Writing a formal letter to the clerk of court is a necessary step for many legal procedures. Whether you are submitting a sample letter requesting a court hearing or a court clearance request letter, clarity and professionalism are key.
These communications are official records. A well-drafted sample court letter for a continuance or other matters ensures your request is understood and properly filed. Using a template can help you include all necessary information correctly.
Sample Letter to Clerk of Court
[Your Full Name]
[Your Address]
[City, State, Zip Code]
[Your Phone Number]
[Your Email Address]
[Date]
Clerk of Court
[Court Name, e.g., Anytown District Court]
[Court Address]
[City, State, Zip Code]
Re: Case Name: [Plaintiff Name] v. [Defendant Name]
Case Number: [Your Case Number]
Dear Honorable Clerk of Court,
I am writing to you regarding the above-referenced case. Please file the enclosed document, [Name of Document, e.g., “Defendant’s Answer”], with the court.
I have included the original document for filing and one copy to be returned to me in the self-addressed, stamped envelope I have provided.
Thank you for your time and assistance in this matter. Please let me know if any further information or fees are required.
Sincerely,
[Your Signature]
[Your Typed Name]
Sample Letter Requesting Court Hearing
Re: Case Name: [Plaintiff Name] v. [Defendant Name]
Case Number: [Your Case Number]
Dear Honorable Clerk of Court,
I am the [Plaintiff/Defendant] in the above-mentioned case. I am writing to respectfully request that a hearing be scheduled for [Briefly state the reason, e.g., “the pending Motion to Compel”].
I am available on [List several dates and times you are available]. Please inform me of the scheduled date and time for this hearing at your earliest convenience.
Court Clearance Request Letter Sample
Re: Request for Certificate of Disposition / Court Clearance
Case Number: [Your Case Number, if applicable]
Full Name: [Your Full Legal Name]
Date of Birth: [Your DOB]
Dear Honorable Clerk of Court,
I am writing to request a formal court clearance letter (also known as a Certificate of Disposition) under my name. This letter is required for [State the reason, e.g., immigration purposes, employment background check, etc.].
My personal details are provided above for your reference. Please let me know the process and any associated fees for obtaining this document.
Sample Court Letter for Continuance
Re: Motion for Continuance
Case Name: [Plaintiff Name] v. [Defendant Name]
Case Number: [Your Case Number]
Scheduled Hearing Date: [Date of the hearing you want to move]
Dear Honorable Clerk of Court,
I am the [Plaintiff/Defendant] in the above case, scheduled for a hearing on [Scheduled Hearing Date]. I am writing to respectfully request a continuance (postponement) of this hearing.
The reason for this request is [State a valid reason, e.g., a medical emergency, unavailability of a key witness, etc.]. I have contacted the opposing party, [Opposing Party’s Name or their Attorney’s Name], and they [do / do not] object to this request.
I would be grateful if the court could reschedule this matter to a later date.
Tips for Writing a Letter to the Court
- Be Formal and Respectful: Always use a professional tone. Address the clerk as “Honorable Clerk of Court” or “Dear Sir or Madam.”
- Include Case Information: Every letter must include the full case name and case number. This is how the clerk will find your file.
- Be Clear and Concise: State the purpose of your letter in the first sentence. Avoid emotional language and stick to the facts.
- Serve the Other Party: For many requests (like a continuance), you must also send a copy of your letter to the other party or their lawyer. This is called “service.”
- Proofread Carefully: Ensure your letter is free of typos and grammatical errors before sending it.
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