Williams County Court of Common Pleas, General Division Service and Proof of Service Rules

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Service

Court service

When an original complaint is filed electronically, the Clerk prepares the service copies, and the filing party must not provide them.

When an original complaint is filed by electronic means as set forth in Division F below, the Clerk shall make service copies at the per page copy cost set forth in Appendix B. The filing party shall not furnish service copies of the original complaint.

Checked and corrected to match the court's document on Oct 5, 2026CRITICAL

Applies to

Exhibit list

Any updated exhibit list must be presented to opposing counsel and the court before trial begins.

Additionally, an updated list, if any, shall be presented to the opposing counsel and the Court prior to the start of trial.

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Applies to

Expert witness report

The expert's report and all relevant documents, including records and bills, must be provided to opposing counsel at least 10 days before the expert's deposition or final settlement pretrial, whichever occurs first.

The expert’s report and all relevant documents, including all records and bills of an expert witness shall be provided to opposing counsel at least ten (10) days prior to the taking of said expert's deposition or final settlement pre-trial, whichever occurs first.

Checked and corrected to match the court's document on Oct 5, 2026CRITICAL

Service

Mail

Immediately after judgment, the judgment creditor's attorney must provide the pleadings and judgment entry to the clerk, who must notify the defendants by registered or certified mail at the address stated in the complaint.

Immediately upon the entering of any judgment, the attorney who represents the judgment creditor shall furnish a copy of the pleadings and judgment entry to the Clerk of Courts. The Clerk shall notify the defendant or defendants by mailing a copy of the pleadings and judgment entry by registered or certified mail at the address set forth in the complaint.

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Applies to

Pleading order notice brief or other paper

For an attorney appearing in a limited capacity, papers requiring service under Civil Rule 5 must be served on both the attorney and the client.

When an attorney has entered a limited appearance, any pleading, order, notice, brief or other paper that Civ.R. 5 requires to be served must be served on both the attorney and the attorney’s client.

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Applies to

Proposed order

Unless the court has already served the entered order through the e-filing system, the submitting or approving party must serve it on the receiver or receiver's counsel and on all appeared parties or parties whose service of process remains underway, and must file proof of service.

Unless it is clear that service has already been made by the court using the e-filing system, the party who submitted or approved a proposed order entered by the court is responsible for serving it upon the receiver or receiver’s counsel and upon all parties who have appeared, or for whom service of process remains underway. Proof of service must be filed by the party making service.

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Applies to

Receivership plan and report

Each receiver's plan and report must be filed with the Clerk and served on all parties who have appeared or for whom service remains pending.

Copies of each receiver’s plan and report shall be filed with the Clerk, with service upon all parties who have made an appearance or for whom service remains pending.

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Unless the court addresses the application at the initial receivership hearing, written notice must be given to the debtor, appearing parties, and persons for whom service remains pending.

Unless the court addresses the application during the initial hearing on whether to grant a receivership, written notice of all such applications shall be given to the debtor, all parties that have appeared and all those for whom service of process remains pending.

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Service

Court service

When a Qualified Domestic Relations Order is filed, counsel or the self-represented party must simultaneously file a praecipe directing the clerk to serve the plan administrator.

Upon the filing of a Qualified Domestic Relations Order, Counsel or self¬ represented party shall simultaneously file a praecipe directing the Clerk to serve the Plan Administrator with the Qualified Domestic Relations Order.

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Service

Court service to agency

When a Division of Property Order is filed, counsel or a self-represented party must simultaneously file a praecipe directing the clerk to serve the plan administrator.

Upon the filing of a Division of Property Order, Counsel or self-represented party shall simultaneously file a praecipe directing the Clerk to serve the Plan Administrator with the Division of Property Order.

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Service

Court service to all parties

When the investigation report is filed, the court must send copies to attorneys of record and unrepresented parties with a cover sheet containing the notice from Paragraph D.

H. At the time the investigator’s report is filed, copies shall be sent by the court to the attorney(s) of record and any unrepresented parties. When die report is sent to the attorney(s) and/or unrepresented parties, a cover sheet containing the NOTICE stated in Paragraph D above shall be attached to the report.

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Applies to

Motion for payment

At the conclusion of responsibilities, the guardian ad litem must provide the court a payment motion with an itemized accounting and a copy to every party or other entity responsible for payment.

Upon the conclusion of his or her responsibilities, the GAL shall provide a motion for payment with an itemized statement and accounting to the Court, with a copy to each party or other entity responsible for payment.

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Exhibit list

When a court reporter will serve at trial, a copy of the exhibit list must be provided to the court reporter.

In the event that there is a Court reporter, a copy of said exhibit list shall be provided to the Court reporter.

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Report

The Guardian ad Litem must provide the report to unrepresented parties and legal counsel of record.

The report shall be provided by the Guardian ad Litem to unrepresented parties and legal counsel of record.

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Pleadings

The Guardian ad Litem must be served with copies of all pleadings and receive notice of all hearings.

A Guardian ad Litem shall be served with copies of all pleadings and shall be provided notice of all hearings.

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Motion

A motion seeking a continuance must be served on opposing attorneys or self-represented parties.

a motion seeking a continuance will be required, served upon the opposing attorney(s) or self-represented party(s)

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Notice

The Adult Probation Department must send the required notice to the Williams County Prosecuting Attorney.

The Adult Probation Department shall also send a Notice to Prosecutor Regarding Petition for Certificate of Qualification for Employment and Submission of Information Regarding Petition for Certificate of Qualification for Employment to the Williams County Prosecuting Attorney.

Checked and corrected to match the court's document on Oct 5, 2026WARNING

Applies to

Probation violation

The Probation Officer must file the probation violation and serve the participant with the violation notice.

The Probation Officer shall file the probation violation and serve the participant with the violation notice.

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Applies to

Complaint

Service

Mail to all parties ?

Clerk shall perfect service of the original complaint by United States Postal Service via certified mail, return receipt requested, pursuant to Civil Rule 4.1 unless written instructions requesting alternative means of services are filed with the original complaint.

Summary: The clerk must serve the original complaint by certified mail with return receipt requested unless written instructions requesting an alternative service method are filed with the complaint.

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Applies to

Exhibits

1. All documents and exhibits must be marked for identification purposes and shared with opposing counsel at least seven (7) days prior to trial. Failure to do so may result in said documents and exhibits not being admitted into evidence.

Summary: Trial documents and exhibits must be shared with opposing counsel at least seven days before trial.

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Applies to

Exhibit list

4. Counsel shall also provide opposing counsel and the Court a full and complete Exhibit List of all proposed trial exhibits, including their proper identification, at least seven (7) days prior to trial.

Summary: The full exhibit list must be provided to opposing counsel and the court at least seven days before trial.

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Applies to

Response

a response to a pleading, motion, amended pleading, or other paper shall be filed and served on or before the fourteenth (14th) day after the date of service of the pleading, motion or other paper, requiring the response.

Summary: A response to a pleading, motion, amended pleading, or other paper must be filed and served by the 14th day after service of the paper requiring the response.

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Applies to

Reply

Any reply to said response shall be filed and served on or before the seventh (7th) day after the date of service of the response.

Summary: A reply to a response must be filed and served by the 7th day after service of the response.

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Applies to

Neutral evaluation documents ?

Unless otherwise ordered by the court, the required documents shall arrive at the office of opposing counsel or at the residence of any self-represented party at least seven days before the neutral evaluation session via ordinary mail, hand-delivery, facsimile or e-mail.

Summary: Unless the court orders otherwise, required neutral evaluation documents must reach opposing counsel or a self-represented party at least seven days before the session by ordinary mail, hand delivery, facsimile, or email.

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Applies to

Motion

The defendant shall be served with a copy of any motion filed by the Prosecutor relating to the alleged violation(s).

Summary: The defendant must be served with a copy of any prosecutor motion alleging community-control or intervention-in-lieu violations.

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Applies to

Judgment entry

The Clerk of Courts is hereby ORDERED to serve a copy of this Judgment Entry upon the Prosecuting Attorney, Attorney for Defendant, Defendant, Adult Probation and Drug Court Coordinator.

Summary: The Clerk of Courts must serve a copy of the Drug Court Judgment Entry upon the prosecuting attorney, defense counsel, defendant, Adult Probation, and Drug Court Coordinator.

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Applies to

Judgment entry

Service

Court service ?

The Clerk of Courts is hereby ORDERED to serve a copy of this Judgment Entry upon the Prosecuting Attorney, Attorney for Defendant, Defendant, Drug Court Coordinator and Adult Probation.

Summary: The Clerk of Courts must serve a copy of the judgment entry denying Drug Court admission on the Prosecuting Attorney, defense counsel, defendant, Drug Court Coordinator, and Adult Probation.

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16. At any time the fees of a guardian ad litem exceed $2,000.00, the guardian ad litem shall file a motion for interim fees, served upon all parties, which must include a detailed statement and description of rendered services.

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If you do file a written motion or letter with the clerk, you must also send a copy of that document to every other party involved in the case (or to each party’s attorney, if the other parties are represented by attorneys).

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Be sure to attach to your motion or letter a document stating that you have in fact sent a copy of your motion or letter to all of the other parties, and explaining how (for example, by personal delivery or by mail) and when that service was done.

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Although there may be some information that you want the judge to know about and to keep in confidence, the judge is nonetheless required to disclose that information to all of the other parties involved in the case.

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Service

Court service ?

When the Clerk receives Notice Confirming Qualification, it shall be filed in the public file. When such a notice has been filed, no additional court costs shall be charged. Neither the Court nor the Clerk shall be responsible to ensure compliance by the Plan Administrator.

Summary: The clerk must file the plan administrator's notice confirming qualification in the public file without additional court costs, and neither the court nor clerk is responsible for ensuring the administrator's compliance.

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Applies to

Notice

Service

Mail to court ?

Such Notice shall be sent via ordinary US mail.

Summary: The Adult Probation Department must send the required notice to each identified court by ordinary U.S. mail.

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Applies to

Notice of intent to relocate ?

Service

Court service to opposing party ?

The Court shall send a copy of the notice to the other parent.

Summary: The Court must send a copy of the Notice of Intent to Relocate to the other parent.

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If you send a letter or other document directly to the judge without providing a copy of it to every other party in your case (or to each party’s attorney, if the parties have attorneys), the judge or court staff will be required to notify the other parties about your communication so that those other parties can respond to it.