Effective Communication as a Process Server

Effective communication is an important component of process serving. A process server must communicate with all parties clearly, professionally, and as efficiently as possible when serving legal documents. This applies to both the client and the party being served.  Here are some tips for improving the quality of communication as a professional process server:  

1. Professionalism. A professional demeanor is key at all times. Empathy is essential.  Make the effort to understand where someone may be coming from, or what they may be going through in any situation. While not always easy or possible at times, it will automatically convey respect.  Other forms of professionalism include being polite, respectful, and the careful choice of words in our communication.  This works in favor of establishing credibility and the seriousness of the situation.  Learn to not take things personally.  

2. Listening. Active listening is very important. Pay attention to what is said and pause before speaking. The opposite is passive listening, or waiting to talk.  Maintain non threatening eye contact and avoid interrupting.  Through active listening, crucial information can be gathered when communicating with individuals that may have valuable information to share regarding your respondent, or individual intended to receive court documents.

3. Language. When presenting documents for service, clear and concise language works best.  Brevity works well here, because less is more in this situation. Avoid legal terms, or any legal discussion of the details contained within.  Your language must convey the importance and purpose of the documents being presented for service of process.

4. Body Language, or non verbal communication. Pay attention to what is not being said.  This includes facial expressions, body posture, gestures, personal space (or lack thereof), and eye contact. Sometimes body language can compliment what someone is saying, or it can conflict. Remember that many cultures have different norms among body language.  Communication is often broken down into 55% non verbal, 38% the tone of voice, and 7% the actual words being used.

5. Empathy. Try to understand your audience. Some people are expecting service, and have even been eagerly anticipating their legal documents.  Others have no idea that there are legal documents with their name on them until the server shows up to serve process.  Try to adapt communication levels to the response of the recipient.  Directing them to contact their attorney, or the court of origin if presented with questions. Never give legal advice.

6. Privacy. Never share details of any legal matter or court proceeding with unauthorized individuals.  This maintains trust and integrity within the legal system. 

7. Documentation. Proper documentation and note taking is essential for process serving. A notebook containing the dates, times, locations, who was spoken to, along with the details of the conversation is important for establishing evidence of proper service, or that diligence has otherwise been established.

8. Appearance. Maintain a professional appearance at all times. First impressions matter. Adhere to any dress codes required by the court or organization. As a process server, a professional presentation is a good place to start establishing credibility before any words are spoken.

9. Respect for Time.  Time is of the essence in the legal community. Be punctual for all court hearings, depositions or other legal meetings.  Maintain a well organized calendar or other productivity system that ensures deadlines for service are met.  Often brevity is best when communicating with paralegals or office staff, as time and billable hours impact nearly every aspect of running a legal business. 

10. Empathy.  No, not a typo, this one gets two mentions here. Understanding the emotions and concerns of others, whether it be the client or the respondent for service or process, is key and ground zero for quality communication as a process server. This can often diffuse potentially tense situations, and ensure the goals of the client and the server are met when they are both on the same page from the start.  While it may not be possible to leave a respondent  in a better state after being served legal papers, we have a responsibility to act professionally, and not make it worse. 

11. Technology. Use it wisely. Whether communicating via secure and encrypted email, or a digital vault with the same, privacy and security is important when it comes to maintaining security and confidentiality in the legal field. 

Effective communication is near the top of the list of skill requirements for professional process servers.  By conducting yourself with professionalism, active listening, careful choice of language, observing body language,practicing empathy, respecting privacy, proper documentation, maintaining a professional appearance, being punctual, understanding the emotions and concerns of others, and utilizing technology, process servers can help ensure their part in the legal justice system is done both effectively and professionally. 

Thank you for using Capital Discovery Solutions for all of your needs for a process server in Columbus Ohio.

Thank you for using Capital Discovery Solutions for all of your needs for a process server in Columbus Ohio.