Magistrates' Court Civil
This comprehensive and easy to follow publication provides commentary and precedents for the conduct of Magistrates’ Court proceedings when acting for either a plaintiff or defendant and includes a supplementary enforcement guide, demonstrating the use of precedents guide, intervention orders guide and 101 subpoena answers reference manual.
From letters of demand and offers of compromise to final hearing, appeals and enforcement, this publication provides focused and practical guidance on procedure and documents and is a must-have for all lawyers acting for clients in the Magistrates’ Court.
Recent updates to this publication can be viewed on Obiter - our blog.
Popular precedents provided with this guide include:
- Library of letters of demand and example response to letter of demand
- Example offer of compromise and Calderbank offer
- Library of example consent orders
- Example content for seeking injunctive relief
- Example terms of settlement
- Example deeds of release
- Library of events for initiating application
- Example defence
- Example content for substituted service, and amending initiating application
- Example content for interlocutory steps including cross claim, defence to cross claim, summary judgment, summary dismissal, consolidation, security for costs, default judgment, and notice of discontinuance – content for both application and affidavits in support
- Example interrogatories, and content for setting aside subpoenas and notices to produce
- Example letter instructing expert witness and enclosing Expert Witness Code of Conduct
Guides in this publication
MATTER PLAN
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“ Contents Overview and limitation periods1 ”
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“ While references to legislation and courts in this guide are NSW based, unless otherwise stated, the general law relating to subpoenas does not differ between states – only the procedure in some respects. In some Australian jurisdictions the term ‘summons’ is used instead of ‘subpoena’, as in ... ”
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“ Uniform evidence law applies in NSW, Victoria, Tasmania and the Territories. However there are variations between the various Evidence Acts in these jurisdictions. There is a useful comparative chart prepared by the Commonwealth Attorney-General’s Department regarding differences between the ... ”
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“ One of the most important things to know about subpoena law is the so called ‘implied undertaking’, also known as the ‘Harman undertaking’, or the ‘Hearne v Street undertaking’. The common law provides that production of and access to documents under subpoena, even without any other court order, is ... ”
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“ One needs a good understanding of the law and practice relating to subpoenas to be able to advise and assist clients who receive a subpoena. Such an understanding will then make you far better equipped to draft and issue subpoenas for clients who are parties to litigation. Once you understand and ... ”
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“ Recipients of subpoenas are usually strangers to the court case in which the subpoena is issued. The subpoena comes as a surprise and an unwelcome imposition. Unless they are familiar with litigation, or have received subpoenas before, they will be unlikely to know what to do and may feel angry, ... ”
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“ Unfortunately, given the unwelcome impost that a subpoena constitutes, one of the most common responses for clients who receive a subpoena is to ignore it and hope it goes away. This, of course, almost never works. A subpoena is a court order. It cannot be ignored. Failure to comply with it may ... ”
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“ At the other end of the spectrum, is another inappropriate but very common response to a subpoena, especially a poorly drafted one which calls for ‘All documents about X’, where your client receives the subpoena and immediately brings their life and/or their business to a screaming halt so that ... ”
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“ It is important to read a subpoena carefully when it is received as there is a lot of helpful information on the subpoena itself such as: Out of which jurisdiction/court and in what type of proceedings was it issued? For example, is it a criminal, civil or family law case? ”
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“ The majority of subpoenas are not objectionable, or at least perhaps not worth objecting to. A reasonably precise call in a subpoena for a limited number of clearly identifiable and uncontroversial documents, that your client has in their possession or control and that are clearly relevant to the ... ”
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“ Once instructions have been taken and the scope of the subpoena considered, if there are, or may be, any objections they should be communicated to the issuing party. Technically, documents should be produced to the court, subject to the objection: see Objections below. Where the nature of the ... ”
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“ In criminal cases s 225 of the Criminal Procedure Act 1986 (NSW) provides that a person named in a subpoena is not required to produce any document or thing if it is not specified or sufficiently described in the subpoena. This is basically a matter of common sense. If a subpoena does not describe ... ”
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“ The threshold issue for production of documents under any subpoena is the requirement that there be a legitimate forensic purpose (LFP) for the documents sought. If there is not, then the subpoena, or the objectionable part of it, will be set aside as an abuse of process. There is extensive ... ”
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“ In criminal cases Alister and Saleam have been applied, and the ‘on the cards’ test approved, in cases such as Attorney General for New South Wales v Dylan Chidgey [2008] NSW CCA 65 and Perish v R; Lawton v R [2015] NSWCCA 237 at [56] – [57]. There is always a difficult balancing act for a court ... ”
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“ The leading NSW civil case is Waind v Hill and National Employers’ Mutual General Association [1978] 1 NSWLR 372 per Moffitt P at 379-382 and was followed in such cases as A v Z [2007] NSWSC 899; ICAP Pty Ltd & Ors v Moebes & Anor [2009] NSWSC 306 and McLaughlin v Dungowan Manly Pty Ltd [2009] ... ”
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“ In the federal jurisdiction, the requirement for an issuing party to establish LFP is well recognised via such cases as: Re Trade Practices Commission v Arnotts Limited; Arnott’s Biscuits Limited; Fledspac Pty Limited and the Dickens Corporation Pty Limited [1989] FCA 248; ”
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“ Subpoenas in family law cases, even though they are civil cases and the above federal authorities apply, are effectively a different category. In the family law jurisdiction, there are no pleadings as such, merely an Application and a Response, supported by affidavit evidence and almost anything ... ”
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“ Most often the LFP objection will relate to the breadth of the subpoena - the failure to limit the call in the schedule to identifiable and relevant documents only, thereby potentially capturing documents for which there is no LFP. Often a subpoena will be drafted carelessly so as to seek documents ... ”
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“ A subpoena may be oppressive if it places an undue burden on the producing party to produce documents that do not have sufficient relevance. This is a balancing exercise, intrinsically connected to LFP. Where a subpoena causes unreasonable trouble and expense to your client then an objection is ... ”
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“ Public interest immunity (PII) is a substantive common law privilege and can be claimed by governments over confidential information, the disclosure of which would damage the public interest. It was articulated in Alister v R [1984] HCA 85 and has frequently been claimed, considered and applied ... ”
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“ There are numerous pieces of legislation which protect documents from production under subpoena. Mostly, those documents will be held by government departments or agencies. In many of those instances, there is no point issuing a subpoena for such documents as they cannot and will not be produced ... ”
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“ Legal Professional Privilege (LPP) is a complex area. It exists in both common law and by virtue of ss 117-119 Evidence Act 1995 and it depends which jurisdiction you are in as to which iteration applies. See: Dr Michael Van Thanh Quach v MLC Life Limited (No 2) [2019] FCA 1322 at [11]. Both forms ... ”
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“ If the subpoena is pressed over your objection you will need to file the appropriate document to bring the objection before the Court. If unsure, check the rules of the Court in which the subpoena is issued or ask the Court registry. The procedure varies not just from state to state, but from court ... ”
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“ In civil cases Part 33 Uniform Civil Procedure Rules 2005 (NSW) contains the provisions relating to subpoenas. In other jurisdictions see: r 414 Uniform Civil Procedure Rules 1999 (Qld); Order 42-42A Supreme Court (General Procedure) Rules 2015 (Vic) In criminal cases subpoenas are covered in s 220 ... ”
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“ A subpoena is a tactical tool in litigation but should be employed as part of the overall strategy. A subpoena allows a party to obtain evidence that might support their case. It should be an integral part of the case theory. Issue a subpoena to obtain documents that are likely to exist and will ... ”
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“ In short – not too early, but not too late! As noted above, the subpoenas that need to be issued initially will become evident from the instructions and the formulation of a case theory. Those subpoenas can and should be issued as early as reasonably possible, to start building the case. However, ... ”
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“ Applying to the court The procedure for issuing subpoenas and inspecting documents is set out in the applicable civil or criminal procedure rules for each jurisdiction and covered in various levels of detail on the various court websites. See the Victorian County Court website, for example, which ... ”
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“ Who is the right recipient Subpoenas need to be addressed to a person. ”
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“ Scenario: Your client Vicki Victim is the plaintiff in a civil claim for damages against Peter Puncher for injuries sustained as a result of an assault upon your client, which occurred in the foyer of a branch of the Institutional Bank of Australia, where Mr Puncher has since been convicted by the ... ”
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“ Always check the specific rules for service for the specific court when issuing a subpoena: see the links to court websites in Power to issue a subpoena above or Further information below. Generally, subpoenas require personal service, unless they are directed to police or other public officers. ... ”
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“ An addressee need not comply with the requirements of a subpoena unless conduct money has been handed or tendered to the addressee a reasonable time before the date on which attendance is required. See r 33.6 Uniform Civil Procedure Rules 2005 (NSW) and s 224 Criminal Procedure Act 1986 (NSW); r 419 ”
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“ In criminal proceedings, generally only a party to the proceedings can seek or obtain a costs order. A third-party recipient of a subpoena is not a party: s 221 Criminal Procedure Act 1986 (NSW). However, some jurisdictions differ – Queensland legislation specifically provides that a subpoenaed ... ”
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“ A subpoena is a court order requiring production of stated documents to the court. Even if there is an objection, unless the objection is for oppression or relates to public interest immunity, then the documents should be produced, subject to the objection. The way to deal with this is to produce ... ”
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“ It is common that the recipient does not produce the required documents within the time stipulated in the subpoena. In the event this occurs, the recipient and issuing party should agree on a later date for production. The issuing party should then attend court on the return date and advise the ... ”
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“ As a subpoena is an order of the court, any failure to comply is contempt of court and the non-complying recipient can be dealt with for contempt. Rule 33.12 Uniform Civil Procedure Rules 2005 provides for this explicitly. The rules also provide for an arrest warrant to issue where non-compliance ... ”
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“ When a subpoena is issued the documents are produced to the court, not to the issuing party or their lawyer. This is fundamental and clearly stated on the subpoena. However, it is surprising how often subpoena recipients, especially those who have not had much prior experience with court ... ”
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“ Access to, or inspection of, documents produced under subpoena is governed by the rules of court applicable to the various jurisdictions and always at the court’s discretion - see, for example, r 33.8 Uniform Civil Procedure Rules 2005 (NSW). It is important to know how access orders are dealt with ... ”
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“ In the legal profession the term ‘costs’ refers to the fees and other expenses a solicitor charges a client for their professional services and other payments that arise out of the provision of legal services, including disbursements such as court fees. Costs are one of the most heavily regulated ... ”
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“ Nature of disclosure1 Timing of disclosure2 ”
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“ Costs disclosure is not required in relation to certain clients, described in the legislation as ‘sophisticated clients’ or ‘government or commercial clients’ as defined by the relevant legislation to include clients such as lawyers, law firms, public companies, liquidators and government entities. ... ”
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“ Cost agreements are not always required although clearly as between the practitioner and their client there will be disclosure but without the need for formal compliance with the regulation. The limits are: ”
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“ In NSW & VIC there is a standard costs disclosure for fees under $3,000 which is included in the precedents. If the total legal costs in a matter (excluding GST and disbursements) are not likely to exceed $3,000 (the higher threshold), a law practice may, instead of making a disclosure under ... ”
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“ Knowing that clients are disinclined to read, sign and return cost agreements, the letter sending them usually provides that unless heard to the contrary the practice will assume agreement. There will almost always be a later opportunity to have the agreement signed. Of course, many practitioners ... ”
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“ Costs are remuneration for professional work when acting in the capacity of a barrister or solicitor. Payments to a practitioner for work which is not professional work, are not costs. Disbursements are payments made, or liabilities incurred in the course of practice and which the practitioner is ... ”
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“ Firms are required to provide an estimate of the total of costs, excluding GST and disbursements, and information on the impact of any significant change to these costs. A law practice must take all reasonable steps to satisfy itself that the client has understood and consented to the proposed ... ”
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“ What is a disbursement Disbursements are payments made, or liabilities incurred in the course of practice, and which the practitioner is bound to pay whether put in funds by the client or not; or payments which, by established custom and practice of the profession, the practitioner is bound to pay. ... ”
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“ A lawyer may request money on account of fees be paid into a trust account before the commencement of work. This is particularly so in criminal and other court matters where the inclination to pay may wane with an unwanted outcome. The funds may cover legal fees as well as disbursements and the ... ”
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“ The costs agreement will set out the billing cycle. Commonly a regular monthly billing cycle is adopted covering work undertaken during the previous month. ”
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“ A lump sum invoice is one which sets out a recital describing the legal service provided and a total amount. An itemised invoice is one which sets out in detail each of the legal services provided, the date they were provided, and the cost for each service. An itemised invoice allows for an invoice ... ”
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“ A law practice cannot charge for the time spent in preparing an invoice. A law practice cannot charge for the time spent in preparing an itemised invoice for a client who has already received a lump sum invoice. ”
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“ All bills should be accompanied by a written statement setting out the avenues that are open to the client in the event of a dispute and any time limits that apply to the taking of such action. Under the uniform law in NSW and VIC each bill or covering letter must be signed by a principal of the ... ”
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“ In 1991 the Australian Competition and Consumer Commission released guidelines to assist businesses in the withdrawal on one and two cent pieces. In the purchase of goods or services for cash, businesses were advised to round the final payment: ”
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“ – When to charge and how to charge Goods and Services Tax (GST) is a broad-based tax of 10% applied to most goods and services, including legal services. Businesses are required to register for GST if their turnover exceeds the $75,000 threshold. If turnover is less than $75,000 than registration ... ”
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“ Reducing fees can create good will but needs to be handled with care as some take offence to the implication that they cannot afford to pay for the work they have retained. It is also a hard won reality that comes from experience that people are inclined not to value any advice given for free. ”
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“ Credit terms are quite common and need to be clearly documented and administered. ”
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“ Notification of rights is a requirement in all states and is found in all example invoice precedents. If the client has not been advised of their rights in a costs agreement, then practitioners must advise the client of their rights at the time of issuing the invoice. ”
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“ Monthly accounting for work in progress is recommended in order to achieve target lockup days. If debtors are not followed up promptly cash flow reduces making it imperative to adopt a debtor’s policy for effective debtor control. All overdue accounts must be followed up promptly and repeatedly. ”
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“ When a retainer is terminated before completion, a practitioner may claim costs for the work done to the date of termination on a quantum meruit basis if: The client terminates the entire retainer; ”
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“ When there are costs owing to the practitioner from the client, the lawyer may retain possession of the client’s documents which are legitimately in the practitioner’s possession. However, the Australian Solicitors’ Rules specify that when a practitioner claims to exercise a lien for unpaid legal ... ”
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“ If a practitioner has an equitable charge over the client’s property incorporated into the costs agreement, ordinarily the practitioner could exercise that power in seeking payment of costs. However, general charges such as a charge over ‘all my estate, rights, title and interest in and to any real ... ”
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“ Sound financial management is absolutely critical to the success of the law practice. There is a high correlation between practices with poor financial management and increased probability of experiencing professional negligence claims. The link is clear. Principals, who do not manage their ... ”
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“ Methods of payment include: Credit card; ”
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“ All By Lawyers cost agreements include the following authority to transfer money to pay their invoices: Trust money ”
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“ Lawcover recommends that practitioners use the costs assessment scheme to recover costs. Instituting proceedings against a disgruntled client who refuses to pay an outstanding bill exposes practitioners to the risk of a cross-claim in negligence being filed. The advantage of the cost assessment ... ”
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“ The following outline of costs assessment was written for NSW but the procedure is similar in the other states. This publication will be expanded to cover cost assessment in the other states in due course. In the interim refer to the relevant State Supreme Court. NSW Procedure ”
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“ A client may be entitled to complain to the Legal Services Commissioner about a costs dispute. If the complaint is made after the law practice or client has already applied for assessment of such costs, the assessment will ordinarily be stayed until the complaint has been determined. Similarly, if ... ”
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“ Legal Practitioners’ Liability Committee limitation periods Know your limits Magistrates’ Court of Victoria ”
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“ County Court Civil Supreme Court Civil ”
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“ Overview The civil jurisdiction of the Magistrates' Court hears disputes arising from debts, claims for damages, other monetary disputes or equitable relief. The Court also hears claims under the worker’s compensation legislation. ”
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“ Taking good instructions The use of precedent Retainer Instructions ensures that all important issues are considered, instructions which cannot be contradicted later are recorded, costs discussed and the scope of the retainer clearly defined. ”
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“ The client has a potential civil action in the Magistrates’ Court. They may be trying to recover a debt or seeking damages for breach of contract. They may have already issues a letter of demand and had no response. They may even have filed their own proceedings and now need advice about how to ... ”
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“ As soon as you are retained in the matter, you must enter into a costs agreement with the client. You must make costs disclosure to the client in writing, including all the information required by s 174 of the Legal Profession Uniform Law. Ensuring costs are fair and reasonable ”
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“ The first step in recovering the debt or damages and prior to commencing proceedings is to issue a concise and strongly worded Letter of demand to the other side. If you objectively convey the strength of your client’s case, the Letter of demand may achieve an early settlement. There is no point in ... ”
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“ Proceedings can settle through face-to-face negotiation, such as in a mediation. However, many proceedings settle through exchange of correspondence. You should always try to settle the matter before issuing proceedings to keep costs to a minimum. If the other party is represented, it is often ... ”
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“ An offer of compromise under Order 26 must comply with certain requirements as set out in Order 26 of the rules. Importantly, the offer must be open for at least 7 days. The offer must state whether it is inclusive of costs, colloquially known as an ‘all in’ offer, or whether costs are to be paid ... ”
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“ An offer of compromise may be made before proceedings have commenced under the new procedure in r 26.08.1. The offer must be in writing and open for at least 7 days. ”
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“ A Calderbank offer is an offer made in a letter. The letter should carry the notation ‘Without prejudice save as to costs’ and contain an offer that is a genuine compromise of the claim. An effective Calderbank offer sets out the rationale of the offer, objectively putting forward the reasoning ... ”
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“ Mediation can be arranged between the parties before or after proceedings have been issued. Once proceedings are commenced, the court can also order the parties to attend mediation. In almost every case, the court will order the parties to attend a pre-hearing conference under s 107 of the ... ”
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“ Once a matter has settled, the parties should enter into terms of settlement formalising the terms of the settlement and providing for releases from future suit. This is the case regardless of whether proceedings were issued and whether the settlement was negotiated by correspondence or by ... ”
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“ When the parties settle after proceedings have been commenced you will have to enter into consent orders to dispose of the proceedings. Where consent orders are to be made, all parties to the action must consent, including any third party, but if they do so consent orders can be filed and dealt ... ”
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“ If the matter does not settle, you must check that the Magistrates’ Court has jurisdiction to hear the claim. Jurisdiction is not limited to the court’s monetary limit of $100,000. Jurisdiction can be unlimited with the parties’ consent and also goes to the court’s power to grant the relief the ... ”
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“ The Civil Procedure Act 2010 imposes overarching obligations on litigants and legal practitioners in the conduct of litigation. You should carefully read the Civil Procedure Act 2010, Practice Direction 5 of 2010, and Part 2 of Order 4 of the Magistrates’ Court General Civil Procedure Rules 2010. ... ”
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“ The client has instructed you to commence proceedings in relation to a dispute in the court. Before you commence proceedings ensure that: your written costs disclosure to the client under s 174 of the Legal Profession Uniform Law is up to date, including disbursements for counsel’s fees and experts ... ”
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“ If the dispute relates to a claim for a sum of less than $10,000 restrictions apply to the interlocutory steps that can be taken in the proceedings. The proceeding will be referred to arbitration under s 102(1) of the Magistrates’ Court Act 1989. Exceptions to the referral provision are: ”
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“ Proceedings to recover money or damages are commenced by filing an original Complaint in form 5A. The Complaint must contain a statement of claim, setting out in summary form: ”
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“ If the sum claimed is less than $10,000 and the matter is proceeding by arbitration, no party may serve a Request for Further and Better Particulars of Claim, Counterclaim or Defence. If a Notice of Defence, Counterclaim or Third Party Notice does not plead all material facts with sufficient ... ”
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“ A defendant must file and serve a Notice of Defence within 21 days of service of the Complaint. A Notice of Defence may be filed with the registrar by facsimile: r 8.04 Magistrates’ Court General Civil Procedure Rules. ”
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“ For a claim of less than $10,000 which is proceeding by way of arbitration, you are not permitted to file a Reply: r 2.04 of the Magistrates' Court (Miscellaneous Civil Proceedings) Rules 2010. The plaintiff must file a reply if, at the hearing, the plaintiff intends to prove or establish any fact ... ”
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“ A defendant who has a claim against the defendant may bring a Counterclaim against the plaintiff: r 10.02. A Counterclaim is made using form 10A and must be served within 21 days after the Notice of Defence is given. ”
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“ The Complaint must be filed at the registry of the proper venue: r 4.04. The proper venue is the registry closest to the place where the subject matter of the claim arose or the defendant’s residence. The closest registry can be found on the Magistrates’ Court website. The court also has an ... ”
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“ Once a sealed copy of the Complaint is received from the office of the court it must be personally served on each defendant, together with two notices of defence: r 6.02. Order 6 of the Magistrates’ Court General Civil Procedure Rules sets out the requirements for service on particular defendants, ... ”
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“ Where the Complaint it is to be served outside Victoria and in another state, service must be effected pursuant to the Service and Execution of Process Act 1992 (Cth). Compliance with the provisions of the Service and Execution of Process Act 1992 is essential, particularly s 16 which requires ... ”
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“ In certain circumstances a Complaint filed in the Magistrates’ Court may be served out of Australia without leave of the court. These are set out in r 7.02 of the Magistrates’ Court General Civil Procedure Rules 2010. The Complaint to be served out of Australia must be in form 7A and inform the ... ”
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“ If you are unable to serve a party, you can apply for an order for substituted service under r 6.10. An order can be made where the Court is satisfied that it is impracticable to serve the document in the manner specified by the Rules. This may be because the person is evading service, they are ... ”
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“ Interlocutory applications are mini contests conducted before the final hearing, on application by summons and with affidavits in support. They can be about a variety of issues including, but not limited to, defects in the pleadings, provision of proper particulars, default in discovery ... ”
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“ If the Complaint is validly served and no defence is entered within 21 days of service and after the 21-day period has expired, the plaintiff can apply to the court for an order for default judgment. If the defendant has not filed a notice of defence, you should write to them and give the defendant ... ”
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“ and ”
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“ The plaintiff can apply for summary judgment in relation to a claim for a debt or liquidated demand: r 22.01. The defendant can do the same in relation to its counterclaim. The plaintiff’s application must be in form 22A made pursuant to r 22.02. The application must be supported by an affidavit ... ”
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“ Security for costs is ordered to provide some protection to defendants from prosecution of unsuccessful proceedings by plaintiffs or counterclaimants. However, orders for security for costs are not available against all plaintiffs and are always in the discretion of the court. See Order 62 ... ”
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“ Under r 23.02(1) if a pleading does not comply with the rules and in particular with r 13.01 as to the requirements of a statement of claim or: does not disclose a cause of action of defence; ”
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