Twelfth Judicial Circuit of Florida (DeSoto, Manatee, Sarasota) Document Format Requirements

CRITICAL

A proposed order to be recorded must leave a three-by-three-inch blank space at the top right for the Clerk’s stamp.

If the document is to be recorded (e.g., judgment), there must be a blank space measuring 3 inches by 3 inches at the top right for Clerk’s recording stamp;

CRITICAL

Format

PDF_A

Attachments to proposed orders must be submitted in PDF/A format.

Any attachment to a proposed order must simultaneously be submitted through the E-Filing Portal in PDF/A format.

CRITICALCivil cases

Format

PDF

Hearing submissions by email must include two separate PDFs: one containing the Notice of Hearing, petition, relevant attachments, and highlighted case law, and another containing only proposed orders; multiple orders for one hearing may share a PDF.

The court requires that two separate .PDF files be attached to your email. The first .PDF attachment should include your Notice of Hearing, Petition, and any relevant attachments. Case law must be highlighted. The second .PDF attachment should contain only your proposed orders. Multiple orders for one hearing may be scanned together in one .PDF document.

CRITICAL

Format

DOCX

Proposed orders must be submitted through the Portal in Word (.docx) format or they will be rejected.

The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICAL

Format

PDF_A

Cover letters must be submitted through the Portal in PDF/A format.

Cover letters must be submitted through the Portal in PDF/A format.

CRITICAL

Format

DOCX

Submit proposed orders through the Portal in Word (.docx) format or they will be rejected.

The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICAL

Format

PDF

Motions and supporting documents sent to the Judicial Assistant must be emailed in PDF format.

All motions and supporting documents must be sent to Judge Felix’s judicial assistant in PDF format via email.

CRITICAL

Format

PAPER

Documentary evidence exhibits filed with the Clerk must be in paper format.

The Clerk requires documentary evidence exhibits to be in paper format.

CRITICAL

Format

PDF_A

Cover letters must be submitted in PDF/A format only.

Cover letters: PDF/A format only

CRITICAL

Format

DOCX

All proposed orders must be in Word format.

Proposed orders must be submitted through the Portal: All proposed orders must be submitted through the Portal and submitted in Word format only.

CRITICAL

Format

PDF_A

The cover letter accompanying a proposed order must be in PDF/A format.

All proposed orders must be accompanied by a cover letter in PDF/A format.

CRITICAL

Format

PDF_A

Proposed order attachments must be in PDF/A format.

Further, any proposed attachment to a proposed order must simultaneously be submitted through the Portal in PDF/A format.

CRITICAL

For physical pre- or post-hearing submission, proposed orders may be hand-delivered, mailed, or sent overnight and must include an original, sufficient copies, and stamped addressed mailing envelopes.

Pre- & Post-Hearing (Physical Submission): Proposed orders may be sent via hand delivery, U.S. Mail or overnight and must include an original and adequate number of copies for conforming and stamped, addressed envelopes for mailing.

CRITICALCivil cases

Format

DOCX

Final Judgments of Dissolution must be sent in Word format to the Family Division 3 email address.

Final Judgments of Dissolution are to be sent in Word format to FamilyDiv3@jud12.flcourts.org.

CRITICALCivil cases

Format

DOCX

A proposed order submitted through the Portal must be in Word (.docx) format or it will be rejected.

The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICALCivil cases

Format

PDF_A

Cover letters submitted through the Portal must be in PDF/A format.

Cover letters must be submitted through the Portal in PDF/A format.

CRITICAL

Format

PDF_A

Cover letters accompanying proposed orders must be in PDF/A format.

All proposed orders must be accompanied by a cover letter in PDF/A format.

CRITICAL

Format

PDF_A

Attachments to proposed orders must be in PDF/A format.

Further, any proposed attachment to a proposed order must simultaneously be submitted through the Portal in PDF/A format.

CRITICAL

Proposed orders must be emailed in Word format to the division email address.

All proposed orders should be emailed in word format to CoDivision3@jud12.flcourts.org.

CRITICAL

Format

DOCX

Portal-submitted proposed orders must be electronic Word (.docx) files or they will be rejected.

The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICAL

Format

PDF_A

Cover letters submitted through the Portal must be in PDF/A format.

Cover letters must be submitted through the Portal in PDF/A format.

CRITICAL

Format

DOCX

A post-trial Final Judgment may be submitted only when requested by the Court, and then it must be in Word format.

No Final Judgment after trial may be submitted unless specifically requested by the Court. When requested, proposed Final Judgments must be submitted in Word format.

CRITICAL

Format

DOCX

Submit proposed orders through the Portal’s Proposed Documents feature in Word (.docx) format; these submissions are transmitted to the judge but are not filed in the court file.

Proposed orders submitted through the “Proposed Documents” feature of the Portal are electronically transmitted to Judge Bruning. Proposed orders submitted to the judge or magistrate will not be filed in the court file. The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICAL

Format

PDF_A

Portal-submitted proposed orders to Sarasota County judges and magistrates must include a cover letter submitted in PDF/A format.

Cover letters must be submitted through the Portal in PDF/A format. All proposed orders submitted through the Portal to judges and magistrates in Sarasota County require a cover letter. If a cover letter is not included, it will be rejected.

CRITICAL

Format

DOCX

Do not submit a post-trial Final Judgment unless the Court requests it; submit a requested judgment in Word format.

No Final Judgment after trial shall be submitted unless specifically requested by the Court. When requested, proposed Final Judgments shall be submitted in Word format.

CRITICAL

Anyone authorized to appear by Zoom must use a working camera and may not appear by telephone, including court reporters.

If you are authorized to appear by Zoom, you must appear with a working camera. You may not appear by telephone. This includes Court Reporters.

CRITICAL

Submit each proposed order in Word format through the ePortal with a PDF/A cover letter also submitted through the ePortal.

All proposed orders must be in Word format only and must be accompanied by a cover letter that is also submitted though the ePortal. The cover letter must be in PDF/A format.

CRITICAL

Format

PDF

Send electronic hearing materials to Family Division 2 as a single PDF file.

Electronic copies of hearing materials should be sent to Family Division 2 (email address to be updated). The Court will accept these documents in electronic format only if provided as a single PDF file.

Checked and corrected to match the court's document on Oct 9, 2026CRITICAL

The Court will not open links; submissions must be provided in an acceptable format.

The Court will not open links of any kind. All submissions shall be in a format acceptable to the Court.

CRITICAL

A disposition requiring DNA and fingerprints must occur in person before the judge.

All dispositions requiring DNA and fingerprints are required to be done in person, in front of the Judge.

CRITICAL

When mailing a proposed order, provide copies for conforming and return stamped envelopes for all parties.

If mailing proposed orders to the Court, parties must supply copies of the proposed order for conforming and return stamped envelopes for all parties.

CRITICAL

Format

PAPER

Evidentiary exhibits must be in paper format, with an identical courtesy copy for the judge; for a permitted remote hearing, hard copies must be sent at least five business days beforehand.

The Clerk requires evidentiary exhibits to be in paper format. Attorneys should plan accordingly. An identical copy of the exhibits provided to the Clerk should be provided to Judge Whyte as Courtesy Copies, above. If the hearing is permitted to be remote, hard copies of the exhibits shall be sent to Judge Whyte’s office no fewer than five (5) business days prior to the hearing.

CRITICAL

Format

PAPER

Completed plea-in-absentia paperwork, including original documents, must be delivered to Chambers in hard copy at least 24 hours before the scheduled plea date.

All completed plea in absentia (PIA) paperwork must be submitted to Chambers in hard copy form at least 24 hours prior to scheduled PIA date (Court requires the original documents.)

CRITICAL

Proposed orders must be in Word format; cover letters and order attachments must be in PDF/A format.

Proposed orders: Word format only Cover letters: PDF/A format only Attachments to orders: PDF/A format only

CRITICAL

At least two days before an evidentiary hearing or trial, exhibits and exhibit indexes/lists must be delivered in a three-ring binder with an index and plaintiff exhibits numbered 1–10 and defendant exhibits lettered A–Z.

Exhibits for evidentiary hearings and trials, as well as indexes/exhibit lists, must be delivered to the Court at least two days prior to the hearing date in a three (3) ring binder with an index listing the exhibits, documents or other evidence to be used at trial and labeling the evidence as follows: Plaintiff – Each exhibit or piece of evidence shall be identified by a number (1‐10) Defendant – Each exhibit or piece of evidence shall be identified by a letter (A‐Z)

CRITICAL

Format

DOCX

Proposed orders submitted through the Portal must be in Word (.docx) format or they will be rejected.

The proposed order must be submitted electronically through the Portal in Word (.docx) format. If not submitted in Word format, it will be rejected.

CRITICAL

Format

PDF

Send electronic hearing materials to the division email as a single text-searchable, indexed, and consistently bookmarked PDF; provide proposed orders and final judgments as separate Word attachments.

Electronic copies of hearing materials should be sent to Family2@jud12.flcourts.org. The Court will accept these documents in electronic format only if provided as a single PDF file and must: be text searchable; be paginated with page numbers exactly matching the index pagination; be bookmarked consistent with the index. Proposed Orders/Final Judgments should be a separate attachment in Word Format.

WARNING

Format

PDF

Do not provide materials through outside links or ZIP files; submit documents as PDFs or another readable format.

The court cannot click on outside links such as Dropbox, Cloud based sites or Sharing sites. Documents must be submitted in .PDF or another readable format. The court cannot open Zip files or folders.

WARNING

Format

DOCX

Send proposed final judgments in editable Word format to the division email address.

Final Judgments should be sent in Word (editable) format to CirCivDivB@jud12.flcourts.org.

WARNING

Do not include unnecessary headers or footers, such as firm names, in a proposed order.

include any unnecessary headers or footers (e.g., firm names) within the proposed Order.

WARNING

Do not place a date in a proposed order, and leave room for the judge’s electronic signature.

Do not include a date; the date is included with the judge’s electronic signature. Please leave adequate room in the document for the judge’s electronic signature.

WARNINGCriminal cases

The State must mark exhibits with numbers and the Defense must mark exhibits with letters.

State to use numbers; Defense to use letters.

WARNINGCivil cases

Do not include a date in the proposed order, and leave adequate room for the judge’s electronic signature.

Do not include a date; the date is included with the judge’s electronic signature. Please leave adequate room in the document for the judge’s electronic signature.

WARNINGCivil cases

Format

DOCX

Final judgments should be sent in Word format.

Final judgments should be sent in Word format

WARNINGCriminal cases

The State must use numbers to mark exhibits, and the Defense must use letters.

State to use numbers; Defense to use letters.

WARNING

A document to be recorded must leave a 3-by-3-inch blank space in the upper-right corner for the Clerk’s stamp.

If the document is to be recorded (e.g., judgment), there must be a blank space measuring 3 inches by 3 inches at the top right for Clerk’s recording stamp.

WARNINGCriminal cases

PowerPoint presentations submitted to the clerk must have both printed and electronic versions.

For PowerPoint presentations, please have a printed version as well as an electronic version for clerk submission.

WARNINGCriminal cases

The State must identify its exhibits by number, and the Defense or Defendant must identify exhibits by letter.

The State shall use numbers to denote their exhibits. The Defense/Defendant shall use letters.

WARNINGCriminal cases

Proposed jury instructions and a verdict form must be provided in Word format.

Parties shall provide proposed jury instructions and a verdict form by email (in word format) no later than the Friday before the start of the trial period to CoDivision3@jud12.flcourts.org

WARNING

The State must identify pre-marked exhibits with numbers, and the Defense must identify them with letters.

State to use numbers; Defense to use letters.

WARNING

Format

DOCX

Final Judgments of Dissolution should be sent in Word format to Family Division 4.

Final Judgments of Dissolution send in Word format to Family Division 4.

WARNING

Proposed orders should not include unnecessary headers or footers, such as firm names.

include any unnecessary headers or footers (e.g., firm names) within the proposed Order.

WARNING

Do not date a proposed order; leave room for the judge’s electronic signature.

Do not include a date; the date is included with the judge’s electronic signature. Please leave adequate room in the document for the judge’s electronic signature.

WARNING

Format

DOCX

Final Judgments should be sent in Word format.

Final Judgments should be sent in Word format

WARNING

Do not include unnecessary marks, such as firm names, internal coding, or watermarks, in a proposed order.

Do not include any unnecessary marks on documents, including headers or footers (e.g., firm names, internal coding, watermarks, etc.) within the proposed Order.

WARNING

Plaintiff or petitioner exhibits must be numbered, while defendant or respondent exhibits must be lettered.

Plaintiff/ Petitioner’s exhibits shall be numbered, i.e., “1, 2, 3…”; Defendant/Respondent’s exhibits shall be lettered, “A, B, C…”

WARNING

Format

PDF_A

Proposed orders submitted through the E-Filing Portal are received in PDF/A format, and the court will notify the filer if it needs an MS Word version.

Proposed orders sent to the court through the E-Filing Portal will be received in PDF/A format. If the court needs a proposed order in MS Word format, you will be notified via email.

WARNING

Relevant portions of case law in courtesy copies should be highlighted, bolded, outlined, or similarly marked.

The relevant portions of the case law should be highlighted, bolded, outlined, or otherwise similarly indicated so as to make those relevant portions stand out from the rest of the text.

WARNING

Format

PAPER

A second hard-copy set of exhibits should be brought to Court on the hearing date for the Clerk to submit into evidence.

There should be another hard copy set brought to Court on the date of the hearing for the Clerk to submit into evidence.

WARNINGCivil cases

A filing may not place four deposition transcript pages on a single page.

Placing four pages of a deposition transcript on a single page is not permitted.

WARNINGCriminal cases

Proposed orders should be emailed to the division address in Word format.

All proposed orders should be emailed in word format to: codivision4@jud12.flcourts.org.

WARNINGCriminal cases

Applies to

PowerPoint presentation

A PowerPoint presentation should be provided to the clerk in both printed and electronic versions.

For PowerPoint presentations, please have a printed version as well as an electronic version for clerk submission;

WARNING

Format

PDF_A

Cover letters submitted through the Portal must be in PDF/A format.

Cover letters must be submitted through the Portal in PDF/A format.

WARNING

Format

PAPER

Submit hard copies of exhibits to the Court with the exhibits properly marked and indexed.

Please submit hard copies of exhibits to the Court properly marked and indexed.

WARNING

The Court cannot access exhibit materials submitted through Dropbox or links.

Please note that the Court is unable to access Dropbox or links for exhibits.

WARNING

Margins

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

Proposed orders generally use 12-point Times New Roman font and one-inch margins.

The court generally uses 12-point Times New Roman font with one-inch margins when drafting proposed orders.

WARNING

Unless the Court directs otherwise, plaintiffs or petitioners should pre-mark exhibits numerically and defendants or respondents alphabetically using the stated labels.

Unless the Court directs otherwise, the Plaintiff/Petitioner should mark their exhibits ahead of time as “Plaintiff/Petitioner 1, 2, 3, etc.,” and the Defendant/Respondent should mark their exhibits ahead of time as “Defendant/Respondent A, B, C, etc.”

INFO

The Court prefers exhibits to be submitted in a tabbed three-ring binder.

The Court prefers exhibits in a tabbed, 3-ring binder.

Checked and corrected to match the court's document on Oct 9, 2026INFO

Margins

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

The Court strongly encourages proposed orders to use Bookman Old Style, 12-point font, and one-inch margins.

For ease of readability, Judge Johnson strongly encourages Bookman Old Style, 12-point font with one-inch margins when drafting submitting proposed orders.

INFO

Format

PDF_A

Ancillary documents related to a proposed order may be attached to the cover letter in PDF/A format.

Any ancillary documents related to the proposed order (copy of the motion, case law, legal memorandums, etc.) may be attached to the cover letter in PDF/A format.

INFO

Format

PDF_A

Ancillary documents related to a proposed order may be attached to the cover letter in PDF/A format.

Any ancillary documents related to the proposed order (copy of the motion, case law, legal memorandums, etc.) may be attached to the cover letter in PDF/A format.

INFOCivil cases

Format

PDF_A

Ancillary documents related to a proposed order may be attached to the cover letter in PDF/A format.

Any ancillary documents related to the proposed order (copy of the motion, case law, legal memorandums, etc.) may be attached to the cover letter in PDF/A format.

Checked and corrected to match the court's document on Oct 9, 2026INFO

Margins

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

The Court encourages Bookman Old Style 12-point type and one-inch margins for proposed orders.

For readability purposes, Judge Carroll encourages Bookman Old Style, 12-point font with one-inch margins when drafting proposed Orders.

INFO

Format

PDF_A

Ancillary documents related to a proposed order may be attached to the cover letter in PDF/A format.

Any ancillary documents related to the proposed order (copy of the motion, case law, legal memorandums, etc.) may be attached to the cover letter in PDF/A format.

INFO

Unless otherwise instructed, judicial reviews, dependency docket soundings, and non-evidentiary dependency hearings under 30 minutes will remain remote.

Dependency Hearings: Unless specifically instructed, the court will continue to hold the following dependency hearings remotely: Judicial Reviews, Dependency Docket Sounding and non-evidentiary hearings scheduled for less than 30 minutes.

INFO

Margins

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

The court generally uses 12-point Times New Roman and one-inch margins for proposed orders.

The court generally uses 12-point Times New Roman font with one-inch margins when drafting proposed orders.

INFO

Format

PDF

The Court prefers hearing-material PDFs that are text searchable, paginated to match the index, and bookmarked consistently with the index.

The Court’s preference is that it be: text searchable; paginated with page numbers exactly matching the index pagination; bookmarked consistent with the index.

INFO

If file-size limits prevent emailing hearing materials as one PDF, multiple files or a USB flash drive may be used.

If size limitations prevent the emailing of the PDF file as a single file, multiple files may be provided or submit to the Court via a USB flash drive.

INFO

For voluminous submissions, the Court appreciates an index or searchable file.

For voluminous submissions, the Court appreciates an index or searchable file.

Not confirmed. Read the court's wording below.CRITICAL?

Format

WORD_PERFECT ?

All proposed orders are to be submitted in Word Format only;

Not confirmed. Read the court's wording below.CRITICAL?

Format

WORD_PERFECT ?

All proposed orders must be submitted through the Portal and submitted in Word format only.

Not confirmed. Read the court's wording below.CRITICAL?

If the document is to be recorded (e.g., judgment), there must be a blank space measuring 3 inches by 3 inches at the top right for Clerk’s recording stamp.

Not confirmed. Read the court's wording below.CRITICAL?

Format

PDF_A

Attachments to orders: PDF/A format only

Not confirmed. Read the court's wording below.CRITICAL?

Format

PAPER

The Clerk’s office requires evidence admitted during an evidentiary hearing to be in paper format without leave of court.

Not confirmed. Read the court's wording below.CRITICAL?

Format

WORD_PERFECT ?

All proposed orders must be submitted through the Portal and submitted in Word format only.

Not confirmed. Read the court's wording below.CRITICAL?

Format

PAPER

The Clerk’s office requires evidence admitted during an evidentiary hearing to be in paper format without leave of court.

Not confirmed. Read the court's wording below.CRITICAL?

Format

WORD_PERFECT ?

All proposed orders must be in Word Format only. All proposed orders must be accompanied by a cover letter that is also submitted though the ePortal in PDF/A format.

Not confirmed. Read the court's wording below.WARNING?

Format

PDF_A

Cover letters must be submitted through the Portal in PDF/A format.

Not confirmed. Read the court's wording below.WARNING?

Format

WORD_PERFECT ?

Proposed orders are required to be submitted electronically through the statewide portal or via email to Judge Felix’s Judicial Assistant at CirCrimDiv1@jud12.flcourts.org in Word format.

Not confirmed. Read the court's wording below.WARNING?

Format

PAPER

Wherever possible, please convert your electronic evidence into paper format and introduce the paper copy.

Not confirmed. Read the court's wording below.WARNING?

If you have electronic evidence that cannot be converted into paper format — e.g., video files — please place all such files onto a single thumb drive when possible.

Not confirmed. Read the court's wording below.WARNING?

If the document is to be recorded (e.g., judgment), there must be a blank space measuring 3 inches by 3 inches at the top right for Clerk’s recording stamp.

Not confirmed. Read the court's wording below.WARNING?

Civil cases

Include any unnecessary headers or footers (e.g., firm names) within the proposed Order

Not confirmed. Read the court's wording below.WARNING?

Please, no 3-ring binders unless there are many exhibits and use of a 3-ring binder would be helpful to maintain organization. If use of a 3-ring binder occurs, the Court requests the parties use “D-ring” binders. No 3-ring “D-ring” binder should exceed 2 inches.

Summary: Do not use three-ring binders unless many exhibits make one helpful for organization; if used, use a D-ring binder no larger than two inches.

Not confirmed. Read the court's wording below.WARNING?

Format

PDF

We cannot click on outside links such as DropBox, Cloud based sites or Sharing sites. Documents must be submitted as PDF type documents. We cannot open Zip files or folders.

Not confirmed. Read the court's wording below.WARNING?

If submitting as separate file, each exhibit as a separate file, labeled “Petitioner 1” or “Respondent A” and so on.

Not confirmed. Read the court's wording below.INFO?

The Court encourages text searchable courtesy copies.

Not confirmed. Read the court's wording below.INFO?

Volunteers: Guardian ad Litem volunteers may always appear on Zoom without permission or notice to the court.