Defendant check-in log

Purpose

A consistent check-in log shows that you stayed in contact with the defendant, reminded them of court dates and noticed problems early. It is also the first document you will want if a defendant misses court. Keep entries short, factual and dated.

File header

• Defendant name, date of birth, case number and court
• Next court date, time and department
• Check-in frequency agreed (weekly, biweekly, before each hearing)
• Preferred contact method and backup contact
• Indemnitor names and phone numbers

Each entry

• Date and time
• Method (in person, phone, video, text reply)
• Who initiated contact
• Current address and phone confirmed — yes/no; changes noted
• Employment or school status changes
• Next court date confirmed verbally by the defendant
• Any concerns raised (transport, work conflict, new charges, health)
• Agent initials

Missed check-in procedure

• Record the missed check-in the same day
• Attempt the backup contact and indemnitors; log each attempt
• Check the court calendar and jail roster
• Escalate to the agency owner after the threshold in your policy
• Do not record speculation — record what was attempted and what was learned

Good practice

Send court reminders a week out and the day before, and log that you did. Keep the log with the file for at least as long as your record-retention policy and state law require.