How to use this checklist

Print this and work top to bottom. Phases 1 through 7 and Phase 9 are for the defending lawyer. Phase 8 is for the witness without counsel, and for any lawyer who wants to hand a nonclient something honest to read. Phase 0 is the pass you make the day the notice arrives, even if the deposition is two months away.

Authorities are federal unless noted. Model Rule citations are to the ABA version, and your state's adopted rule controls. "ABA Formal Op. 508" means the ABA's Formal Opinion 508, The Ethics of Witness Preparation (Aug. 5, 2023). Where a forum has its own rule on conferring with a witness, that rule replaces the general discussion here. For the reasoning behind the items, read Preparing a Witness for Deposition: What Is Proper, What Is Coaching, and What the Other Side Can Discover. For the narrative steps and worked examples, read Preparing Yourself or Your Witness for a Deposition: A Practical Guide. For forms, use Witness Preparation Toolkit: Session Agendas, Instruction Sheets, and Practice Examinations.

Scale the list to the stakes. A peripheral witness in a small case can skip the second mock, but no witness should skip Phases 1, 2, and 6.

Phase 0: The day the notice arrives

Red flag: A witness who says "I already talked to their lawyer" or "I already talked to the other guys about what we'll say." Stop and find out what was said before scheduling anything else.

Phase 1: Settle who the client is

Former employees and third parties

  • Look up the forum's rule on former employees. In re Allen, 106 F.3d 582 (4th Cir. 1997) (privilege extends); Peralta v. Cendant Corp., 190 F.R.D. 38 (D. Conn. 1999) (tenure facts protected, testimony-shaping talk not); Newman v. Highland School District No. 203, 381 P.3d 1188 (Wash. 2016) (generally ends with employment).
  • Decide whether to offer representation, and if so, get informed consent.
  • If not representing, state who you represent and give no legal advice other than to obtain counsel. Model Rule 4.3.
  • Do not ask a former employee to refuse to speak with the other side, unless Rule 3.4(f) permits it. Note: The exception covers a client's relatives, employees, and agents. A former employee is usually outside it. The other side may generally contact her without your consent under Model Rule 4.2, comment [7].
  • Assume nothing said is confidential unless your research supports it. Under Peralta, sharing other witnesses' testimony was not privileged, though counsel's own opinions may be work product.
  • Check payment terms. Time and expenses only, with no tie to content. ABA Formal Op. 96-402; 18 U.S.C. § 201(d); Model Rule 3.4(b). Note: Treat this as a cross-examination chapter. She will be asked what she was paid.

Red flag: A company lawyer "appearing for" former employees at their depositions without any decision about representation. Newman began with exactly that, followed by a disqualification motion and a discovery fight.

Phase 2: Build the file

Phase 3: Control the documents

Red flag: Anyone other than counsel handing the witness materials. In Ibarra v. Baker, 338 F. App'x 457 (5th Cir. 2009), a retained expert met the witness alone and gave him a marked-up transcript, and the lawyers were sanctioned for authorizing it.

Phase 4: Run the sessions

Red flag: You are about to say "what you meant was." Stop. Ask what she meant. In re Eldridge, 82 N.Y. 161 (1880) said a lawyer's duty is to extract the facts and not pour them in, and Ibarra v. Baker, 338 F. App'x 457 (5th Cir. 2009) shows the modern consequence.

Word-choice check

  • Before suggesting any word, ask whether it clarifies her meaning or adds a fact. ABA Formal Op. 508; Restatement (Third) of the Law Governing Lawyers § 116 cmt. b.
  • Avoid legal terms the witness has never used unless she uses them in her job. Ibarra ("retaliation," "high crime area").
  • Do not script. Whether scripts are ever allowed is unresolved, per ABA Formal Op. 508, n.19, and a written script may be discoverable.
  • If a witness pushes back on your understanding, write down her version. Resolution Trust Corp. v. Bright, 6 F.3d 336 (5th Cir. 1993).
  • Check whether your jurisdiction's opinions use a stricter knowledge test. D.C. Bar Op. 79 (1979), decided under the former Code and quoted in D.C. Bar Ethics Opinion 234, says "knows, or ought to know."

Phase 5: Mock examination

Red flag: A witness who gives the same sentence, word for word, three times in a mock. An examiner who asks "Who taught you that phrase?" will have a useful afternoon.

Phase 6: Plan for what happens on the record

Remote setting

  • Test the platform with the witness, including exhibit display. Rule 30(b)(4).
  • Confirm who is in the room. State it on the record if asked.
  • Phones off and out of reach; all other applications closed; notifications off. Ngai v. Old Navy, 2009 WL 2391282 (D.N.J. July 31, 2009). Note: ABA Formal Op. 508 collects discipline and sanctions for texting, chat, and off-camera prompting, including The Florida Bar v. James, 329 So. 3d 108 (Fla. 2021), and Barksdale School Portraits, LLC v. Williams, 339 F.R.D. 341 (D. Mass. 2021).
  • Agree to a protocol that no one is communicating with the witness. Formal Op. 508 suggests such protocols as a precaution. Full setup: Remote Deposition Checklist: A Practical Checklist.
  • Tell the witness how to ask to see a full document. Rule 30(c)(1).
  • Plan for a dropped connection. Rule 30(b)(4).

Red flag: Any message from counsel to a witness during testimony. In Ngai, the court compared this to passing notes at trial, found the messages unprivileged, and ordered them produced.

Phase 7: Day of, and the day after

Phase 8: For the witness without a lawyer

For the basics of responding to a subpoena, see Rule 45 Subpoena Response Checklist: A Practical Checklist.

Phase 9: Closing the file

This list is general information for planning and isn't legal advice about any one witness; forum rules and specific facts will change some items.

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