How to Remind Clients of Court Dates: A Step-by-Step Guide

Why it's worth a system

Missed court dates usually come from forgetting, confusion about the date or place, or everyday problems like work, child care, and rides, more often than from clients avoiding court. Researchers who studied automated text reminders in a randomized trial of public defender clients found 20% fewer bench warrants among clients who got reminders. Read the research.

Step 1: Get every court date on one calendar

Reminders are only as good as the calendar behind them. Put every hearing on one calendar, such as Google Calendar or Outlook, as soon as it is set, with the client's name in the title, the courthouse in the location, and the department or courtroom.

Step 2: Collect phone numbers and consent at intake

Ask for the client's mobile number and, with their permission, the numbers of a family member or cosigner who helps them get to court. Note each person's preferred language. Get written consent to receive reminder texts in your intake form. Our free SMS consent language is a starting point.

Step 3: Use a fixed reminder schedule

Decide once and apply it to every court date. A schedule of 7, 3, and 1 day before is widely used and matches the schedule in the Santa Clara County study. Compare reminder schedules.

Step 4: Write short, specific reminders

Date and time, courthouse name and street address, and department or courtroom.
Who it's from, so the client knows it's real.
A way to confirm, such as "Reply C to confirm."
Nothing about the case itself: no charges, case numbers, or notes.

See ready-to-use wording in English and Spanish: court date reminder text examples.

Step 5: Track confirmations and follow up

Before each court day, look at who hasn't confirmed and call them. Missing phone numbers and unclear addresses are worth fixing days ahead, not the morning of.

Step 6: Update reminders when hearings move

Continuances are where manual systems break. When a hearing is reset, the reminders have to move too, and the client should hear about the new date.

Step 7: Respect opt-outs

If someone replies STOP or asks not to be contacted by text, stop and note it. Use another way to reach them about court.

Want this done automatically? CourtRemind^™ reads court dates from your Google or Outlook calendar and sends a text reminder to each client and family member 7, 3, and 1 day before, in English or Spanish. Clients reply C to confirm. See how it works or try 25 texts free.

Questions

How far in advance should I remind a client about court?

Send more than one reminder. A common schedule is 7, 3, and 1 day before the court date: a week gives time to arrange a ride and time off, and the day before catches anyone who forgot.

Should I remind the client's family too?

With the client's permission, yes. A parent, spouse, or cosigner often handles transportation and child care, and they can make sure the client gets there.

What if the client doesn't reply?

Treat no reply as a reason to call. Asking clients to reply to confirm gives you a short list of people to follow up with before the hearing.

This guide is general information, not legal advice. Rules differ by state and court; check the rules that apply to your practice.

How to remind clients of their court dates.