A process server is someone who can make the lives of solicitors much easier, by helping to make sure legal papers are served in a timely and efficient manner, and more importantly, done so in a way that’s legal, meaning that proceedings can continue and won’t be thrown out of court.
But in turn, there are ways in which solicitors can also make the lives of process servers that much easy too. And that’s important for solicitors, because it means faster results, which could also mean reduced costs.
Process servers aren’t just knocking on a door and handing papers over. There’s serious work involved. And with solicitors doing what they can to help, things can go a lot more smoothly for everyone involved.
Why good instructions matter
When legal deadlines are looming, the last thing a solicitor wants is for service to be delayed because of poor information. Every incorrect detail increases the likelihood of wasted visits, longer waiting times, or even the risk of the papers not being served within the court’s timeframe.
That in turn can impact the progression of a case, and even damage a solicitor’s reputation in the eyes of a client.
Good instructions are the backbone of efficient process serving. A clear, accurate brief allows the server to plan properly, target the right location, and act swiftly.
For a solicitor, taking a little extra time at the outset to double-check addresses and gather all relevant information can mean the difference between a straightforward first attempt and a string of failed visits.
It’s not always possible – that might even be why you’re hiring a private investigator for your process serving needs – but where it can be done, do some prep work.
Information that saves time
The most effective way to ensure smooth service is to supply a process server with as much reliable information as possible. This doesn’t mean overloading them with irrelevant details, but rather providing clear, up-to-date facts that can guide their approach.
Some of the most useful information includes:
- Accurate addresses: Including flat numbers, business names, or landmarks that help narrow down the location. A full address avoids wasted time circling large estates or blocks of flats.
- Alternative addresses: If the individual might be found at both a home and a workplace, sharing both options gives the server flexibility and increases the chance of success.
- Up-to-date contact details: Phone numbers or email addresses can help verify whether a subject is still associated with an address, even if direct contact is not used for service itself.
- Physical descriptions: If there is a risk of mistaken identity or the person is known to be evasive, a brief description can avoid confusion.
- Relevant context: If there are security gates, concierge desks, or potential hostility, this helps the server prepare and handle the situation safely.
- Time-related information: Details such as working hours, school runs, or known patterns can help the server choose the most effective time to attempt service.
By providing this information, solicitors give process servers the tools they need to act efficiently. Instead of making multiple speculative visits, the server can target their efforts with precision, saving both time and cost.
Common mistakes solicitors make
Even the most experienced solicitors occasionally fall into habits that make life harder for process servers. Recognising these pitfalls is the first step to avoiding them.
One of the most frequent mistakes is relying on outdated information. Clients may provide an address from months or even years ago, and unless that is checked, the process server could be sent to a completely irrelevant location. Each wasted visit adds to the cost and pushes the deadline closer.
Another common issue is vagueness. Instructions such as “the subject lives in this block of flats” or “try the address on file” leave the server with very little to work with.
Some solicitors also assume that recipients will simply be at home, waiting. In reality, many individuals work irregular hours, travel frequently, or actively avoid being at home during the day. Without extra detail, a server may attempt service at times when success is highly unlikely.
Finally, there can be a tendency to underestimate the importance of communication. Keeping the server updated on any new developments, such as a fresh address or urgent change, allows them to adapt quickly. Silence or last-minute updates often result in inefficiency.
How preparation saves money
The financial benefits of preparation are easy to overlook.
Each additional visit or wasted journey can add to the bill. Providing the right information from the outset can significantly reduce the number of attempts required, cutting down costs straight away.
There is also a wider financial consideration. Delays in service can mean adjourned hearings, frustrated clients, and potential reputational damage. In some cases, they can even threaten the progression of the case itself, leading to further legal costs.
By ensuring the process server has everything needed to act promptly, solicitors protect themselves and their clients from these knock-on effects.
Quick checklist for solicitors
For solicitors who want to make the most of a process server’s time, the following checklist offers a simple starting point:
- Verify the address is current and complete.
- Provide multiple possible addresses if available.
- Share any relevant contact information.
- Include a physical description if necessary.
- Supply all paperwork in one complete package.
- Highlight potential difficulties, such as gated access or hostility.
- Confirm deadlines clearly.
Following these steps only takes a few extra minutes, but it can transform the efficiency of the entire process.
Final word
Working with a process server should be straightforward, but success depends on collaboration. Solicitors who take the time to provide clear instructions and accurate information will benefit from faster results, lower costs, and fewer complications.
You aren’t expected to work miracles and if some of this information isn’t available, that’s OK. Just be clear and upfront about what you can or can’t obtain, and let the process server do the rest.
In the end, better communication and preparation not only make the process server’s job easier but also deliver the results solicitors and their clients need.
If you need help with process serving and want the expertise of a private investigator to carry out the work as efficiently as possible, give us a call on 01772 334700.