Application for Judicial Hearing Reproduction (English / French)

Understanding the Application for the Reproduction of Judicial Hearings (Form SJ-021A)

If you need a copy or transcription of a court hearing in Quebec, the Application for the Reproduction of Judicial Hearings (form SJ-021A) is the official document you must complete and submit. This form is issued by the Court Office or the Quebec Ministry of Justice and is used to formally request audio recordings or written transcripts of court proceedings. Whether you are involved in a civil, criminal, or family case, this form helps ensure your request is properly documented and processed.

Who Should Fill Out This Form?

This form is intended for individuals or parties who require a reproduction of a court hearing. This could include litigants, legal representatives, or parties involved in the case. If you are a lawyer, legal aid representative, or a client requesting a copy or transcript for legal or personal reasons, you should complete this form. It is essential that all applicants provide accurate information to avoid delays or rejection of the request.

How to Complete the Form

Step 1: Choose the Type of Reproduction

• Copy: Select this option if you want an audio recording of the hearing. Then, choose one of the available media: Audio file, Audio CD, or Computer CD.
• Transcription: Select this if you prefer a written transcript of the hearing. You can choose between Paper, PDF, or both (4 pages/sheets or 4 pages per sheet with PDF).

Step 2: Provide Court Details

• File No.: Enter the court record number (excluding district number).
• District: Indicate the judicial district number where the case was heard.
• Date of Hearing: Specify the hearing date.
• Name of Judge: Write the name of the presiding judge.
• Hearing Room: Enter the hearing room number.

Step 3: Personal and Contact Information

• Family Name and Given Name: Your full name.
• Telephone: Your phone number, including area code.
• Address: Your complete mailing address.
• Email: Your email address (necessary for audio file delivery).

Step 4: Specify the Hearing Details

• Application Date: Date of submitting the request.
• Full or Partial Hearing: Indicate if you want the entire hearing or just a part.
• Details: If partial, specify the exact segments or times you require.

Step 5: State the Grounds for Your Request

Provide a clear explanation of why you need the reproduction. This could include legal proceedings, personal records, or other justified reasons. Be specific to facilitate processing.

Step 6: Sign and Submit

• Sign the form to authenticate your request.
• If applicable, include your legal aid mandate number and attach the mandate document.

Where and How to Submit the Application

The completed form can be submitted via email, postal mail, or in person at any Quebec court district office, regardless of where the case file originated. Submission options should be confirmed with the specific court office. Processing times and fees vary depending on the type of reproduction and the court's policies. A fee is generally charged unless an exception applies, and the court will contact you if additional information or payment is needed.

Important Considerations and Common Errors

Ensure all fields are filled out legibly and accurately, especially the court record number, hearing date, and personal contact details. Common mistakes include incorrect case numbers, incomplete contact information, or unclear instructions for partial hearings. Remember that any cancellation of your request may incur costs for work already performed, and full payment might be required if no cancellation notice is given.

Conclusion

The SJ-021A form is a vital tool for accessing court hearing recordings or transcripts in Quebec. Proper completion and timely submission of this form ensure you receive the necessary documentation efficiently, supporting your legal or personal needs related to court proceedings.