The Transcription Agency, a VIQ Solutions Company, has been one of a limited number of authorised suppliers of County, Family and Tribunal transcripts since 2007. During this time we have supplied thousands of private individuals, law firms, government departments, government bodies and other companies with accurate and timely transcripts. Our dedicated staff support and assist our clients throughout the process and are on hand to provide relevant information and respond to queries promptly.
We have numerous clients that have chosen to solely use us for all their legal transcription requirements due to our reliability, accuracy levels, speed of service and the support that our team offers throughout the process.
We can provide transcripts from all County Courts, Family Courts and Tribunals that are within England and Wales with the exception of the Administrative Court.
Our standard turnaround for transcribing Civil, Family and Tribunal proceedings is 12 working days from receipt of relevant recordings/permission and the estimated payment.
Please note that all transcripts of judgments must be approved by the judge who delivered the judgment before we are permitted to return it to you. We have no control over the time the judge takes to return the approved judgment to us. Once we receive an approved judgment, alterations are made as instructed by the judge, and the document will then be sent to the contact specified on the EX107 form. We are not permitted to release the judgment before it is approved.
Sometimes transcripts of proceedings are requested to be approved, and on these occasions, the approval process for judgments is followed.
Court transcription is charged based on the number of words spoken and subsequently typed on your transcript. For every 72 words typed, you will be charged ‘a folio’. One folio is equal to 72 words.
For Civil, Family and Tribunal Court transcription, we charge £1.44 per folio for our standard 12 working day turnaround. Our 2 working day turnaround is charged at £1.91 per folio. Hard copies/copies of transcripts are charged at £0.43 per single-sided A4 page. Prices are excluding VAT.
Please note that as an approved supplier of offsite transcription for HMCTS we are obliged to transcribe every single word that is uttered. This means that the final number of folios is subject to change dependent on the nature of your hearing, the speed at which individuals speak and the number of interjections from parties.
Errors or omissions on EX107 forms can cause delays in processing your request. To ensure the form is completed correctly, you should reference the EX107 guidance notes (EX107GN).
Common errors or omissions we see on EX107 forms for Civil, Family and Tribunal Court orders are:
Part B, B3 Case name in full, e.g. Smith v Jones – Ensure that you put the full names of parties rather than surnames or abbreviations. Ensure all parties to the case are noted, not just the Claimant.
Part B, B4 What is the name of the Judge/Master who heard the case? – This is one of the quickest ways we can identify if we have been sent the correct audio by the court. Ensure that your court/case documentation is referenced and that the correct Judge/Master is noted. Ensure that the full title and surname of the Judge/Master are noted.
Part B, B6 Court or Tribunal case reference number – The number we need in order to swiftly process your order is your case number rather than your appeal number.
Part C, C1 Give the date and approximate times when the hearing or the relevant part of the proceedings started and ended – Ensure that the dates and times are entered and are correct. Noting an incorrect date will cause significant delays to your order as the court will need to locate and send any additional recordings to us. They may even request that you complete a new EX107 form with the correct date. We recommend that you fully check your court/case documentation and your calendar. As a last resort, contact the court to obtain the correct case date ahead of submitting your EX107 request.
Part D, Declaration – Ensure you sign and date the Declaration section.
Part A, A13 Is the invoice to be split? – Not noting this correctly on the EX107 form at the time of request can cause significant delays with your request. If the order cost is being split amongst additional parties, ensure that all parties and contact names, companies, and email addresses are included. Only select ‘Split Invoice’ where all paying parties have agreed on this in advance of the transcription request being lodged.
Over 90% of our work for Civil, Family and Tribunal transcripts is completed ahead of the deadline.
If you do find that you require a quicker turnaround than our standard turnaround, we can provide guaranteed turnarounds starting from 2 working days. We will be able to advise on this further once we have received the recordings from the court as we will need to assess the audio quality and exact duration of your request.
Please note that for any transcripts which require approval, quicker turnarounds are to supply the court with the draft transcript.
We will always complete transcripts within the agreed deadline.
However, delays outside our control can occur which may affect the date that we can return a transcript to you. For example, a transcript needing approval by the judge, receiving an incomplete recording from the court system, awaiting court instruction around reporting restrictions, or additional payment is required. Such delays are not factored into our turnaround times.
The Transcription Agency, a VIQ Solutions Company, is the sole transcription supplier for the Crown Courts in the South West and Wales. During this time we have supplied thousands of transcripts to a broad range of clients including the Criminal Appeal Office, Her Majesty’s Prison and Probation Service, the Crown Prosecution Service, the Home Office, the GMC, the Nursing and Midwifery Council as well as numerous other companies, private individuals and law firms.
We offer a 1 working day turnaround, a 2 working day turnaround, a 3 working day turnaround, a 7 working day turnaround, and a standard 12 working day turnaround.
We will always complete transcripts within the agreed deadline.
However, delays outside our control can occur which may affect the date that we can return a transcript to you. For example, a transcript needing approval by the judge, receiving an incomplete recording from the court system, awaiting court instruction around reporting restrictions, or additional payment is required. Such delays are not factored into our turnaround times.
Court transcription is charged based on the number of words spoken and subsequently typed on your transcript. For every 72 words typed, you will be charged ‘a folio’. One folio is equal to 72 words.
For Crown Court transcription, we charge:
Hard copies/copies of transcripts are charged at £0.50 per single-sided A4 page.
Prices are excluding VAT.
Please note that as an approved supplier of offsite transcription for HMCTS we are obliged to transcribe every single word that is uttered. This means that the final number of folios is subject to change dependent on the nature of your hearing, the speed at which individuals speak and the number of interjections from parties.
Errors or omissions on EX107 forms can cause delays in processing your request. To ensure the form is completed correctly, you should reference the EX107 guidance notes whenever completing an EX107 form.
Common errors or omissions we see on EX107 forms for Crown Court orders are:
Part B, B6 Court or Tribunal case reference number – The number we need in order to swiftly process your order is the 9-character number that begins with a T, S, A or U, followed by 8 numbers. For example T20197001, A20187002, etc. Please ensure that the correct number is noted for the hearing date(s) you require rather than any secondary indictment number that might relate to a different charge for the same defendant.
Part C, C3 What type of Transcription do you need? – Please ensure you only select options that are listed under ‘Crime:’ and that you do not select anything under ‘Civil, Family and Tribunals’. We frequently receive blank requests which cause delays. Ensure you reference the EX107 Guidance Notes, Table A to check that you have ticked all the transcript types you require – not correctly doing this will result in you needing to complete additional EX107 forms for anything not covered by your initial request. We recommend you take care when selecting the sentencing remarks or the judge’s summing up – these are two completely different requirements. (Please reference EX107 Guidance Notes, Table A). Similarly, the prosecution opening of facts and mitigation are different from counsels’ closing remarks. Again, we recommend you reference the EX107 Guidance Notes, Table A to note the differentiation.
Part C, C1 Give the date and approximate times when the hearing or the relevant part of the proceedings started and ended – Please ensure that the dates here are entered and are correct. If you have also ticked multiple options at C3, please ensure that all the dates for these requests are noted at C1. If you have requested a whole hearing to be transcribed only the dates noted at C1 will be approved and so if you require a whole hearing across multiple dates, please include the full date range.
Part D, Declaration – Ensure you sign and date the Declaration section.
NOTE – if you are placing an order and you are from the Criminal Appeal Office, the Home Office, HMPPS, the Crown Prosecution Service, the Criminal Complaints Review Commission, a court itself or the Sentencing Council there is a different ordering process. Please review your internal system for the correct process/relevant transcription request form or alternatively contact us via the usual channels to discuss this in more detail.
An EX107 form must be completed in order to request a transcript or a copy of an existing transcript.
You need to complete all sections of the EX107 form in full except Part E, and you are then required to submit the completed form to the court where the hearing took place. There is no need to provide us with a copy of the EX107 form as the court will forward their copy to us should they approve your request.
When completing an EX107 form, you should always refer to the Guidance Notes (EX107GN) to ensure there are no delays as a result of the court/us receiving incorrectly completed forms.
Before submitting the EX107 form to the court, we recommend requesting a cost estimate for the project. Select the ‘Request Quote’ button above to get started.
You can download the form by clicking on ‘Download EX107 Form’ above.
The Guidance Notes (EX107GN) can be found on www.gov.uk
We must receive permission from the court (as well as the relevant recording/s for Civil, Family or Tribunal requests) before we can open a new order for you. For Civil, Family, and Tribunal orders, there is an average lead time of 10 working days for the court staff to locate and send the audio recording and approved EX107 form to us. Crown Courts generally approve EX107 requests within 5 working days. Please note that the Court may require up to 4 weeks to send us the recording.
VIQ will always send an email confirmation once we have received your order from the court.
If you have not received this email, we have not yet received the relevant recordings/permission from the court. In such instances, if more than 20 working days have passed since you submitted your EX107 form to the court, please contact the court to discuss the matter further.
Once the court sends us your approved and completed EX107 form, and we are in receipt of the corresponding recording/s, a member of the team will send an email confirmation, along with the estimated cost for your transcription. We require the estimated cost to be paid in full prior to any work being undertaken. Payment can be made by BACs or card (commercial cards incur an additional fee). Full payment details will be provided in the email confirmation.
Then, we will send an email confirmation along with the estimated cost for your transcription. We require the estimated cost to be paid in full prior to any work being undertaken. Payment can be made by BACs, debit card, or cheque. Full payment details will be provided in the email confirmation.
The estimated cost that we provide is based on the approximate hearing duration that you have given to us. Sometimes, hearing durations are longer than people remember as time does go quickly when you’re in the courtroom.
Sometimes, if people are all talking at once, talking over each other, or talking quickly, the number of words per minute is greater than our average estimate. If we reach the number of folios that your payment covers and the transcription has not yet finished, we will contact you to receive additional payment.
We return transcripts to clients as a PDF document via email. We are also able to provide hard copies of transcripts for an additional charge.
VIQ does not send completed transcripts to the court.
We can transcribe any sections of a hearing that can be requested as per the EX107 guidance notes. Any partially completed transcription requests of this nature can be released but the transcript will be flagged as a partial transcript. As a rule, judgments and sentencing remarks will be transcribed in full only and never partially transcribed.
Yes, you will simply need to submit a new EX107 request to the court with your changed/additional request and ensure that the court completes Part E of the EX107 and forwards the EX107 request to us (along with the recordings if it is a Civil, Family or Tribunal request).
VIQ Solutions specialises in transcription services while offering the technology solutions to support all your digital transcription needs. We have processed over 20 million minutes of recorded, multi-speaker, multi-channel audio and video, and have transcribed 40 million pages of secure, industry-specific evidence documentation creating accessible, actionable information.
Our highly experienced transcriptionists are well-versed in legal terminology and create transcripts with a 99.5% minimum accuracy rating set by the Ministry of Justice.
Our solutions increase accessibility and create searchable, editable and shareable content.
All data and information are secured while in transit and at rest, and our team is bound to strict confidentiality agreements and protocols.
Our advanced solutions can help you securely speed the capture, creation, and management of large volumes of information.
Our secure, online portal simplifies the transfer of court recordings and information, enabling you to remain in complete control of your documents throughout the entire document lifecycle.
In October 2021, VIQ Solutions acquired The Transcription Agency, a leading supplier of secure transcription services to clients throughout the United Kingdom. While we’re excited to empower existing customers with VIQ’s end-to-end solution, please note that business operations are still processed as The Transcription Agency, through The Transcription Agency website.
Thank you for your understanding, and please don’t hesitate to contact us if you have any questions.
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