7 Things to Look for in a Court Reporting Firm in BC

Choosing a court reporting firm might seem like one of those things you can check off your list without giving it too much thought. You need a reporter. You book a reporter. Done. Easy-peasy, right?

However, when you think about the fact that the reporter sitting in that proceeding is responsible for capturing all the words being said and helping create an accurate record of what happened, suddenly who you book feels a little more important.

I’m Cathy McCandless, owner of Coast Reporting Services, and I’ve been a certified court reporter for over 28 years. I’ve spent those years quietly sitting at the end of tables listening to lawyers, witnesses, and experts talk. Sometimes very quickly. Sometimes all at once. Sometimes in ways that make me question my career choice, but I digress.

So, if you’re a lawyer, legal assistant, or paralegal looking for experienced court reporters in BC, here are seven things I think are worth considering before you book.

1. Are You Actually Getting an Experienced Court Reporter?

Start with the person who will actually be reporting your proceeding.

A stenographic court reporter is actively listening and writing the proceeding as it happens. A stenographic court reporter is listening to the words, watching who is speaking, paying attention to context, and capturing the record accurately in real time.

And yes, sometimes that means dealing with people who speak incredibly quickly, mumble, have strong accents, talk over each other, or decide that the perfect time to cough is directly over the answer everyone needed to hear.

Experience matters in those moments.

Court reporters don’t just hit “record” on a digital recorder and sit back and relax during a proceeding, to then go home and type up something later. We are present and accounted for in the room. We are making the record as it’s being spoken. We may be quiet and look serene (unless things get really hairy, and trust me, sometimes they do!) but that doesn’t mean our brains aren’t firing on overdrive while hanging on to all the words. If you’re considering a new court reporting company in BC, ask who will be assigned to your proceeding and about the experience of the reporting team. Ask if the reporters are certified, official reporters. Those are great questions, and ones that any reputable reporting firm will be happy to answer.

At Coast Reporting, court reporting has been my professional world for more than 28 years. It means I’ve encountered a lot of different speakers, proceedings, personalities, and situations over my career. Within every possible scenario thrown at us, it’s a reporter’s job to know how to listen, process, contextualize, anticipate, and adapt. Every day and every job is different, and that’s what keeps things interesting!

2. How Does the Firm Approach Transcript Accuracy?

An accurate legal transcript should be at the top of the list of things to consider when choosing a court reporting firm.

This sounds obvious. You’re hiring a court reporter. Of course you want the words to be accurate. That is literally what you are trusting us to do, and paying us for.

But accuracy is about much more than typing quickly.

During a proceeding, a stenographic reporter is processing an enormous amount of information at once. We’re listening to what is being said, assessing context on the fly, identifying speakers, and capturing the record as the conversation happens.

Language is messy. It’s 2026, and Shakespeare has officially left the building. People interrupt. Sentences trail off. Someone changes direction halfway through a thought. Words sound identical but mean completely different things depending on context.

Oh, and don’t forget all the “new words” that get added to the dictionary every year by the younger generations that stop everyone in their tracks with a “huh?” The Oxford English Dictionary’s additions for 2026 include “floordrobe” (a pile of clothes on the floor instead of hung up in the closet) and “humblebrag” (a fake complaint that actually shows off an achievement). So, not to humblebrag, but my floordrobe is completely dealt with because I did all my laundry, so don’t be all “jelly” (another OED addition for 2026).

In a nutshell, a reporter needs to care about getting those details right, because that’s our job.

I’ve written before about the infamous “Toothpick Nancy,” which is still one of my favourite examples of this. A colleague and I spent an unreasonable amount of time trying to decipher a phrase from a particularly fast-speaking witness. What sounded like “Toothpick Nancy” eventually turned out to be “two pregnancies”.

Umm, slight difference? Methinks so (okay, Shakespeare is back momentarily). That experience is funny now, but the point behind it isn’t. Words matter, and your court reporting firm should treat the accuracy of your record that way. You spend a lot of your valuable time preparing for your discoveries/hearings/arbitrations. We care about the accuracy of your written record. This is why who you trust with that written record really matters.

3. Can They Provide Readback During a Proceeding?

Readback allows a court reporter to read previously-spoken testimony back during a proceeding when requested.

This is one of those court reporting services you may not think about until you suddenly need it.

Maybe someone wants to hear the previous question again, exactly as it was originally stated. Maybe there is uncertainty about an earlier answer. Maybe you need to go back to something said much earlier in the proceeding. Maybe someone says “I NEVER said that!” Well, guess what, your reporter can clarify that for you, and still keep a neutral expression when it’s very clear on the record that yes, in fact they DID say that…

Because a stenographic court reporter is writing the record as the proceeding happens, the reporter can locate and read back the requested portion.

If this is important for the type of proceeding you’re booking, ask the court reporting firm how readback is handled. It is a small question to ask ahead of time that can make a very big difference when everyone is sitting around the table waiting for clarification.

4. What Is the Experience Like for Your Legal Team?

A good court reporting firm should make the administrative side of your proceeding easier, not add another layer of stress.

Accuracy is critical, but client service matters too.

Legal professionals already have enough moving pieces to manage. Booking the reporter should not become another project requiring six emails, three follow-ups, and a small prayer.

Pay attention to the experience you have with a firm before the proceeding even begins.

Are they responsive? Are they friendly? Are your questions answered clearly? Do you know what information they need from you? Do you feel confident that someone is actually paying attention to your booking?

Over the years, one thing I’ve learned is that court reporting is very much a people business. People like to feel heard. People want great service. Our clients are important to us, and our service should always reflect that.

Yes, as reporters we spend an unusual amount of time in front of our steno machines. But that’s only where our job begins. We also work with lawyers and liaise with legal assistants, paralegals, witnesses, and clients all day long. We build relationships with long-standing clients, and at Coast Reporting we treat our new clients the same as our regulars. That’s just how we roll.

At Coast Reporting, we want our clients to feel looked after. After all, being professional doesn’t mean being cold or impersonal.

Coast is known for our friendly, responsive customer service. Need a question answered? We’ll answer it. Need a booking issue solved? We’ll solve it. Need a familiar voice on the phone to troubleshoot a complicated booking with a million lawyers and witnesses? We’ve got you covered there, too!

5. Does the Court Reporting Firm Understand Your Type of Proceeding?

Ask whether the firm regularly handles the type of legal proceeding you are booking and what information they need from you beforehand.

Not every booking is identical. In fact, most have their own little idiosyncrasies that keep us on our toes!

If you are arranging an examination for discovery or another legal proceeding, tell the reporting firm what you are booking and ask about their experience with that type of work.

This is also a good opportunity to ask practical questions before the day arrives, like what information does the reporting firm need? Is the proceeding taking place in person or remotely? Are there any special circumstances the reporter should know about?

You don’t need to become a court reporting expert yourself. That is rather the point of hiring one. You should, however, feel confident that the people you are hiring understand what you need and can clearly explain what they need from you.

Let Coast take care of the details. You are in good hands.

6. How Does the Firm Handle Remote and In-Person Court Reporting?

If your legal team uses both remote and in-person proceedings, look for a court reporting firm that can clearly explain how it supports both of those formats.

The way legal professionals work has changed significantly during my career.

Court reporters have changed with it.

Technology is part of modern court reporting, and I am very much in favour of technology that makes our work, and our clients’ lives, easier. We all found out during COVID, in crash-course style mind you, that remote proceedings are convenient, work in any time zone in the world, and are here to stay.

What matters is understanding how the service will work. Whether you are booking an in-person or a remote examination, ask what you need to know before the proceeding.

• Need a huge room for many in-person attendees? No problem.
• Need all participants to be fully on Zoom? We’ll set that up so you don’t have to.
• Need a hybrid of Zoom and in-person? We can do it.

Oh, and if you’re not sure which option makes sense for your situation, just ask. We’ve seen it all, and Coast can accommodate you.

Technology should support the human expertise behind court reporting, not make the experience more complicated. A good reporting firm should be able to communicate its process without making you feel like you need an IT degree to understand it. Coast is that “good firm”.

7. Do You Trust the People Behind the Firm?

Your court reporting firm should be a professional partner you trust with your proceedings and transcripts.

Court reporters spend a lot of time quietly sitting in rooms during important conversations. I always say “If you forget I’m in the room during the proceeding, I’m doing my job properly.”

As reporters, our jobs are complicated. We hear “all the things”. Whether it’s an easy day for us, or a hard, technical day, or even a day where things seem more like an episode of The Jerry Springer Show, our job is to remain professional and look calm, cool, and collected. Let’s be honest, some days that’s easier than others, but at the root of it all, you can rest assured that we are there to do our best for you.

In short, trust and professionalism matter.

So does reputation.

When you’re comparing court reporting services in Vancouver or across British Columbia, don’t look only at a website or a price. Look at the people behind the company. Do they care about their work? Do they take pride in every transcript that leaves their desk? Are they responsive? Are they experienced? Would you feel comfortable contacting them with questions or concerns?

Those things are harder to measure, but after nearly three decades in this profession, I think they are some of the most important.

What Should You Ask Before Booking a Court Reporting Firm in BC?

If you’re considering a new court reporting firm, you don’t need to conduct a 45-minute interrogation before making a booking.

A few good questions can tell you quite a bit:

• Who will be reporting my proceeding, and are they a certified court reporter?
• How do you approach transcript preparation and accuracy?
• Is readback available during the proceeding?
• Do you regularly handle the type of proceeding I am booking?
• Do you offer the in-person, remote, or hybrid service I need?
• Are your reporters available to travel to proceedings throughout BC?
• What information do you need from our legal team before proceeding?
• Who should we contact if we have questions before or after our booking?

The answers should leave you feeling more confident, not more confused. Let Coast show you what we can do!