First Judicial Circuit of Florida, Escambia, Okaloosa, Santa Rosa and Walton Counties Document Format Requirements

CRITICAL

Proposed orders must be submitted in Word format.

All proposed Orders must be submitted in Word format

CRITICAL

Proposed orders must not include blanks for the date of entry.

Please do not include blanks for the date of entry of the Order.

CRITICAL

Courtesy copies sent by email must be PDFs; hard or printed copies are also identified as an accepted format.

Format: PDF if sent via email or hard/printed copies

CRITICAL

Proposed orders must be submitted in Word format.

All proposed orders must be submitted in Word format

CRITICAL

The State in criminal cases and the Plaintiff in civil cases must number exhibits; the Defense must use letters.

The State (in criminal cases) or the Plaintiff (in civil cases) shall use numbers, and the Defense shall use letters.

CRITICAL

Format

PDF_A

Courtesy copies must be submitted in PDF/A format.

Courtesy copies must be submitted in PDF/a format.

CRITICAL

Proposed orders must include “DONE AND ORDERED.”, leave space for the Judge’s e-signature, and omit the date because it is added automatically.

Please write “DONE AND ORDERED.” with sufficient space below for the Judge’s e-signature (five single spaced lines works best). Please do not write the date that it is done and ordered; the date will be automatically included in the e-signature.

CRITICAL

Applies to

Proposed order

All proposed orders must be filed via the e-portal and submitted in Microsoft Word format. If a Proposed Order (or other document for signature) is not submitted in Word format, it may be returned to you for resubmission.

All proposed orders must be filed via the e-portal and submitted in Microsoft Word format. If a Proposed Order (or other document for signature) is not submitted in Word format, it may be returned to you for resubmission.

CRITICAL

Applies to

Proposed order

Format

DOCX

Proposed orders must be submitted in Microsoft Word format.

Proposed orders must be in MS Word format.

CRITICAL

Format

PDF

Courtesy-copy materials must be provided as a single searchable PDF document.

A single, searchable PDF document.

CRITICAL

Applies to

Proposed order

Submit all proposed orders in Word format.

All proposed orders must be submitted in Word format.

CRITICAL

Applies to

Exhibits

Label exhibits using the format “Petitioner/Plaintiff 1” or “Respondent/Defendant A.”

Exhibits must be labeled in the following format: “Petitioner/Plaintiff 1” or “Respondent/Defendant A.”

CRITICAL

Evidentiary hearings and hearings longer than one hour require an in-person appearance.

Evidentiary hearings, regardless of amount of time and hearings scheduled for more than one hour will require IN-PERSON appearance.

CRITICAL

The prescribed statement in a public-facility proceeding notice must be bold and in 14-point Times New Roman or Courier.

All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.

CRITICAL

Applies to

Proposed order

Do not use DJMCA format codes in proposed orders.

DO NOT use DJMCA format codes.

CRITICAL

Applies to

Proposed order

Format

DOCX

Proposed orders must be submitted in Word format; an additional PDF proposed order with attachments may be submitted when the attachments cannot be included in Word.

Proposed orders are to be submitted in Word format. In the event the proposed order requires an attachment that cannot be accomplished via Word, you may submit an additional proposed order including all attachments as a PDF.

CRITICAL

The ADA notice in notices of court proceedings must use Times New Roman or Courier, 14-point bold font.

Administrative Order 2015-32 requires that all notices of court proceedings include the following ADA notice (in Times New Roman or Courier, 14-point bold font):

CRITICAL

Proposed orders must be submitted in Word format and provided to opposing counsel and any self-represented litigant.

Format: All proposed orders must be submitted in Word format and provided to opposing counsel and any self-represented litigant.

CRITICAL

Format

PDF

Courtesy copies of case law and other documents must be submitted in PDF format.

Format: PDF

CRITICAL

Title hearing-material submissions with the hearing date and party, identifying the defendant by name when there is more than one defendant.

All submissions must be titled with the date of hearing and party. For example, 01/01/26 Plaintiff or Defendant- John Doe if more than one defendant.

CRITICAL

Do not use DJMCA format codes in the proposed order’s signature block.

DO NOT use DJMCA format codes (DDDD, JJJJ, CCCC) for the signature block.

CRITICAL

Format

DOCX

Proposed orders must be submitted in Word format.

Proposed orders are to be submitted in Word format.

CRITICAL

The required statement in notices of proceedings held in a public facility must be bold and in 14-point Times New Roman or Courier font.

All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.

CRITICAL

The required accommodation statement in a public-facility proceeding notice must be bold and set in 14-point Times New Roman or Courier.

All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.

CRITICAL

Do not use DJMCA format codes in a proposed order’s signature block.

DO NOT use DJMCA format codes (DDDD, JJJJ, CCCC) for the signature block.

CRITICAL

Format

DOCX

Submit proposed orders in Word format, but use the “Signed Proposal” option to file a PDF when an attachment cannot be created in Word.

Proposed orders are to be submitted in Word format. In the event the proposed order requires an attachment that cannot be accomplished via Word, you may use the “Signed Proposal” option, which will allow filing of a PDF.

CRITICAL

Proposed orders must use Judge Duncan’s preferred signature block.

Proposed orders are to be submitted with Judge Duncan’s preferred signature block as shown below.

CRITICAL

Notebooks should be no more than 300 pages per notebook (documents can be two sided).

Notebooks should be no more than 300 pages per notebook (documents can be two sided).

CRITICAL

All parties must agree to appear by Zoom, and hybrid hearings are not allowed.

All parties must agree to appear via Zoom, no hybrid hearings will be allowed.

CRITICAL

The party calling a remote witness must ensure the witness has a working camera and microphone and has tested the internet connection before the hearing.

If a witness appears remotely, the party calling the witness must ensure the witness has a functioning camera and microphone and has tested the internet connection before the hearing.

CRITICAL

Remote participants must keep their microphone muted until the Court instructs otherwise.

Your microphone must be muted until instructed otherwise by the court.

CRITICAL

Remote participants must have their camera on when joining and keep it on until the Court instructs otherwise.

Your camera must be active when joining the proceeding and kept on until instructed otherwise by the court.

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Remote participants must appear from a quiet, private, distraction-free location and may not appear while driving.

A private location that is quiet and free from distractions is required. Under no circumstances will a participant be permitted to appear remotely while driving.

CRITICAL

A thumb drive must be malware-free and contain only documents and exhibits relevant to the hearing.

Any thumb drive shall be free of any malware and shall contain only documents and exhibits relevant to the hearing at which they are being presented.

CRITICAL

Format

DOCX

Proposed orders must be submitted in Microsoft Word format through the e-filing system unless the Court instructs otherwise.

All proposed orders must be submitted in Microsoft Word format through the e-filing system unless otherwise instructed.

CRITICALCivil cases

Submit proposed orders in Word format through the Florida e-Filing Portal.

Submit all proposed orders in Word format to the Florida e-Filing Portal pursuant to Administrative Directive ECAD 2021-03.

CRITICAL

Format

DOCX

All proposed orders should be in Microsoft Word format and be accompanied by a cover letter either (1) certifying that all parties agree to the order or (2) containing a statement identifying any disagreement of the parties as to the proposed order.

All proposed orders should be in Microsoft Word format and be accompanied by a cover letter either (1) certifying that all parties agree to the order or (2) containing a statement identifying any disagreement of the parties as to the proposed order.

CRITICAL

Trial counsel and parties are expected to attend the pretrial conference in person unless excused.

Trial counsel and parties are expected to appear in person at the pretrial conference unless otherwise excused.

CRITICAL

Applies to

Written closing arguments

Written closing arguments must be submitted in Word format.

Written closing arguments are due to the Court in Word.

CRITICAL

Proposed orders must be submitted in Word format and provided to opposing counsel and any self-represented litigant.

All proposed orders must be submitted in Word format and provided to opposing counsel and any self-represented litigant.

CRITICAL

The ADA notice in notices of court proceedings must use Times New Roman or Courier, 14-point bold font.

Administrative Order 2015-32 requires that all notices of court proceedings include the following ADA notice (in Times New Roman or Courier, 14-point bold font):

CRITICAL

All proposed Orders should be submitted in Word format pursuant to Administrative Order ECAD 2021-03.

All proposed Orders should be submitted in Word format pursuant to Administrative Order ECAD 2021-03.

CRITICAL

Format

PDF

E-file the proposed order in Word format and submit a cover letter in PDF format.

E-file the proposed Order in Word format and a cover letter in PDF format.

CRITICAL

Format

DOCX

Submit all proposed orders in Microsoft Word format.

All proposed orders must be submitted in Microsoft Word format.

CRITICAL

Orders and judgments must be submitted in Word format.

Format: Word.

CRITICAL

Format

PDF

Courtesy submissions must be in PDF format; hard copies and binders must not be submitted.

Format: PDF. Do not submit hard copies/binders.

CRITICAL

If exhibits were filed with the Clerk three days before the hearing, paper or electronic exhibits may be used to question witnesses; if they were not filed at least three business days before the hearing, paper exhibits must be used.

If the exhibits have been filed with the Clerk 3 days prior to the hearing, paper or electronic exhibits may be used to question witnesses. If exhibits have not been filed with the Clerk at least 3 business days prior to the hearing, paper exhibits must be used.

CRITICAL

Format

PDF

Courtesy materials should be combined in one searchable PDF, named in the prescribed format, with a table of contents and bookmarks, and arranged in the listed order.

Procedures: All documents should be combined into one (1) PDF. The PDF should be named in the following format: Case Number Party’s name Motion Name DIN of Motion, i.e. 2025CA000001 Smith Motion for Summary Judgment DIN 35.The PDF must be searchable, contain a table of contents, and bookmarks for each item. The documents in the PDF should be in the following order: Table of Contents Notice of Hearing Motion/Opposition/etc. Opposing Party’s Motion/Opposition (if the party desires) Reply (if applicable) Supporting documents Case law Other items

CRITICAL

Applies to

Special affidavit

Every question in the special affidavit must be answered, and answers must be typed or printed neatly in ink.

NOTE: YOU MUST ANSWER EVERY QUESTION, EITHER BY TYPING OR PRINTING NEATLY IN INK.

CRITICAL

Bring original exhibits to court for civil non-jury trials and evidentiary hearings.

For non-jury trials and evidentiary hearings in civil cases, please bring the original exhibits to court with you.