Urgent Service - Are Your Documents Truly Ready for Service?

Nicci Ashby
Nov 19
3 min read

We routinely receive calls from clients for urgent service matters - and one of the first questions we ask is 'Are your documents ready to send straight over?'. We ask this question because sometimes when we check availability, our process server is about to leave on their service round, but if the documents can be sent to us immediately they can wait for 10 minutes and take your documents with them. Issues can arise when you advise us that the documents are ready to send immediately, but in actual fact they are not.

In most instances we can work around any expected delays, but it is essential we know about them in advance, as if we confirm an agent is available immediately, but the documents are not, it could mean that by the time you are able to send them, the agent is then unable to effect service in your timescales.

Understanding What “Ready” Really Means

If you confirm documents are ready to send immediately, it means they are already complete, accurate, and approved by all necessary parties. They should be compiled, and ready to send to us immediately. If any of these points are outstanding, let us know at the time you request availability, and we can ensure we have a process server who is available for you when you need them.

Client sign-off: Has the client reviewed and signed off the documents? If not, are those people due to go into a meeting, or lunch, or any other reason they are not able to sign them off immediately? Do you know what time this will be done by?
Internal approval: Have all relevant departments or team members signed off the documents? If not, are those people due to go into a meeting, or lunch, or any other reason they are not able to sign them off immediately? Do you know what time this will be done by?
External dependencies: Are you waiting for any court orders or sealed copies? Do you know what time this will be done by?
Final quality check: Have you verified formatting, completeness, and accuracy? Have you already prepared any covering letter which may need to accompany the documents?

Sometimes clients rush to send us documents, and then realise they are incomplete, leading to back-and-forth corrections, & lost time.

Common Reasons Documents Are Not Truly Ready

Missing Signatures or Approvals

One of the most frequent issues is missing signatures. For example, a contract might be signed by the client but not yet approved internally by the legal team. Or an internal memo may lack a required manager’s sign-off.

Waiting on Court or External Parties

Legal documents often depend on court schedules or external agencies. If you submit before receiving necessary court orders or confirmations, the documents may be rejected or delayed.

Incomplete or Incorrect Information

Sometimes documents are sent with placeholders, incomplete sections, or outdated data.

Lack of Final Review

A final review step is crucial. It ensures consistency, correct formatting, and that all attachments or exhibits are included.

Practical Steps to Confirm Your Documents Are Ready

Create a Document Readiness Checklist

A checklist tailored to your process can prevent oversights. Include items such as:

Client signature obtained
Internal approvals completed
External dependencies confirmed
Document formatting verified
Attachments included and labeled
Final proofread completed

Use this checklist before submitting any documents.

Communicate Any Delays with Us

Keep us informed about the document status. For example, if you’re waiting on court confirmation, let us know. Clear communication reduces confusion and last-minute surprises.