How Process Serving Works in Ontario: A Step-By-Step Guide (2026 Update)
A process server Ontario professionals rely on must follow strict procedures to ensure legal documents are served accurately, on time, and in full compliance with provincial rules. Whether you are a lawyer, paralegal, landlord, lender, corporate litigation team, or an individual involved in a civil or family matter, understanding how service works is essential.
At Select Serve and File Process Server Inc., our process server Ontario team helps clients across Toronto, Mississauga, Brampton, Hamilton, and all surrounding regions with process serving, court filing, skip tracing, locate searches, and document retrieval, always with fast turnaround, custom solutions, and competitive pricing.
This detailed guide explains how process serving works in Ontario, the rules that govern it, and what you can expect when hiring a professional.
What Is a Process Server in Ontario?
A process server Ontario clients hire is responsible for delivering legal documents to individuals, businesses, and legal representatives involved in a case. This ensures the recipient is properly notified and the court can confirm they had an opportunity to respond.
Documents commonly served by a process server in Ontario include:
- Statements of Claim
- Applications and Motions
- Small Claims documents
- Family Court forms
- Summons and Subpoenas
- Landlord–Tenant Board notices (N4, N12, N13, L1, L2)
- Garnishments and Judgments
- Demand letters
- Civil enforcement documents
A skilled process server Ontario expert understands the Rules of Civil Procedure, Family Law Rules, and Residential Tenancies Act requirements for service.
Step 1: Intake and File Assessment
When clients submit documents, a process server Ontario professional begins with a full file review:
- Type of document
- Required method of service (personal, alternative, mail, electronic)
- Deadlines
- Respondent’s address, workplace, or alternate locations
- Safety or behavioural concerns
- Whether rush service or court filing is required
Select Serve and File’s process server Ontario team provides personalized attention to every file and recommends the most efficient approach.
Step 2: Preparing the Service Package
A professional process server Ontario prepares:
- Copies of documents
- Address verification
- Route planning
- ID confirmation requirements
- Affidavit of Service templates (Form 16B, Form 6B, Form 8A)
Proper preparation ensures service meets Ontario’s legal requirements.
Step 3: Attempts at the Address
A process server Ontario typically makes three attempts at different times of day:
- Morning
- Evening
- Weekend
This increases the chance of locating the respondent. Servers maintain professionalism, privacy, and safety while gathering lawful information from neighbours or building staff when appropriate.
If avoidance is suspected, the process server Ontario may recommend skip tracing or an alternative service plan.
Step 4: Personal Service (When Required)
Many documents require personal service, meaning the process server Ontario must hand the papers directly to the recipient:
- Civil Claims
- Family Applications
- Summons to Witness
- Subpoenas
The server will:
- Confirm identity verbally
- Inform the person of the nature of the documents
- Record details for the affidavit
Even if the recipient refuses to take the papers, the process server Ontario can still complete service under Ontario rules.
Step 5: Substitute or Alternative Service
If standard service fails, a process server Ontario may use:
Substituted Service
Leaving documents with an adult at the residence or workplace.
Service by Mail or Posting
Permitted in Small Claims and some LTB/Residential Tenancies matters.
Motion for Substituted/Alternative Service
Lawyers can request permission for:
- Email service
- Social media service
- Service via publication
- Last-known-address service
A process server Ontario provides attempt logs, photos, timestamps, and skip-trace results for such motions.
Step 6: Affidavit of Service
Once service is completed, the process server Ontario prepares a sworn Affidavit of Service:
- Form 16B – Civil
- Form 6B – Family
- Form 8A – Small Claims
- Certificate of Service – LTB
This affidavit includes:
- Who was served
- When, where, and how
- Attempts made
- Description of the person served
Select Serve and File’s process server Ontario team assists with affidavit accuracy and commissioning.
Step 7: Court Filing (If Required)
Many matters require filing after service. A process server Ontario can file documents:
- In person
- At the court counter
- Through Ontario’s e-filing portal
Select Serve and File provides staff trained for court filing, document retrieval, continuing record updates, and endorsement record handling.
Real Example: Successful Ontario Service
A paralegal in Toronto recently needed urgent service on a respondent living in a secured condo. Our process server Ontario specialist:
- Conducted timed attempts over two days
- Spoke to concierge lawfully to confirm occupant patterns
- Waited at the lobby during shift changes
- Successfully served the respondent
- Filed the affidavit the same morning
Because the process server Ontario team executed quickly, the client met their deadline with no delays.
Why Use a Professional Process Server in Ontario?
A process server Ontario expert ensures:
- Compliance with Ontario rules
- Faster turnaround times
- Legally valid affidavits
- Accurate attempts logs
- Court filing support
- Access to skip tracing and locate searches
- Reliable rush/same-day service
Professional service prevents delays, rejections, and increased legal costs.
Tips for Working With a Process Server Ontario
- Provide multiple addresses and phone numbers
- Share timelines and urgency level
- Indicate safety concerns (if any)
- Use skip tracing when addresses are outdated
- Request rush service for tight court deadlines
Disclaimer
This article provides general information only and is not legal advice. For case-specific guidance, consult a lawyer or licensed paralegal.
Contact Us
For fast, reliable, and affordable service anywhere in Ontario, Select Serve and File Process Server Inc. offers professional process server Ontario solutions, court filing, skip tracing, and rush services backed by experienced staff. Contact us today.
FAQ
They deliver legal documents according to court rules and prepare affidavits of service.
A process server in Ontario typically makes three varied-time attempts.
Yes, many offer in-person and e-filing support.
