Court reporting remains one of the most important components of litigation support, yet the availability of certified stenographers continues to decline. Across the country, depositions, hearings, and even courtroom proceedings are being delayed or rescheduled due to a lack of available court reporters. For attorneys managing deadlines, preparing witnesses, or responding to court orders, these delays increase stress, cost, and uncertainty.
The problem is not new. Legal industry organizations have warned of a stenographer shortage for years. However, recent data indicate that the situation is becoming increasingly challenging for legal teams that rely on fast, accurate, and certified transcripts. Stenographer programs are graduating fewer students. The existing workforce is aging. State court systems are unable to fill key positions. In some jurisdictions, attorneys are proceeding without an official record at all.
This national stenographer shortage has direct implications for law firms, legal departments, and case managers. It affects deposition scheduling, transcript turnaround, and the reliability of the record. In larger cases involving multiple parties, long witness lists, or strict discovery timelines, these service gaps can impact litigation strategy and trial readiness.
Based on that work and a review of recent industry data, the current shortage of certified stenographers should be considered a serious procedural risk, particularly for firms that have not yet adjusted their scheduling and deposition support practices.
By the Numbers: How Big Is the Stenographer Shortage?
The number of certified stenographers working in the United States has declined steadily over the past decade. According to the National Court Reporters Association (NCRA), the profession is aging rapidly, with more than 80 percent of court reporters over the age of 45 and an average age of 56. The U.S. Bureau of Labor Statistics estimated that only 21,300 court reporters remained employed as of 2022, a significant drop from previous years. Fewer than 300 new reporters enter the field each year, while over 1,000 retire annually, contributing to a widening service gap.
This imbalance between retirements and new entrants is a primary driver of the shortage. Certification programs are enrolling fewer students than in prior years. Some have closed entirely. According to a 2023 study by the Speech-to-Text Institute, the number of court reporting programs in the United States has declined by more than 40 percent since 2015. Enrollment has dropped by 74 percent during the same period.
Multiple states report ongoing difficulty filling courtroom reporter roles. In California, the Judicial Council has acknowledged the shortage in public hearings and has proposed expanding the use of digital recording in trial courts. As of early 2024, approximately 70 percent of hearings in some counties proceed without a live reporter present. In Texas, court administrators have warned of delays in both civil and criminal matters due to the same problem affecting stenographic court reporting. Similar concerns have been raised in New York, Illinois, and Washington.
The shortage also impacts private deposition scheduling, particularly for stenographic court reporters. Court reporting agencies and deposition providers receive more requests than they can accommodate, particularly in metropolitan areas with heavy caseloads or in rural regions with limited certified personnel. Some law firms report waiting several weeks to secure a court reporter for a routine deposition. In multi-party cases, these delays can disrupt discovery timelines and increase overall litigation costs.
How the Shortage Disrupts Litigation
Legal professionals rely on stenographers to capture accurate testimony, produce certified transcripts, and preserve the official record. When an accredited reporter is unavailable, attorneys must make decisions that may impact admissibility, credibility, and timing. These decisions are not procedural preferences; they have consequences for the outcome of a case.
Delays in scheduling depositions are common. When stenographers are not available, attorneys must postpone witness testimony or find alternative solutions. In cases involving out-of-state parties or time-sensitive issues, these delays may affect settlement timelines, motion practice, or trial preparation. Some firms schedule depositions during extended hours, including evenings or weekends, to accommodate their clients' availability.
Transcript delays are also increasing. With fewer court reporters available to produce transcripts, turnaround times for certified copies are longer. This creates bottlenecks during summary judgment briefing, mediation preparation, and pretrial filings. For law firms working under strict court deadlines, delays in receiving deposition transcripts can limit their ability to review testimony, prepare exhibits, and finalize argument strategies.
In some cases, proceedings are recorded using alternative methods, including digital audio capture or video-only formats, as a substitute for traditional stenographic court reporting. However, many jurisdictions require a certified transcript for official filings. When a deposition is recorded without a stenographer, attorneys may need to pay additional costs to have the audio or video transcribed later, often by someone who was not present during the testimony. This introduces potential issues related to accuracy, clarity, and witness tone—each of which may become relevant during impeachment or appeal.
The shortage also affects courtroom operations. State courts are facing similar challenges in scheduling, providing real-time captioning, and maintaining accurate records for appellate review. Some hearings are conducted without any real-time record. Others rely on staff who are not certified reporters, increasing the likelihood of transcription errors or omissions. These challenges extend to administrative hearings, arbitrations, and other legal proceedings that require verbatim testimony.
The disruption is not limited to large markets. Attorneys in smaller cities and rural areas report increased difficulty in securing court reporters for depositions, hearings, and trials. Some courts are hiring freelance reporters or offering remote reporting options, but these solutions are not always reliable. In some regions, attorneys must choose between postponing a proceeding or proceeding without a certified record—neither of which is ideal when discovery schedules and court-imposed deadlines are at stake.
Why It Is Not Just a Court Problem Anymore
The stenographer shortage no longer affects only state and federal courts. Private legal proceedings, including depositions, witness interviews, arbitrations, and regulatory hearings, are increasingly impacted. Law firms that previously relied on routine scheduling now must confirm availability weeks in advance. In some instances, entire case calendars must be adjusted to accommodate deposition support limitations.
The shortage has also exposed limitations in digital transformation. Although some litigation support providers offer audio recording or voice recognition technology as a substitute, these tools are not yet reliable enough to replace certified human transcription in complex proceedings. Background noise, overlapping speech, and industry-specific terminology continue to pose challenges even to the most advanced software.
Additionally, not all courts accept non-stenographic transcripts. Certain jurisdictions require a transcript to be produced by a certified court reporter to be admitted as evidence. This creates compliance issues when attorneys rely on alternative transcription methods or attempt to submit uncertified records.
For law firms handling sensitive matters—such as healthcare litigation, intellectual property disputes, or federal regulatory investigations—transcript accuracy is non-negotiable. Errors in testimony, misidentification of speakers, or incomplete answers can affect the admissibility of evidence and the credibility of a witness. In high-stakes litigation, even minor discrepancies in a transcript can alter case strategy or contribute to unfavorable outcomes.
Law firm administrators and litigation support teams are also reporting increased difficulty securing stenographers for last-minute or emergency proceedings. This creates operational pressure, particularly for firms that handle high volumes of discovery, serve as local counsel in nationwide matters, or manage depositions in multiple jurisdictions with steno capabilities.
Best Practices for Scheduling Depositions in a Tight Reporter Market
Given the current shortage, legal teams are encouraged to take proactive steps when planning depositions or hearings that require the services of certified court reporters. Relying on last-minute scheduling increases the likelihood of delay or service substitution. The following seven steps can help reduce scheduling issues and maintain transcript quality:
1. Schedule proceedings as early as possible
Reporter calendars fill quickly, especially in jurisdictions with low availability. Confirm dates and secure resources well in advance of court-imposed discovery deadlines.
2. Request remote services when appropriate
Remote depositions expand geographic access to certified reporters. They also eliminate travel logistics, reduce costs, and allow for faster scheduling across time zones.
3. Work with a provider that offers national coverage and specializes in both digital reporting and stenographic court reporting
Law firms with cases in multiple states benefit from consistent service and centralized management of transcripts. This also simplifies billing, scheduling, and transcript authentication.
4. Use real-time reporting when transcripts are time-sensitive
When strategy or filing deadlines depend on live testimony, real-time feed tools allow attorneys to review, annotate, and respond immediately. This reduces reliance on post-deposition transcript delivery.
5. Confirm compliance for digital transcripts
Not all jurisdictions accept uncertified transcripts or transcripts prepared without a certified reporter present. Confirm admissibility requirements in advance if using alternative formats.
6. Prioritize providers with secure delivery protocols
Confidentiality remains a top concern. Providers should use encrypted file transfers, password-protected access, and role-based permissions to reduce risk during transcript handling, particularly in digital court environments.
7. Centralized scheduling and case management
Working with multiple deposition providers across different jurisdictions can increase the likelihood of gaps, duplication, or transcription errors. A single provider with national reach offers more control and consistency.
Long-Term Impact: Why the Stenography Shortage May Continue
While some regional and national organizations have launched initiatives to attract more students to court reporting programs, recovery is expected to take years. The process of becoming a certified court reporter involves intensive training, speed development, and passing licensing or certification exams. Even with incentives, enrollment remains low, and attrition is high.
In the meantime, the legal industry must adapt. Courts are experimenting with digital alternatives. Private providers are investing in remote platforms and real-time transcription tools. However, none of these solutions fully replicate the accuracy, certification, or procedural reliability of a live stenographer.
The increased demand for remote legal proceedings has also altered the market. More attorneys now expect flexible deposition formats, fast turnaround times, and seamless integration with litigation platforms, particularly with the rise of digital court technology. These expectations place added pressure on reporters, providers, and law firm staff, especially when service availability is inconsistent.
Transcript reliability will continue to matter. As litigation becomes more complex and discovery spans multiple jurisdictions, attorneys must ensure that the record is accurate, admissible, and available when needed. Gaps in reporter access create risks that cannot always be remedied later in the case.
The court reporter shortage may also lead to changes in how states regulate deposition and transcript requirements. Already, some jurisdictions are updating policies to allow for limited non-stenographic formats. However, legal professionals should not assume that these changes apply in all cases. Working with a knowledgeable deposition provider helps ensure compliance with evolving state and federal standards.
How a Trial Support Services Firm Helps You Stay on Schedule
Attorneys who rely on consistent access to certified court reporters cannot afford to leave deposition scheduling to chance. A nationwide litigation support provider helps manage the ongoing stenographer shortage through credentialed personnel, secure platforms, and coordinated logistics. This reduces delays and protects transcript quality.
National providers maintain a broad network of certified court reporters, including digital reporters, for both in-person and virtual proceedings, ensuring dependable coverage in jurisdictions with limited availability. Attorneys handling multi-venue or high-volume litigation can schedule with greater confidence.
Remote services also fill reporting gaps. Many firms offer real-time virtual reporting on encrypted platforms, enabling participation by attorneys, witnesses, and co-counsel. Real-time feeds often include annotation and tracking tools. Final certified transcripts are prepared in line with court standards and delivered securely.
Advanced technology supports efficient scheduling and transcript access, primarily through digital reporting methods. Centralized platforms enable legal teams to manage multiple proceedings, reduce administrative burdens, and maintain organized records across cases.
For proceedings involving sensitive information, secure delivery features such as encryption, download restrictions, and access controls are critical. These measures help ensure compliance with confidentiality obligations.
Where availability is limited, some providers offer alternatives such as standby videographers or state-compliant recording options. While not a replacement for certified reporting, these tools can help prevent disruption.
Expedited services, including daily copy and next-day turnaround, assist with emergency hearings, time-sensitive motions, and fast-track litigation. Many providers also support hearing coverage, arbitration reporting, interpreters, and transcription of recorded evidence.
Contact NAEGELI Deposition & Trial to Avoid Scheduling Delays
The shortage of court reporters is expected to continue through the end of the decade. Law firms and legal departments that plan can reduce their impact by working with a deposition services provider that offers consistent scheduling, secure platforms, and credentialed personnel.
NAEGELI Deposition & Trial provides these capabilities across all fifty states. With a proven record of supporting complex litigation, multi-party disputes, regulatory proceedings, and high-volume deposition scheduling, the company offers law firms the ability to maintain workflow even when local court reporting options are limited.
Attorneys preparing for trial must rely on accurate transcripts, secure exhibit handling, and responsive support. NAEGELI Deposition & Trial delivers each of these services through a structured process designed for efficiency, reliability, and transcript integrity.
To schedule a deposition or request more information about transcript services, real-time reporting, or courtroom support, contact NAEGELI Deposition & Trial directly by phone at (800) 528-3335, by email at schedule@naegeliusa.com, by clicking SCHEDULE NOW above, or through the live chat feature. Secure, timely, and nationwide deposition coverage is available on request.