Certificate of Service - Oregon

CERTIFICATE OF SERVICE

State of Oregon — Circuit Court

JURISDICTION NOTE: This Certificate of Service template is designed for use in Oregon state court civil proceedings in circuit courts, governed by the Oregon Rules of Civil Procedure (ORCP) and the Uniform Trial Court Rules (UTCR). For cases in the U.S. District Court for the District of Oregon, consult the Federal Rules of Civil Procedure and the District of Oregon Local Rules.

OREGON SERVICE LAW — QUICK REFERENCE

ORCP 9 A — Documents Requiring Service

Except as otherwise provided in the rules, serve every order, pleading after the original complaint, and written motion other than one that may be heard ex parte. Also serve each written request, notice, appearance, demand, offer to allow judgment, designation of record on appeal, and similar document on each party. ORCP 9 A states a limited exception for parties in default for failure to appear, with service still required for pleadings asserting new or additional claims against them.

Service on a represented party must be made upon the attorney of record unless the court orders service upon the party directly.

ORCP 9 B — Permitted Methods of Service

Service of papers (other than original process) may be made by:

1. Personal Delivery — Delivering a copy to the person or the person's authorized agent
2. Delivery at Office or Dwelling — Leave a copy at the person's office with someone apparently in charge, or in a conspicuous place if no one is in charge. If the office is closed or the person has no office, leave it at the person's dwelling or usual place of abode with someone 14 years of age or older who then resides there. ORCP 9 B.
3. Mail — Mailing to the last known address
4. Facsimile — Transmitting to a represented party's attorney if the attorney's fax technology is available and operating (ORCP 9 F)
5. Email — Transmitting by email; service is complete on confirmation of receipt, or on transmission if the recipient consented (ORCP 9 G)
6. OJD eFiling (File and Serve) — Electronic service through the Oregon Judicial Department's system under ORCP 9 H; check the actual service record for recipients

ORCP 10 B — Additional Time After Certain Service Methods

Except for service of summons, when a prescribed period to act runs from service by mail, facsimile, email, or electronic service, ORCP 10 B adds 3 days to that period. Apply the rule only when the deadline is triggered by service of the document.

OJD eFiling — Oregon eCourt (File and Serve)

Oregon operates a statewide electronic filing system through the Oregon Judicial Department (OJD) known as OJD eFile (previously Odyssey File & Serve / Tyler Technologies):

• UTCR 21.140 generally requires active Oregon State Bar licensees to use electronic filing in circuit court, subject to the rule's conventional-filing, waiver, and system-unavailability exceptions
• Confirm which recipients were actually served through the filing system and record that service below
• Unregistered parties must be served by traditional means, with that service separately noted in the Certificate of Service
• OJD eFiling standards are set by the Oregon Judicial Department and updated via Chief Justice Orders; check courts.oregon.gov for current requirements

Email Service — ORCP 9 G

Email service is valid if the serving party can show either:
(a) the recipient consented to email service, or
(b) the serving party received confirmation of receipt from the other party

An affidavit, declaration, or attorney certificate must state which basis applies. Keep documentation in your file.

UTCR 21.040 — Electronic Filing Standards

The Uniform Trial Court Rules supplement the ORCP with electronic filing requirements. UTCR 21.040 governs standards for electronic filings in Oregon circuit courts. Supplementary Local Rules (SLRs) adopted by individual counties may impose additional requirements; always check the county's SLRs.

Service on Self-Represented (Pro Se) Parties

For a self-represented party, check any court order governing service by email and the recipient's consent or confirmation of receipt under ORCP 9 G. If using electronic service under ORCP 9 H, confirm the party appears in the system's service record; otherwise use another permitted method.

COURT CAPTION

IN THE CIRCUIT COURT OF THE STATE OF OREGON
FOR THE COUNTY OF [________________________________]

Case No.: [____________________]
Judge: [____________________]
Department: [____________________]

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 attorneys of record in the manner 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: [________________________________]
Oregon State Bar 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 [________________________________], Oregon.
(Response deadline extended by 3 days per ORCP 10 B.)

☐ U.S. Mail — Certified Mail, Return Receipt Requested
USPS Tracking / Certified Article No.: [____________________]
Date mailed: [__/__/____]
(Response deadline extended by 3 days per ORCP 10 B.)

☐ Personal / Hand Delivery
Delivered in person at the address shown above on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Person accepting delivery (if not recipient): [________________________________]
(No extension added — deadline runs from date of delivery.)

☐ Office Delivery — Left with Clerk or Person in Charge
Left at the attorney's/party's office at [________________________________] with: [________________________________]
Date/Time: [__/__/____] at [____] ☐ a.m. ☐ p.m.

☐ Facsimile Transmission
Transmitted by fax to: [____________________] on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Number of pages transmitted (including cover): [____]
Confirmation of successful transmission: ☐ Yes ☐ Attached
(Response deadline extended by 3 days per ORCP 10 B.)

☐ Electronic Mail (Email) — Consent or Confirmation per ORCP 9 G
Transmitted to: [________________________________]
Date/Time transmitted: [__/__/____] at [____] ☐ a.m. ☐ p.m.
Basis for email service (check one):
☐ Recipient consented to email service on [__/__/____] (documentation on file)
☐ Confirmation of receipt received from recipient on [__/__/____]
Bounce-back / undeliverable notice received: ☐ No ☐ Yes (describe): [________________________________]
(Response deadline extended by 3 days per ORCP 10 B.)

☐ OJD eFile (Oregon eCourt — File and Serve) — Electronic Notification
Document electronically filed through OJD eFile on [__/__/____] at [____] ☐ a.m. ☐ p.m.
OJD eFile Confirmation / Reference No.: [____________________]
Recipient was selected as an electronic service contact and appears in the service record: ☐ Yes ☐ No — use an additional permitted service method
(Response deadline extended by 3 days per ORCP 10 B.)

☐ 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: [________________________________]
Oregon State Bar 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 [________________________________], Oregon.
(3-day extension per ORCP 10 B.)

☐ U.S. Mail — Certified Mail | Tracking No.: [____________________] | Date: [__/__/____]

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

☐ Left at Office with: [________________________________] | Date/Time: [__/__/____]

☐ Facsimile to [____________________] | Date/Time: [__/__/____] | Pages: [____] | Confirmed: ☐ Yes (+3 days)

☐ Email per ORCP 9 G
Sent to: [________________________________] | Date/Time: [__/__/____]
☐ Consent on file (date: [__/__/____]) ☐ Confirmation of receipt received
(3-day extension per ORCP 10 B.)

☐ OJD eFile | Date/Time: [__/__/____] | Ref. No.: [____________________] | Selected service contact: ☐ Yes ☐ No (+3 days only if electronically served)

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

☐ Other: [________________________________]

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

Full Name: [________________________________]
Role/Capacity: [________________________________]
Firm Name: [________________________________]
Address: [________________________________], [________________________________], Oregon [____________________]
Email: [________________________________] | Fax: [____________________]

Method of Service:

☐ U.S. Mail | Date: [__/__/____] | Location: [________________________________], OR (+3 days)

☐ Certified Mail | Tracking: [____________________]

☐ Personal Delivery | Date/Time: [__/__/____]

☐ Left at Office with: [________________________________]

☐ Fax to [____________________] | Date: [__/__/____] | Pages: [____] | Confirmed: ☐ Yes (+3 days)

☐ Email | Sent to: [________________________________] | ☐ Consent ☐ Confirmation | Date: [__/__/____] (+3 days)

☐ OJD eFile | Date: [__/__/____] | Ref.: [____________________] | Selected service contact: ☐ Yes ☐ No (+3 days only if electronically served)

☐ Other: [________________________________]

CERTIFICATION AND SIGNATURE

I, the undersigned, certify that I completed service as described above on [__/__/____].

I hereby declare that the above statement is true to the best of my knowledge and belief, and that I understand it is made for use as evidence in court and is subject to penalty for perjury.

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

SUPPLEMENTAL PROOF OF SERVICE BY MAIL

(Complete when service is by U.S. Mail)

DECLARATION OF MAILING

I, [________________________________], state 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 address is: [________________________________], [________________________________], Oregon [____________________].
3. On [__/__/____], I placed in the United States Mail at [________________________________], Oregon, a true and correct copy of the Document(s) identified above, enclosed 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 method:
   ☐ Regular first-class mail. Per ORCP 10 B, the responding party's deadline is extended by 3 calendar days.
   ☐ Certified mail, return receipt requested. Certified article number(s): [____________________]. Per ORCP 10 B, the 3-day extension still applies.

Executed on: [__/__/____]

I hereby declare that the above statement is true to the best of my knowledge and belief, and that I understand it is made for use as evidence in court and is subject to penalty for perjury.

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

SUPPLEMENTAL PROOF OF ELECTRONIC SERVICE

(Complete when service is by OJD eFile, email, or fax)

DECLARATION OF ELECTRONIC SERVICE

I, [________________________________], state 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):

☐ OJD eFile (Oregon eCourt — File and Serve):
I electronically filed the Document(s) with the Circuit Court of [________________________________] County through the OJD eFile portal at approximately [____] ☐ a.m. ☐ p.m. on [__/__/____]. The electronic service record identifies these recipients: [________________________________]. OJD eFile confirmation number/timestamp: [____________________]. Other parties were served by the additional method stated above, if needed. When a prescribed period runs after this electronic service, ORCP 10 B adds three days.

☐ Electronic Mail (Email) per ORCP 9 G:
I transmitted the Document(s) by email to each person identified above at the email address(es) listed. The basis for email service is:
☐ Written consent: each recipient consented to email service on or before [__/__/____]; documentation maintained in file
☐ Confirmation of receipt: I received confirmation from each recipient that they received the transmission
I did not receive any undeliverable or bounce-back notification. Per ORCP 10 B, the 3-day extension applies.

☐ Facsimile:
I transmitted the Document(s) via facsimile to each person identified above at the fax number(s) listed. The fax machine confirmed successful transmission. Confirmation sheet ☐ attached ☐ on file. Per ORCP 10 B, the 3-day extension applies.

Executed on: [__/__/____]

I hereby declare that the above statement is true to the best of my knowledge and belief, and that I understand it is made for use as evidence in court and is subject to penalty for perjury.

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

OREGON PRACTITIONER NOTES

Response Deadline Calculation — ORCP 10 B

Important: ORCP 10 B adds three days only when the triggering document is served by mail, e-mail, facsimile communication, or electronic service. Do not infer added time merely because a method was not hand delivery.

OJD eFile (Oregon eCourt)

Oregon's OJD eFile system (courts.oregon.gov/services/online) supports electronic filing and service in Oregon circuit courts. Key practices:

• UTCR 21.140 generally requires active Oregon State Bar licensees to file electronically, subject to its stated exceptions
• Under UTCR 21.100(3)-(5), the filer selects service contacts; the system sends notice to those selected contacts after accepting the filing, and that transmission completes electronic service. Confirm the selected recipients in the service record.
• Retain OJD eFile confirmation receipts in your case file
• For parties not registered, serve by mail or personal delivery in addition to e-filing

UTCR 21.040 and Supplementary Local Rules (SLRs)

Oregon counties may have Supplementary Local Rules (SLRs) that supplement the UTCR. Always review the SLRs for the county where your case is pending, available on the Oregon Judicial Department website.

Proof of Email Service — ORCP 9 G

An attorney's certificate of service is sufficient to establish email service if it states either that the recipient consented to email service or that confirmation of receipt was received. An affidavit of a non-attorney server may also be used.

Confidential Documents — UTCR 21.040

Under UTCR 21.040, certain documents containing confidential or sensitive information may require special handling in the electronic filing system. Do not include unredacted personal identifiers in publicly filed documents.

Discovery Service

Discovery requests and responses are served on all parties but are generally not filed with the court unless attached to a motion or ordered. Maintain certificates of service for all discovery served.

SOURCES AND REFERENCES

• Oregon Rules of Civil Procedure, ORCP 9 (official text): https://www.oregonlegislature.gov/bills_laws/Pages/orcp.aspx
• Oregon Rules of Civil Procedure (Oregon Legislature): https://www.oregonlegislature.gov/bills_laws/Pages/orcp.aspx
• OJD eFiling Standards (Oregon Judicial Department): https://www.courts.oregon.gov/services/online/Documents/eFile/oeto_OJD-Guidance-Document-eFiling-Standards-EXTERNAL.pdf
• Oregon Judicial Department — Online Services (eFile): https://www.courts.oregon.gov/services/online/
• Council on Court Procedures (ORCP history and amendments): http://counciloncourtprocedures.org/
• Oregon State Bar — Practice Resources: https://www.osbar.org/