FAQ

1.1 Q. How do I order a court transcript?

A. Most transcripts of in-court proceedings are available to the public upon request and upon payment of a regulated fee. Transcripts are prepared by independent authorized court transcriptionists listed on the Authorized Court Transcriptionists for Ontario website. The website allows people to find a transcriptionist that meets their needs by searching by name, court location, type of proceeding or other information.

To order a transcript of an in-court proceeding, you need to:

1. select and contact an authorized court transcriptionist from the list to arrange all aspects of the transcript order, including availability to prepare transcripts within the required timeframe, payment options and any specific delivery requirements;
2. provide details regarding the transcript order to the transcriptionist (for example, where the proceeding took place, whether a copy of the entire transcript is required, the number of copies, timelines, and delivery);
3. download the Transcript Order Form online or provide the details of the order to the authorized court transcriptionist directly. The authorized court transcriptionist will finalize and submit the Transcript Order Form to the court for processing.

For a walkthrough (including images from the website to assist), please go to the Resources tab where you can view the document titled "How to Order a Transcript (Step by step instructions)."

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1.2 Q. Are there any restrictions on access to court transcripts?

A. Some transcripts of in-court proceedings are subject to access restrictions by judicial direction or legislation. Section 2 of the Court Transcript Standards and Procedures Manual summarizes the types of proceedings that may have restrictions, and which cannot be accessed without a judicial order. The authorized court transcriptionist will also advise the ordering party if there are any restrictions on access to transcripts.

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1.3 Q. Where can I find the Transcript Order Form and how is it submitted to the court?

A. The Transcript Order Form is posted on the Authorized Court Transcriptionists for Ontario website. The form must be completed for each transcript order. Remember to complete the form accurately and provide full details about the proceedings to avoid delay in processing your transcript. You should discuss all details on the order form with the transcriptionist. The transcriptionist will then finalize and submit the Transcript Order Form to the court for processing.

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1.4 Q. What are the fees for court transcripts?

A. Amendments to court transcript fees (O. Reg. 145/22) came into force on April 1, 2022. Court Transcript Fees fall under O.Reg. 94/14.

• Any new transcript orders placed on or after the effective date will be subject to the new transcript fees.
• Transcript orders placed prior to the effective date are subject to the previous transcript fees.

 

Note: As a reminder, all aspects of the transcript order, including payment, timelines and delivery options, will continue to be between the ACT and ordering party.

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1.5 Q. What changes were made to court transcript fees?

A. A summary of the new fees for court transcripts in electronic and paper format are outlined in the court transcript fees regulation (O. Reg. 145/22).

The key changes to fees:

Electronic Transcripts (New):

• Introduce a new per page rate for a first copy of a certified, electronic transcript with options for expedited service delivery times – between $6.30 and $11.75 per page or a flat rate of $25, whichever is greater.
• Clarify that accessible electronic transcripts should not cost extra for the ordering party, even if there are more pages as a result of larger font.
• Clarify that the $25 flat rate fee is for a certified or uncertified electronic copy requested at another time from the first (electronic or print) copy order.

Print Transcripts (Updated):

• Increase the existing first copy fee for certified, print transcripts – from between $4.30 to $8.00 per page to between $7.10 per page and $12.55 per page.
• Increase the existing additional copy fee for certified, print transcripts – from $0.55 per page to $0.80 per page.

Court of Appeal and Divisional Court Transcripts (Clarification):

• Clarify that only the first printed copy of Court of Appeal or Divisional Court transcripts is subject to the regulated rates, if additional printed copies are required by the court for filing an appeal.
• Clarify that ACTs will not be entitled to charge a separate fee to perform reformatting changes required for the Court of Appeal for Ontario and Divisional Court, which mainly consist of removing unnecessary portions of the transcript.
• ACTs will, however, be entitled to charge the first copy per page rate for pages added to the transcript (the title page, table of contents, or any new content).

Note: ACTs are responsible for informing the ordering party of any existing transcription before undertaking to re-transcribe a recording at the first copy rate. If the ACT fails to inform the ordering party of an existing transcription, they are permitted only to charge the copy rates.

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1.6 Q. What if I want the court reporter that took the in-court record to produce the transcript, but I don’t know who the person is?

A. You can contact the court site where the proceeding took place and court staff will provide you with the name of the court reporter who recorded the proceeding. Before contacting the court reporter, you should refer to the Authorized Court Transcriptionists for Ontario website to see if the court reporter is on the List of Authorized Court Transcriptionists.

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1.7 Q. Can I contact the courthouse to find out if a transcript has already been prepared for the matter I’m interested in?

A. Yes. You may contact the court location where the matter was heard to see if a transcript has already been prepared. Court staff will provide you with the details of the previously-typed matter, including the name of the authorized court transcriptionist who produced the transcript. The telephone numbers and addresses of all the court locations across the province are available online at https://www.ontario.ca/locations/courts.

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1.8 Q. What is the process if a transcript or a portion of a proceeding has already been transcribed?

A. The authorized court transcriptionist will notify you and provide you with the details of the previously transcribed portions, including the name of the authorized court transcriptionist who prepared the previously-typed matter. You can decide how you wish to proceed. (a) cancel the order and deal with the previous transcriptionist or (b) continue with the current ACT to prepare a new transcript.

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1.9 Q. What if an ACT who previously transcribed a transcript is no longer on the List of Authorized Court Transcriptionists?

A.  If the court transcriptionist who previously prepared the transcript is no longer on the List of Authorized Court Transcriptionists, they are not authorized to certify transcripts of court proceedings in Ontario as outlined in subsection 4(2) of O. Reg. 158/03 under the Evidence Act.   This includes certifying additional copies of transcripts prepared when they were on the List of Authorized Court Transcriptionists. If you require a certified transcript, you must select a new ACT to prepare and certify the transcript.

Transcripts that were certified when the former ACT was on the List of Authorized Court Transcriptionists can continue to be used.

If you do not need an original certified copy of the transcript, but want an uncertified transcript of the proceeding, a former ACT may provide an uncertified copy of a previously certified transcript.

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1.10 Q. What is the process to order a transcript that was transcribed prior to June 9, 2014? (Prior to the new model.)

A. If the transcript was ordered prior to June 9, 2014, and the court reporter who prepared the transcript is an ACT, you can contact that ACT for a copy of the transcript.

If the court reporter who prepared the transcript prior to June 9, 2014 is not on the list of ACTs, they are not authorized to certify additional copies of the transcript they previously produced. If a certified transcript is needed, you must select an ACT on the List of Authorized Court Transcriptionists to transcribe and certify a new transcript.

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1.11 Q. How can I access the List of Authorized Court Transcriptionists if I do not have access to the internet or have accessibility needs?

A. If you cannot access the List of Authorized Court Transcriptionists online, contact Arkley Professional Services directly at 705-251-0007, or toll free at 1-800-645-8113.

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1.12 Q. What file format is available for electronic transcripts e.g., Microsoft Word (.doc), WordPerfect (.wpd), Adobe Arcrobat (.pdf), etc.?

A. The specific file format for electronic transcripts should be discussed and agreed to with the authorized court transcriptionist.

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1.13 Q. Are there standards or policies that govern transcript production?

A. Yes. The Court Transcript Standards and Procedures Manual provides an overview of the transcript standards set by regulation, legislation, policy and practice direction. The manual is available on the Authorized Court Transcriptionists for Ontario website.

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1.14 Q. How do I order a transcript for a Provincial Offences Court matter?

A. Transcripts from Provincial Offences Court matters must be ordered directly from the municipal courthouse where the matter was heard.

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1.15 Q. Is there a requirement to provide a copy of transcripts to the presiding judicial officer?

A. When a transcript will be referenced in court, it is the responsibility of the party who intends to reference the transcript to order and provide a certified copy of the transcript to the judicial official, at no cost to the court. Please refer to section 4 of Transcript Order Form posted on the ACT Dashboard or on the Resources Page of the Authorized Court Transcriptionist for Ontario website. 

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1.16 Q. Are parties required to file transcripts in paper format with the courts?

A. All levels of court in Ontario currently have notices in place requiring, unless specified otherwise by the court, electronic filing and/or signing of court documents, including transcripts.

You may review the notices posted by the Court of Appeal, Superior Court of Justice, and Ontario Court of Justice:

• For the Court of Appeal notice, please refer to: https://www.ontariocourts.ca/coa/how-to-proceed-court/covid-19/

• For the Superior Court of Justice notice, please refer to:
  • Criminal: https://www.ontariocourts.ca/scj/practice/practice-directions/criminal/
  • Civil and Family: https://www.ontariocourts.ca/scj/notices-and-orders-covid-19/supplementary-notice-september-2-2020/ - 2_Electronic_Court_Filings_Justice_Services_Online
• For the Ontario Court of Justice notice, please refer to:
  • Criminal: https://www.ontariocourts.ca/ocj/covid-19/electronically-submitting-documents/
  • Family: https://www.ontariocourts.ca/ocj/covid-19/covid-19-family-matters/
  • Provincial Offences Act: https://www.ontariocourts.ca/ocj/covid-19/notice-to-public-regarding-provincial-offences-act-matters/ - 5_ELECTRONIC_SIGNATURES

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2.1 Q. What is the process for judicial review of transcripts?

A. The judicial officer is entitled to review the ruling, the reasons for judgment, the reasons for sentence and the charge to the jury before they are released. The authorized court transcriptionist must provide the judicial officer with a draft for judicial review before the transcript can be certified and released.

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2.2 Q. When are ACTs required to provide an ordering party with a copy of the approved Request for Judicial Approval of Transcript form?

A. ACTs are required to provide a copy of the approved Request for Judicial Approval of Transcript form for transcripts (including copies) that were judicially edited and approved after March 4, 2019.

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3.1 Q. What if I have a complaint about a transcript?

A. If you have concerns about an issue related to a transcript order, speak directly with the authorized court transcriptionist (ACT) you selected to produce the transcript.

If your concerns are not resolved after speaking with the ACT,  you can learn more about our complaints process, including how to submit a complaint and the types of complaints we can assist with, here: https://courttranscriptontario.ca/en/resources/.

For general questions related to complaints, please contact us at info@courttranscriptontario.ca.

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3.2 Q. What if I have feedback related to transcript production?

A. If you have suggestions or feedback about transcript production, including the transcript model, help desk services, the website, or available resources, please call or email us anytime at feedback@courttranscriptontario.ca or 1-800-645-8116.

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4.1 Q. How does someone become authorized to produce and certify transcripts of in-court proceedings in Ontario?

A. Individuals wishing to become an authorized court transcriptionist must complete qualification training and testing through an Ontario educational institution recognized by the Ministry of Training, Colleges and Universities. Training and qualifications will be administered by the educational institutions. Upon proof of successful completion of the curriculum, as well as obtaining the required contractor security clearance, signing an agreement with Arkley Professional Services and paying the annual listing fee, the authorized court transcriptionist will be eligible to be added to the List of Authorized Court Transcriptionists for Ontario.

The below colleges are approved by MTCU to offer the court transcript program. Please contact the colleges directly to discuss their current course offerings.

Durham College, www.durhamcollege.ca

Centennial College, www.centennialcollege.ca

Ontario College of Business & Technology, www.myontariocollege.online

 

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5.1 Q. How do I search for an authorized court transcriptionist (ACT) who meets my needs?

A. The Authorized Court Transcriptionists for Ontario website allows people to find a transcriptionist that meets their needs by searching by name, court location, type of proceeding, or other information. Once you have entered the site, click on the tab titled “Search”; fill out any of the fields you feel will assist you in your search and then click the Search for a Transcriptionist button. (Note: All search fields are optional.)

Search results matching your criteria will then be displayed including names, services offered and the date the ACT was added to the list. You will have the option to click on the name of the ACT to see their full profile, including how to contact them.

Suggestion: Should your search not return enough results you many try entering less criteria in the optional search fields. Alternatively, should your search return too many results, you may add additional search criteria to the optional search fields to further narrow down the results.

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5.2 Q. How do I search for a document or other information on the website?

A. Most documents available on the website are located on the tab titled “Resources”. If the Resources tab does not locate the information you are seeking you may also conduct a search of the website from the tab titled “Search”.

Once on the Search tab you will see “Search Website and Documents” along with a field to enter your search criteria (i.e. Keywords such as: First name, Last name, ID, Company). Once you have entered the keywords of your choice click the Search Website button.

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