Certificate of Service - Ohio

CERTIFICATE OF SERVICE

State of Ohio — Court of Common Pleas

JURISDICTION NOTE: This Certificate of Service template is designed for use in Ohio state court civil proceedings governed by the Ohio Rules of Civil Procedure. For matters in the U.S. District Courts for the Northern or Southern Districts of Ohio, consult Fed. R. Civ. P. 5 and the applicable local rules instead.

OHIO SERVICE LAW — QUICK REFERENCE

Ohio Civ. R. 5(A) — Documents Requiring Service

Every pleading subsequent to the original complaint, every paper relating to discovery required to be served upon a party, every written motion (other than one which may be heard ex parte), every written notice, appearance, demand, offer of judgment, and similar paper must be served upon each party, subject to Rule 5(A)'s exception for a party in default who has not appeared.

Service is generally made on the attorney of record for a represented party unless the court orders service on the party directly. When counsel has filed a notice of limited appearance, serve both counsel and the party for the proceedings within that appearance. New or additional claims or damages against a party in default must be served as original process. Ohio Civ. R. 5(A), (B)(1).

Ohio Civ. R. 5(B) — Permitted Methods of Service

Service of papers (non-original process) may be accomplished by any of the following:

1. Personal Delivery — Delivering a copy to the person to be served
2. Office / Home Delivery — Leaving a copy at the person's office with a clerk or person in charge; or if no office, at the person's dwelling or usual place of abode with a person of suitable age and discretion
3. Facsimile Transmission — Transmitting to a fax number supplied by the person under Civ.R. 11
4. First-Class Mail — Mailing to the last known address
5. Electronic Means — Email or fax to an address or number supplied under Civ.R. 11; another electronic platform only if all counsel and unrepresented parties mutually agree in writing, under Civ.R. 5(B)(2)(f)
6. Court Transmission Facilities — Service through the court's electronic system only if its local rule authorizes that method under Civ.R. 5(B)(3); confirm the recipient and the system's proof of transmission

Ohio Civ. R. 6(D) — Mail Extension (3 Days)

Whenever a party must act or respond within a prescribed period after service, and service is accomplished by mail or commercial carrier, 3 calendar days are added to the prescribed period under Civ.R. 6(D). This extension does not apply to personal delivery, facsimile, or email service. It does not apply to responding to original service of summons under Civ.R. 4 through 4.6.

Ohio E-Filing and Electronic Service

Filing electronically does not itself establish service. Under Civ.R. 5(B)(3), a party may use the court's transmission facilities to serve under Civ.R. 5(B)(2)(f) only if a local rule authorizes it. Check the court's current local rule, the recipient's electronic-service eligibility, and the transmission confirmation. Serve any recipient who is not covered by that method through another authorized Rule 5(B)(2) method and record it below.

Electronic Service — Civ.R. 5(B)(2)(f)

Email or fax service may use the address or number supplied by the recipient under Civ.R. 11; separate written consent is not required for those methods. Another electronic media platform requires mutual written agreement by all counsel and unrepresented parties. Service is complete on transmission unless the sender learns it did not reach the recipient. The Civ.R. 6(D) three-day extension does not apply to email or fax.

Service on Self-Represented (Pro Se) Parties

A self-represented party may be served by email or fax at an address or number supplied in a Civ.R. 11 filing. Otherwise use an authorized service method under Civ.R. 5(B), including a court e-filing method only where the applicable local rule permits it. Verify e-filing registration with the clerk.

Ohio Sup. R. 45(D) — Personal Identifiers / Redaction

Before serving documents electronically, redact personal data identifiers (Social Security numbers, financial account numbers, dates of birth) in compliance with Ohio Supreme Court Rules of Superintendence, Rule 45(D).

Discovery Service — Civ. R. 5(D)

Discovery requests (interrogatories, requests for production, requests for admissions, depositions) and responses are served on all parties but are generally not filed with the court unless ordered by the court or required for motion practice. A certificate of service must still be maintained for all served discovery documents.

COURT CAPTION

IN THE COURT OF COMMON PLEAS
[________________________________] COUNTY, OHIO

Case No.: [____________________]

Judge: [____________________]

Magistrate (if applicable): [____________________]

Division: ☐ General ☐ Domestic Relations ☐ Probate ☐ Juvenile

CERTIFICATE OF SERVICE

The undersigned hereby certifies that on [__/__/____], a true and correct copy of the following document(s):

Title of Document(s) Served:

1. [________________________________]

2. [________________________________]

3. [________________________________]

(collectively, "the Document(s)") was served upon the following parties and/or their counsel of record by the method(s) indicated below.

PARTIES AND COUNSEL SERVED

Recipient No. 1

Full Name: [________________________________]
Role/Capacity: [________________________________] (e.g., Attorney for Defendant; Self-Represented Plaintiff)
Firm Name: [________________________________]
Mailing Address: [________________________________]
City, State, ZIP: [________________________________]
Email Address: [________________________________]
Facsimile Number: [________________________________]
Ohio Supreme Court Reg. No. (if attorney): [____________________]

Method of Service — check all that apply:

☐ U.S. Mail — First Class, Postage Prepaid
Deposited in the United States Mail, postage prepaid, on [__/__/____], at [________________________________], Ohio.
(Response deadline extended by 3 days per Ohio Civ. R. 6(D).)

☐ U.S. Mail — Certified Mail, Return Receipt Requested
USPS Tracking / Certified Article No.: [____________________]
Date mailed: [__/__/____]

☐ Personal / Hand Delivery
Delivered in person at the address shown above on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Person accepting delivery (if not recipient): [________________________________]

☐ Facsimile Transmission
Transmitted by fax to: [____________________] on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Number of pages transmitted (including cover): [____]
Confirmation of successful transmission: ☐ Yes ☐ Attached

☐ Electronic Mail (Email) — Civ.R. 11 Address
Transmitted to: [________________________________]
Date/Time transmitted: [__/__/____] at [____] ☐ a.m. ☐ p.m.
Recipient filing supplying email address: [________________________________]
Bounce-back / undeliverable notice received: ☐ No ☐ Yes (describe): [________________________________]

☐ Court Electronic-Service System — if authorized by local rule
Court and applicable local rule: [________________________________]
Date and time of transmission: [__/__/____] at [____] ☐ a.m. ☐ p.m.
Service confirmation / reference No.: [____________________]
Recipient confirmed eligible for this method: ☐ Yes ☐ No — served by additional method above

☐ Overnight Courier / Commercial Carrier
Carrier name: [________________________________]
Tracking number: [____________________]
Date tendered to carrier: [__/__/____]

☐ Other Method (describe): [________________________________]

Recipient No. 2

Full Name: [________________________________]
Role/Capacity: [________________________________]
Firm Name: [________________________________]
Mailing Address: [________________________________]
City, State, ZIP: [________________________________]
Email Address: [________________________________]
Facsimile Number: [________________________________]
Ohio Supreme Court Reg. No. (if attorney): [____________________]

Method of Service — check all that apply:

☐ U.S. Mail — First Class, Postage Prepaid
Deposited in the United States Mail, postage prepaid, on [__/__/____], at [________________________________], Ohio.
(Response deadline extended by 3 days per Ohio Civ. R. 6(D).)

☐ U.S. Mail — Certified Mail, Return Receipt Requested
USPS Tracking / Certified Article No.: [____________________]
Date mailed: [__/__/____]

☐ Personal / Hand Delivery
Delivered in person on [__/__/____] at [____] ☐ a.m. ☐ p.m.

☐ Facsimile Transmission
Transmitted by fax to: [____________________] on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Number of pages: [____] | Successful confirmation: ☐ Yes ☐ Attached

☐ Electronic Mail (Email) — Civ.R. 11 Address
Transmitted to: [________________________________] on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Recipient filing supplying email address: [________________________________]

☐ Court Electronic-Service System — if authorized by local rule
Date/Time of transmission: [__/__/____] at [____] ☐ a.m. ☐ p.m.
Local rule and service confirmation No.: [____________________]
Recipient confirmed eligible: ☐ Yes ☐ No — served by additional method above

☐ Overnight Courier / Commercial Carrier
Carrier: [________________________________] | Tracking No.: [____________________] | Date: [__/__/____]

☐ Other Method (describe): [________________________________]

Recipient No. 3 (duplicate as needed for additional parties)

Full Name: [________________________________]
Role/Capacity: [________________________________]
Firm Name: [________________________________]
Mailing Address: [________________________________]
City, State, ZIP: [________________________________]
Email Address: [________________________________]
Facsimile Number: [________________________________]
Ohio Supreme Court Reg. No. (if attorney): [____________________]

Method of Service — check all that apply:

☐ U.S. Mail — First Class, Postage Prepaid
Date mailed: [__/__/____] | Location: [________________________________], Ohio
(3-day response extension applies per Ohio Civ. R. 6(D).)

☐ U.S. Mail — Certified Mail | Tracking No.: [____________________]

☐ Personal / Hand Delivery — Date/Time: [__/__/____] at [____] ☐ a.m. ☐ p.m.

☐ Facsimile to [____________________] on [__/__/____] | Pages: [____] | Confirmed: ☐ Yes

☐ Email (Civ.R. 11 Address) — Sent to [________________________________] on [__/__/____]

☐ Court electronic service, if locally authorized — Transmitted [__/__/____] | Confirmation No.: [____________________] | Recipient eligible: ☐ Yes ☐ No

☐ Overnight Courier — Carrier: [________________] | Tracking: [____________________] | Date: [__/__/____]

☐ Other: [________________________________]

CERTIFICATION AND SIGNATURE

I, the undersigned, hereby certify under penalty of perjury under the laws of the State of Ohio that the foregoing Certificate of Service is true and correct, and that service was completed as described above on [__/__/____].

Signature: ___________________________________________
Printed Name: [________________________________]
Ohio Supreme Court Registration No.: [____________________]
Firm / Organization: [________________________________]
Address: [________________________________]
City, State, ZIP: [________________________________]
Telephone: ([____]) [____]-[________]
Email: [________________________________]
Representing: ☐ Plaintiff ☐ Defendant ☐ Third-Party ☐ Self-Represented
Party Represented: [________________________________]

SUPPLEMENTAL PROOF OF SERVICE BY MAIL

(Complete this section when service is accomplished by U.S. Mail — attach to main certificate or file separately as required by local rules)

DECLARATION OF MAILING

I, [________________________________], declare as follows:

1. I am over 18 years of age. I am ☐ the attorney of record ☐ an employee of the firm ☐ a person not a party to this action.
2. My business or residential address is: [________________________________], [________________________________], Ohio [____________________].
3. On [__/__/____], I deposited in the United States Mail, at [________________________________], Ohio, a true and correct copy of the Document(s) identified above in a sealed envelope with first-class postage fully prepaid, addressed to each person listed below:

Recipient: [________________________________]
Address: [________________________________]
City, State, ZIP: [________________________________]

Recipient: [________________________________]
Address: [________________________________]
City, State, ZIP: [________________________________]

4. ☐ Service was by regular first-class mail. Per Ohio Civ. R. 6(D), the responding party's deadline is extended by 3 calendar days.
5. ☐ Service was by certified mail, return receipt requested. Certified article number(s): [____________________]

I declare under penalty of perjury under the laws of the State of Ohio that the foregoing is true and correct.

Executed on: [__/__/____]

Signature: ___________________________________________
Printed Name: [________________________________]
Address: [________________________________]

SUPPLEMENTAL PROOF OF ELECTRONIC SERVICE

(Complete this section when service is by email, a locally authorized court transmission facility, or fax)

DECLARATION OF ELECTRONIC SERVICE

I, [________________________________], declare as follows:

1. I am over 18 years of age and authorized to make service in this action.
2. On [__/__/____], I served the Document(s) identified above by the following electronic method(s):

☐ Court Electronic-Service System:
Under the [________________________________] Court's Local Rule [____], I used the court's transmission facilities to serve the Document(s) on the eligible recipients identified above at approximately [____] ☐ a.m. ☐ p.m. on [__/__/____]. Service confirmation number/timestamp: [____________________]. I used another authorized Rule 5(B)(2) method for each recipient not covered by this transmission.

☐ Electronic Mail (Email):
I transmitted the Document(s) by email to each person listed above at the email address that person supplied in a Civ.R. 11 filing. I did not receive any undeliverable or bounce-back notification.

☐ Facsimile:
I transmitted the Document(s) via facsimile to each person listed above at the fax number(s) identified. The fax machine or transmission log confirmed successful transmission. A confirmation sheet is ☐ attached ☐ maintained in the file.

I declare under penalty of perjury under the laws of the State of Ohio that the foregoing is true and correct.

Executed on: [__/__/____]

Signature: ___________________________________________
Printed Name: [________________________________]
Address: [________________________________]

OHIO PRACTITIONER NOTES

Response Deadline Calculation — Ohio Civ. R. 6(D)

Summary Judgment Briefing — Civ.R. 6(C)

The uniform statewide motion-response schedule in Civ.R. 6(C)(1) took effect July 1, 2019. A summary-judgment response may be served within 28 days after service of the motion, and a movant's reply to any written-motion response may be served within 7 days after service of the response. The court may modify these periods on motion for good cause under Civ.R. 6(C)(3). Add three days where Civ.R. 6(D) applies to service by mail or commercial carrier.

Local Rules — Notable Counties

• Cuyahoga County: Check local rules for certificate of service requirements on all motions
• Franklin County: Franklin County Court of Common Pleas civil practice guidelines posted at fccourts.org
• Hamilton County: Check the current local rule for filing and service methods
• Montgomery County: Check the current local rule for electronic service

Discovery Documents

Under Ohio Civ. R. 5(D), discovery requests and responses are served on all parties but not filed with the clerk unless ordered. Maintain your certificate of service for every discovery document served.

Self-Represented Parties

Before relying on the court's transmission facilities to serve a self-represented party, confirm that the local rule authorizes the method and that the person is eligible to receive it. Otherwise use another authorized Rule 5(B)(2) method and document it here.

Redaction Obligation

Before electronically serving documents, redact personal data identifiers including Social Security numbers, financial account numbers, dates of birth, and home addresses of minor children, consistent with Ohio Sup. R. 45(D).

SOURCES AND REFERENCES

• Ohio Rules of Civil Procedure (full text): https://www.supremecourt.ohio.gov/LegalResources/Rules/civil/
• Ohio Supreme Court 2024 Rule Amendments: https://www.courtnewsohio.gov/happening/2024/PracticeProcedureRuleUpdates_070124.asp
• Franklin County Court of Common Pleas Civil Practice Guidelines: https://www.fccourts.org/386/Civil-Practice-Guidelines
• Court electronic filing and service: consult the current local rule and clerk's instructions for the specific court
• Ohio Revised Code (searchable): https://codes.ohio.gov/ohio-revised-code