How to get your loved one’s court documents
You do not need a lawyer to get these. Almost everything comes from one office: the district clerk of the county where the trial happened. This guide tells you what each document is, what it looks like, how to ask for it, and about how much it costs.
What we can accept (file formats)
- PDF files — what the clerk usually emails you, or what a scanner makes.
- Photos from your phone — JPG or PNG, and iPhone photos (HEIC) work too. Take one photo per page, from straight above, with all four corners of the page visible. Good light, no shadows from your hand.
- You can upload several files at once, in any order, at your own pace. Big files can take a few minutes on cell service — keep the page open.
The one phone call that gets most of it
Find the district clerk’s phone number: search "[county name] county district clerk Texas" — the number is on the county website. Then say something like:
"Hello — I’m calling about a criminal case. The defendant’s name is ______ and the cause number is ______ (if you don’t know the cause number, give the name and the approximate year). I’d like to get a copy of the judgment and sentence, the indictment, and the case file. What does that cost, and can you email it or mail it?"
Copies usually cost about $1 per page; a "certified" copy (with an official stamp) costs a little more per document. Many counties can email PDFs. For cases from 2016 or later, some records are online at re:SearchTX (research.txcourts.gov).
The documents, one by one
Judgment and sentence
The official paper that says what the conviction was and what the punishment is. Usually 2–6 pages with the judge’s signature.
A form titled "Judgment of Conviction" — it lists the offense, the plea, the sentence in years, and credit for time already served.
District clerk. Ask for a certified copy (about $1 per page plus a small certification fee).
Indictment
The paper that formally charged your loved one with the crime. Usually 1–2 pages.
Starts with "IN THE NAME AND BY AUTHORITY OF THE STATE OF TEXAS" — old-fashioned legal wording, often with a grand jury stamp.
District clerk — it is in the same case file.
Reporter’s record (the trial transcript)
Word-for-word everything said in court, typed by the court reporter. This is the most important set — often several numbered volumes, hundreds of pages each.
Volumes labeled "Reporter’s Record, Volume 1 of 8" with a cover page listing the case, the court, and the court reporter’s name. Inside, numbered lines of testimony, like a movie script.
IMPORTANT: if there was an appeal, this transcript already exists — ask the district clerk or the court of appeals for it before paying a court reporter to make a new one (new transcripts can cost thousands; existing copies cost normal copy fees).
Clerk’s record
The folder of everything filed on paper in the case: motions, orders, jury instructions, the docket sheet.
A thick stack (or PDF) with an index at the front listing every filing by date.
District clerk — ask for "the clerk’s record" or "the case file." For 2016-and-later cases, check re:SearchTX first; it may be free to view.
Appellate opinion (only if there was an appeal)
The appeals court’s written decision. Usually 5–30 pages.
Starts with the court’s name ("In the Court of Appeals…"), the case number, and ends with "AFFIRMED" or similar.
Free: search the case number on the court of appeals website, or ask that court’s clerk.
Plea papers (if there was a plea deal instead of a trial)
The forms your loved one signed to plead guilty: the agreement, the warnings (called "admonishments"), and the confession.
A packet of forms with initials and signatures on most pages.
District clerk — ask for "the plea paperwork" in the case file.
If you get stuck
If the clerk says they can’t find something, ask them to check under the cause number AND the full legal name. If a document truly can’t be found, that’s okay — send us what you have. Your checklist inside the service marks what matters most for your case, and every item has this same guidance built in.