If you have never used a process server before, it is completely reasonable to wonder what actually happens after you send through your documents.

At Elite Document Services, the process is designed to be straightforward, transparent and well documented from the time we receive your instructions through to the final outcome.

This guide explains what usually happens after you instruct us to serve documents.

1. We Review Your Instructions

Once we receive your documents and instructions, we review the matter before it is accepted for field work.

We look at things such as:

  • The type of documents being served
  • The person or organisation being served
  • The service address
  • Any court or filing deadlines
  • Whether personal service is required
  • Any special instructions
  • Any known risks, access issues or previous service attempts

If anything important is missing, we may contact you before the matter is allocated.

The more accurate information you can provide at the beginning, the better.

Useful information can include alternative addresses, phone numbers, vehicle details, work locations, photographs, known routines and any previous history of attempted service.

2. The Job Is Accepted and Allocated

Once the instruction is accepted, the matter is created within our internal job management system, EDS ServeTrack.

From there, the job can be allocated to the appropriate field agent and tracked through each stage of the process.

Depending on the location, urgency and nature of the matter, the first attendance may take place quickly or may be scheduled around the circumstances of the job.

For example, a residential attendance may be more effective outside normal working hours, while a business address may be more suitable during the day.

3. The Process Server Attends the Address

The field agent attends the nominated location and attempts service in accordance with the instructions and the relevant service requirements.

The exact approach depends on the type of documents and the circumstances.

An attendance may result in:

  • Successful personal service
  • Service on another permitted person
  • No answer at the address
  • Confirmation that the person still resides there
  • Information that the person has moved
  • A vacant or inaccessible property
  • A refusal to answer or engage
  • Further information that may assist with another attempt

Not every matter is completed on the first attendance.

That is normal.

Some jobs require multiple attempts at different times or on different days before service can be completed.

4. The Attendance Is Recorded

One of the key parts of process serving is creating a clear record of what occurred.

Through EDS ServeTrack, an attendance can be recorded with information such as:

  • Date of attendance
  • Time of attendance
  • Logged GPS location
  • Address attended
  • Outcome of the attempt
  • Detailed field notes
  • Description of the person spoken to
  • Method of service
  • Supporting photographs where appropriate
  • Additional observations relevant to the job

This creates a detailed history of the matter rather than relying on someone trying to reconstruct what happened later.

For matters involving court proceedings, that record can also be important when preparing an affidavit of service or explaining unsuccessful attempts.

5. You Receive an Update

You should not have to keep contacting your process server to find out whether an attendance has taken place.

EDS ServeTrack allows us to provide automatic updates as the matter progresses.

Regular and one-off clients do not need a portal login to benefit from this.

You can continue instructing us by email or through our website and still receive updates as attendances are recorded and the job moves forward.

Approved repeat clients can also access our secure client portal to:

  • Track active matters
  • Review updates
  • Upload documents
  • View approved quotes
  • Accept quotes online
  • View recorded costs
  • Keep multiple instructions organised in one place

6. If Service Is Unsuccessful, We Work Out the Next Step

An unsuccessful attendance does not necessarily mean the job has failed.

The information obtained during an attempt can often help determine what should happen next.

Depending on the circumstances, the next step may involve:

  • Returning at a different time
  • Making another attendance on a different day
  • Trying an alternative address
  • Contacting the client for further instructions
  • Conducting additional enquiries
  • Confirming whether the person has moved
  • Attempting service at a workplace
  • Recommending a skip trace or address search
  • Providing evidence of attempted service for further court action

If extra work or additional cost is likely to be required beyond the original scope, we aim to make that clear before proceeding where possible.

7. If Service Is Successful, the Matter Moves to Completion

Once service has been successfully completed, the attendance is finalised and the matter moves toward completion.

Depending on the instruction, this may include:

  • Finalising the service record
  • Preparing an affidavit of service
  • Preparing a completion report
  • Collating relevant evidence
  • Confirming costs
  • Returning completed documents where required
  • Sending the final result to the client

The exact completion requirements depend on the type of matter and the court or jurisdiction involved.

What If the Person Is Avoiding Service?

Some recipients make service very easy.

Others do not.

Avoiding phone calls, refusing to answer the door or changing routines can make service more difficult, but it does not automatically make service impossible.

Repeated attendances at appropriate times, information gathered in the field, alternative addresses and further enquiries can often improve the chances of locating the person.

Where traditional service becomes impractical, the client may also need to seek legal advice about whether an application for substituted service or another court-approved method is appropriate.

A process server cannot simply invent an alternative method of service because normal service has been difficult.

How Many Attempts Are Usually Made?

There is no single number that applies to every job.

The number of attempts depends on things such as:

  • The instructions provided
  • The urgency of the matter
  • The type of documents
  • The information available
  • The behaviour of the recipient
  • Court deadlines
  • The agreed scope of work
  • The location of the address

In some cases, service is completed immediately.

In others, several strategically timed attempts may be required.

The important thing is that each attendance produces useful information and that the client remains informed about what is happening.

What Information Helps a Process Server?

The more reliable information we have, the better we can plan the job.

Useful information may include:

  • Full legal name
  • Current or suspected residential address
  • Workplace
  • Phone number
  • Email address
  • Date of birth
  • Photograph
  • Vehicle description and registration
  • Typical work hours
  • Known routines
  • Alternative addresses
  • Information about pets, gates or access restrictions
  • Any history of avoiding service
  • Any known safety concerns

You do not need to have all of this information before instructing us, but relevant details can save time and reduce unnecessary attendances.

Better Communication From Instruction to Completion

Good process serving is not just about knocking on a door.

It is also about planning, recording what happens, responding to new information and keeping the client informed throughout the job.

That is one of the main reasons we built EDS ServeTrack around our own field workflow.

It allows us to maintain a clearer record of each matter and provide clients with better visibility as their instruction progresses.

Less chasing. Better records. Better communication.

That is the standard we aim to provide from the moment we receive your documents through to the completion of the job.

Need to Serve Documents?

Elite Document Services provides professional process serving and field services throughout Perth, the wider metropolitan area and regional Western Australia, with national and international service available through our agent network.

You can send your instruction through our website, contact our office directly, or enquire about EDS ServeTrack client portal access if you regularly instruct us.