Clerk's Office Helpful Hints
Alexandria Division

1. Office hours: The courthouse building is open to the public from 8:00 a.m. to 5:00 p.m. The Clerk's Office is open to the public from 08:30 a.m. to 5:00 p.m.

2. Try to have the case number when you call the Clerk's Office with a case-specific question. Our cases are assigned to case managers by the last digit in the docket number, so knowing the number enables you to talk with the specific case manager who will be able to answer your question.

3. If mailing or sending a courier with a new lawsuit or an amended complaint, include a cover letter. The cover letter should include information as to the type of service to issue (i.e., personal by a process service, through the Secretary of the Commonwealth, by mail, etc.). If you do not tell us the type of service to issue, we will assume that the complaint or amended complaint will be served by personal service and issue accordingly.

4. If signing a pleading for another attorney, be sure your name is below your signature, as well as your Virginia Bar number. We must verify that every pleading is signed by an attorney who is admitted to practice in this Court. Another attorney in your firm may sign for you, but the name of the signing attorney must be clearly indicated on the pleading.

5. Local counsel must sign all documents submitted by foreign counsel. Attorneys who are admitted pro hac vice may endorse pleadings, however, our Local Rules require the endorsement of local (admitted) counsel on all pleadings.

6. Agreed orders. Our Court requires an "agreed" order for unopposed motions, extensions of time, dismissal of parties and/or cases, etc. The agreed order must contain the original signature of an admitted attorney for each party who has entered an appearance.

7. All original documents are to be filed with the Clerk's Office. Any copies submitted should be marked as such. If possible, sign the original in blue ink so that we can more easily distinguish it from the copies. If you want a copy of a document returned to you via mail, please send an envelope large enough for the document.

8. Do not file discovery documents. Discovery is not filed in this Court. Pursuant to Federal Rule 5(d) and the 16(b) scheduling order, disclosures do not need to be filed. Disclosures under 26(a)(1) and (2) are to be made among counsel only. Disclosures under 26(a)(3) are to be made among counsel and included as part of the final pretrial
conference.

9. Motions should be accompanied by either a consent order or a notice of hearing setting the motions for a Friday Motions Docket. Send a cover letter when filing a motion without a notice of hearing indicating that an agreed order or a notice of hearing will follow. The Clerk's Office will not call to remind you to notice your motion for a Friday docket. If you do not notice your motion within 30 days of the file date, your motion will be considered withdrawn.

10. We cannot accept fax filings. Anything faxed to us will not become part of the file until the original arrives in the Clerk's Office. All pleadings must contain an original signature. Copies are not acceptable.

11. Be sure to request entry of default before moving for default judgment. Pursuant to Federal Rule 55(a), counsel must request entry of default prior to moving for default judgment and submit an affidavit in support of the default.

12. We cannot answer legal questions. Our staff receives training as to what constitutes a legal (as opposed to a procedural) question. We will always help you if we can, so if we tell you that your question is legal in nature and we cannot answer it - please believe us.

13. Interpreting rules and orders. We are prohibited from interpreting the Federal Rules, Local Rules, and judge's rulings for counsel or their staff. We may refer someone to a particular rule, but the attorney or assistant must make his or her own interpretation.

14. Files are usually not available immediately before or during hearings or trials. Our judges and their staff need case files prior to and during hearings and trials. If you need to review a file, please visit the courthouse to request the file a few days ahead of time.

15. Last-minute filings before hearings or trials. If you must file documents related to a hearing or trial at the last minute, please file these documents with the courtroom deputy in court.

16. Timeliness in filing is appreciated. If you are filing a new complaint and would like to receive a receipt and have service issued, please allow sufficient time for the complaint to be processed and the receipt issued.

17. Juror information may be reviewed three days before trial. Juror cards may be reviewed in the Clerk's Office three work days before the trial. The cards cannot be copied, so be prepared to write down information you may want for reference. Also, because we are working with the cards on the day of trial, it is very difficult for you to view them on that day.

18. Security reminder. The following items are not allowed in the courthouse: cellular telephones, Palm Pilots, Blackberry e-mail devices, pagers, cameras, tape recorders, laptop computers, or any other electronic device. Potential weapons such as firearms, knives, pocket knives, scissors, letter openers, screw drivers, mace, and pepper spray are also prohibited.

19. Case Numbering. The case numbering system used in the Alexandria Division is a combination of the case number and the judge's initials assigned to the case. An example of the case numbering format is 1:04cv104 (CMH/BRP). The number 1 stands for the Alexandria Division, 04 is the year the case was filed, cv denotes that the case is a civil case, CMH is the assigned district judge's initials, and BRP is the assigned magistrate judge's initials.

20. We are happy to answer procedural questions or refer you to an applicable rule before you file a case or document. Please use us as a resource - we are here to help.