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15.1 NCRA Transcript Format Guidelines

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NCRA RPR Registered Professional Reporter Exam

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1 Chapter 1: Introduction & Exam Structure

1.1 RPR Credential Overview, WKT Format & Scoring 1.2 The Three Skills Legs & Comprehensive Study Strategy

2 Chapter 2: Hardware, Systems & Peripherals

2.1 Computer Architecture, Operating Systems & Peripherals 2.2 Power Management & Device Manager Diagnostics 2.3 Audio Hardware & Recording Systems

3 Chapter 3: Writer Connectivity & Telecommunications

3.1 Wired Writer Connectivity 3.2 Wireless & Bluetooth Connectivity 3.3 Networking Fundamentals for Remote Reporting

4 Chapter 4: CAT Software Architecture & File Management

4.1 CAT Software Architecture & Translation Engines 4.2 File Structures, Conversion & Export Formats 4.3 Transcript File Management & Directory Organization

5 Chapter 5: Dictionary Maintenance & Conflict Resolution

5.1 Dictionary Hierarchy & Architecture 5.2 Globaling Strategies & Managing Untranslates 5.3 Steno Conflicts & Realtime Optimization

6 Chapter 6: Realtime Setup, Streaming & Troubleshooting

6.1 Realtime Cabling, Output Protocols & Viewer Software 6.2 Remote & Hybrid Realtime Streaming 6.3 Realtime Troubleshooting & Emergency Contingencies

7 Chapter 7: Data Storage, Backups & Disaster Recovery

7.1 Storage Media & Hardware Reliability 7.2 The 3-2-1 Backup Strategy & Automated Backups 7.3 Disaster Recovery, Archiving & Long-Term Storage

8 Chapter 8: Information Security, Privacy & Research

8.1 Cybersecurity, Encryption & Access Control 8.2 Protecting Confidential Information & PII 8.3 Online Research & Fact Verification 8.4 Emerging Technologies & AI/ASR Policies

9 Chapter 9: English Grammar, Usage & Spelling

9.1 Sentence Structure, Clauses & Syntactic Clarity 9.2 Subject-Verb Agreement & Pronoun Usage 9.3 Confusing Words, Homophones & Easily Confused Legal Terms 9.4 Spelling Rules, Word Relationships, Acronyms & Idioms

10 Chapter 10: Legal Punctuation & Verbatim Spoken English

10.1 Commas, Semicolons & Colons in Transcripts 10.2 Dashes, Hyphens & Parentheticals 10.3 Verbatim Rules, Colloquy, False Starts & Interruptions

11 Chapter 11: Legal Systems, Concepts & Terminology

11.1 Court Hierarchies, Jurisdiction & Venue 11.2 Civil Procedure Fundamentals 11.3 Legal Latin & Common Maxims 11.4 Legal Citations, Foreign Phrases & Reference Resources

12 Chapter 12: Criminal Law, Evidence & Medical Terminology

12.1 Criminal Law & Procedure 12.2 Rules of Evidence & Objections 12.3 Medical Terminology & Anatomy for Reporters

13 Chapter 13: Courtroom Duties & Trial Procedures

13.1 Pre-Trial Setup & Court Reporter Responsibilities 13.2 Administering Oaths & Witness Administration 13.3 Trial Proceedings, Jury Charge & Verdict

14 Chapter 14: Deposition Procedures & Special Proceedings

14.1 Deposition Workflow & Protocols 14.2 Readback Standards & Techniques 14.3 Complex, Multi-Party & Remote Proceedings

15 Chapter 15: Transcript Production, Formatting & Delivery

15.1 NCRA Transcript Format Guidelines 15.2 Exhibits, Master Indexing & Certification Pages 15.3 Transcript Delivery, Rough Drafts & Expedited Handling

16 Chapter 16: NCRA Code of Professional Ethics (COPE)

16.1 COPE Mandatory Principles: Neutrality & Impartiality 16.2 Equal Services, Financial Incentives & Contracting 16.3 Confidentiality, Integrity & Public Communication

17 Chapter 17: COPE Advisory Opinions & Complaint Procedures

17.1 Essential COPE Advisory Opinions 17.2 COPE Complaints, Decisions & Appeals 17.3 Guidelines for Professional Practice

18 Chapter 18: Professional Credentialing, Maintenance & Leadership

18.1 NCRA Certification Pathway & Exam Policies 18.2 Continuing Education Units (CEUs) & Credential Maintenance 18.3 NCRF, Mentorship, Volunteerism & Profession Advancement

15.1 NCRA Transcript Format Guidelines

Key Takeaways Explain This Topic AI

NCRA's Transcript Format Guidelines call for no fewer than 25 typed lines on 8-1/2 x 11 paper and no fewer than 9 or 10 characters to the typed inch.

The left-hand margin should be no more than 1-3/4 inches and the right-hand margin no more than 3/8 inch.

Each question and answer begins on its own line no more than 5 spaces from the left margin, with no more than 5 spaces to the text, and carry-over lines begin at the left margin.

Colloquy, quoted material, and parentheticals begin no more than 15 spaces in; carry-over colloquy returns to the margin, and quoted and parenthetical carry-overs stay within 10 and 15 spaces.

State and court formats can differ from NCRA's (some courts require 28 lines per page), and the local rule controls for transcripts produced there.

Last updated: September 2026

15.1 NCRA Transcript Format Guidelines

Quick Summary: NCRA's Transcript Format Guidelines set minimum page standards so that each transcript page carries a fair amount of text: no fewer than 25 typed lines on 8-1/2 x 11 paper, no fewer than 9 or 10 characters to the typed inch, a left margin of no more than 1-3/4 inches, a right margin of no more than 3/8 inch, and limits on how far questions, answers, colloquy, quoted material, and parentheticals may be indented. Many states and courts set their own formats, and where they do, the local rule controls.

Why Format Standards Exist

Transcripts are usually priced by the page, so page layout directly affects what litigants pay. Wide margins, deep indentation, large type, or too few lines per page put less testimony on each page and inflate the page count, a practice called padding . Minimum format standards let attorneys, courts, and agencies compare page counts fairly, and they protect the reputation of the profession. Producing a properly formatted transcript is part of the job analysis task "Generate and deliver transcripts using current technology," because the format is set up in the reporter's CAT software templates.

Local rules take priority. Pennsylvania's rule on the format of transcripts (201 Pa. Code Rule 4010) follows the same margin and indentation limits, while other jurisdictions differ. For example, the San Diego Superior Court's transcript guidelines call for 28 lines per page and no fewer than 56 characters per typed line. Always confirm the format required where the transcript will be used.

The Ten NCRA Transcript Format Guidelines

  • # Guideline
  • 1 No fewer than 25 typed lines on standard 8-1/2 x 11 paper
  • 2 No fewer than 9 or 10 characters to the typed inch
  • 3 Left-hand margin set at no more than 1-3/4 inches
  • 4 Right-hand margin set at no more than 3/8 inch
  • 5 Each question and answer to begin on a separate line

6 Each question and answer to begin no more than 5 spaces from the left-hand margin, with no more than 5 spaces from the Q or A to the text

7 Carry-over Q and A lines to begin at the left-hand margin

8 Colloquy to begin no more than 15 spaces from the left-hand margin, with carry-over colloquy to the left-hand margin

9 Quoted material to begin no more than 15 spaces from the left-hand margin, with carry-over lines no more than 10 spaces from the left-hand margin

10 Parentheticals and exhibit markings to begin no more than 15 spaces from the left-hand margin, with carry-over lines no more than 15 spaces from the left-hand margin

Notice that the numbers are limits : "no fewer than" 25 lines and 9 or 10 characters per inch, and "no more than" the stated margins and indentation. A page with more lines, or with less indentation, still meets the guidelines.

  • Page and Character Density
  • Lines and Characters per Inch

25 lines is a minimum. More lines per page are acceptable; fewer put less text on each page.

9 or 10 characters per inch assumes fixed-pitch type, in which every character has the same width. A 12-point fixed-pitch font such as Courier prints 10 characters per inch. Proportional fonts do not have a fixed character count per inch, which is why transcript templates generally use fixed-pitch fonts.

  • What the Margins Allow
  • With both margins at their maximums, the width left for text is: 8.500 inches page width
  • 1.750 inches maximum left margin
  • 0.375 inch maximum right margin
  • = 6.375 inches minimum text width
  • 6.375 x 10 characters per inch = about 63 characters per full line
  • 6.375 x 9 characters per inch = about 57 characters per full line

The guidelines do not set top and bottom margins or rules for headers and footers, so follow local rules and your CAT template for those.

Indentation Rules in Practice 1 Q. Where were you employed in June 2025?

2 A. I was the lead chemist at Apex Laboratories, working the

3 day shift in the cleanroom.

4 MR. GALLAGHER: Objection. Vague as to which

5 facility.

6 THE COURT: Overruled.

  • 7 (Plaintiff's Exhibit 4 was marked for
  • 8 identification.)

9 Q. Please read the first entry into the record.

  • 10 A. "Sensor Unit 3 was inspected at 8:00 a.m. and
  • 11 found within tolerance."

(Illustration only; the space counts are measured from the left-hand margin, where carry-over Q and A text begins.)

Questions and answers (lines 1–3, 9): The Q or A starts no more than 5 spaces in, the text starts no more than 5 spaces after the Q or A, and carry-over lines return to the left margin.

Colloquy (lines 4–6): The speaker identification starts no more than 15 spaces in, and carry-over colloquy returns to the left margin.

Parentheticals and exhibit markings (lines 7–8): Start no more than 15 spaces in, and carry-over lines stay within 15 spaces.

Quoted material: A quotation set off from the testimony starts no more than 15 spaces in, with carry-over lines no more than 10 spaces in. When a witness reads a short passage within an answer, as on lines 10 and 11, many styles simply keep it in the answer with quotation marks.

Common Padding Problems

  • Guideline Padding Example
  • No fewer than 25 lines per page 22 or 23 lines per page
  • No fewer than 9 or 10 characters per inch Larger type that fits fewer characters on each line
  • Left margin no more than 1-3/4 inches Left margin of 2 inches or more
  • Right margin no more than 3/8 inch Right margin of 1 inch
  • Q and A no more than 5 spaces in Q and A indented 10 or more spaces
  • Carry-over Q and A lines at the left margin Carry-over lines indented under the text
  • Colloquy no more than 15 spaces in Colloquy indented 20 or more spaces

Padding shortchanges the people paying for the transcript, and it conflicts with COPE Provision 9's duty to maintain the integrity of the reporting profession.

Front Matter, Indexes, and Volumes

The guidelines address page density, not every page of a transcript. Common practices, which vary by court and agency, include:

Title page: the court or agency, case caption and number, type of proceeding, date and location, and the reporter's name and credentials.

Appearances: counsel and the parties they represent, plus others present such as interpreters and videographers.

Index: witnesses with the pages where each examination begins, and exhibits with the pages where they were marked (and, at trial, offered and admitted). Many deposition transcripts place the index near the front; some courts specify its location.

Volumes: For multi-day proceedings, some courts number pages continuously across volumes while others restart numbering in each volume. Follow the court's rule.