Limits & Logistics
Courtesy Copies
Case Law, Memorandum of Law
Communication
Chambers
Phone
Chambers
Phone
Phone
Phone
Document Format Requirements2 rules
Courtesy copies must be submitted in PDF format.
- File type
- Courtesy copy
Order(s) that are not properly formatted will be automatically rejected by the Court.
Document Filing Requirements15 rules
Except for good cause shown, the motion must be signed by the party requesting the continuance, as required by Florida Rule of General Practice and Judicial Administration 2.545(e).
An agreed upon Motion for Continuance of Pretrial Conference or Arraignment and a proposed Order must be submitted no later than 1:00 p.m. five (5) days prior to scheduled hearing.
- Document
- Motion for continuance of pretrial conference or arraignment
Must include
- •Proposed order
All notices of hearing must contain the Americans with Disabilities Act (ADA) notification required by Florida Rule of General Practice and Judicial Administration 2.540.
All defendants MUST appear in-person for all hearings unless a waiver of appearance has been filed.
To request a remote appearance for counsel or a witness, submit a written motion and proposed order to appear virtually at least five days before the hearing.
- Document
- Motion to appear virtually
Must include
- •Proposed order
Court's wording
If a need arises for a remote appearance of counsel or a witness, a written Motion and proposed Order to appear virtually must be submitted to the court no later than five (5) days prior to the scheduled hearing or the Motion will not be considered.
Defense counsel may waive a regularly scheduled status conference in Polk Felony Divisions F4 by filing a document titled Waiver of Status Conference, reflecting that the Defendant is waiving the status conference and requesting the case be passed to the previously scheduled Pretrial Conference.
Each proposed order must include a cover letter certifying agreement by all parties or identifying any disagreement.
Court's wording
All proposed orders must 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.
The Waiver of Status Conference must be signed by counsel for the Defendant and served on the assigned attorney for the State and the assigned judge’s Judicial Assistant.
All motions must state opposing counsel’s objection or lack of objection.
If the case is proceeding to trial, counsels shall meet and confer and complete the Trial Readiness Certification to present to the Court at Mandatory Docketing.
The Court requires a memorandum for sentencing after trial, open pleas to the Court, and upon formal request of the Court.
If a party believes there is a factual basis for setting an emergency hearing, a detailed motion setting forth the following must be filed: (1) the issues to be resolved, (2) reasons why an emergency hearing is necessary, and (3) the amount of time needed for each party’s presentation.
Defendants Represented by Counsel: Counsel shall file the Motion for Modification and/or Termination with the Probation Officer’s Recommendation Report. See Exhibit C for the Probation Officer form.
Pro se defendants seeking probation modification or termination must submit a written request to the Felony Clerk’s office.
Court's wording
Pro Se Defendants: Defendants who wish to seek a modification and/or terminate their probation must submit the request in writing to the Felony Clerk’s office at: P.O. Box 9000, Drawer CC-9, Bartow, FL. 33831-9000, for processing.
Both parties, acting in good faith, represent to the Court that this case is ready for trial today, which means that: ☐ Counsel have good contact with all their witnesses. ☐ All necessary depositions, investigations, and discovery have been completed. ☐ All mitigation, if any, has been submitted to the State. ☐ The State has made a plea offer which was provided to opposing counsel. ☐ All pre-trial motions have been filed and ruled on, except for motions in limine which will take less than 10 mins each.
Filing & Service rules
Filing Timing and Cure Windows
The Court must receive all hearing materials at least three business days before the hearing.
The Court must receive all materials for the hearing no later than three (3) business days before the hearing.
Page 3 | B. Scheduling Procedures
After confirmation from the Judicial Assistant, the scheduling party must file and immediately serve a Notice of Hearing.
Upon confirmation from the Judicial Assistant, the scheduling party must file and immediately serve a Notice of Hearing.
Page 3 | B. Scheduling Procedures
Immediately file and serve a notice of cancellation on opposing counsel and any self-represented litigant.
You must also immediately file and serve a notice of cancellation on opposing counsel and any self-represented litigant.
Page 3 | B. Scheduling Procedures
Submit an agreed continuance motion and proposed order by 1:00 p.m. five days before the hearing; otherwise, the hearing remains on the docket and will be addressed in court at its scheduled time.
An agreed upon Motion for Continuance of Pretrial Conference or Arraignment and a proposed Order must be submitted no later than 1:00 p.m. five (5) days prior to scheduled hearing. Otherwise, the hearing will remain on the docket and will be addressed in Court at the scheduled time.
Page 3 | B. Scheduling Procedures
A motion for remote appearance must be submitted no later than five days before the hearing or it will not be considered.
If a need arises for a remote appearance of counsel or a witness, a written Motion and proposed Order to appear virtually must be submitted to the court no later than five (5) days prior to the scheduled hearing or the Motion will not be considered.
Page 4 | C. Court Appearances
File the Waiver of Status Conference no later than close of business two business days before the scheduled status conference.
The Waiver of Status Conference must be filed and served no later than close of business two business days prior to the scheduled status conference. (e.g., 5:00 p.m. on Wednesday for a Friday morning status conference).
Page 4 | B. Scheduling Procedures
Memorandums and courtesy copies are due no later than 3 days before the matter is heard.
Memorandums and Courtesy Copies must be submitted to the court no later than three (3) days before the matter will be heard.
Page 5 | E. Memorandums and Courtesy Copies of Case Law
Proposed orders are due no later than 10 days after a hearing unless the Court directs otherwise.
Proposed orders must be submitted no later than ten (10) days after any hearing unless otherwise directed by the Court.
Page 5 | D. Submission of Motions and proposed Orders
Processing a probation modification or termination request can take up to 30 business days.
Be advised, processing of the request can take up to thirty (30) business days.
Page 6 | H. Early Termination of Probation
Service and Proof of Service Rules
Attorneys and self-represented litigants must make and receive service by email, generally through the Florida Courts E-Filing Portal, unless excused.
All attorneys and self-represented litigants must make and receive service by e-mail, which is generally through the Florida Courts E-Filing Portal, unless excused. Fla. R. Gen. Prac. & Jud. Admin. 2.516.
Page 2 | A. Communications with the Judicial Office
Attorneys and self-represented litigants must update their contact information using Form 2.603 whenever their registered electronic-service email account changes.
It is the responsibility of attorneys and self- represented litigants to update their contact information using Form 2.603 any time there is a change in the e-mail account registered for electronic service.
Page 2 | A. Communications with the Judicial Office
Upon confirmation from the Judicial Assistant, the scheduling party must file and immediately serve a Notice of Hearing.
Upon confirmation from the Judicial Assistant, the scheduling party must file and immediately serve a Notice of Hearing.
Page 3 | B. Scheduling Procedures
Immediately serve the notice of cancellation on opposing counsel and any self-represented litigant.
You must also immediately file and serve a notice of cancellation on opposing counsel and any self-represented litigant.
Page 3 | B. Scheduling Procedures
Do not add the Judicial Assistant to the e-service list; serve the Judicial Assistant by separate email.
The Judicial Assistant must not be added to the e-service list but served by separate e-mail.
Page 4 | B. Scheduling Procedures
Serve the Waiver of Status Conference no later than close of business two business days before the scheduled status conference.
The Waiver of Status Conference must be filed and served no later than close of business two business days prior to the scheduled status conference. (e.g., 5:00 p.m. on Wednesday for a Friday morning status conference).
Page 4 | B. Scheduling Procedures
Serve the Waiver of Status Conference on the assigned attorney for the State and the assigned judge’s Judicial Assistant.
The Waiver of Status Conference must be signed by counsel for the Defendant and served on the assigned attorney for the State and the assigned judge’s Judicial Assistant.
Page 4 | B. Scheduling Procedures
Courtesy Copy Requirements
Counsel may send courtesy copies of case law or memorandums of law on any matter counsel considers appropriate.
Counsel may send courtesy copies of Case Law or Memorandums of Law on any matter counsel finds appropriate.
Page 5 | E. Memorandums and Courtesy Copies of Case Law
Adjournment & Extension Requirements
Continuances are disfavored and may be granted only for good cause; successive continuances are highly disfavored, and lack of due diligence is not grounds for one.
Motions for continuance are disfavored and will be granted only upon good cause shown. Successive continuances are highly disfavored. Lack of due diligence is not grounds for granting a continuance.
Page 3 | B. Scheduling Procedures
Chambers Communication Rules
Submit communications to the judicial office by email to the Judicial Assistant.
Communications to the judicial office must be submitted by e-mail to Janet Caudillo, Judicial Assistant at JCaudillo@Jud10.FLCourts.org.
Page 2 | A. Communications with the Judicial Office
Copy all parties on emails to the judicial office unless the communication is authorized ex parte by law.
All parties must be copied on any e-mail directed to the judicial office, unless an ex parte communication is authorized by law.
Page 2 | A. Communications with the Judicial Office
Communications with the judicial office must comply with Canon 3, including its restrictions on ex parte communications.
All communications with the judicial office must comply with Canon 3 of the Code of Judicial Conduct, which prohibits a judge from initiating, permitting, or considering ex parte communications and from considering other communications outside the presence of the parties concerning a pending or impending proceeding, unless authorized by law.
Page 2 | A. Communications with the Judicial Office
Email subject lines to the judicial office must include the case number, case name, and relevant matter.
The subject line of any e-mail to the judicial office must contain the case number, case name, and relevant matter (e.g., 2024 DR 001234 SC – Doe v. Doe – 2-Hour Hearing Requested).
Page 2 | A. Communications with the Judicial Office
Email the judicial office to confirm and reserve the court date before submitting the Notice of Hearing.
You must e-mail the judicial office to confirm and reserve your court date prior to submitting your Notice of Hearing.
Page 3 | B. Scheduling Procedures
Notify the Judicial Assistant immediately to cancel a hearing.
You must cancel hearings by notifying the Judicial Assistant immediately.
Page 3 | B. Scheduling Procedures
Email the Judicial Assistant to obtain motion hearing times, including the case number, Defendant’s name, matters to be heard, and time required.
Scheduling Hearings: E-mail the Judicial Assistant at, JCaudillo@Jud10.FLCourts.org to obtain hearing times for your Motion. Such requests must include the case number, Defendant’s name, matter(s) to be heard, and time required.
Page 3 | B. Scheduling Procedures
Memorandums and courtesy copies of case law must be emailed to the Judicial Assistant at the stated address.
Memorandums and Courtesy Copies of Case Law must be submitted via e-mail to the Judicial Assistant at JCaudillo@Jud10.FLCourts.org.
Page 5 | E. Memorandums and Courtesy Copies of Case Law
Email the completed form to Janet Caudillo, the judge’s judicial assistant, at the listed address.
E-mail completed form to Janet Caudillo, JA to Judge Brenda P. Ramirez at JCaudillo@jud10.flcourts.org
Page 11
If represented, contact your attorney directly with questions or concerns.
If you are represented by an attorney, you must contact your attorney directly with any questions and/or concerns.
Page 1
If the judicial office requests it, send a follow-up email after a telephone communication.
The judicial office may request a follow up e- mail to any telephonic communication.
Page 2 | A. Communications with the Judicial Office
Parties may contact the judicial office only in accordance with these practices and procedures.
Parties may only contact the judicial office in accordance with these practices and procedures.
Page 2 | A. Communications with the Judicial Office
Do not contact the judicial office by text message.
The judicial office does not accept text messages.
Page 2 | A. Communications with the Judicial Office
The court will not consider unsolicited communications from non-parties.
Unsolicited communications from non-parties will not be considered by the court.
Page 2 | A. Communications with the Judicial Office
Do not include the Judicial Assistant in electronic communications with other parties coordinating a hearing.
DO NOT include the Judicial Assistant in any electronic communications with other parties relating to the coordination of the hearing.
Page 3 | B. Scheduling Procedures
The scheduling party must send the Judicial Assistant a copy of the Notice of Hearing.
The scheduling party must also send a copy of the Notice of Hearing to the Judicial Assistant.
Page 3 | B. Scheduling Procedures
The judicial assistant aims to provide a substantive response within one business day or, if unable, acknowledge receipt and give an expected response time or alternate contact.
The judicial assistant strives to substantively respond to all inquiries within one business day. If the judicial assistant is unable to substantively respond within one business day, your message will be acknowledged as received with an indication of when to expect a substantive response or an alternate contact for immediate assistance.
Page 2 | A. Communications with the Judicial Office
The judicial office may be contacted by telephone when necessary at 863-534-4366.
On occasion, it may be necessary to communicate with the judicial office via telephone. The judicial office may be contacted via telephone at 863-534-4366.
Page 2 | A. Communications with the Judicial Office
Contact Court I.T. at 863-534-7788 with inquiries about technology needs.
For any inquiries regarding technology needs, contact Court I.T. at 863-534-7788.
Page 4 | C. Court Appearances
Those needing an interpreter for a hearing or trial may contact the interpreter’s office by telephone.
You can contact the interpreter’s office via telephone at 863-534-7700
Page 6 | I. Other Division Procedures
Those needing an interpreter for a hearing or trial may contact the interpreter’s office by email.
or via e-mail at CourtInterpreters@jud10.flcourts.org.
Page 6 | I. Other Division Procedures
People who are hearing or voice impaired may call 711 for ADA accommodations.
if you are hearing or voice impaired, call 711.
Page 6 | I. Other Division Procedures
For ADA accommodations, contact the Court Administrator at least 7 days before the appearance, or immediately upon receiving the court-date notice if fewer than 7 days remain.
Please contact the Office of the Court Administrator, 255 N. Broadway Avenue, Bartow, Florida 33830, 863-534-4686, at least 7 days before your scheduled court appearance, or immediately upon receiving your court date notification if the time before the scheduled appearance is less than 7 days;
Page 6 | I. Other Division Procedures