The Ultimate Guide to Process Serving in Pennsylvania

Jul 8
2 min read

If you’re an attorney or legal assistant working in Pennsylvania, chances are you’ve dealt with the time-sensitive, detail-heavy task of serving legal documents. While it might seem simple on paper, process serving is one of the most critical steps in litigation—and one of the easiest to mess up if you’re not careful.

In this guide, we break down everything you need to know about process serving in Pennsylvania, including how it works, who can serve, and how to avoid common (and costly) mistakes.

What Is Process Serving?

Process serving is the formal delivery of legal documents—such as complaints, summonses, or subpoenas—to parties involved in a legal proceeding. It’s a constitutional requirement under the Due Process Clause that ensures individuals are properly notified of legal actions against them.

Who Can Serve Legal Documents in Pennsylvania?

Pennsylvania has county-specific rules, but generally:

Sheriffs serve process in civil actions in most counties.
Private process servers are allowed in certain counties (like Philadelphia) by court rule or upon motion.
Attorneys may file a motion to appoint a special process server.
Non-party adults can serve certain documents like subpoenas.

🔍 Pro Tip: Don’t assume you can use the same server in every county. Rules vary. That’s why firms partner with companies like Legal Relay—we navigate those differences for you.

Types of Documents That Require Service

Civil Complaints and Summonses
Divorce Papers
Subpoenas (for deposition, records, or court)
Protection From Abuse (PFA) Orders
Notice to Quit (Landlord-Tenant)
Judgments and Writs of Execution

Each has its own timing, method, and documentation requirements.

Timing Matters: Deadlines to Know

Service of original process must usually be completed within 30 days of filing (or 90 if out-of-state).
Subpoenas must often be served at least 48 hours before compliance.
Failure to serve in time can invalidate a case or delay proceedings.

Acceptable Methods of Service in PA

In-person delivery (preferred and most reliable)
Certified mail with return receipt (used in specific scenarios)
Posting on premises (in certain landlord-tenant cases)
Publication (only after a motion and court approval)

Proof of Service Requirements

Every service must be followed by an affidavit of service or return of service, which proves:

Who served it
When and where it was served
To whom it was served
How service was completed (in-person, mail, etc.)

🛡️ Incorrect affidavits can be grounds for dismissal. Always triple-check them—or let professionals handle it.

Common Process Serving Mistakes (and How to Avoid Them)

❌ Serving outside the allowed time window

❌ Using an unapproved server

❌ Failing to document service properly

❌ Serving at a workplace without proper precautions

❌ Skipping a motion when one is required

How Legal Relay Makes It Easy

At Legal Relay, we serve legal documents across Pennsylvania with court-compliant accuracy. Here’s how we simplify the process:

County-specific expertise
Rush and same-day service available
GPS-tagged proof of service
Court-ready affidavits
Real-time updates for your team

Need Something Served?

Don’t let process service delays derail your case. Let Legal Relay handle it.