Certificate of Service

CERTIFICATE OF SERVICE

Commonwealth of Pennsylvania — Court of Common Pleas

JURISDICTION NOTE: This Certificate of Service template is designed for use in Pennsylvania Court of Common Pleas civil proceedings governed by the Pennsylvania Rules of Civil Procedure. For matters in the Pennsylvania Superior Court, Commonwealth Court, or Supreme Court, consult the Pennsylvania Rules of Appellate Procedure and the applicable rules of that court. For federal court matters, consult the Federal Rules of Civil Procedure.

PROTHONOTARY NOTE: In Pennsylvania, the clerk of the Court of Common Pleas is called the Prothonotary. All civil papers are filed with the Prothonotary, not a court clerk.

PENNSYLVANIA SERVICE LAW — QUICK REFERENCE

Pa.R.C.P. 440(a) — Documents Requiring Service

Copies of all legal papers other than original process filed in an action, or served upon any party to an action, must be served upon every other party. For represented parties, service is made upon the attorney of record.

Pa.R.C.P. 440(a) — Permitted Methods of Service

Service of papers (non-original process) may be made by:

1. Hand Delivery / Personal Service — Delivering a copy to the attorney of record; leaving a copy at the attorney's office with the attorney's clerk or other person in charge; or if the office is closed or no one is in charge, leaving at the attorney's residence with an adult member of the household
2. Mail — Mailing to the attorney's address of record, or to the party's last known address if unrepresented
3. Facsimile — Transmitting by fax where the parties have agreed or the fax number appears on an appearance or prior legal paper filed in the action (Pa.R.C.P. 440(d))
4. Electronic Filing System (PACFile / County e-filing) — Service via the approved electronic filing system where the recipient is a registered user; the Notice of Electronic Filing (NEF) constitutes service (Pa.R.C.P. 205.4)
5. Other Electronic Means — By agreement of the parties or local rule

Pa.R.C.P. 440(b) — Completion of Mail Service

Service by mail is complete upon mailing. No additional days are added to the serving party's own deadline. However, when the response period begins upon receipt of a mailed document, the responding party should check whether local rules add days for mail service. (Note: Pennsylvania's rule differs from federal practice — Pa.R.C.P. 440(b) states service by mail is complete upon mailing, but Pa.R.C.P. 208.2 and related rules should be consulted for specific motion response deadlines.)

Pa.R.C.P. 205.4 — Electronic Filing (PACFile and County Systems)

The president judge of each judicial district may authorize or mandate electronic filing through:

• PACFile — The statewide Pennsylvania Appellate Courts electronic filing system (primarily for appellate courts; some trial courts use it as well)
• County-specific systems — Many counties of common pleas operate their own e-filing portals; check your county's local rules
• A Notice of Electronic Filing (NEF) generated by the approved system constitutes service on all registered participants
• Parties not registered in the e-filing system must be served by traditional means (mail, hand delivery, fax)

Key counties with e-filing: Philadelphia (eFiling at courts.phila.gov), Allegheny (e-filing at second.co.allegheny.pa.us), Montgomery, Bucks, Chester, Delaware, Lancaster, York, Berks, and others.

Pa.R.C.P. 440(d) — Facsimile Service

Fax service is permitted if the parties have agreed to it, or if the recipient's fax number appears on an appearance or prior legal paper filed with the court. The transmission must include identifying information and the fax must confirm successful transmission.

Pa.R.C.P. 193.1 — Personal Data Identifiers

Before filing or serving documents electronically, redact personal data identifiers: Social Security numbers (use last 4 digits only), financial account numbers, driver's license numbers, and dates of birth of minors.

Proof of Service

After service of a legal paper other than original process, a proof of service should be filed with the Prothonotary indicating: (1) the person served; (2) the manner of service; and (3) the date of service. The Certificate of Service below satisfies this requirement when filed with the court.

Declaration Language — 18 Pa.C.S. § 4904

Pennsylvania certificates of service typically invoke 18 Pa.C.S. § 4904 (unsworn falsification to authorities) rather than perjury. The required language is: "I certify that the foregoing statements made by me are true and correct. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment."

COURT CAPTION

IN THE COURT OF COMMON PLEAS OF [________________________________] COUNTY, PENNSYLVANIA
[____________________] DIVISION

[________________________________],
Plaintiff(s),

vs. Docket No.: [____________________]

[________________________________],
Defendant(s). Judge: [____________________]

Term: [____________________]

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, pursuant to Pa.R.C.P. 440.

PARTIES AND COUNSEL SERVED

Recipient No. 1

Full Name: [________________________________]
Role/Capacity: [________________________________] (e.g., Counsel for Defendant; Self-Represented Plaintiff)
Firm Name: [________________________________]
Mailing Address (Address of Record): [________________________________]
City, State, ZIP: [________________________________]
Email Address: [________________________________]
Facsimile Number: [________________________________]
Pennsylvania Attorney I.D. 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 [________________________________], Pennsylvania.
(Service complete upon mailing per Pa.R.C.P. 440(b).)

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

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

☐ Left at Attorney's Office with Clerk or Person in Charge
Left at: [________________________________] with [________________________________]
Date/Time: [__/__/____] at [____] ☐ a.m. ☐ p.m.

☐ Facsimile Transmission per Pa.R.C.P. 440(d)
Transmitted by fax to: [____________________] on [__/__/____] at [____] ☐ a.m. ☐ p.m.
Number of pages transmitted (including cover): [____]
Fax transmission confirmation: ☐ Successful ☐ Confirmation sheet attached
Basis for fax service: ☐ Party agreement ☐ Fax number on file with court

☐ Electronic Filing System — Notice of Electronic Filing (NEF)
Document electronically filed with the [________________________________] County Court of Common Pleas / PACFile on [__/__/____] at [____] ☐ a.m. ☐ p.m.
System used: ☐ PACFile ☐ County E-Filing System: [________________________________]
NEF / Filing Confirmation No.: [____________________]
Recipient is a registered e-filer in the system: ☐ Yes ☐ Unknown — served by additional method above

☐ Electronic Mail (Email) — By Agreement
Transmitted to: [________________________________]
Date/Time: [__/__/____] at [____] ☐ a.m. ☐ p.m.
Basis: ☐ Parties' written agreement dated [__/__/____] ☐ Local rule: [________________]

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

☐ Other Method (describe): [________________________________]

Recipient No. 2

Full Name: [________________________________]
Role/Capacity: [________________________________]
Firm Name: [________________________________]
Address of Record: [________________________________]
City, State, ZIP: [________________________________]
Email Address: [________________________________]
Facsimile Number: [________________________________]
PA Attorney I.D. 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 [________________________________], PA.
(Service complete upon mailing per Pa.R.C.P. 440(b).)

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

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

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

☐ Facsimile per Pa.R.C.P. 440(d)
Sent to: [____________________] | Date/Time: [__/__/____] | Pages: [____] | Confirmed: ☐ Yes ☐ Attached

☐ Electronic Filing System (NEF)
System: ☐ PACFile ☐ [________________________________] | Date/Time: [__/__/____]
NEF/Confirmation No.: [____________________] | Registered: ☐ Yes ☐ Unknown

☐ Email (By Agreement) | Sent to: [________________________________] | Date/Time: [__/__/____]

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

☐ Other: [________________________________]

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

Full Name: [________________________________]
Role/Capacity: [________________________________]
Firm Name: [________________________________]
Address: [________________________________], [________________________________], PA [____________________]
Email: [________________________________] | Fax: [____________________] | PA Atty. I.D.: [____________________]

Method of Service:

☐ U.S. Mail | Date: [__/__/____] | Location: [________________________________], PA (complete on mailing)

☐ Certified Mail | Tracking: [____________________] | Date: [__/__/____]

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

☐ Left at Office with: [________________________________]

☐ Fax per 440(d) to [____________________] | Date: [__/__/____] | Pages: [____] | Confirmed: ☐ Yes

☐ NEF | System: [____________________] | Ref.: [____________________] | Registered: ☐ Yes ☐ Unknown

☐ Email (By Agreement) | Sent to: [________________________________] | Date: [__/__/____]

☐ Other: [________________________________]

CERTIFICATION

I certify that the foregoing statements made by me are true and correct. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment pursuant to 18 Pa.C.S. § 4904 (Unsworn Falsification to Authorities).

Date of Service: [__/__/____]

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

SUPPLEMENTAL PROOF OF SERVICE BY MAIL

(Complete when service is by U.S. Mail — file with Prothonotary as required)

CERTIFICATE OF MAILING

I, [________________________________], certify as follows:

1. I am over 18 years of age. I am ☐ the attorney of record ☐ an employee of the law firm ☐ not a party to this action.
2. My address is: [________________________________], [________________________________], Pennsylvania [____________________].
3. On [__/__/____], I placed in the United States Mail at [________________________________], Pennsylvania, 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 of Record: [________________________________]
City, State, ZIP: [________________________________]

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

4. Service method:
   ☐ Regular first-class mail. Service is complete upon mailing per Pa.R.C.P. 440(b).
   ☐ Certified mail, return receipt requested. Article number(s): [____________________]

I certify that the foregoing statements made by me are true and correct. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment pursuant to 18 Pa.C.S. § 4904.

Date: [__/__/____]

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

SUPPLEMENTAL PROOF OF ELECTRONIC SERVICE

(Complete when service is by PACFile/county e-filing system, email, or fax)

CERTIFICATE OF ELECTRONIC SERVICE

I, [________________________________], certify 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):

☐ PACFile / County Electronic Filing System:
I electronically filed the Document(s) with the [________________________________] County Court of Common Pleas using the ☐ PACFile system ☐ County e-filing system: [________________________________], at approximately [____] ☐ a.m. ☐ p.m. on [__/__/____]. The system generated a Notice of Electronic Filing (NEF) confirming service on all registered participants. Filing confirmation number/timestamp: [____________________]. Parties not registered in the e-filing system were served by traditional means as stated above.

☐ Electronic Mail (Email) by Agreement:
I transmitted the Document(s) by email to each person identified above at the email address(es) listed. Service by email was authorized by: ☐ Written agreement of the parties dated [__/__/____] ☐ Local Rule [____________________]. I did not receive any undeliverable or bounce-back notification.

☐ Facsimile per Pa.R.C.P. 440(d):
I transmitted the Document(s) via facsimile to each person identified above. The fax machine confirmed successful transmission. A confirmation sheet is ☐ attached ☐ on file. Fax service was authorized by: ☐ Party agreement ☐ Recipient's fax number appears on prior court filing.

I certify that the foregoing statements made by me are true and correct. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment pursuant to 18 Pa.C.S. § 4904.

Date: [__/__/____]

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

PENNSYLVANIA PRACTITIONER NOTES

Mail Service — Complete Upon Mailing

Under Pa.R.C.P. 440(b), service by mail is complete upon mailing (not upon receipt). Pennsylvania does not have a blanket additional-days rule for mail service equivalent to federal Rule 6(d). However, specific response deadlines in particular rules (e.g., Pa.R.C.P. 208.2 for motions) must be reviewed for any time computation provisions.

E-Filing Systems by County

Pennsylvania does not have a single statewide trial court e-filing system. Key county systems include:

• Philadelphia County: eFiling through courts.phila.gov; mandatory for many civil case types
• Allegheny County: E-filing available through second.co.allegheny.pa.us
• Montgomery, Bucks, Chester, Delaware Counties: Check each county's prothonotary website for applicable e-filing system
• PACFile: Primarily used for the Pennsylvania appellate courts (Superior Court, Commonwealth Court, Supreme Court)

Always confirm the applicable e-filing system with the county prothonotary before filing.

Philadelphia County — Local Rule *205.4

Philadelphia Civil Rule *205.4 provides specific requirements for electronic service in Philadelphia County Court of Common Pleas. Always check Philadelphia local rules for civil cases filed there.

Personal Identifiers — Pa.R.C.P. 193.1

Before filing or serving documents containing personal information, redact in compliance with Pa.R.C.P. 193.1: use last 4 digits of Social Security numbers, last 4 digits of financial account numbers, and initials (not full names) for minor children.

Service on Self-Represented Parties

Unrepresented parties are served at their last known residence or business address by mail or hand delivery (Pa.R.C.P. 440(a)(2)). Electronic service on pro se parties requires written agreement.

Proof of Service Filing

After service of legal papers, file a copy of this Certificate of Service with the Prothonotary as part of the court record. Many courts require the certificate to accompany the filed document.

Attorney of Record

In Pennsylvania, once an attorney has entered an appearance, all subsequent service must be on that attorney at their address of record, not directly on the client, unless the court orders otherwise or the attorney has withdrawn.

SOURCES AND REFERENCES

• Pa.R.C.P. 440 — Service of Legal Papers (PA Code): https://www.pacodeandbulletin.gov/Display/pacode?file=/secure/pacode/data/231/chapter400/s440.html
• Pa.R.C.P. 205.4 — Electronic Filing: https://www.pacodeandbulletin.gov/
• Pennsylvania Rules of Civil Procedure (LII/Cornell): https://www.law.cornell.edu/regulations/pennsylvania/231-Pa-Code-r-440
• PACFile — Pennsylvania Appellate Courts Electronic Filing: https://www.pacourts.us/e-services/pacfile
• Philadelphia Court eFiling: https://courts.phila.gov/
• Pennsylvania Bar Association — Practice Resources: https://www.pabar.org/
• Adams County Certificate of Service Sample: https://www.adamscountypa.gov/