Form 2D – Authorized Court Transcriptionist’s Completion Certificate

Jurisdiction: Country: Canada | Province or State: Ontario

What is a Form 2D – Authorized Court Transcriptionist’s Completion Certificate?

Form 2D is the standard certificate an Authorized Court Transcriptionist (ACT) completes when a criminal transcript is finished for a matter in the Superior Court of Justice. It confirms what was transcribed, when it was delivered, and that it meets the court’s rules. It also identifies who received the transcript. In simple terms, it is the ACT’s formal statement to the court that the job is done, done right, and delivered to the right people.

You will see this form in the criminal stream of the Superior Court of Justice. It belongs to the Criminal Proceedings Rules for that court. It travels with a transcript order. The ACT signs it. The court file receives it. Counsel or parties keep it with their records. It can also be used by the court to manage deadlines that turn on transcript completion.

Who typically uses this form?

Authorized Court Transcriptionists complete and sign it. They attach it to finished transcripts or file it after delivery. Counsel, self-represented accused, and the Crown may rely on it to confirm status. Court staff and trial coordinators may use it to track progress against court timelines.

Why would you need this form?

If you ordered a transcript in a Superior Court of Justice criminal case, the court needs proof of completion. The certificate provides that proof. You may need it to show that your transcript is complete and compliant before a hearing can be scheduled. You may need it to show an appeal judge that all transcript steps are done. If you are the ACT, you need it to close the order in a way the court accepts.

You may encounter this form in several scenarios:

• You are defence counsel and ordered trial reasons for sentence. The ACT will use Form 2D to certify completion so you can book your sentencing appeal date.
• You are the Crown and requested a voir dire transcript for a Charter motion. The Form 2D clarifies what dates and portions were transcribed and delivered.
• You are self-represented. You ordered the plea and sentencing transcript to support a motion. The Form 2D proves to the court that your transcript is complete.
• You are an ACT delivering a multi-day jury trial transcript. You submit Form 2D to confirm the full scope, any sealed portions, and delivery to all parties.

Form 2D is short, but it carries weight. It signals that the transcript is complete, accurate, and in the hands that need it. It also records page count and completion date, which matter in court scheduling.

When Would You Use a Form 2D – Authorized Court Transcriptionist’s Completion Certificate?

You use this form when an ACT completes a transcript for a Superior Court of Justice criminal proceeding and needs to certify completion. The trigger is the ACT’s finalization and delivery of the transcript. The certificate follows delivery and documents it in a way the court recognizes.

Here are common, practical examples:

You ordered a transcript for a pre-trial motion. The ACT completes the transcript covering two hearing days. They note the exact dates, specify that the ruling is included, and confirm delivery to you and the Crown. The certificate confirms completion, which lets you set your next hearing with confidence.

You requested trial reasons on an urgent basis. The ACT finishes the transcript and delivers an electronic copy. The Form 2D marks the completion date. That date may start or satisfy deadlines in your case plan. The court can rely on the certificate to know the transcript step is complete.

You are bringing a summary conviction appeal in the Superior Court of Justice. You need the trial transcript and reasons from the Ontario Court of Justice record. The ACT completes them. The Form 2D shows the scope, confirms compliance with any sealing orders, and proves service on the other side. The appeal office can now move your file forward.

You are the ACT. You finished a large transcript request that includes both open court and sealed portions. You prepared separate volumes as required. The certificate identifies the sealed volume and confirms that it was delivered only to authorized recipients. This protects confidentiality while proving completion.

The typical users include defence counsel, Crown counsel, self-represented accused, witnesses who ordered their testimony, victims or complainants who ordered specific portions, and ACTs. Trial coordinators and court staff may use the certificate to track completion in scheduling systems. Judges may see it in the continuing record when transcript issues arise.

You also use this form when a transcript order changes scope during production. The finished certificate can note the final scope, superseding earlier understandings. This prevents confusion about what the transcript includes. It also avoids disputes about whether voir dire content was included or excluded.

Finally, you use it when issues arise about inaudible sections or missing recordings. The certificate can note those gaps. It thereby preserves the record of an honest limitation and signals that the ACT flagged it. That note can guide counsel on remedial steps.

Legal Characteristics of the Form 2D – Authorized Court Transcriptionist’s Completion Certificate

Form 2D is a prescribed court form used under the Criminal Proceedings Rules of the Superior Court of Justice. It is not a contract. It is a procedural certificate. It carries legal significance because an ACT is authorized to prepare official transcripts. The certificate is the ACT’s formal representation to the court about completion and compliance.

Is it legally binding? The certificate is binding in the sense that the ACT attests to facts within their role as an officer of the court. The court relies on it. Parties rely on it. False or careless certification can have serious consequences. That can include discipline under the ACT program, cost consequences, or remedial court orders. The certificate is part of the court record once filed or attached to a filed transcript.

What ensures enforceability? Several safeguards do:

• Only ACTs prepare official transcripts. Their status brings accountability.
• The form is standardized. It prompts key facts that the court needs.
• The certificate includes the ACT’s identification and signature. That links accountability to a person.
• The form details delivery. That gives the court a clear audit trail.
• It records scope, dates, and any restrictions. That guards against misuse of sealed material.

General legal considerations:

• Accuracy is paramount. The certificate should reflect exactly what was transcribed and delivered.
• Scope must be clear. List dates and portions. Say if a voir dire is included or excluded.
• Respect court orders. Note any sealing or publication bans and confirm compliance.
• Protect privacy. Do not disclose sealed or banned information to unauthorized recipients.
• Keep records. The ACT should keep proof of delivery and communications about scope.
• Understand timing. In some matters, the completion date affects next steps or deadlines.
• Use plain, consistent titles. Case names and court file numbers must match the court record.

If disputes arise about transcripts, the certificate helps. It shows what the ACT did and when. It helps the court decide if further work or corrections are needed. It also supports any cost assessment linked to page counts or delivery.

How to Fill Out a Form 2D – Authorized Court Transcriptionist’s Completion Certificate

Follow these steps to complete the form correctly the first time. The process below assumes you are an ACT. If you are counsel or a party, use it to check the certificate you receive.

1) Gather the case details

• Court file number. Confirm it matches the Superior Court of Justice criminal file.
• Style of cause. Use the exact case name (for example, R. v. [Accused]).
• Courthouse location. Include city and the specific courthouse, if relevant.
• Presiding judge. Record the judge for the transcript dates covered.
• Hearing dates. List each date transcribed, with exact calendar dates.

Tip: Match your details to the endorsement record or endorsement sheets. This avoids errors.

2) Confirm the transcript scope

• Identify the type of proceeding: trial, motion, pre-trial, plea, or sentencing.
• Clarify if you included or excluded voir dire or jury matters.
• Note whether reasons for judgment or sentence are included.
• Identify any exhibits read-in that were transcribed.

State the scope as plain sentences. For example: “Transcript covers November 2 and 3, 2024, trial evidence and reasons for verdict. Voir dire on November 1 is excluded.”

3) Check for restrictions and orders

• List any publication bans, sealing orders, or in-camera sessions.
• Confirm how you handled restricted content. For example: sealed volumes or limited recipients.
• Use precise language. Do not restate the order’s content. Just identify its existence.

Example: “Sealed voir dire on October 10, 2024 is produced as a separate volume. Delivered only to counsel of record.”

4) Record delivery details

• Identify the ordering party. Name, role, and contact details.
• List all recipients who are entitled to receive the transcript. Include Crown, defence, and the court.
• State the delivery format. Paper, electronic PDF, or both.
• State the delivery method. Secure email, portal, courier, or pickup.
• Record the date and time of delivery for each recipient.

You can include a simple table in your working notes, then summarize in the form as sentences. In the certificate, you can state: “Delivered PDF to Crown and defence by secure email on March 15, 2025, 2:40 p.m.”

5) Enter page count and components

• Total page count for all volumes delivered.
• Page count by volume if multiple volumes exist.
• Identify any pages marked “inaudible” or “indiscernible.” Do not guess. Mark clearly in the transcript, and note the presence of such markings in the certificate.

If an audio gap exists, note it in neutral terms: “Portion of audio on January 6, 2025 from 10:21–10:26 a.m. not recorded on the official record.”

6) Identify the ACT and business details

• Your full name as registered as an ACT.
• Your ACT authorization number.
• Your business name, address, phone, and email.
• Optional: your internal order number for cross-reference.

Make sure your ACT status is current. If you changed contact details, use your current ones.

7) Insert order and completion dates

• Date the transcript was ordered.
• Date work began (optional but helpful).
• Date of completion. This is the key date. It is when the transcript is final and ready for delivery.

This date is often used by the court to manage timelines. Be exact.

8) Affirm compliance with rules and format

• State that the transcript was prepared from the official court record.
• Confirm that you used the required transcript format and standards.
• Confirm that you complied with any court order affecting content.

Use clear affirmative sentences. Example: “I confirm this transcript was prepared from the official court audio and complies with court standards.”

9) Clarify scope notes and exceptions

• Note any exclusions agreed with the ordering party.
• Note whether you left out interpreter exchanges not requested.
• Identify if the transcript excludes read-ins by agreement.

If the scope changed during production, summarize the final scope. You do not need to attach all emails. Keep them in your file.

10) Sign and date the certificate

• Sign the certificate using the signature method the court accepts.
• Print or type your name below the signature line.
• Date the certificate the day you sign it.

Your signature is your professional attestation. Do not delegate the signature.

11) Attach or reference supporting materials

• Attach a transcript index listing volumes and dates.
• Attach proof of delivery (email confirmations or courier receipts).
• If required by the court, attach a brief service list.

You do not need to file payment details with the court. Keep them in your internal records.

12) File or submit the certificate

• If the transcript is being filed with the court, include the certificate as the last page or as a separate filing as required by local practice.
• Provide a copy of the certificate to the ordering party.
• If the court requests a standalone certificate, file it in the court file with the court file number on the first page.

Local practice can differ slightly between courthouses. If a coordinator has given filing instructions, follow those.

13) Keep your records

• Keep a copy of the signed certificate.
• Keep your work logs, scope confirmations, and delivery proof.
• Retain your files for the period set by your professional obligations.

Good records protect you if any question arises about accuracy or scope.

Practical examples of how to fill key fields:

• Parties and case style: “R. v. Smith, Court File No. CR-21-123456-00FR, Superior Court of Justice, Toronto.”
• Proceeding description: “Trial proceedings on May 3–7, 2024. Reasons for verdict on May 10, 2024 included.”
• Scope caveat: “Voir dire on May 2, 2024 excluded on instruction from ordering counsel.”
• Delivery note: “Delivered PDF transcripts to Crown and defence by secure email on July 12, 2024. Delivered one paper copy to counsel for the accused by courier on July 15, 2024.”
• Restriction note: “Publication ban under section 486.4 noted on title page. Transcript distributed only to counsel of record.”
• Completion statement: “I certify completion and accuracy to the best of my skill and ability as an Authorized Court Transcriptionist.”

Common pitfalls and how to avoid them:

• Missing court file number. Always confirm against the latest endorsement or notice.
• Vague scope. Spell out dates and what is included or excluded.
• Ignoring bans. Identify bans at the start of the transcript and in the certificate.
• Unclear delivery. Record the date, time, and method for each recipient.
• Outdated contact info. Update your contact details on the certificate.
• Late signature. Sign and date the certificate at delivery, not earlier.

How signatures and schedules work on this form:

• Signature: The ACT signs. No witness is required. The signature is a professional attestation.
• Schedules: While the form itself is short, you can attach a schedule if you need space. For example, attach a schedule listing all hearing dates and volumes. You can label it “Schedule A – Transcript Dates and Volumes.”
• Exhibits: You do not attach exhibits. If exhibits were read in and transcribed, that belongs in the transcript. If exhibits are referenced only, note that in scope if needed.
• Service list: If you used a distribution list, attach it as a short schedule. This helps if there are many recipients.

If you are counsel or a party reviewing the certificate, do a quick quality check:

• Does the case name and file number match your matter?
• Are the hearing dates and portions correct?
• Are any bans or seals noted?
• Is the page count plausible for the scope?
• Are the delivery details accurate?
• Is the completion date correct for your scheduling needs?

If anything is off, ask the ACT to amend the certificate. Corrections are straightforward if caught early. You should not file a certificate that contains errors.

If the certificate reports an inaudible segment, consider whether you need directions. You might seek an order for a reconstruction hearing or rely on counsel’s notes. The certificate’s note will be the starting point for that discussion.

If the transcript includes sealed material, keep the sealed volume separate. Do not file it on the public record. The certificate’s notation will help court staff handle the sealed volume correctly.

If you are self-represented, keep your copy of the certificate with your transcript. Bring both to any hearing where the transcript is relevant. The certificate will help the judge confirm that the transcript is official.

Finally, remember that Form 2D exists to reduce friction. It aligns expectations between the ACT, the parties, and the court. If you complete it with care, scheduling moves faster, and issues surface early. That saves everyone time and avoids adjournments.

Legal Terms You Might Encounter

An Authorized Court Transcriptionist is a person approved to prepare official court transcripts. On this form, you confirm you are authorized and that the transcript is complete and accurate. You also provide your contact details so the court or parties can reach you if questions arise.

A transcript is the written record of what was said in court. The certificate tells the court and parties that the transcript matches the audio record or notes you used. It also states the scope of what you transcribed, such as a full day, a partial hearing, or selected portions.

The style of cause is the case name that appears on court documents. It usually includes the parties’ names. On the certificate, the style of cause must match the court record, letter for letter. A mismatch can cause confusion or rejection at the counter.

The court file number is the unique number assigned to a case. It ties your certificate and the transcript to the correct proceeding. An incorrect file number can lead to misfiling, delays, or return of your package.

Hearing date(s) are the calendar days the court sat for the part you transcribed. The certificate usually asks for those dates. Listing the correct dates helps anyone reviewing the file understand exactly which appearances your transcript covers.

An exhibit is a document, photograph, or other item filed during a hearing. When exhibits are read or marked, they may be referenced in the transcript. The certificate does not reproduce exhibits, but your attestation covers how you handled exhibit references according to standards, such as noting “Exhibit X filed.”

A redaction is the removal of sensitive information from the transcript text. If you applied redactions as permitted or required, the certificate indicates the transcript remains accurate in all non-redacted parts. It also signals that you handled protected information as needed.

A sealing order restricts access to certain materials. If a portion of the record is sealed, you still prepare the transcript according to the order. The certificate confirms completion without disclosing restricted content. You must align distribution with access rules; the certificate helps track that compliance.

Delivery level is the timeframe agreed for completion, such as standard or expedited. The certificate confirms the date the work was completed and the mode of delivery. This ties back to the service level and helps resolve any timing disputes.

Certification is your signed statement that the transcript is a true and faithful record. On this form, your certification carries weight. It tells the court and recipients they can rely on the transcript. If you later find an error, you issue a corrected certificate to maintain that reliability.

FAQs

Do you need to complete a certificate for every transcript you deliver?

Yes. You complete one certificate for each transcript job. If you deliver multiple volumes for the same order, you either complete one certificate that lists all volumes and dates, or one certificate per volume, depending on how the court office prefers to file. Keep the approach consistent across the package.

Do you attach the certificate to the transcript or file it separately?

Attach the certificate to the transcript set you are delivering. Place it at the front of each bound volume or as the first page in the digital PDF, as applicable. If the court office asks for a separate copy for their file, provide that copy as well.

Do you need to list the specific portions transcribed if it is not a full hearing?

Yes. If you prepared a partial transcript, describe the scope clearly. For example, you might note “Ruling only,” “Sentencing submissions,” or the time range on the audio. The certificate should leave no doubt about what content you covered.

Do you include your registration or authorization details on the certificate?

Yes. Include your full name, business contact details, and your authorization status. If there is a unique identifier that you use for official transcripts, add it in the space for credentials or with your signature block. This helps the court confirm you are approved to certify.

Do you need to include page counts and delivery information?

Yes. Provide the total page count and the date you completed the transcript. If the form includes delivery options, select the one that matches the order, such as standard or expedited. This aligns your completion certificate with the original order terms.

Do you send the certificate to every party or only the ordering party?

At a minimum, send the certificate with the transcript to the ordering party. If the order or court office requires delivery to additional recipients, include them. When the transcript forms part of the court record, provide the certificate copy requested by the court office with the court’s set.

Do you need a new certificate if you correct a typo or make an amendment?

Yes. If you change any content after delivery, issue a revised transcript with a new certificate. Mark it as a corrected or amended version and include the new completion date. Keep a record of what changed and notify anyone who received the original.

Do you need to mention audio quality issues or missing portions?

If audio gaps or clarity issues affected your transcript, note it in the transcript using standard notations. On the certificate, you may add a short description in the available notes area. This explains any “inaudible” markings and shows you completed the work to the best available record.

Checklist: Before, During, and After

Before signing

• Confirm the style of cause matches the court record exactly.
• Verify the court file number against the order and your notes.
• Confirm hearing date(s) and the exact portion transcribed.
• Tally final page count across all volumes.
• Check delivery level promised and the due date.
• Prepare your contact information and authorization details.
• Confirm any redactions or access restrictions applied.
• Ensure exhibits are handled in the transcript per standards.
• Prepare invoice details if referenced on the certificate.
• Create a distribution list: ordering party, additional counsel, and court office if needed.

During signing

• Enter the case name and court file number with no abbreviations that differ from the record.
• Specify the hearing date(s) and scope (full or partial, volume numbers if any).
• Record the total page count and completion date.
• Select the delivery level and note how you delivered (pickup, courier, or electronic).
• Insert your name, business address, phone, and email.
• Add your authorization confirmation and any identifier you use.
• Include any notes on audio issues, redactions, or sealed content handling, if applicable.
• Sign and date in the correct box. If a wet signature is required for paper sets, use blue or black ink.
• Review for typos, missing digits in the file number, or transposed dates.

After signing

• Attach the certificate to each transcript set as the first page.
• Deliver to the ordering party and any additional recipients.
• Provide the court’s copy if required. Ask the counter staff how many sets they need.
• Save a digital copy of the signed certificate and transcript. Keep versions and dates.
• Retain proof of delivery, such as courier tracking or email confirmation.
• Issue your invoice, matching the page count and delivery terms.
• Update your job log with completion and distribution details.
• If you discover an error, prepare a corrected transcript and a revised certificate. Notify all recipients.

Common Mistakes to Avoid

Using the wrong court file number or style of cause.

Consequences: Misfiling, return by the court office, and payment delays. Don’t forget to cross-check against the original order and a recent court document.

Failing to describe the scope of a partial transcript.

Consequences: Confusion about what was transcribed, disputes with counsel, and rework. Don’t forget to state time ranges, volume numbers, or the segment type.

Missing or incorrect page counts and completion dates.

Consequences: Billing disputes and questions about delivery timelines. Don’t forget to finalize the page tally after your last quality check.

Leaving out your authorization information or signature.

Consequences: Rejection by the court office or refusal to accept the transcript as official. Don’t forget to sign, date, and include your current contact details.

Not flagging audio issues, sealed content, or redactions.

Consequences: Complaints about accuracy or improper disclosure. Don’t forget to record standard notations in the transcript and a brief note on the certificate when needed.

What to Do After Filling Out the Form

Attach the certificate to the transcript set. If you have multiple volumes, include the certificate in each volume or include one certificate that lists all volumes, as directed by the recipient or court office. Align your approach with how the transcript will be stored and referenced.

Deliver to the ordering party. Use the delivery method agreed to when the order was placed. For electronic delivery, provide a secured PDF that includes the certificate and transcript. For paper delivery, bind the certificate as the first page and package carefully to protect the pages.

Provide the court’s copy if the transcript forms part of the court record. Ask the court office whether they want a printed copy, an electronic copy, or both. Confirm any naming conventions, volume labels, and cover sheets they expect. Label the package so it can be routed quickly on intake.

Notify additional recipients when required. If the instructions called for service on the opposing party or other counsel, send those sets at the same time. Include the certificate so every recipient knows the transcript is official and complete. Keep a list of who received each version.

Finalize your invoice and reconcile counts. Make sure the invoice page count matches the certificate and the transcript. Add rush fees or delivery charges only if they were agreed to. Attach the invoice to the package if the client prefers, or send it separately with a clear reference to the job.

Document your file. Store the signed certificate and transcript in your records with the date of completion and delivery. Keep the audio reference, work notes, and correspondence in a secure folder. Maintain version control. If you issue a correction, keep both versions and a change log.

Handle corrections promptly. If you find an error or a party reports one, prepare a corrected transcript and issue a revised completion certificate. Mark the certificate with the new date and a brief note that it replaces an earlier version. Send the corrected set to everyone who received the original and note the replacement in your records.

Respect access limits. If the transcript includes content subject to sealing or restricted access, confirm you delivered only to those permitted to receive it. If a recipient’s access is limited, provide a version that reflects that restriction. Keep a note in your distribution log about the access level in case questions arise later.

Confirm receipt. Ask the ordering party and, if applicable, the court office to confirm they received the transcript and certificate. A short email acknowledgment or a signed delivery slip is enough. File these confirmations with your job record in case you need to prove delivery.

Review your process for next time. Note any questions that came up, any court preferences about how to attach or file the certificate, and any timing issues. Adjust your internal checklist so your next completion runs even smoother.