Fifth Judicial Circuit of Florida, Citrus, Hernando, Lake, Marion and Sumter Counties Document Format Requirements

CRITICAL

Format

DOCX

Proposed orders must be submitted by email as Microsoft Word .docx files.

All proposed orders must be submitted in Microsoft Word format (.docx) via email

CRITICAL

Proposed-order dates and signatures must use the designated ICMS codes: DDDD, JJJJ, MMMM, or AAAA.

Please note: There is a specialized date and signature block code to use when submitting proposed orders. Signatures and signature dates are applied through the Integrated Case Management System (ICMS) using unique codes. Here is a list of specialized code recognized by ICMS in the processing of digital orders: DDDD Signature date of Judge JJJJ Judge’s signature MMMM Signature date of Judicial Assistant AAAA Judicial Assistant’s signature

CRITICAL

Format

DOCX

Proposed orders must be submitted only in DOCX format; PDF submissions are not accepted.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO PDF DOCUMENTS WILL BE ACCEPTED).

CRITICAL

Proposed orders must use the required codes and format so the electronic signing program can read and sign them.

YOU MUST USE THE CODES IN THE FORMAT FOR THE PROGRAM TO READ AND SIGN THE DOCUMENT.

CRITICAL

Format

DOCX

Proposed orders must be submitted in DOCX format; Word 97 and PDF files cannot be accepted by the electronic signing program.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO WORD 97 OR PDF DOCUMENTS CAN BE ACCEPTED, THEY WILL NOT WORK IN THE ELECTRONIC SIGNING PROGRAM)

CRITICAL

Format

DOCX

Proposed orders must be submitted in DOCX format, not PDF.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO PDF DOCUMENTS WILL BE ACCEPTED).

CRITICAL

Criminal proposed orders may be emailed to the judicial assistant but must be submitted in only one delivery format, not by both email and mail or hand delivery.

Proposed Orders may be emailed to the Judicial Assistant. The email address for submission of proposed orders is sturner@circuit5.org. Do NOT send orders via email AND U.S. Mail/Hand delivery. This creates double work. Please submit orders in one format only.

CRITICAL

A probate proposed-order cover letter and the listed submission documents must be mailed directly to the assigned judge's office.

Cover letters must be mailed directly to the assigned Judge’s office along with the following:

CRITICAL

A civil proposed order must be submitted through only one delivery method, not both email and U.S. mail.

Do NOT send orders via email AND U.S. Mail. This creates double work. Please submit orders in one format only.

CRITICAL

Format

DOCX

An emailed civil proposed order must be in Word format and accompanied by a proper cover letter in PDF format.

All proposed Orders submitted via email, must be submitted in WORD format, accompanied by a proper cover letter, in PDF format.

CRITICAL

Proposed-order Word files must not contain electronic-portal submission codes.

PLEASE DO NOT FORMAT THE PROPOSED ORDERS WITH THE CODES FOR SUBMISSION THROUGH THE E-PORTAL.

CRITICAL

Format

DOCX

Proposed orders must be submitted in DOCX format, and PDF submissions will not be accepted.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO PDF DOCUMENTS WILL BE ACCEPTED).

CRITICALCivil cases

Format

DOCX

All proposed orders must be emailed to the judicial assistant in Word format.

Please email all proposed orders to the JA in word format.

CRITICALCivil cases

Any application for relief must present the requested relief, authorities, and argument in writing, in appropriate form under the Florida Rules of Civil Procedure, and in compliance with the court order.

All applications to the Court requesting relief in any form, the citation of authority and argument shall be made in writing and in compliance with this Order and in appropriate form pursuant to the Florida Rules of Civil Procedure.

CRITICALCivil cases

Counsel may review the forms, the examined party must complete them, and the forms must be brought to the examiner on examination day.

These forms can be reviewed by counsel and completed by the party to be examined and must be brought to the office of the examiner on the day of the exam.

CRITICALCivil cases

Format

DOCX

Email-submitted proposed orders must be in Word format and accompanied by a proper PDF cover letter.

All proposed Orders submitted via email, must be submitted in WORD format, accompanied by a proper cover letter, in PDF format.

CRITICALCivil cases

Unless the Court directs otherwise, memoranda and argument may not be submitted in correspondence form.

Unless directed by the Court, memoranda or argument shall not be presented in “correspondence form”.

CRITICALCivil cases

Necessary written intake forms or histories must be provided to counsel no later than seven days before the examination.

Written intake forms or histories that are deemed necessary by the examiner must be provided to counsel for the party to be examined no later than 7 days prior to the exam.

CRITICAL

Exhibits must have easily locatable names and be submitted as separate documents rather than combined in one PDF.

The exhibits are to be named in such a manner as to make them easily located such as “P#1 – Photo” etc. and shall be submitted as separate documents (do not submit one PDF containing multiple exhibits).

CRITICAL

The certificate of service must include a judge's signatory line above the certificate for the judge to sign the order.

A proper certificate of service includes the judge's signatory line above the Certificate of Service for the judge to sign the order.

CRITICAL

Format

DOCX

Proposed orders must be submitted in Word format.

Proposed orders must be submitted in Word Format.

CRITICAL

The certificate of service must include a signatory line for the court's Judicial Assistant.

The Certificate of Service must include a signatory line for the Court's Judicial Assistant to sign.

CRITICAL

Counsel must provide enough hard copies of the jury instructions and verdict form for every juror, alternate juror, lawyer, self-represented party, courtroom clerk, and the court.

C. Counsel are responsible for providing to the Court hard copies of the jury instructions and verdict form. Please ensure that there are enough copies for all jurors and alternate jurors, lawyers and any self-represented parties, the courtroom clerk, and the Court to each be given their own copy.

CRITICALCivil cases

Evidence and documents must be tabbed and marked in accordance with the Hernando County Clerk's procedures.

Evidence/documents will be tabbed and marked pursuant to the Hernando County Clerk's procedures.

CRITICAL

Format

DOCX

Jury instructions and verdict forms emailed to the division must be in Word format.

By the deadline set forth above, jury instructions and verdict forms must be filed with the Clerk and e-mailed in Word format to the division email address in accordance with the following:

CRITICAL

Exhibits must be submitted as separate documents rather than as one PDF containing multiple exhibits.

The exhibits are to be named in such a manner as to make them easily located such as “P#1 – Photo” etc. and shall be submitted as separate documents (do not submit one PDF containing multiple exhibits).

CRITICAL

Proposed orders must use plain text and may not contain text boxes, macros, formulas, Word field codes, cells, or page, line, or section breaks.

Proposed orders must be submitted in plain text and language. NO text boxes, macros, formulas, Word field codes, cells, page breaks, line breaks or section breaks are to be included.

CRITICAL

Proposed orders must not be formatted with submission codes intended for the e-portal.

PLEASE DO NOT FORMAT THE PROPOSED ORDERS WITH THE CODES FOR SUBMISSION THROUGH THE E-PORTAL.

CRITICAL

Format

DOCX

Proposed orders must be submitted in Word .docx format; PDFs are accepted only as attachments such as exhibits or settlement documents.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (The only PDF documents accepted will be the attachments for your order, such as Exhibits, Marital Settlement Agreement’s, Parenting Plan’s, etc.).

CRITICAL

For an in-person hearing, all evidence must be ready at the hearing as hard copies, with at least three copies for the party, opponent, and court if admitted.

In-Person hearings: All evidence must be available at the start of the hearing and ready to be submitted. All evidence shall be hard copies and the party wanting to submit said evidence is required to have a minimum of three (3) copies to present (one for yourself, one for the opposing party, and one for the court, if admitted).

CRITICAL

The proposed-order email subject line must state the case style and case number.

The case style, including case number, shall be indicated in the subject line.

CRITICAL

Format

DOCX

All proposed orders must use Microsoft Word format.

Proposed orders must be submitted to the Judicial Assistant via e-mail at msoltis@circuit5.org in Microsoft Word format.

CRITICAL

Exhibits must be exchanged as bound physical copies with the court and opposing party, not electronically.

Exchange of exhibits shall be in the form of a physical copy to the court and opposing counsel/party, not by electronic means and shall be bound in a trial notebook.

CRITICAL

Format

DOCX

Every proposed order must be submitted in Microsoft Word format.

All proposed orders shall be submitted in Microsoft Word format.

CRITICALCriminal cases

Format

DOCX

Proposed orders must be submitted in Word .docx format; PDF submissions will not be accepted.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO PDF DOCUMENTS WILL BE ACCEPTED)

CRITICAL

Format

DOCX

Unless a division-specific procedure states otherwise, proposed orders must be submitted as editable Microsoft Word documents following the posted formatting guide.

Unless the applicable division procedures provide otherwise, proposed orders must be submitted in editable Microsoft Word format and must follow Judge Hatcher’s posted Proposed Order Formatting Guide.

CRITICAL

Format

DOCX

Proposed family-law orders must be submitted by email as editable Microsoft Word documents.

Submit proposed family law orders in editable Microsoft Word format to jgrubb@circuit5.org.

CRITICAL

Format

DOCX

All proposed orders must be submitted in Microsoft Word format.

All proposed orders shall be submitted in Microsoft Word.

CRITICAL

Format

PAPER

For Zoom hearings, evidence exceeding 10 pages must be submitted as hard copies at least 48 hours before the hearing.

If a hearing is being conducted via ZOOM and the intended evidence exceeds 10 pages, hard copies of the evidence must be submitted to the Court 48 hours in advance of the hearing.

CRITICALCivil cases

The proposed order must be submitted as a separate document rather than attached to the motion or cover letter.

Proposed order shall be sent as a separate document, not attached to the motion or cover letter.

CRITICALCivil cases

Format

DOCX

A competing proposed order must be submitted in Word format immediately after opposing counsel indicates an intent to present a competing order.

If Page 1 of 2 ===== PAGE 2 ===== opposing counsel objects and intends to present a competing order, the proposed order must be submitted immediately, in Word format, with a notation in the email that it is a competing order.

CRITICALCivil cases

Format

DOCX

Agreed or unopposed proposed orders must be submitted in Word format.

Agreed/Unopposed Orders are to be submitted to cmatthews@circuit5.org in Word format with a copy of the motion and a notation that the proposed order is agreed or unopposed, and accompanied by a cover letter indicating that opposing counsel has approved the form of the order.

CRITICAL

Proposed orders must use the electronic signing program’s specified codes and follow the attached sample order’s format.

YOU MUST USE THE CODES IN THE FORMAT FOR THE PROGRAM TO READ AND SIGN THE DOCUMENT. USING THE CODES LISTED IN THE ATTACHED SAMPLE ORDER (CLICK HERE).

CRITICAL

Format

DOCX

Proposed orders must be submitted only in Word .docx format; Word 97 and PDF files are not accepted.

PLEASE SUBMIT ORDERS IN WORD FORMAT (.docx) ONLY (NO WORD 97 OR PDF DOCUMENTS CAN BE ACCEPTED, THEY WILL NOT WORK IN THE ELECTRONIC SIGNING PROGRAM)

CRITICALCivil cases

Applications must be written, comply with the standing order and Florida civil rules, and ordinarily may not be presented as letters absent court invitation or direction.

All applications to the Court requesting relief in any form, or citing authorities or presenting argument with respect to any matter awaiting decision, shall be made in writing in accordance with this order and in appropriate form pursuant to the Florida Rules of Civil Procedure, and unless invited or directed by the Court, should not be addressed or presented to the Court in the form of a letter or the like.

CRITICAL

Exhibits must use the stated Plaintiff 1 or Defendant 1 labeling format.

Exhibits must be labeled in the following format: Plaintiff 1 or Defendant 1

CRITICAL

Margins

top 1 in, bottom 1 in, left 1 in, right 1 in

Format

DOCX

All proposed orders must be submitted only in latest-version .docx format on 8.5-by-11-inch pages with one-inch margins and provided to opposing counsel and any self-represented litigant.

All proposed orders must be submitted in the latest version of Word (.docx) format ONLY on 8.5 x 11-inch pages with a 1” margin and provided to opposing counsel and any self- represented litigant.

CRITICAL

The required ADA statement in court notices and process compelling appearance must be in bold face and 14-point Bookman Old Style or Arial font.

All notices of court proceedings, whether an order issued by a judge or a notice filed by an attorney or party, and all process compelling appearance, including but not limited to a summons, at court proceedings, must include the following statement in bold face, 14-point Bookman Old Style or Arial font:

CRITICAL

Electronic orders other than final judgments of foreclosure must use ICMS format and the specified paired signature-date codes in all-capital four-letter form, while hard copies must not use ICMS formatting.

➢ All electronic orders (other than Final Judgments of Foreclosure) must be in ICMS format. If hard copies are being sent, please do not use ICMS formatting. You must use the codes as pairs (e.g., JJJJ & DDDD for Judge’s signature). Below are the required pairs. ❖ DDDD = Judge Signature Date/JJJJ = Judge Signature ❖ MMMM = Mailing Date/AAAA = Judicial Assistant Signature ❖ The codes must be all capital letters. You must add all 4 letters for each field. These codes should only be used once per line

CRITICAL

Format

PDF

Courtesy copies of legal authority must be submitted in PDF format.

Courtesy copies of legal authority must be clearly labeled and emailed in PDF format to the Judicial Assistant and opposing counsel no later than three (3) business days prior to the hearing.

CRITICAL

Format

DOCX

Every proposed order must be submitted in Word format.

Format: All proposed orders must be submitted in Word Format.

WARNING

Format

DOCX

Proposed orders must be prepared using Word software when submitted by email.

Proposed orders must be submitted by e-mail and using Word software.

WARNING

The JJJJ and AAAA signature codes must be right-justified in proposed orders.

The signature codes (JJJJ and AAAA) must be right-justified in the document.

WARNING

Proposed orders must not contain e-portal submission codes.

PLEASE DO NOT FORMAT THE PROPOSED ORDERS WITH THE CODES FOR SUBMISSION THROUGH THE E-PORTAL.

WARNING

The certificate of service must fit without being split across two pages.

Please do not split the certificate of service on 2 pages.

WARNING

The certificate of service must not be split across two pages.

Please do not split the certificate of service on 2 pages.

WARNING

Proposed orders must not be formatted with e-portal submission codes.

PLEASE DO NOT FORMAT THE PROPOSED ORDERS WITH THE CODES FOR SUBMISSION THROUGH THE E-PORTAL.

WARNING

The proposed order’s certificate of service must not be divided across two pages.

Please do not split the certificate of service on 2 pages.

WARNING

The email subject line for a proposed order must include the case style and case number.

The case style, including case number, shall be indicated in the subject line.

WARNINGCivil cases

If the patient information sheet was forwarded at least seven business days before the examination, the examined party should bring the completed sheet.

If a patient information sheet was forwarded to counsel for the party to be examined at least 7 business days before the examination, the party to be examined should bring the completed information sheet with them.

WARNINGCivil cases

The proposed order and cover-letter filenames must contain the case number, and filenames for multiple proposed orders must be differentiated.

The case number must be included in the name of the proposed Order and cover letter (ie. 2015 DR 000001.Order and 2015 DR 00001.letter.) Multiple proposed orders should be differentiated (ie. 2015 DR 000001.Order to Withdraw and 2015 DR 000001.Order of Contempt).

WARNING

Electronic exhibits should use a commonly recognized format such as JPEG or PDF, be named for easy identification, and be submitted as separate documents rather than combined into one PDF.

The electronic exhibits should be in a commonly recognized format such as JPEG or PDF. The exhibits are to be named in such a manner as to make them easily located such as “P#1 – Photo” etc. and shall be submitted as separate documents (do not submit one PDF containing

WARNING

Electronic exhibits should use a commonly recognized format such as JPEG or PDF, have descriptive names, and be submitted as separate documents rather than combined into one PDF.

The electronic exhibits should be in a commonly recognized format such as JPEG or PDF. The exhibits are to be named in such a manner as to make them easily located such as “P#1 – Copy of Will” etc. and shall be submitted as separate documents (do not submit one PDF containing multiple exhibits).

WARNING

In a proper proposed-order certificate of service, the judge's signature line must appear before the certificate.

EXAMPLE OF PROPER CERTIFICATE OF SERVICE FORMAT (INCLUDING JUDGE'S SIGNATURE LINE WHICH COMES BEFORE THE CERTIFICATE):

WARNINGCivil cases

Applications seeking relief, citing authorities, or presenting argument must be written in the prescribed form and generally may not be submitted as letters unless the court invites or directs that format.

All applications to the court requesting relief in any form, or citing authorities, or presenting argument with respect to any matter awaiting decision, shall be made in writing in accordance with this order and in appropriate form pursuant to the Florida Rules of Civil Procedure; and unless invited or directed by the court, shall not be addressed or presented to the court in the form of a letter or the like.

WARNING

Each jury instruction must be printed on its own separate sheet of paper.

A. Each instruction must be printed on a separate sheet of paper;

WARNING

An order longer than one page must include the case number in the header and the page number in the footer using the sample format.

If the order is more than one page, please include a header that has the case number, and a footer that has the page number following the format reflected in the sample Certificate of Service below.

WARNING

The jurors' hard copies should not be numbered, should not have any designation as to the requesting party, and should not contain citations to supporting authority.

The jurors' hard copies should not be numbered, should not have any designation as to the requesting party, and should not contain citations to supporting authority.

WARNING

A proposed Zoom order must leave space for the Court to insert the meeting link and access information.

Proposed Zoom orders must leave space for the Court to insert the meeting link and access information.

WARNING

Each exhibit must be named so it can be located easily and submitted as a separate document.

Exhibits are to be named in a manner to make them easily located and shall be submitted as separate documents.

WARNING

Exhibits must be named so they can be located easily, such as “P#1 – Photo.”

The exhibits are to be named in such a manner as to make them easily located such as “P#1 – Photo” etc.

WARNING

If your system uses applications to generate bulk documents, check all hidden fields or special characters by clicking the “Show/Hide” button in Word to discover hidden characters like spaces, paragraph markers, or hidden tab marks.

If your system uses applications to generate bulk documents, check all hidden fields or special characters by clicking the “Show/Hide” button in Word to discover hidden characters like spaces, paragraph markers, or hidden tab marks.

WARNING

Electronic exhibits should use a commonly recognized format such as JPEG or PDF.

The electronic exhibits should be in a commonly recognized format such as JPEG or PDF.

WARNING

Format

PDF

Intended evidentiary exhibits must use the PDF format.

Exhibits: Five days prior to any hearing, submit all evidence which you intend to rely on as pre-marked exhibits via PDF format to opposing counsel or pro se party and email to the Court at pbarto@circuit5.org.

WARNING

Electronic exhibits should use a commonly recognized format such as PDF or JPEG.

Electronic exhibits should be in a commonly recognized format such as PDF or JPEG.

WARNING

Each order must be uploaded as a separate portal document and formatted so the judge's signature does not appear alone on a page.

Every order must be uploaded as a separate document in the e-portal. Keep the formatting such that the Judge’s signature does not land on a page by itself.

WARNING

Applications seeking relief or presenting argument must be written in the prescribed civil-rule form and ordinarily may not be submitted as letters unless invited or directed by the court.

14. Form of motions. All applications to the Court requesting relief in any form, or citing authorities or presenting argument with respect to any matter awaiting decision, shall be made in writing in accordance with this order and in appropriate form pursuant to the Florida Rules of Civil Procedure, and unless invited or directed by the Court, should not be addressed or presented to the Court in the form of a letter or the like.

WARNING

Format

DOCX

All proposed orders must be submitted in Word format.

After a motion has been filed with the Sumter Clerk of Court and the filer has received confirmation the Clerk has docketed the motion and any supporting documents, all Proposed Orders must: be in WORD format; contain the case number, contain a proper certificate of service; conform to electronic filing requirements; be uploaded to the Court’s e-filing portal to the judiciary.

WARNING

All exhibits must be marked in numerical sequence.

Attorneys and self-represented parties shall mark all exhibits in numerical sequence and no later than two (2) business days before the hearing shall furnish a physical copy to the court with an index of the exhibits.

WARNING

Format

DOCX

If a matter has already gone to mediation, at least one party has an attorney, and parties have reached an agreement, pursuant to A.O. M-2010-03 a proposed Final Judgment may be e-mailed in Word format by counsel for consideration by the Court.

If a matter has already gone to mediation, at least one party has an attorney, and parties have reached an agreement, pursuant to A.O. M-2010-03 a proposed Final Judgment may be e-mailed in Word format by counsel for consideration by the Court.

WARNING

Electronic exhibits should use a commonly recognized format such as JPEG or PDF.

The electronic exhibits should be in a commonly recognized format such as JPEG or PDF.

WARNING

Each exhibit must be named in a manner that makes it easy to locate, such as “P#1 – Photo.”

The exhibits are to be named in such a manner as to make them easily located such as "P#1 – Photo" etc.

WARNINGCivil cases

The proposed order must be submitted as a separate document rather than attached to the motion or cover letter.

Proposed order shall be sent as a separate document, not attached to the motion or cover letter.

WARNINGCivil cases

Format

DOCX

An agreed or unopposed proposed order must be prepared in Word format.

Agreed/Unopposed Orders are to be submitted to swaldron@circuit5.org (in Word format) with a copy of the motion and a notation that the proposed Order is agreed or unopposed, and accompanied by a cover letter indicating that opposing counsel has approved the form of the order.

WARNINGCivil cases

Format

DOCX

When all parties receive electronic service, the proposed order must be prepared in Word format for email submission.

If all parties receive e-service, proposed orders should be submitted in Word format via email to swaldron@circuit5.org.

WARNING

A proposed order that fails to follow the posted formatting instructions may be returned for correction.

Proposed orders that do not follow the posted formatting instructions may be returned for correction.

WARNING

Format

PDF

For Zoom hearings, evidence under 10 pages may be submitted in PDF format to the Judicial Assistant at least 48 hours before the hearing.

If the evidence is under 10 pages, the evidence may be submitting in PDF format to the Judicial Assistant 48 hours in advance of the hearing.

WARNINGCivil cases

Applications and argument must be written in the standing order's and Florida Rules' appropriate form and ordinarily may not be presented as letters.

9. Form of motions. All applications to the Court requesting relief in any form, or citing authorities or presenting argument with respect to any matter awaiting decision, shall be made in writing in accordance with this order and in appropriate form pursuant to the Florida Rules of Civil Procedure, and unless invited or directed by the Court, should not be addressed or presented to the Court in the form of a letter or the like.

WARNING

Proposed orders must not contain page breaks, section breaks, memos, notes, or comments because hidden or blank-page formatting can cause system or filing problems and rejection.

Do not use page breaks or section breaks in your document. This causes blank pages to occur in the system. Do not insert memos, notes, or comments into your documents.

WARNING

Exhibits should be pre-marked with a letter for identification.

All exhibits should be pre-marked with a letter for identification.

WARNING

Copies of proposed orders must not be stapled.

Please do NOT staple copies.

WARNING

Hard copies sent to the Court must not bear the ICMS coding identified above.

If hard copies are being sent to the Court, please do not use the ICMS coding from above.

WARNING

Format

DOCX

Proposed orders should be submitted in Microsoft Word format.

Proposed orders should be submitted in Microsoft Word format to allow for necessary edits and to ensure timely processing.

WARNING

Proposed orders should be submitted in Word format to gwallace@circuit5.org.

Proposed orders should be submitted, in Word format, to gwallace@circuit5.org.

WARNING

Format

DOCX

Proposed orders must be submitted as Microsoft Word .docx files by email to the designated address.

All proposed orders shall be submitted in Microsoft Word format (.docx) via email JudgeMcCourtProposedOrders@circuit5.org.

INFOCivil cases

The person being examined should bring identification if identity verification is requested.

The person being examined should have a form of identification to verify their identity if requested.

INFOCivil cases

The person being examined need not bring medical records, diagnostic films or studies, aids, or reports.

The person being examined is not required to bring any medical records, diagnostic films or studies or aids or reports with him/her (2*).