Certificate of Service

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

Every order; every pleading subsequent to the original complaint; every written motion other than one which may be heard ex parte; every written notice; every offer of judgment; and every similar paper shall be served upon each party.

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. Office Delivery — Leaving a copy at the person's office with a clerk or other person in charge, or if no one is in charge, leaving in a conspicuous place; if the office is closed or unknown, leaving at the person's dwelling or usual place of abode with a person of suitable age and discretion
3. Mail — Mailing to the last known address
4. Facsimile — Transmitting via fax (with attorney's technology available per ORCP 9 G(1)(c))
5. Email — Transmitting via email with the recipient's consent or upon receipt of a confirmation that the other party received the transmission (ORCP 9 G(1)(d))
6. OJD eFiling (File and Serve) — Electronic service through the Oregon Judicial Department's eCourt / OJD eFile system, as authorized by Chief Justice Orders

ORCP 10 B — Mail and Electronic Service Extension (3 Days)

Whenever a party must act within a prescribed period after service, and service is by mail, facsimile, email, or electronic service through the OJD eFiling system, 3 days are added to the prescribed period. This is a notable distinction from federal practice: Oregon's 3-day extension applies to all non-personal-delivery service methods, including electronic service.

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):

• E-filing is mandatory in many circuit courts for attorneys in civil cases
• When a document is e-filed, the system generates an electronic service notification to all registered participants in the case
• The OJD eFile notification constitutes electronic service under ORCP 9
• 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(1)(d)

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

Self-represented parties must be served by mail or personal delivery unless they have (a) consented in writing to email service, or (b) are registered participants in the OJD eFile system. Verify registration status with the clerk before relying on OJD eFile notification.

COURT CAPTION

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

[________________________________],
Plaintiff(s),

vs. Case No.: [____________________]

[________________________________],
Defendant(s). 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(1)(d)
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 is a registered OJD eFile participant: ☐ Yes ☐ Unknown — also served by additional method above
(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(1)(d)
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.: [____________________] | Registered: ☐ Yes ☐ Unknown (+3 days)

☐ 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.: [____________________] | Registered: ☐ Yes ☐ Unknown (+3 days)

☐ Other: [________________________________]

CERTIFICATION AND SIGNATURE

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

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, [________________________________], declare under penalty of perjury 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.

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

Executed on: [__/__/____]

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

SUPPLEMENTAL PROOF OF ELECTRONIC SERVICE

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

DECLARATION OF ELECTRONIC SERVICE

I, [________________________________], declare under penalty of perjury 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 OJD eFile system generated an electronic notification serving all registered case participants. OJD eFile confirmation number/timestamp: [____________________]. Parties not registered in OJD eFile were served by the additional traditional method stated above. Per ORCP 10 B, the 3-day extension applies.

☐ Electronic Mail (Email) per ORCP 9 G(1)(d):
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.

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

Executed on: [__/__/____]

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

OREGON PRACTITIONER NOTES

Response Deadline Calculation — ORCP 10 B

Important: Oregon's ORCP 10 B is more expansive than federal Rule 6(d) because it extends the 3-day addition to ALL non-hand-delivery methods including fax, email, and electronic filing notifications.

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:

• E-filing may be mandatory for attorneys in civil cases; check the applicable county's administrative orders and the Chief Justice Orders at courts.oregon.gov
• Upon e-filing, the OJD system sends an electronic notification to all registered case participants, which constitutes service under ORCP 9
• 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: https://oregon.public.law/rules-of-civil-procedure/orcp-9-service-and-filing-of-pleadings-and-other-papers/
• 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/