The judge dealing with your case will decide if it is suitable for a video or phone call hearing. The court will then let you know the decision.

There are different ways the court may tell you the judge’s decision about how the hearing will take place:

• The court may send you a document called a ‘Notice of hearing’ in the post. 
• The court may email you separately to tell you.
• The court may call you on the phone. 

If you have already had a hearing either in a court building or by video or phone call, the order made at that hearing will say if there is going to be another hearing and how that hearing will take place. 

Even if you are told verbally at a hearing how the next hearing will take place, do check any further emails or paperwork from the court. Sometimes, a hearing's setting can change - from being one where you need to go to a building to being via video or phone call, or the other way round.

If you read in the court paperwork that the hearing will take place via BT meet me (or BTMM), this means it will be a telephone hearing. BT meet me (or BTMM) is the telephone service from BT that the court often uses for telephone hearings.

If you have not heard from the court about how to join your hearing by the day before, call the court and ask for help. 

What if a hearing by telephone or video is not suitable for you?

The court will take into account any problems you might face by the hearing by phone or video. So, it is really important to contact the court and tell them about anything that might make a phone or video hearing difficult for you. This might be because you have a disability, or if you simply don’t have things you need - such as a smart phone, tablet or computer or reliable access to the internet. The court will then try and make sure you can participate in the hearing in some way - for example, by you going to a court building while other people involved join by video or phone call.

Hybrid hearings 

You might hear the judge or court staff talking about 'hybrid' hearings. A hybrid hearing is where some people join the court hearing remotely by phone or video, but some of the participants attend the same hearing in person, within the court building.

If you do need to take part in a phone or video hearing working out how to use the technology may well be new to you. To join by phone or video, you will need:

• an email address to get the instructions on how to join,
• a phone - if it is a phone hearing,
• a smart phone, tablet or a computer with good internet access (these are often called 'devices') - if it is a video hearing,
• a webcam and microphone (most laptops, tablets and all smart phones have these built in),
• a quiet and private space where you will not be disturbed during the hearing and where no one else can overhear.

The court will contact you by email with instructions on how to join the hearing - we talk more about this in the next section.

The court will email or phone you to tell you how your hearing is going to take place. 

By email

It is hard to say when to expect your email from the court about your hearing . You need to check your junk and spam folders regularly in case it goes in there. You may not get the link to join the hearing until the day before or even the morning of your hearing. If you still don't have it within a couple of hours of the hearing make sure you phone the court and ask for it urgently.  

By phone 

If the court tells you the hearing will be by phone, make sure you call the court straight away to check that they have the correct telephone number for you.

Check the instructions beforehand

When you do get your instructions from the court on how to join your hearing you need to read them carefully. You should also receive a link for the hearing in advance, so you can test everything is working as it should beforehand.

The court service has a useful guide on what to do if your hearing has to take place by phone or video call. It is really import that you read the guidance carefully.

Video hearings

If you have a video call hearing, there are two different systems, or ‘platforms’, that the court can use for the hearing. The court will tell you which one you will need to use.

Cloud Video Platform

You might hear people talking about a CVP hearing. This is short for Cloud Video Platform and is the court service’s system for running secure video hearings. There is a guide called How to join Cloud Video Platform for a video hearing to help you understand how it works so that you are well prepared by the day of your hearing. 

Video Hearings service

Some hearings now use a system called the Video Hearings Service, or VHS (or sometimes VH) for short. If you are told by the court that your hearing will take place on this service, you need to read GOV.UK guidance on joining a telephone or video hearing. For this system, joining instructions will be sent from a ‘HMCTS.reform.net’ email address and you’ll need to set up an account before your hearing takes place.

Support during your hearing 

You might want support from someone during your phone or video hearing. There are steps you need to take to find out if the judge hearing your case will agree to this. GOV.UK have a guide called How to have someone to support you during a video or phone hearing that explains how to go about this.

If someone does support you during the hearing, they cannot be personally involved in the case. They will not be able to speak during the hearing, but they can take notes or remind you of things you want to say and give you emotional support.

Support Through Court is a charity that may be able to help you. You can fill in an online request form on their website or you can call their National Helpline on 03000 810 006 (Monday - Friday, 9.30am - 4.30pm, except Bank Holidays).

If you need to contact the court for any reason there should be contact details of the court dealing with your case on the paperwork you receive from the court, by post or email.

Top tips - on the day 

• Make sure you are ready at least 20 - 30 minutes before the hearing is due to start.
• Ideally, you need to find a quiet and private space to be in for the whole hearing. Wherever you are, the most important thing is that you cannot be overheard and you will not be disturbed - by other people and children, the doorbell, or pets! It is likely that the judge or magistrate will ask you to confirm you are in a quiet private space.
• If you have a case in the family court, you must be in a private space.
• If you have children you will need to arrange childcare, if you possibly can. If you have pets try to make sure they can’t disturb you either!

For a phone hearing:

• make sure your phone is charged,
• find a place with good and reliable reception,
• if you have headphones, try using them as then your hands will be free to take notes and go through your paperwork.

For a video hearing:

• make sure your smart phone, tablet or computer is charged or plugged in,
• make sure you have good internet connection,
• make sure you have the correct internet browser (see the section called Preparing for a hearing by phone or video for more on this) on your smart phone, tablet or computer,
• wear something clean and tidy,
• make sure your face and shoulders can be seen well on the screen by having a light or window in front of you, not behind you.

You may well need to take notes so remember to have paper and pens and something to write at - a desk or table.

Using the court bundle during the hearing

If you have been sent the court bundle you will need this near you so you can look at it during the hearing. You might have this in a printed copy, sent by post or you may be sent an electronic version, by email. 

If you can manage it, it is a good idea to check over notes you may have made and tidy them up or even type them up so that you have a clear record of what was said.

If possible, it can be helpful to have someone on hand at the end of the hearing to hear about what happened. This can help you to: 

• digest things, 
• work out what questions you may have and 
• think about what you need to do next. 

If you do speak to someone, try and make sure they are not involved in your case, for example someone you might need as a witness at a later hearing. This is because what you say might affect the evidence they will give.

If the court told you to do things after the hearing, in preparation for the next one, put time aside to do this and be organised – put reminders in your diary or phone calendar.

Make a clear to-do list and get stuck into it as soon as you can - things often take longer than you think!

If you do not have a lawyer to manage your case, you need to do it yourself. This means dealing with paperwork from the other side and the court and in some cases other people such as a social worker or an expert.

You will also need to prepare your case for your hearing and represent yourself at your hearing.

Get organised!

• Keep your papers neat and tidy so you don’t lose important paperwork. For example, you could have a file for court documents and another for letters, emails and telephone call notes.
• Keep copies of all letters or emails you send, in your file.
• Keep a record of any telephone calls you have – record the name of the person you spoke to, the date and time, and what was said by you and them.
• Make sure you reply promptly to letters, emails, and requests from the other side and the court.
• Give the court and the other side as much notice as possible about what you plan to do, for example, make a new application.
• If you send anything to the court, you need three copies one for the court, one for the other side, and a copy for yourself. 
• Make sure you stick to all dates and deadlines. If you have a good reason why you can’t, make sure you tell the court and the other side your reason before the deadline and ask for an extension. If you are going to ask for an extension make sure you do this well before any deadline, otherwise the court may say you have to pay the other person’s legal costs. 

Preparing your case

• Whatever the legal issue in your case, you need to try and look at your case from every angle. This can be very hard to do. But, this is what the judge will do. It will help you a lot if you can see the strengths and weaknesses of your case before you are put on the spot in court. If you can see the weaknesses in your case that might help you to see where to compromise when you are at court. The judge will expect you to have thought about how to compromise. If you can’t resolve things by agreement, then the judge will make a final decision that you will have to accept.
• To look at your case from every angle you need time. Try to get some legal advice before your hearing, if you can. If you can’t afford to see a solicitor for early legal advice there are other places you can go to that might be able to give you some initial legal advice for free. To start with, choose between Going to the family court, Going to a civil court, Going to an employment tribunal or Going to a benefits tribunal, and then click on the Legal Advice box at the bottom of the page.
• Make notes about your case before the hearing so you are clear on what you want to say. It is best to do these as bullet points rather than like an essay as it is unlikely the judge will let you read out something really long. You need notes on what you think is most important - what you don’t agree on with the other side. You might find it useful to make a list of key dates and events in the order that they happened so that you can find important information quickly. Plan to make your most important points first, in case you run out of time.
• You should already have an order with the details of the hearing. Go over it before the hearing. Every time there is a hearing, the court should give everyone an idea about how long it will take. This is called a ‘time estimate’. It might say, 30 minutes for example. This does not mean your hearing will be finished in 30 minutes though. It may take longer.
• The court should make it clear what type of hearing each hearing is but sometimes, without a lawyer, it can be hard to know what each hearing will involve. Be aware that if the time estimate is short, for example 30 minutes, it is very unlikely there will be time for you to tell the judge lots about your case. If the time estimate is much longer, for example one day or more, then it is highly likely you will be giving evidence to the court, and the court will expect you to be ready to ask the other side questions. 
• You may well be contacted by phone or email by a lawyer acting for the other side before a hearing. This could be in the weeks, days or even hours before the hearing. Whilst this might feel worrying or intimidating it is standard practice for lawyers and the court expects you and the other side to try and compromise and work out what you really disagree on - lawyers call this 'narrowing the issues'. If you can, it is important to try to use this opportunity to speak with the lawyer to discuss the case and what the hearing is for. You can check that you have copies of all the documents they will be using, and check that they have copies of any documents that you want to use. If you want to learn more about the role of lawyers and the professional standards they must meet when working with people without a lawyer you can read Going to court when the other side has a lawyer and you don't. 

It is likely that your hearing will take place using the method you asked for when you submitted your appeal. The options are by phone, by video call or face-to-face. If you asked for more than one method of hearing then the tribunal is likely to choose the method which is available soonest. 

Sometimes the tribunal decides on one you didn’t ask for. If you are concerned that you will not be able to access or manage a phone or video hearing properly, or if it will make you more anxious, you can ask for a face-to-face hearing. 

If you have been given a date for your hearing and now need to change the method of hearing, then you may be given a new date.   

The court service has made a helpful video about video hearings in the social security and child support tribunal. There is also a version with British Sign Language and subtitles in English, Welsh, Bangla, Gujarati, Punjabi and Urdu.

Whatever method of hearing you have you might want to have someone with you to support you, so that you feel able to tell the tribunal everything you want them to know. At the beginning of a hearing by phone, the judge may ask if you have anyone with you. This is just so that they know who is attending the hearing.

If you are involved in an employment tribunal hearing you can take a look at the court service’s helpful video on video hearings in the employment tribunal. There is also a version with British Sign Language and subtitles in English, Welsh, Bangla, Gujarati, Punjabi and Urdu.

The court service has made a helpful video about how to prepare for a hearing by phone or video call at the family court. There is also a version with British Sign Language and subtitles in English, Welsh, Bangla, Gujarati, Punjabi and Urdu.

Unlike most courts, family court cases are held in private. This means that you must ask permission from the court to have someone else present (except if the person is your lawyer), and they must be there to support you. You need to do this if the hearing is in a building or by video or phone call.

Domestic abuse

If you have suffered domestic abuse and the person you say abused you, known as the 'alleged perpetrator', is involved in the case, the court must take extra steps to protect you through the process.

These extra steps are known as ‘special measures’ and they are taken to protect vulnerable witnesses. When you make your application or, when your ex or another family member makes an application, you will have an opportunity to confirm to the court that you require some sort of special measure. One example of a special measure is being permitted to turn off your screen whilst a video hearing is taking place.

The court should ask you for your views on what type of hearing would feel safer to you. Some people who have suffered domestic abuse prefer to have a hearing by phone or video call, but others feel this enables the alleged perpetrator to see inside their personal space, making their home feel less safe.

The court will keep your email and mobile number private. The court should make sure that you are never left alone with the alleged perpetrator, whether that is in a court room, on a telephone line or in a video call.

If the hearing goes ahead with you joining by video or phone call, the court should explain to you how to blur your background to make it more neutral. Another option is to make your background as neutral as possible by moving things out of the view of the camera. You may be allowed to turn off your video or join by phone only, so that the alleged perpetrator cannot see you. If this is not offered to you, but would make you feel less worried, ask the court if you can do this. Another option is for the alleged perpetrator to be asked to join by phone only or turn off their camera.

It can be very helpful to have someone with you during your hearing, especially if you don’t have a lawyer. If possible, ask someone to support you and make sure the judge approves this, either beforehand or just at the very start of the hearing. See the section Preparing for a hearing by phone or video for more information on this.

If possible, it can be helpful to have someone on hand at the end of the hearing to hear about what happened, offer you support or help out with childcare, if needed.

If you have a hearing at the SEND tribunal, you can take a look at the court service’s helpful video about video hearings in the special education needs and disability tribunal. There is also a version with British Sign Language and subtitles in English, Welsh, Bangla, Gujarati, Punjabi and Urdu.

• Be prepared! Make notes about the points you want to get across or questions you need to ask.
• Make sure you have read all the information from the court carefully - so you know what to do on the day, or where to get help. 
• Organise all your paperwork.
• Find a quiet space to attend the remote hearing.
• Find a second screen, if possible, if it is a video hearing and you have an electronic bundle.
• Test that the link and your equipment work.
• Make sure the phone, laptop, or computer you are using is fully charged!
• Have pens or pencils and paper handy to take notes.
• Be ready 20-30 minutes before the hearing starts.
• Be polite during the hearing and stay as calm as you can, even if you don’t feel like it!
• Remember you will be visible at the video hearing, so be aware of your gestures and facial expressions. 
• Make notes as you go along, to help you during and after the hearing.
• Ask politely for help if you have a technical problem, or for an explanation if you don’t understand something.
   

What if I cannot attend a hearing remotely?

Hearings by telephone or video don’t always work well for everyone. For example, you may not have access to a quiet place where you will not be disturbed, or you may not have a stable enough phone signal or any internet access. If this is the case, you should contact the court as soon as possible, give your reasons why a remote hearing will be difficult for you and ask if they can adjourn the hearing. That means the hearing will be delayed while the judge considers your request.

What is a hybrid hearing?

This is a hearing where some people join the court hearing remotely by phone or video, but some of the people involved attend the same hearing in person, in the court building.

Can I bring someone with me?

If you’d like someone to be with you for support during your phone or video hearing, you have to ask the judge who is hearing your case if they agree to this. For more help see How to have someone to support you in a video or phone hearing. The charity Support Through Court can also help and give practical advice.

What is a court bundle?

A court ‘bundle’ just means a file of papers that everyone involved in the case, including the judge, will look at during the hearing. In the past this was made up of paperwork in ring binders. Now, it is standard for it to be an electronic file with all the important documents needed for the case, in a PDF file. 

Are there rules I need to follow during the video hearing?

Yes – because this is a formal event, there are certain ways you are expected to behave: 

• You must not photograph or record the hearing session (this is a criminal offence).
• You must not smoke or vape during the session.
• You must not eat or drink anything, other than water.
• You must not wear anything on your head, unless it is for religious reasons.
• You must not deliberately leave, unless the judge allows it.
• You should not interrupt.
• You should not lose your temper and shout.
• You should not swear.

What do I need to wear for the video hearing?

There’s no need to wear a special outfit. Just choose something clean and tidy that you will feel comfortable in.
The most important thing is that you are focused on the hearing and not distracted. You should try to sit calmly and avoid fiddling with your hair, clothes, jewellery etc. during the hearing.
 

You are probably reading this guide because you really cannot afford to pay a lawyer at all. If that is the case, we hope that this guide has helped you feel better prepared for your hearing. We have more free help available - start by choosing from one of these options:

• Going to the family court
• Going to a civil court
• Going to an employment tribunal
• Going to a benefits tribunal

If you have read through the guide and now think you might be able to find some money to pay a lawyer for some legal advice it is often a good idea to get it early on so that you can work out what to do next before making any big decisions. Or, if you are nearing the end of your case it might be a good idea to spend whatever money you do have on getting a lawyer to represent you at an important hearing.

Depending on the type of case and your financial situation, you may be able to get legal aid. Take a look at Getting help to pay for legal advice for a civil (non-criminal) case or, if your case is to do with a family problem, take a look at How to get legal aid for a family problem for more information on getting legal aid.

You need to think about how to find a good solicitor. Or, depending on your case you may be able to instruct a barrister without a solicitor. You can search for solicitors on the Law Society website or on the GOV.UK website.

If you are interested in going direct to a barrister it is important to understand that only certain barristers are trained to work directly with people involved in a court case (rather than with a solicitor as well). Barristers who do work directly with the public can help you with various different bits of your case. For example, they can give you specialist legal advice, help you to prepare court documents or represent you at court.

It is important to understand that you cannot get legal aid to cover the costs of a barrister working in this way. To find out more, go to the Direct Access Portal website.

To understand more about what different types of lawyers do, take a look at our guide to going to court when the other side has a lawyer and you don’t.

Disclaimer

The information in this guide applies to England and Wales and is for general purposes only. The law may be different if you live in Scotland or Northern Ireland.

The law is complicated. We have simplified things in the guide to give you an idea of how the law applies to you. Please don't rely on this guide as a complete statement of the law. We recommend you try and get advice from the sources we have suggested. 

The quotes and cases we refer to are not always real but show a typical situation. We hope they help you think about how to deal with your own situation.

Acknowledgements

This guide was updated thanks to funding from the Ministry of Justice via the Online Support and Advice Grant (OSAG).

Our thanks go to all those who provided feedback on this guide and in particular to District Judge Andrew Worthley.