Client Communication Templates for When a Court Matter Gets Delayed

01 September 2026·4 min read

Quick answer: Court delays are common and mostly outside a firm's control, but silence during them is what actually damages client trust. Clients don't need constant progress — they need to know they haven't been forgotten. Below are three copy-paste templates (the delay notice, the "nothing new yet" check-in, and the resolution note), three real examples of firms using them, and the mistakes that turn a normal adjournment into a client relationship problem. ✨

Court delays happen. Lists get overloaded, matters get adjourned, and there's genuinely nothing a firm can do to speed up the system. What a firm can control is how the client experiences that wait — and most litigation-adjacent firms only communicate when there's "real news," which leaves long silent gaps that clients fill with their own worst-case assumptions. Here's a simple template set that closes that gap without adding to your team's workload. 💖

What most firms get wrong

Only communicating when there's real news — leaves clients guessing for weeks or months at a time.
Explaining delays in a way that sounds like an excuse rather than a plain, honest update.
No proactive check-in cadence — the client has to chase the firm for updates, which quietly erodes confidence.
Using the same generic update template for a routine adjournment and a high-stakes, anxious matter — tone should flex with the stakes.

Three templates to keep in your matter management system

1. The delay notice (send within 24–48 hours of learning of a delay):
"Hi [name], I wanted to let you know your matter listed for [date] has been adjourned to [new date, or 'a date to be confirmed']. This is common at the moment and isn't a reflection of your matter specifically — here's what it means for you: [one line]. I'll update you the moment I know more, and please reach out any time with questions."

2. The "nothing new yet" check-in (send if three or more weeks pass with no movement):
"Hi [name], just checking in — there's no change to report yet on your matter, and I know that can be frustrating to sit with. I'm keeping an eye on it and will let you know as soon as there's movement. Feel free to call if you'd like to talk through where things stand."

3. The resolution / next-step note:
"Hi [name], good news — your matter now has a [new date/outcome]. Here's what happens next: [one to two lines]. Let's set a time to talk through it if that would help."

Three real examples

Family law litigation firm: Built the delay notice into their matter management system as a task triggered the moment a court date changes, so clients hear it from the firm within a day rather than discovering weeks later that "the date moved."

Commercial litigation practice: Uses the check-in template on a set six-weekly cadence for genuinely quiet matters, so clients never go longer than six weeks without hearing something — even when that something is "no change yet."

Criminal defence firm: Pairs the delay notice with a short, plain-English link explaining what an adjournment generally involves, so anxious clients have something reliable to read at 11pm instead of guessing.

Building this into your workflow, not your memory

Templates only work if sending them doesn't depend on someone remembering to. Set a task trigger in your practice management or CRM system the moment a listing date changes, and set a recurring reminder (four to six weeks is a reasonable default) for matters sitting quietly with no upcoming date. Assign clear ownership — usually the solicitor with carriage, not a junior left to guess whether an update is warranted.

Please note: general information, not legal advice — check current official guidance before relying on it.

💡 Heads up: tone matters as much as timing. A check-in that's purely "no update" without any warmth reads as dismissive — the one line acknowledging that waiting is frustrating is doing most of the relationship-management work in that template.

Mistakes to avoid

Relying on memory or goodwill instead of a system trigger — this is exactly the kind of thing that slips during a busy month.
Sending obviously copy-pasted updates with placeholders left in, or no reference to the client's specific matter.
Over-promising the next date — stick to what's actually confirmed rather than guessing to sound reassuring.
Letting sensitive updates go out unreviewed on complex or high-stakes matters — a junior team member sending a template is fine for routine updates, less fine for anything nuanced.

Frequently asked questions

How often should we proactively check in when nothing's happening?

It depends on matter type and stakes — a routine commercial matter can reasonably go five to six weeks between updates, while a high-anxiety family or criminal matter often needs a shorter cycle. There's no single right number; set the cadence to the client's likely anxiety level, not just the calendar.

Should we explain why courts are delayed?

A brief, honest explanation is usually enough — over-explaining the court system can come across as deflecting rather than reassuring.

Does this replace any formal legal correspondence obligations?

No — these are relationship-management templates, not a substitute for any formal notice or reporting obligations that apply to a specific matter type. Check what applies to your matter separately.

What if a client is getting angry despite regular updates?

Sometimes a phone call genuinely beats a written template — templates handle routine cadence well, but a frustrated client usually needs to be heard, not just informed.