This is a practical overview of simple things that make a big difference once a case reaches the court.
These are small details that help cases move smoothly, prevent unnecessary issues, and ultimately support successful outcomes in court.
Writing Traffic Tickets
One of the most basic functions of the clerk’s office is entering traffic tickets into the system. The quality of the ticket directly impacts how efficiently that can be done.
- Use a good pen and press firmly so all copies are legible
- Include a phone number when possible (keeping safety in mind)
- Turn tickets in promptly, following your department’s procedure
- Ensure tickets are sworn to in a timely manner
Important:
A ticket can be dismissed if it is not turned in before the court date.
The clerk’s office must have time to enter the ticket so it appears on the docket. Turning in tickets the day before—or the day of—court is not acceptable.
Communication with Defendants
When issuing a ticket:
- Do not provide legal advice
- Do not explain how to get charges reduced or dismissed
- Do not offer guidance on court outcomes
You’ve done your job.
👉 Direct all questions to the clerk’s office
Dismissal Requests
Officers do not have the authority to dismiss a ticket.
Only a judge can do that.
If you need to request a dismissal:
- Follow your department or court procedure
- Submit the request as early as possible
- Follow up with the clerk’s office before the court date
Failing to do so can result in:
- a failure to appear
- a conviction in absence
- or even a warrant being issued
DUI Cases
Do your homework.
If a defendant has prior DUI history:
- it is your responsibility to locate prior court abstracts
- provide those to the prosecutor
Including this information with your report helps avoid delays and strengthens the case.
If a charge needs to be corrected or amended, that must be handled in court by the prosecutor – but they need to know in advance that this needs to be done.
Service of Documents
When serving:
- return an executed copy to the clerk immediately
- update your agency system to reflect service
Failure to do so can result in:
- duplicate service
- improper records
- or unnecessary arrests
Complete the proof of service accurately and do not hold onto paperwork.
Evidence
Log everything.
This includes:
- body camera footage
- videos from victims or witnesses
- photographs
- screenshots
- any physical evidence
Enter it as soon as possible and label it clearly.
This ensures the evidence can be located:
- for discovery
- and for trial
Final Thought
The small details matter.
Timely paperwork, accurate information, and proper communication all play a role in how a case is handled once it reaches court.
What happens in the field does not stop there—it follows the case all the way through.
The Clerk’s Desk 