A transfer request letter asks the court to move your jury duty to a different date or postpone it entirely

A transfer request letter (also called a postponement request or continuance request) is a formal written statement you send to the court explaining why you cannot serve on the dates assigned. The court reads it, decides whether your reason is valid, and either grants the transfer to new dates, denies it, or asks you to appear in person to explain further. You do not need a lawyer to write one, and courts expect these letters from ordinary people.

The letter goes to the court clerk's office, not to a judge directly. Most courts accept letters by mail, email, or through an online portal — check your jury summons for the specific address or submission method. Timing matters: send it as soon as you know you cannot serve, ideally at least two weeks before your report date. Courts that receive requests close to the date are more likely to deny them or require you to show up anyway.

Key Takeaways

  • Send your letter to the court clerk, not a judge, using the address or email on your summons.
  • State your reason clearly and specifically — "work conflict" is weaker than "I am the only pharmacist on duty those dates and the pharmacy cannot hire coverage."
  • Include your juror number, case number if listed, and the dates you were summoned to appear.
  • Keep the letter to one page, formal in tone, and honest about your situation.
  • Send it at least two weeks before your report date to improve the chance the court will grant the request before your date arrives.

What to include in the letter

Start with your name, address, phone number, and email at the top. Below that, write the date you are sending the letter. Then address it to "Clerk of Court" or "Jury Administrator" — use the title from your summons if it lists one.

In the first paragraph, state your juror number (on the summons), the case name or number if provided, and the dates you were summoned. Example: "I received a jury summons for Case No. 2024-CV-1234, with a report date of March 15, 2024. My juror number is 567890." This tells the clerk exactly which case and which person you are.

In the second paragraph, state your reason for requesting a transfer. Be specific. "I have a work conflict" is vague. "I am a home health aide with three clients scheduled for dialysis appointments on March 15 and 16, and no other caregiver is available to cover those shifts" is concrete and shows the court why you cannot simply rearrange your schedule. Courts are more likely to grant requests when they understand the real impact.

In the third paragraph, propose a solution if you can. "I am available to serve any week after April 1" or "I can serve in the evening if that is an option" shows you are willing to participate, just not on those specific dates. If you have no flexibility, say so: "Due to the nature of my work, I cannot predict availability more than one week in advance."

Common reasons courts accept

Courts regularly grant transfers for medical appointments you cannot reschedule, caregiving duties with no backup, work travel that was booked before the summons arrived, and financial hardship if jury duty would cause you to lose income you cannot afford to lose. Some courts also accept requests from people over a certain age (often 70 or 75), people with serious health conditions, or people with childcare emergencies.

Courts are skeptical of requests that sound like excuses: "I have vacation planned," "I do not want to miss work," or "I am busy that week" rarely succeed. The difference is whether the conflict is unavoidable or just inconvenient. If you can reschedule your vacation or ask your employer for time off, the court will expect you to do so.

If your reason is financial hardship — you earn hourly wages and jury duty would mean lost income you cannot absorb — explain the math. "I earn $18 per hour, work 40 hours per week, and have no paid time off. Three days of jury duty would cost me $432, which I cannot replace." Courts take this seriously, especially for lower-income jurors.

Tone and format

Write in a formal, respectful tone. Use "Your Honor" or "Dear Clerk of Court" as the greeting. Avoid anger, sarcasm, or statements like "I should not have to serve" or "This is an inconvenience." Courts read hundreds of these letters and respond better to people who sound reasonable and honest.

Keep it to one page. Courts do not need a long explanation — a clear, concise letter is more likely to be read carefully. Use a standard font like Times New Roman or Arial, 12-point size, single-spaced. Sign it by hand if you are mailing it, or type your name if you are emailing it.

Proofread before sending. Spelling and grammar errors do not disqualify you, but they can make the court take your request less seriously. Read it aloud to catch awkward phrasing.

How to submit your letter

Check your jury summons for submission instructions. Most courts list an email address, a mailing address, or an online portal where you can upload documents. If the summons does not say, call the court clerk's office and ask: "Where should I send a postponement request letter?" They will tell you the exact method and address.

If you mail it, send it certified mail or regular mail at least three weeks before your report date to account for postal delays. If you email it, send it from an email address you check regularly, because the court may reply with questions or a decision. Keep a copy for your records.

Some courts have online jury duty portals where you can log in with your juror number and submit the request directly. This is the fastest method because you get confirmation immediately and the court has a record of the submission date.

What happens after you send it

The court clerk reviews your letter and decides whether to grant, deny, or request more information. You may receive a written decision by mail or email, or you may see a decision posted in the online portal. Some courts call or email to ask follow-up questions before deciding.

If the court grants your request, you will receive a new report date or a notice that you are excused. If it denies your request, the letter will say so and may tell you that you must appear on the original date or face a fine for non-appearance. If the court asks for more information, respond promptly with whatever they request.

If you do not hear back within a week of your report date, call the court clerk to confirm whether your request was received and what the decision was. Do not assume silence means approval — courts can fine people who fail to appear without a valid reason.

Sample letter structure

Here is a template you can adapt to your situation:

[Your Name] [Your Address] [Your Phone Number] [Your Email] [Date] Clerk of Court [Court Name and Address] Dear Clerk of Court, I am writing to request a postponement of my jury duty. I received a summons for [Case Name/Number], with a report date of [Date]. My juror number is [Number]. I am unable to serve on this date because [specific reason]. [Explain why you cannot reschedule or work around it]. I am willing to serve on [alternative dates if you have them]. Please let me know if this is possible. Thank you for considering my request. Sincerely, [Your Signature] [Your Typed Name]

Frequently Asked Questions

Do I need a lawyer to write a transfer request letter?

No. Courts expect most jurors to write their own letters. A lawyer is not necessary and will not improve your chances. Write clearly and honestly, and the court will consider your request fairly.

What if I miss the deadline to send the letter?

Send it anyway, as soon as possible. Courts sometimes grant last-minute requests, especially for emergencies like sudden illness or a death in the family. A letter received the day before your report date is better than no letter at all.

Can the court fine me if I do not show up?

Yes. If you ignore a summons or fail to appear without a valid reason or court approval, you can be fined, and in some cases held in contempt of court. Always send a request letter or call the court if you cannot serve. Do not simply skip it.

How long does it take for the court to decide?

It varies by court. Some courts decide within days; others take one to two weeks. Courts that receive requests close to the report date may not decide until after your date has passed, in which case they may excuse you retroactively or ask you to appear anyway.

What if my reason is that I cannot afford to lose the income?

Include the specific financial impact in your letter. Explain your hourly wage, how many days you would miss, and why you cannot absorb that loss. Courts take financial hardship seriously, especially for lower-wage workers. Some courts also have juror fee programs that pay a small amount for service.