Subpoena Duces Tecum

# Subpoena Duces Tecum

Drafts an enforceable subpoena compelling production of documents or records from a party or non-party, without requiring personal appearance.

## Required Inputs

1. **Case identifiers** — party names (as captioned), case number, court with division/judge
2. **Recipient** — full legal name, title, service address; for entities: custodian of records or registered agent
3. **Target records** — document categories, date ranges, identifying details (account numbers, transaction dates, names)
4. **Jurisdiction** — federal (Rule 45) or state rules; applicable local rules
5. **Special considerations** — HIPAA-covered entities, financial institution privacy rules, government agency protocols, out-of-state service

## Workflow

### 1. Court Header and Caption

- Full court name with division
- Caption matching operative pleadings exactly
- Case number with judge/division designation
- Formatting per local rules (font, margins, spacing)

### 2. Issuing Attorney Block

- Name, firm, address, phone, email, bar number
- Authorizing rule citation (Fed. R. Civ. P. 45 or state equivalent)
- Confirm whether jurisdiction requires clerk issuance vs. attorney issuance

### 3. Recipient Designation

- Complete legal name and title/position
- Entity recipients: custodian of records or designated agent with registered entity name
- Service address verified against case documents and public records

### 4. Command Language

Draft command that compels production **without personal appearance** and specifies:

- **Production method** — physical delivery (address, access instructions), electronic transmission (secure method, format: native/PDF/TIFF, metadata preservation), or on-site inspection (location, hours, copying arrangements)
- **Organization** — records labeled by request category; Bates numbering if appropriate

### 5. Records Description

For each category specify:

- Date range (exact start and end dates)
- Subject matter with specific description
- Identifying details (account numbers, names, transaction IDs)
- Format (paper, ESI, native files)

**Per-category checks:**
- Time-bounded with exact dates
- Specific enough for recipient to identify responsive records
- Not so broad as to invite overbreadth objection
- Covers "possession, custody, or control"
- ESI addressed explicitly if applicable (emails, texts, databases, deleted files, backups, metadata)

### 6. Compliance Terms

- **Production date** — minimum notice period (14 days under Rule 45; verify state equivalents)
- **Production location/method** — full address or electronic delivery instructions
- **Contact** — issuing counsel's phone and email
- **Accommodation** — alternative methods or rolling production for voluminous records

### 7. Rights and Obligations Notice

- Objection right with deadline per applicable rule
- Motion to quash/modify procedure and court
- Privilege assertions (attorney-client, work product, physician-patient) with privilege log requirements and in camera review option
- Protective order availability for confidential/proprietary information
- Preservation duty upon receipt regardless of intent to object
- Non-compliance consequences: contempt, sanctions, compelled compliance, adverse inferences

### 8. Execution Block

- Signature line: attorney name, date, bar number, firm, full contact
- Certificate of service: method, date, recipients; jurisdictional certification compliance
- Verify acceptable service methods (typically personal service by non-party 18+, notice to all parties)

## Pitfalls and Checks

- **Records only** — exclude any appearance or deposition language; this is not an ad testificandum subpoena
- **Scope discipline** — each category must tie to a specific claim or defense; avoid fishing expeditions
- **Anticipate objections** — draft descriptions that survive overbreadth, undue burden, and relevance challenges; reference specific case events where possible
- **Rule 45 compliance** — verify current rule text for geographic reach limits, notice requirements, and issuing-court rules [VERIFY exact current amendments]
- **HIPAA/financial records** — include authorization forms or statutory basis when subpoenaing medical or financial records
- **Party notice** — most jurisdictions require advance notice to all parties before or concurrent with service on non-party recipients
- **Consistency** — party names, case numbers, and dates must be identical throughout
- **Tone** — authoritative but not adversarial