Giving your process server good information at the beginning of a job can make a significant difference to how efficiently the matter progresses.

At a minimum, we need to know who needs to be served, what needs to be served and where we should attempt service.

But additional information — such as a photograph, workplace, vehicle details, alternative addresses or known routines — can sometimes turn a difficult service into a straightforward one.

You do not need to know everything about the recipient before instructing a process server.

The aim is simply to provide the information you already have that may genuinely assist with identifying and locating the correct person.

Start With the Documents to Be Served

The first thing we need is a complete and legible copy of every document that forms part of the service instruction.

Depending on the matter, this may include:

  • Court applications
  • Summonses
  • Claims
  • Subpoenas
  • Notices
  • Family law documents
  • Orders
  • Supporting documents required to be served
  • Cover letters or specific service instructions

If several documents need to be served together, it is important that the complete set is provided.

If you are unsure which documents must be served, that is generally something to confirm with your solicitor, the relevant court or tribunal, or another appropriate legal adviser.

A process server can carry out the service instruction, but we cannot determine your legal requirements for you.

Provide the Recipient's Full Name

Give us the person's full name as it appears on the documents whenever possible.

Also tell us about any other names they may use.

That can include:

  • Previous surnames
  • Married or maiden names
  • Common shortened names
  • Middle names
  • Nicknames
  • Alternative spellings
  • Business or trading names where relevant

For example, knowing that Robert Smith is usually known as Bob Smith may become useful when speaking with another occupant or making enquiries at an address.

The objective is to make sure the correct person is identified.

Give Us the Best Address You Have

The service address is one of the most important pieces of information.

Provide the full address, including:

  • Street number
  • Street name
  • Unit or apartment number
  • Suburb
  • State
  • Postcode

If there are unusual access arrangements, let us know.

Examples include:

  • Gated properties
  • Apartment complexes
  • Intercom systems
  • Rear units
  • Rural properties
  • Separate dwellings on the same block
  • Security-controlled buildings

If you are not certain that the address is current, tell us that as well.

An address described as "last known address" is very different from one you know the person currently occupies.

Alternative Addresses Can Be Extremely Helpful

If you have more than one possible address, provide them.

Useful alternatives may include:

  • Previous residential addresses
  • A partner's address
  • A family address
  • Workplace
  • Business premises
  • Another property associated with the recipient

This does not necessarily mean every address will be attended.

However, having the information available can save considerable time if the original address proves unsuccessful.

If another attendance would involve additional cost, we can seek instructions before proceeding.

A Recent Photograph Is Very Useful

If you have a recent photograph of the person, send it with the instruction.

A photograph can be particularly valuable where:

  • Personal service is required
  • Several people live at the address
  • Identity may be disputed
  • The recipient is believed to be avoiding service
  • The process server may see the person before reaching the front door
  • Service is being attempted at a workplace or public location

A clear, recent photograph is generally more useful than a heavily edited, very old or low-resolution image.

Where identification is important, photographs can help the process server form a more reliable view that the person being approached is the intended recipient.

Vehicle Details Can Help

If you know what vehicle the recipient drives, include:

  • Make
  • Model
  • Colour
  • Registration number

For example:

2019 white Toyota Hilux — registration 1ABC234

Vehicle information can help establish whether somebody may be home and can sometimes assist in identifying the correct property or person.

It does not prove that someone is present, but it can provide useful context when combined with other observations.

Tell Us Where They Work

A workplace can be an important alternative location when residential service is unsuccessful.

If you know their employer, provide:

  • Business name
  • Workplace address
  • Position or occupation if relevant
  • Usual working hours if known
  • Any other useful access information

Whether a workplace attendance is appropriate will depend on the documents, instructions and circumstances.

Where possible, residential service may often be preferable, but having workplace information available gives us another option if required.

Known Routines Can Help With Timing

You do not need to provide a detailed account of someone's daily life.

However, simple information about their usual routine can help us choose sensible attendance times.

For example:

  • Usually leaves for work around 6:30 am
  • Works night shift
  • Home most evenings after 7 pm
  • Usually collects children from school in the afternoon
  • Works from home on Fridays
  • Often away during weekends
  • Regularly uses a particular workplace

If the recipient is normally at work from 7 am until 5 pm, repeatedly attending their home at midday is unlikely to achieve much.

Useful timing information can help reduce unnecessary attempts.

Phone Numbers and Email Addresses Can Still Be Useful

Even where the documents require personal service, contact details can sometimes assist with managing the instruction.

If available, provide:

  • Mobile number
  • Home phone number
  • Work number
  • Email address

We do not assume that sending a document by email or text constitutes valid service unless that method is permitted.

However, contact details may still be useful for enquiries, arranging an appropriate attendance or providing background information where the instructions allow it.

Date of Birth and Other Identification Information

Where available and relevant, a date of birth can help distinguish between people with similar names.

Other useful identifying details may include:

  • Approximate age
  • Physical description
  • Occupation
  • Known associates
  • Distinguishing information relevant to identification

Only provide information that is reasonably relevant to the job.

There is generally no benefit in sending large quantities of unrelated personal information.

Tell Us About Previous Service Attempts

If someone else has already attempted service, let us know.

Useful information includes:

  • Dates and times of previous attempts
  • Addresses attended
  • What occurred
  • Information obtained from occupants
  • Whether the person appeared to be home
  • Any indications that they had moved
  • Whether the recipient is aware that service is being attempted

This can prevent us from simply repeating an approach that has already proved unsuccessful.

It may also help determine whether another time, address or strategy would be more appropriate.

Tell Us If You Believe the Person May Avoid Service

If you genuinely believe the recipient will try to avoid being served, tell us at the beginning.

Explain why you believe that rather than simply saying they are evasive.

For example:

  • They have told you they will refuse documents
  • Previous servers have been unsuccessful
  • They have stopped answering the door since becoming aware of proceedings
  • They regularly leave when approached
  • Occupants have confirmed they are deliberately refusing to answer
  • Their solicitor or another party has indicated they know service is being attempted

This allows us to plan appropriately.

It is still important to distinguish between confirmed information and assumptions.

An unanswered door on its own does not prove somebody is avoiding service.

Tell Us the Deadline

Always provide any relevant:

  • Court date
  • Hearing date
  • Filing deadline
  • Service deadline
  • Limitation date
  • Other time-sensitive requirement

Do not assume the deadline is obvious from the documents.

Clearly state it in your instructions.

If a matter is urgent, make that clear when contacting us so availability and timing can be confirmed before the job is accepted.

Tell Us What Type of Service Is Required

Where known, tell us whether the documents require:

  • Personal service
  • Non-personal service
  • Service on a company
  • Service on another permitted person
  • Another specifically authorised method

If there are unusual service requirements, include them with the instruction.

Different courts, tribunals and types of proceedings can have different rules.

If you are uncertain about the required method, obtain advice or confirmation from the relevant authority rather than guessing.

Tell Us About Any Court Order Affecting Service

If the court has already made an order dealing with how service may occur, provide a copy.

For example, there may be an order authorising:

  • Substituted service
  • Email service
  • Service through another person
  • Service at a particular address
  • Another alternative method

The process server needs to know about that order before acting on it.

Let Us Know About Safety Concerns

Safety information should always be disclosed.

Tell us if you know about:

  • Aggressive behaviour
  • Threats of violence
  • Dangerous dogs
  • Weapons
  • Drug activity
  • Significant mental health or behavioural concerns relevant to an attendance
  • Previous confrontations
  • Security risks at the property
  • Any other circumstance that may present a genuine risk to the field agent

This information does not necessarily mean we cannot undertake the job.

It allows us to assess the circumstances and plan the attendance appropriately.

Do not exaggerate risks, but do not withhold genuine concerns either.

Access Information Can Save a Wasted Attendance

For apartments, commercial premises and secured properties, provide any information you legitimately have that may assist with access.

For example:

  • Unit number
  • Building name
  • Intercom name
  • Reception hours
  • Business trading hours
  • Which entrance to use
  • Property layout information relevant to finding the address

Do not provide passwords, private security codes or access credentials you are not authorised to disclose.

Include Your Own Contact Information

We also need to know who is instructing us.

Provide:

  • Your name
  • Organisation or firm
  • Email address
  • Phone number
  • Client or matter reference
  • Billing details where required

If another person has authority to provide instructions on the matter, let us know who that is.

This is particularly helpful when urgent decisions need to be made after an unsuccessful attendance.

Tell Us What You Need at Completion

If you require something specific once the service is completed, tell us before the job begins.

For example:

  • Affidavit of service
  • Affidavit of attempted service
  • Particular court form
  • Detailed attendance report
  • Photographs
  • Return of original documents
  • Court filing
  • Urgent return of the completed affidavit
  • Witnessing or other special formalities

This allows us to confirm what is required before the field work starts.

What If You Don't Have Much Information?

That is not necessarily a problem.

Many instructions begin with little more than:

  • A person's name
  • A set of documents
  • One residential address

Sometimes that is all that is required.

The purpose of providing additional information is not to create a huge dossier on the recipient.

It is simply to give the process server useful information that may improve the chances of successfully completing the instruction.

If the address proves incorrect or the person has moved, further enquiries or skip tracing may then be considered.

Quality Is More Important Than Quantity

A few pieces of reliable information are much more useful than pages of speculation.

The best instructions clearly separate:

Known facts

from

Possible or unconfirmed information.

For example:

> Known: Recipient works at ABC Engineering in Welshpool.

is much more useful than:

> Possibly works somewhere around Welshpool.

Likewise:

> Vehicle confirmed last month: silver Mazda CX-5, registration 1ABC234

gives the process server something practical to work with.

Accurate information helps us plan better and reduces unnecessary work.

How EDS Uses Your Information During the Job

Once an instruction is accepted, the matter is managed through EDS ServeTrack, our purpose-built job management system.

Relevant information can be made available to the field agent assigned to the matter so they have what they need when attending.

Attendances can then be recorded with details including:

  • Date
  • Time
  • GPS location
  • Outcome
  • Attendance notes
  • Relevant observations
  • Supporting photographs where appropriate

Clients can be kept informed as the matter progresses, creating a clearer flow of information from the original instruction through to completion.

A Good Brief Gives the Process Server the Best Starting Point

You do not need to investigate the recipient yourself before instructing us.

But if you already have useful information, send it.

A good process-serving instruction usually answers five basic questions:

1. Who needs to be served? 2. What needs to be served? 3. Where should we look for them? 4. When does it need to be done? 5. What else do we know that may genuinely help?

From there, the process server can get to work.

Better information means better planning, fewer unnecessary attempts and a better chance of completing the instruction efficiently.

Ready to Send an Instruction?

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.

When sending an instruction, provide the documents, recipient details, service address, deadline and any other information that may assist.

If you are unsure whether something is relevant, include a short note and we can determine whether it is useful to the job.

*This article provides general information only. Service requirements vary depending on the documents, court and jurisdiction. If you are unsure about the legal requirements for service, obtain appropriate legal advice.*