There are times when defendants evade notifications from the court or cannot be traced at their usual residences. In cases where normal methods don’t work, courts give the option of serving through a newspaper. This guide explains the proper way to prepare this application.
When You Need This Application
Regular Service Has Failed Use the regular service methods first before turning to professional ones. Registered post, courier and process servers are included in this service. Save all deliveries receipts and reports in case you need them.
Defendant Cannot Be Located The defendant has recently moved and did not tell anyone about their new address. They refuse to accept service because their address is incorrect, or they keep moving.
Court Permission Required You are not allowed to distribute summons in newspapers until a court allows it. You will be prompted for this permission when using the application.
Essential Elements to Include
Court Details
Start with the correct court name and location. Check the case file for exact formatting.
Example:
IN THE COURT OF CIVIL JUDGE (SENIOR DIVISION)
DISTRICT COURT,
Case Information
Include complete case details:
- Case number
- Plaintiff name(s)
- Defendant name(s)
- Nature of suit
Clear Statement of Facts
Explain what happened in numbered paragraphs. Keep facts simple and direct.
Step-by-Step Drafting Process
Opening Paragraph
State that your case is pending before the court. Use formal but clear language.
“That the above-titled suit is pending adjudication before this Hon’ble Court.”
Proof of Attempted Service
Document your efforts to serve the defendant. Attach supporting evidence.
Key points to cover:
- Summons were issued according to law
- Normal service methods were tried
- Service attempts failed
Reason for Failure
Explain why regular service didn’t work. Common reasons include:
- Defendant avoiding service
- Wrong or outdated address
- Defendant has moved
- Address is untraceable
Necessity for Publication
Link the lack of service to why newspapers are published. Make sure to keep fairness and justice as priorities.
“Since serving justice requires fairness in the trial process, it has been decided to inform the Defendants by publishing in a widely read paper.”
Cost Responsibility
Usually, the plaintiff is responsible for paying this fee.
The Prayer Section
This is your formal request to the court. Be specific about what you want.
Essential Elements:
- Permission to serve through newspaper
- Specify which defendants need this service
- Request for wide circulation newspaper
- General relief clause
Sample Prayer: “For these reasons, the Plaintiff asks this Hon’ble Court to allow him or her to serve the Defendants No. ______ through posting an ad in a popular daily newspaper in the area, for reasons of justice.”
Supporting Documents to Attach
Service Reports Include all failed delivery reports from:
- Postal service
- Courier companies
- Process servers
Address Verification Attach proof showing:
- Current address searches
- Inquiry reports
- Any available contact information
Affidavit File an affidavit confirming:
- Efforts made to locate defendant
- Reasons why regular service failed
- Need for publication service
Common Mistakes to Avoid
Not Trying Regular Service First If you fail to attempt serving the other party by normal means, courts will not let you publish the notice. Note all your tried attempts.
Insufficient Evidence Ensure you prove that fixing the issue on a regular basis was ineffective. General statements are unlikely to impress a judge.
Wrong Newspaper Selection Go for newspapers that have a large number of readers in your area. The court has the authority to decide which papers are going to be used.
Missing Case Details Ensure to add all important information about the case. When an application is incomplete, it is not approved.
Language and Tone Tips
Use Formal Language Within the law, it is important to use a polite and formal manner. Do not forget to use the proper titles of the court and end your letters with respect.
Be Concise Present your information in a clear way, leaving out all the unnecessary details. Judges prefer if your application is organized and concise.
Stay Factual Only use evidence you have to back up your points. Stay away from making assumptions about the defendant’s actions.
Check Grammar Proofread carefully. When you make mistakes, you weaken your credibility.
Practical Filing Tips
Check Local Rules Every court may set its own guidelines for publishing applications. Review the rules in your state or region before making any submission.
File Original Plus Copies Deliver an original application and also bring copies for the defendants and courtroom files.
Pay Required Fees Some courts charge filing fees for these applications. Check fee schedules.
Follow Up Filing fees may apply in some courts for the mentioned applications. Review the fees that will apply.
What Happens After Filing
Court Review The judge will take a look at your application and all your supporting papers. It will usually take several days or weeks to finish.
Court Order If approved, the court issues an order allowing newspaper publication. This order specifies:
- Which newspapers to use
- Publication requirements
- Timeline for publication
Publication Process Contact approved newspapers to arrange publication. Keep all publication receipts and copies.
Proof of Publication File proof of publication with the court. This usually includes:
- Newspaper tear sheets
- Publisher’s affidavit
- Publication receipts
Sample Application Structure
Header Section
- Court name and location
- Case title and number
- Application title
Body Paragraphs
- Case pending before court
- Summons issued but service failed
- Reasons for service failure
- Need for publication service
- Cost arrangement
Prayer Section
- Specific relief requested
- General relief clause
Signature Block
- Counsel signature
- Date and place
Timeline Considerations
Plan Ahead Publication service takes time. Factor in:
- Court approval process
- Newspaper publication lead time
- Required publication period
Follow Court Deadlines Some courts require the service to be finished within a certain period. Ensure that journals are publishing your articles according to set deadlines.
Track Progress Record each step included in the process and every important deadline. By doing this, you won’t miss any important dates.
Cost Factors
Court Fees Application filing fees vary by jurisdiction. Check current fee schedules.
Publication Costs Newspaper charges depend on:
- Advertisement size
- Publication frequency
- Newspaper circulation
Legal Fees Consider attorney costs for drafting and filing the application.
Final Review Checklist
Before filing, verify:
- [ ] All case details are correct
- [ ] Supporting documents attached
- [ ] Proper court formatting used
- [ ] Grammar and spelling checked
- [ ] Required signatures included
- [ ] Filing fees calculated
- [ ] Local rules followed
Conclusion
Via newspaper publication, defendants keep their rights and can still have their cases resolved. When routine methods of service are not successful and you demonstrate the need for a notice, courts allow it through publication. Notice to Cure Lease Violation
Make sure to fully document every service attempt you make. Any sign of a history of neglected routine service improves your chances of approval. Be sure to follow all local court rules and talk professionally at all times. Rent Increase Notice
Enforcing this procedure tells all defendants of the case and guards against cases getting delayed by service problems. If you prepare well and provide the necessary documents, your application will most likely get approved.
