How to prepare your documents for a process server

A smooth service starts before the process server leaves for the address. The more complete and accurate your request is, the fewer wasted trips there are, and the better the chance that the papers are served before your deadline. This guide walks through what to gather before you order service.

Identify the person or business to be served

Start with exactly who needs to receive the papers.

• Full legal name. Use the name as it appears in the court documents. If the person goes by another name, mention it in your instructions.
• Individual or business. Say whether you are serving a person or an entity, such as a corporation or limited liability company. Businesses are usually served through a registered agent or an officer or other person authorized to accept papers, so include that name if you know it.
• Helpful identifying details. A physical description, a date of birth or a recent photo are optional, but they help the server confirm they have the right person, especially at a shared home, an apartment building or a busy workplace.

Confirm the service address

An out-of-date or incomplete address is one of the most common reasons an attempt fails.

• Use a current address. Confirm where the person lives or works now, not where they lived when the dispute began.
• Include every detail. Add the apartment, suite or unit number and any building name.
• Note access issues. Gated communities, secure lobbies and buildings with a front desk can affect how and when the server can attempt service.
• Add alternate addresses. If you know both a home and a work address, include both. Court Runner USA lets you add more than one service address to a request.

Have your court information ready

The court details in your request should match your documents exactly. Gather:

• the name of the court, for example the county and type of court;
• the case or file number, if one has been assigned;
• the state where the case is filed;
• the case name, usually in the form “Plaintiff v. Defendant”; and
• the document type, such as a summons and complaint, petition, subpoena, motion or notice.

These details are used to identify the job and to fill in the affidavit of service, so a typo here can carry through to the document you file with the court.

Prepare a clean PDF

Your documents are delivered to the process server as a PDF, so the file you upload is what gets served. A few checks help avoid delays:

• Include every page. Make sure the full set of documents is there, including any exhibits or attachments that must be served with them.
• Put pages in order. Arrange the documents in the order they should be served, with every page upright.
• Keep it readable. Scan at a resolution where small print, signatures and stamps are easy to read. Check that any court seal, clerk’s stamp or signature the documents need is visible.
• Remove passwords. A password-protected or locked PDF may not open for the person who needs to print it.
• Use one file. If your documents are in several files, combine them into one PDF.

Court Runner USA counts the pages in your PDF to calculate the printing fee in your price, so removing blank or duplicate pages keeps the price accurate.

Share the best times and any special instructions

Timing makes a big difference. If you know when the person is likely to be home or at work, say so. A business is usually best served during its opening hours.

Special instructions are the place for anything else that helps the server:

• the vehicle the person drives;
• a dog on the property or a side door that is used instead of the front door;
• a receptionist or security desk the server should expect; or
• a name the person is known by locally.

Keep instructions factual. They go to the process server assigned to your job, while your own phone number and email address stay private.

Plan around your deadline

Most cases have deadlines connected to service. There may be a limit on how long you have to serve papers after a case is filed, or a hearing date the other side must be served before. The rules vary by state and by court, so confirm the deadline that applies to your case.

When you order service, choose a service type that fits your timeline. Court Runner USA offers Standard, Rush and Same-day service. Leave room for more than one attempt, because people are not always found on the first try, and allow time for the affidavit to be signed, notarized and filed after service is complete. Enter your deadline in the request so it is clear from the start.

A quick checklist

Before you submit, confirm you have:

1. the full legal name of the person or business to be served, and whether it is an individual or an entity;
2. a current service address, with unit numbers and access notes;
3. the court, case number, state, case name and document type;
4. a complete, readable, unlocked PDF;
5. the best times to attempt service and any special instructions; and
6. your deadline, and a service type that fits it.

To learn what happens once the papers are delivered, read what an affidavit of service is.