The service record

What's in it

• The person to be served, the address, the papers and the case number.
• The count of personal attempts, different days and different times.
• The service log: every visit and mailing, oldest first, with the date, time, method, result and location. If the office recorded a visit's mailing on civilstamp.com, that visit reads "Follow-Up Mailing: Recorded by the office".
• Each visit with its stamped photo and what happened.
• Each visit the office corrected, marked with its line, like "Entered in error: Wrong house (Dana Cruz, Oct 4, 2026)". It doesn't count in the attempts or the declarations. See Correct a visit.
• A declaration for each server who saved a visit. A sheriff's or marshal's office gets a Certificate of Service instead.

On iPhone and the website, the PDF also includes a map of the visits. Android reports list each visit’s location without a map image. Agency reports carry the agency’s letterhead.

Sign it on the phone

1. Open the case. Under Service record, choose Review and sign.
2. Choose Type or Draw, check the signer details, then confirm with Face ID, your fingerprint or your passcode.
3. Your signature and today's date go on the declaration in your name. If none has your name, check your name in Your details and sign again.
4. Share the signed PDF. Choose Share signed PDF on the case. The signed file remains available there when you return.

On an agency case, the signed copy also goes to the office. You need to be signed in to the agency to sign it. If you're offline, it's saved on the phone and goes to the office when you're back online and open CivilStamp. If the office can't take it, the case says so, with Try again.

After it's sent, the case on your iPhone lists each signed service record, like "Signed service record · Oct 4, 2026". Tap Open to read it, or Share to send it. Share sends the exact file you signed.

Unsigned exports are labelled separately: Share unsigned report on iPhone and Unsigned PDF on Android. If a signing request opens a case that is no longer on the phone, choose Open report on the web.

Sign it on civilstamp.com

1. Sign in on civilstamp.com, open the case and choose Service record. The Service record page brings together signatures, saved files and an unsigned preview. Once field work is complete, each person who recorded a visit can sign their own report. The Service record card on the case opens the same workspace.
2. Choose Type, which prints "/s/" and your name in a signature script, or Draw. The name comes from Your details. If your closing needs something you haven't added yet, like your registration or your title, add it there, and it's saved to Your details. To change your name, registration or title, click Edit beside Your details for the report.
3. Click Preview to read the PDF first, then Sign as and your name. Your signature, today's date and your details go on your closing, with a line that says it was signed electronically in CivilStamp, and when.

The service record made on civilstamp.com has every visit on the case, including work recorded by other servers. One signed on the phone or one signed on civilstamp.com: either is your signed service record.

Agency activity

For counts and dated exports across cases, open Activity reports. Choose the period and group the results by server or client. Opening a case and returning keeps those choices.

In the office

1. Open the case on civilstamp.com and choose Service record. Use the unsigned preview to check the current report, or download a signed copy from Saved files.
2. When a server signs the service record, on the phone or on civilstamp.com, their signed copy comes to the case, with Download. One signed on the phone has the visits from their phone; one signed on civilstamp.com has every visit on the case. On a case two servers worked, each signs their own.
3. Under Signatures, an unsigned report reads "Waiting for Pat Kowalski to sign." Click Ask Pat to sign to send a notice to Pat's phone that opens the case's Sign screen. If Pat hasn't turned on notifications, it says so: ask them to open the case and tap Sign. Only the named signer can sign. If a signed report becomes outdated, choose Request new signature. Earlier signed PDFs remain available under Previous signed files. Corrections and undo can make a report outdated. When emailing reports, outdated files are marked and left unchecked; select an older file only when that is the copy you intend to send. If email history says Delivery unconfirmed, use Retry send to finish the same attempt without sending another copy.
4. Click Email the client. Each signed service record shows who signed it, the date and the visits it has. Each server's newest one is ticked, and you can tick or untick any. If some of a server's visits aren't in their newest one, it says so.
5. Under To, you see the address it goes to. To send it somewhere else, type that address in To. The records go as one PDF attachment, or as a download link that works for a week when they're over 10 MB. In a sheriff's or marshal's office, the button reads Send by email and you enter the address.