Hearing Reminder Letter

[LAW FIRM NAME]
[Firm Address]
[City, State ZIP]
[Phone] | [Email]
[Website]

Date: [__/__/____]

VIA: ☐ First Class Mail ☐ Email ☐ Certified Mail ☐ Hand Delivery

PRIVILEGED AND CONFIDENTIAL - ATTORNEY-CLIENT COMMUNICATION

[Client Name]
[Client Address]
[City, State ZIP]
[Client Email]
[Client Phone]

Re: REMINDER: Upcoming Court Hearing
Client Matter: [________________________________]
Our File No.: [____________________]
Case No.: [____________________]

Dear [Mr./Ms./Mx. Client Last Name]:

This letter serves as a reminder of your upcoming court hearing. Please review the following information carefully and contact me immediately if you have any questions or conflicts.

Hearing Details

Type of Hearing:
☐ Initial Appearance
☐ Status Conference
☐ Motion Hearing
☐ Pretrial Conference
☐ Settlement Conference
☐ Evidentiary Hearing
☐ Trial
☐ Sentencing
☐ Other: [________________________________]

Specific Matter: [________________________________]

Date, Time, and Location

Your Attendance

☐ Your attendance is REQUIRED. Failure to appear may result in serious consequences, including:
☐ Default judgment against you
☐ Dismissal of your case
☐ Bench warrant for your arrest
☐ Sanctions or fines
☐ Adverse ruling on pending matters

☐ Your attendance is strongly recommended but not strictly required.

☐ Your attendance is optional. I will represent you at this hearing.

Pre-Hearing Preparation Meeting

☐ Not required for this hearing.

☐ Please schedule a preparation meeting with our office:

Suggested Date: [__/__/____]
Suggested Time: [____]
Location: ☐ In-Person at our office ☐ Video Conference ☐ Phone

Please call [____________________] or email [____________________] to confirm.

What to Bring

Required Documents:
☐ Valid government-issued photo ID (driver's license, passport, etc.)
☐ This reminder letter
☐ Any documents I have specifically requested (listed below)

Additional Items to Bring:
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]

Do NOT Bring:
☐ Weapons of any kind (prohibited in courthouse)
☐ Cell phones (some courts prohibit; silence if allowed)
☐ Large bags or backpacks (may slow security screening)
☐ Food or beverages (typically not permitted in courtrooms)

What to Expect at the Hearing

Purpose of This Hearing:
[________________________________]
[________________________________]

Anticipated Duration: Approximately [____] minutes/hours

What Will Happen:
1. [________________________________]
2. [________________________________]
3. [________________________________]

Possible Outcomes:
1. [________________________________]
2. [________________________________]

Courtroom Conduct Guidelines

Dress Code:
☐ Business professional attire required
☐ Business casual acceptable
☐ Neat, clean, and conservative clothing

Specific Recommendations:
- Men: Suit or dress slacks with collared shirt; tie recommended
- Women: Suit, dress, or professional slacks with blouse
- Avoid: Jeans, shorts, t-shirts, flip-flops, hats, revealing clothing

Behavior in Court:
☐ Arrive early (at least [____] minutes before scheduled time)
☐ Pass through security screening (allow extra time)
☐ Stand when the judge enters and exits
☐ Address the judge as "Your Honor"
☐ Speak only when asked a direct question
☐ Remain calm and respectful at all times
☐ Do not interrupt others speaking
☐ Do not react visibly to testimony or statements
☐ Follow my lead during the hearing

Parking and Transportation

Parking:
☐ Courthouse parking available at: [________________________________]
☐ Parking fee: Approximately $[________]
☐ Street parking available (limited)
☐ Parking garage located at: [________________________________]

Public Transportation:
[________________________________]

Rideshare/Taxi Drop-off:
[________________________________]

If You Cannot Attend

IMPORTANT: If you have a conflict or emergency that prevents you from attending this hearing, contact me IMMEDIATELY at:

Phone: [____________________]
Cell/Emergency: [____________________]
Email: [____________________]

Depending on the circumstances, we may be able to:
☐ Request a continuance (postponement)
☐ Appear on your behalf (if permitted)
☐ Arrange alternative participation (phone/video, if allowed)

Failure to notify me in advance may have serious consequences for your case.

Meeting Point

We will meet:

☐ Outside the courtroom at [____] ☐ AM ☐ PM
☐ In the courthouse lobby at [____] ☐ AM ☐ PM
☐ At our office at [____] ☐ AM ☐ PM, then proceed together
☐ Other: [________________________________]

My cell phone for day of hearing: [____________________]

Post-Hearing

After the hearing, we will:
☐ Discuss the outcome and next steps immediately following
☐ Schedule a follow-up call/meeting within [____] days
☐ I will send you a written summary of the hearing

Checklist Before the Hearing

☐ Confirm you have the date, time, and location correct
☐ Plan your route and parking
☐ Prepare appropriate attire
☐ Gather all required documents
☐ Schedule preparation meeting (if applicable)
☐ Review any materials I have provided
☐ Write down any questions for me
☐ Get adequate rest the night before
☐ Allow extra time for traffic and security

Contact Information

If you have ANY questions before the hearing, please contact me:

Phone: [____________________]
Email: [____________________]
Office Hours: [____________________]

I look forward to seeing you on [__/__/____].

Sincerely,

[________________________________]
[Attorney Name]
[Bar Number]
[Title]

Enclosures:
☐ Map/directions to courthouse
☐ Relevant pleadings for review
☐ Preparation materials
☐ Other: [________________________________]

Acknowledgment of Receipt

I have received this hearing reminder and understand:
☐ The date, time, and location of the hearing
☐ Whether my attendance is required
☐ What to bring and how to dress
☐ To contact my attorney immediately if I cannot attend

Client Signature: [________________________________]

Date: [__/__/____]

Best Phone Number for Hearing Day: [____________________]

This communication is protected by attorney-client privilege. If you have received this in error, please notify us immediately and destroy all copies.

Sources and References

• ABA Model Rule 1.4: Communications
• ABA Model Rule 1.3: Diligence