Courtesy Copy
An additional copy of filed documents provided to the judge, often required by local rules for motions with exhibits.
What You Need to Know
Courtesy copies are paper or PDF copies of e-filed documents provided directly to judges for easier review, particularly when exhibits are voluminous or complex. Many courts require courtesy copies for motions exceeding a certain page count (commonly 25 pages) or containing more than 3 exhibits. Delivery methods vary by court: some require physical delivery to chambers, others accept email to judicial assistants, and some provide document drop boxes. Courtesy copies are typically not part of the official court record—they are working copies for the judge. Local rules specify whether courtesy copies must be tabbed, hole-punched, bound, or provided in binders.
Relevant Practice Areas
Frequently Asked Questions
When do I need to provide a courtesy copy to the judge?
Check local rules for your specific court—requirements vary widely. Common triggers include: (1) motions with exhibits totaling more than 25 pages, (2) any motion with more than 3 exhibits, (3) trial documents and exhibit lists, (4) proposed orders requiring judge signature, or (5) any filing the judge specifically requests in chambers copies. Federal courts often require courtesy copies for summary judgment motions and Daubert motions. State courts may require them for all law and motion filings. When in doubt, check the individual judge's standing orders or contact their judicial assistant.
How should I format and deliver courtesy copies?
Follow these standard practices unless local rules specify otherwise: (1) include a cover page stating "Courtesy Copy for [Judge Name]" with case name and number, (2) use tabs for each exhibit matching the e-filed exhibit labels, (3) 3-hole punch for binder filing if delivering physically, (4) deliver within 24 hours of e-filing (some courts require same-day delivery), (5) provide one copy per judge (if multiple judges are assigned, provide copies for each). Delivery: check if the court accepts email to judicial assistants (fastest), requires physical delivery to chambers, or has a drop box at the clerk's office. Never contact judges directly—go through judicial assistants or clerks.
Do courtesy copies go in the official court file?
No, courtesy copies are working documents for the judge and do not become part of the official court record. The e-filed version on the docket is the official filing. This distinction matters because: (1) courtesy copies may be discarded after the hearing, (2) corrections or amendments must be e-filed, not just provided as courtesy copies, (3) appellate records pull from the official docket, not courtesy copies, and (4) public access requests do not include courtesy copies. Always ensure the e-filed version is complete and accurate—never rely solely on courtesy copies to supplement deficient e-filings.
When It's Used
Helps judges review exhibits before hearings
Example
"Providing the judge a tabbed binder with all motion exhibits separate from the e-filed version."
Related Terms
Trial Binder
An organized collection of exhibits, pleadings, and notes prepared for use during trial. Often includes tabs for each witness and exhibit.
E-Filing
Electronic submission of legal documents to courts through online portals. Often requires specific file formats and exhibit naming conventions.
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