Document Retrieval in Ontario Courts: What’s Included and How It Works (2026 Guide)

Legal professionals, corporations, lenders, and individuals often require access to court documents such as filed pleadings, orders, endorsements, judgments, or historical case materials. Obtaining these records is not always simple. Each courthouse has different procedures, timelines, and access rules. This is why document retrieval Ontario services have become essential for law firms, property managers, financial institutions, and anyone involved in litigation.

Select Serve and File Process Server Inc. provides document retrieval Ontario services at courthouses across the province, including Toronto, Brampton, Mississauga, Newmarket, Oshawa, Hamilton, Kitchener, and beyond. Our team retrieves continuing records, orders, certificates, writ information, case files, and archived materials. We deliver fast, accurate results with no hidden fees.

This guide explains what is included in document retrieval Ontario, how it works, what documents can be retrieved, costs, timelines, and why professional assistance is often required.

What Is Document Retrieval in Ontario?

Document retrieval Ontario refers to the process of obtaining authorized copies of court records from:

• Superior Court of Justice
• Ontario Court of Justice
• Small Claims Court
• Family Court
• Court of Appeal
• Bankruptcy Court
• Landlord and Tenant Board (limited records)

Document retrieval is used for litigation, real estate transactions, banking, enforcement, due diligence, and estate matters.

Why Document Retrieval Ontario Is Important

Many cases depend on accurate and timely access to documents. Lawyers and corporations often request document retrieval Ontario for:

• Preparing motions or responding materials
• Verifying prior filings
• Confirming endorsements or orders
• Conducting due diligence
• Reviewing historical case activity
• Supporting enforcement actions
• Locating filed wills or estate certificates
• Obtaining Small Claims judgments or garnishments

Delays or missing documents can severely impact legal strategy and timelines.

What Documents Can Be Retrieved?

A professional document retrieval Ontario service can access a wide variety of materials, including:

1. Filed Court Documents

• Statements of Claim
• Defence materials
• Applications
• Motion Records
• Factums
• Briefs

2. Civil and Family Court Orders

• Final Orders
• Temporary Orders
• Endorsements
• Settlement-related orders

3. Continuing Record Materials

• Table of Contents updates
• Affidavits
• Financial statements
• Case Conference and Settlement Conference briefs

4. Judgments & Certificates

• Small Claims judgments
• Superior Court judgments
• Default judgments
• Certificates of default

5. Enforcement Documents

• Writs of seizure and sale
• Garnishment documents
• Sheriff enforcement details

6. Probate & Estate Records

• Certificates of Appointment
• Filed wills
• Estate application materials

7. Archived Files

Older files stored in courthouse archives or offsite storage.

Select Serve and File handles all these categories of document retrieval Ontario, offering fast turnaround times.

How Document Retrieval Ontario Works

Below is the typical process professionals follow.

Step 1: Intake & File Review

A retrieval agent examines:

• Court file number
• Names of parties
• Court location
• Document type
• Date ranges
• Specific documents requested
• Whether certified copies are required

If the file number is unknown, professionals can perform a file search.

Step 2: Courthouse Search

Professionals attend the courthouse and request the file from:

• Court clerk/counter staff
• Records management section
• Offsite archives (if required)

The file is then reviewed manually to locate the requested documents.

Step 3: On-Site Extraction of Documents

The retrieval agent:

• Reviews the continuing record
• Identifies the exact documents needed
• Verifies that they match client instructions
• Scans or copies the required documents
• Ensures no pages are missing

Accuracy is critical, especially for large case files.

Step 4: Certified Copies (If Required)

Many corporate or legal documents require certification.

Professionals obtain:

• Court-certified copies
• Certified endorsements
• Sealed orders
• Certified case status confirmation

These are often needed for appeals, real estate closings, and corporate matters.

Step 5: Delivery of Retrieved Documents

Documents can be sent:

• By email (PDF)
• In person
• By courier
• As part of a combined serving or filing package

Select Serve and File provides same-day scanning and delivery for urgent document retrieval Ontario requests.

Turnaround Times for Document Retrieval Ontario

Turnaround varies by courthouse and file type.

Standard Court Files

1–3 business days

Rush Retrieval

Same day or 24-hour turnaround

Archived Files

3–10 business days depending on storage location

Estate & Probate Files

3–7 business days

Court of Appeal Files

Varies based on availability

Select Serve and File offers rush and emergency retrieval where possible.

What Affects Retrieval Speed?

Factors include:

• Court backlog
• Offsite storage delays
• Incomplete file numbers
• Missing or damaged files
• Time of day retrieval is requested
• Volume of request
• Whether certification is needed

Professional agents understand courthouse workflows and can anticipate and navigate these challenges.

Cost Breakdown for Document Retrieval Ontario

Typical fees include:

1. Document Retrieval Fee

$40–$95 depending on location and urgency.

2. Per-Page Copy Fees

$0.30–$2.00 per page depending on court type.

3. Certification Fees

$10–$25 per certified document.

4. Archive Retrieval Fee

$35–$75 depending on the courthouse.

5. Rush/Emergency Fees

$25–$75 additional for same-day retrieval.

6. Optional Services

• Filing documents afterward
• Serving documents to other parties
• Preparing affidavits
• Conducting litigation or writ searches
• Real estate closing support

Select Serve and File offers competitive pricing with no hidden fees and transparent cost structures.

Common Reasons to Request Document Retrieval Ontario

1. Preparing for Court Dates: Lawyers need complete, up-to-date continuing records.

2. Responding to Motions or Applications: Missing documents can weaken a client’s position.

3. Real Estate Transactions: Title companies often require court orders, probate documents, or writ searches.

4. Judgment Enforcement: Retrieving writs, endorsements, and past orders is essential.

5. Corporate Due Diligence: Companies involved in mergers or financial deals review litigation history.

6. Estate and Probate Matters: Law firms need wills, certificates, and estate applications.

Real Example: Urgent Document Retrieval in Mississauga

A financial institution needed a certified copy of a Small Claims judgment within hours for an enforcement hearing.

Our document retrieval Ontario team:

1. Retrieved the file at Brampton courthouse
2. Obtained certified copies
3. Scanned and emailed documents within 90 minutes
4. Delivered originals to the client that same day

The firm met its enforcement deadline without delay.

Why Use Professionals for Document Retrieval Ontario?

Professional retrieval provides:

• Faster turnaround
• Accurate documentation
• Correct certification
• Courthouse familiarity
• Reduced errors and delays
• Combined serving and filing
• Access to archived and restricted files

Select Serve and File’s trained team handles document retrieval across Ontario efficiently and accurately.

Get The Best Support

If you need reliable document retrieval Ontario services, including certified copies, court file searches, probate documents, or archived materials, Select Serve and File Process Server Inc. is ready to help. Contact us today for fast, accurate, and affordable support.

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