to Be a Court Reporter’s Dream – A Guide for Attorneys and Witnesses

Court reporters are the silent guardians of the record. They sit quietly, often overlooked, but every attorney, judge, and witness depends on their precision. A single word misheard or missed could change the meaning of testimony, alter the record, and even affect the outcome of a case. Yet while the stakes are high, most court reporters will tell you: they don’t need perfection from attorneys and witnesses—just awareness, small gestures of courtesy, and teamwork in creating an accurate record.

This article is for attorneys and witnesses alike: practical tips, insider insights, and the subtle habits that can transform a court reporter’s day from grueling to gratifying.

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Why It Matters

Imagine running a marathon while solving puzzles at the same time. That’s what reporters do: listening, processing, and writing every word spoken in real time. Courtrooms and depositions are rarely perfect listening environments—papers rustle, people talk over each other, accents vary, technical terminology floods the air. Every small effort from attorneys and witnesses makes the difference between a record that is accurate and one that is riddled with obstacles.

When you help the reporter, you help yourself. A clean record means fewer costly readbacks, less chance of appeal disputes, and a transcript that reflects exactly what you wanted preserved.

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Start with Respect

Court reporters are officers of the court. Yet they are often treated as an afterthought, a piece of furniture at the side of the room. That’s why one of the simplest, most impactful gestures is recognition.

When a witness or attorney acknowledges the reporter at the start—“Good morning,” “Thanks for being here,” or even a handshake before a deposition begins—it sets the tone for collaboration. One veteran reporter recalls a physician who bypassed the attorneys in the room, came straight to the reporter, and introduced himself with: “I’ll try to be a good witness for you today.” That single sentence melted hours of potential tension.

For attorneys, a similar acknowledgment goes a long way. Letting the reporter know upfront about acronyms, names, or exhibits you’ll reference saves time and avoids confusion later. A minute of courtesy at the start prevents five minutes of interruption mid-testimony.

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Speak at a Measured Pace

Law school trains lawyers to think fast, question fast, and react fast. But rapid-fire speech that leaves jurors spinning also leaves the reporter fighting to keep up. A deposition transcript is not a sprint—it’s a marathon that benefits from pacing.

Pausing between questions not only helps the record but also sharpens your cross-examination. Jurors and judges process your questions better, witnesses understand what’s being asked, and the reporter captures it cleanly.

Witnesses, too, play a role. Speaking too quickly, too softly, or trailing off at the end of a sentence creates gaps. A witness who consciously enunciates, projects, and maintains a steady rhythm is a reporter’s dream—and, by extension, an attorney’s ally.

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Spell It Out

Nothing bogs down the record like guessing at spellings. Is it “Smith” or “Smyth”? “Schmidt” or “Schmitt”? When a witness takes the initiative to spell names, medications, street addresses, or technical terms, the reporter silently rejoices.

One reporter recalls a witness who carefully spelled each complicated name as it arose and maintained a steady speaking pace. At the end of the deposition, the reporter thanked him, calling him “a dream witness.” What might seem like a small courtesy to the witness was, in reality, an extraordinary help in producing an impeccable record.

Attorneys can model this behavior by spelling names of experts, companies, or exhibits on the record, even if they think they’re obvious. Don’t assume a term is common knowledge; assume that clarity will always save time later.

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Avoid Overlapping Speech

Few things cause more chaos in a transcript than overlapping dialogue. Attorneys interjecting while witnesses answer, co-counsel whispering, objections layered over testimony—it all collapses into a tangle of dashes and ellipses.

The fix is simple: patience. Let the witness finish before objecting. Ask co-counsel to save side remarks for breaks. And remind clients beforehand not to talk over the questioning. The clean transcript that results will benefit everyone, especially when it comes time to impeach a witness or review testimony months later.

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Handle Exhibits with Care

Exhibits are another potential minefield. If attorneys shuffle papers while speaking, mumble exhibit numbers, or reference “this” and “that” without identifying them, the record becomes murky.

Best practice: state the exhibit number clearly and describe it. “I’m marking Exhibit 12, a copy of the January 5th contract.” Pause for the reporter to note it. Then continue.

Witnesses can help, too. When asked to read from a document, they should read slowly and clearly—pausing if needed—so the reporter can capture each word.

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Check in During Breaks

A short “Are you getting everything okay?” whispered to the reporter on a break is a sign of professionalism. It gives the reporter a chance to clarify spellings, confirm unclear terms, or flag issues before they snowball.

Attorneys who take this step not only make the reporter’s job easier but also protect their own record. Nothing derails an appeal like an ambiguous transcript riddled with errors that could have been prevented.

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Be Mindful of the Environment

Background noise, cross-talk, and side conversations are enemy number one for accuracy. Silence phones, keep side chatter outside the room, and remember that even whispered comments near the reporter’s machine can bleed into the record.

If you’re appearing remotely, ensure your microphone is high-quality, avoid speaking on speakerphone, and mute when not speaking. Remote proceedings add complexity, and witnesses who follow these basics become invaluable allies.

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Appreciation Goes a Long Way

At the end of a long deposition, trial day, or hearing, a simple “thank you” means more than you might imagine. Court reporters may not be visible advocates, but they are human beings tasked with an extraordinary responsibility. Acknowledgment validates their role as part of the justice system.

Some attorneys have even made it a practice to end depositions with a nod of gratitude: “Thank you, Mr. Reporter.” Small, yes—but deeply memorable.

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The Payoff

Why should attorneys and witnesses care about making a court reporter’s day? Because in reality, it’s about making your own case stronger. A well-preserved record means fewer disputes, fewer delays, and greater credibility. Judges and jurors benefit, appeals benefit, and ultimately justice itself benefits.

By extending courtesy, pacing your speech, spelling out the difficult words, and respecting the process, you transform the experience for the reporter and safeguard the integrity of your record.

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Conclusion

The best transcripts aren’t accidents. They are the product of skill, attention, and teamwork between attorneys, witnesses, and the reporter. While reporters will always do their job with professionalism under any conditions, when attorneys and witnesses recognize their role and take small steps to help, it changes everything.

So the next time you walk into a deposition or courtroom, remember: the court reporter is your silent partner in justice. Shake their hand, spell the names, pace your speech, and say thank you. You may just make their day—and ensure your record stands unshakable tomorrow.

StenoImperium
Court Reporting. Unfiltered. Unafraid.

Disclaimer

“This article includes analysis and commentary based on observed events, public records, and legal statutes.”

The content of this post is intended for informational and discussion purposes only. All opinions expressed herein are those of the author and are based on publicly available information, industry standards, and good-faith concerns about nonprofit governance and professional ethics. No part of this article is intended to defame, accuse, or misrepresent any individual or organization. Readers are encouraged to verify facts independently and to engage constructively in dialogue about leadership, transparency, and accountability in the court reporting profession.

• The content on this blog represents the personal opinions, observations, and commentary of the author. It is intended for editorial and journalistic purposes and is protected under the First Amendment of the United States Constitution.
• Nothing here constitutes legal advice. Readers are encouraged to review the facts and form independent conclusions.

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