Establishing secure connection…Loading editor…Preparing document…

Declaration Regarding Service

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Declaration re: Service Members Civil Relief Act (Active Duty Military) (AFSCR)

Superior Court of Washington

County of

In re:

Petitioner,

Respondent.

No.

Declaration re: Service Members Civil Relief Act
(Active Duty Military)
(Optional Use)
(AFSCR)

The federal Servicemembers Civil Relief Act covers: Army, Navy, Air Force, Marine Corps, and Coast Guard members on active duty; National Guard or Reserve members under a call to active service for more than 30 days in a row; and commissioned corps of the Public Health Service and NOAA. The state Service Members’ Civil Relief Act covers those service members listed above who are either stationed in or residents of Washington state and their dependents, except for the commissioned corps of the Public Health Service and NOAA.

I (name) , Declare that:

(Name): is not a service member or a dependent covered by the state or federal Service Members’ Civil Relief Acts.

(Name): is a service member covered by the state or federal Service Members’ Civil Relief Acts. (Check all that apply):

Branch of Service Washington State Connection Duty Status

U.S. Armed Forces (Army, Navy, Air Force, Marine Corps, Coast Guard)

National Guard or Reserves

commissioned corps of Public Health Service or National Oceanic and Atmospheric Administration

Stationed in or resident of Washington

None

In military service (meaning active duty or a call to active service for more than 30 days in a row)

Is within 90 days after termination of or release from military service (50 USC 522(a)(1))

Is within 180 days after termination of or release from military service (RCW 38.42.060(1)(a))

Not on active duty or a call to active service for more than 30 days in a row

(Name): is a dependent of (name): , who is a service member covered by the state Service Members’ Civil Relief Act and who is under a call to active service for more than 30 days in a row.

Dependent means a spouse, child under 18, or other person who got at least 50% of his/her financial support from a covered service member.

I know this because (check all that apply):

The attached report from the Defense Manpower Data Center (DMDC) shows his/her status.

I sent him/her a Notice re Military Dependent (form All Cases 01.0230) to inform him/her of dependents’ rights. S/he did not respond within 20 days claiming to be a protected military dependent.

The Notice was (check one): personally served on (date): mailed by first class mail on (date):

I have personal knowledge of his/her military or dependent status (explain):

Other (explain):

S/he is a service member or a dependent covered by the state and/or federal Service Members’ Civil Relief Act, and in this case:

has his/her own lawyer.

has a lawyer appointed by the court.

The court:

has suspended or delayed this case.

has not suspended or delayed this case.

I don’t know whether (name): is a service member or a dependent covered by the state and/or federal Service Members’ Civil Relief Act. I did the following things to try to find out:

I declare under penalty of perjury under the laws of the state of Washington that the foregoing is true and correct.

Signed at (city) , (state) on (date)

Signature of Petitioner or Lawyer/WSBA No.

Print Name

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Declaration Regarding Service Is and When it Applies

A Declaration Regarding Service is a sworn statement used to confirm how, when, and to whom legal or administrative documents were delivered. It documents facts about service events, identifies the server, notes the delivery method, and records dates, times, and recipient details. Courts and agencies commonly require this declaration to prove notice or compliance with procedural rules. The form operates as evidence about the mechanics of delivery rather than the merits of the underlying claim, and it may accompany filings where proof of service is required.

Why a Clear Declaration Regarding Service Matters

A complete Declaration Regarding Service creates a reliable record that preserves who received notice, by what method, and when. Properly prepared declarations reduce disputes about service timing, support court filings, and help meet statutory or agency notice requirements under ESIGN and state procedural rules.

Why a Clear Declaration Regarding Service Matters

Who Typically Prepares and Signs This Declaration

Individuals and organizations who deliver legal or official notices prepare this declaration to document service; that includes process servers, agency staff, attorneys, and corporate compliance teams.

  • Process servers and private investigators documenting in-person or substituted service for court filings.
  • Corporate legal and compliance teams recording service of contract notices or termination letters.
  • Agency clerks and program administrators proving delivery of benefit decisions or administrative notices.

The signer should be the person with direct knowledge of the delivery events; where the declarant is an agent, their relationship and authority should be stated clearly in the declaration.

Step-by-Step: Completing and Submitting the Declaration

Follow these steps in order to complete a defensible Declaration Regarding Service and attach it to any required filing.

  • 01
    Prepare the document: Gather case details, server name, recipient details and proof of delivery.
  • 02
    Complete fields: Enter names, dates, times, method, and full address exactly as required.
  • 03
    Sign and date: Sign the declaration and include printed name, title, and contact information.
  • 04
    Attach and file: Attach declaration to filing or retain for agency records as required.

Typical Workflow for Creating and Using the Declaration

A consistent workflow reduces errors and ensures the declaration is available when the filing or proof of service is required.

  • Collect evidence: Save delivery receipts, photos, and timestamps.
  • Draft declaration: Populate fields and describe the delivery sequence.
  • Authenticate signer: Signer signs; include notary or witness as required.
  • File or retain: Attach to filing or keep in case file with audit trail.

Digital Workflow Settings to Consider

Configure your e-submission workflow to capture required fields, authentication, and an audit trail before sending for signature.

Field Configuration
Authentication Email link, SMS code, or stronger KBA where required
Signature Type Allow electronic signature; enable PKI if certificate required
Notary Option Enable RON where allowed by state law
File Format Use PDF/A export for long-term preservation

Platform and Integration Requirements for eSubmission

Ensure your platform supports the authentication, document formats, and integrations your process requires.

  • Supported formats: PDF, DOCX, HTML, Excel
  • Common integrations: Salesforce, NetSuite, Google Workspace
  • Access control: SSO, role permissions, audit trail

Verify the platform retains an auditable certificate of completion, stores documents with AES-256 encryption, and supports export for agency submission or court filing.

Key Security and Compliance Facts to Record

In-transit encryption: TLS 1.2 / TLS 1.3
At-rest encryption: AES-256 encryption
Regulatory standards: ESIGN and UETA compliance
Healthcare support: HIPAA with BAA option
Auditability: Detailed tamper-evident audit trail
Certifications: SOC 2 Type II and ISO 27001

Core Elements a Professional Declaration Should Include

A professional declaration is concise, factual, and structured so it can be relied on by courts, agencies, or counterparties without ambiguity.

Title and case info

Clear header with case or matter number, filing court or agency, and document title for easy identification and indexing.

Declarant identity

Full legal name, business affiliation, and contact information to establish who is making the statement and how to reach them.

Statement of facts

A plain, chronological narrative of the service events that includes dates, times, addresses, and how delivery was effected.

Method of service

Specify whether service was personal, substituted, mailed, served by electronic means, or completed via another authorized method.

Supporting evidence

List attached proof such as delivery receipts, tracking numbers, photographs, or screenshot evidence of electronic delivery.

Signature block

Declarant signature, printed name, date, and notarization or witness statement if required by jurisdiction or agency rule.

Practical Tips to Ensure the Declaration Holds Up

Follow these practical guidelines to reduce challenges to the declaration's accuracy and admissibility.

Be factual and concise
Avoid legal argument in the declaration; state only observable facts and direct knowledge.
Attach corroborating proof
Include delivery receipts, tracking details, or screenshots to support assertions of service.
Confirm signer authority
Document the declarant's relationship to the serving entity and ability to prepare the declaration.
Preserve originals
Keep signed originals or certified digital copies with full audit trail for the retention period.

Common Mistakes That Weaken a Declaration

  • Vague time entries such as 'late afternoon' instead of a specific timestamp that can be independently verified.
  • Incomplete recipient identification: using only a first name or nickname without an associated address or business name.
  • Failing to note the exact method of delivery or to attach supporting tracking or proof-of-delivery documentation.
  • Allowing an unauthorized person to sign the declaration without explaining the declarant's authority or relationship.

Risks and Consequences of an Incorrect or Missing Declaration

Dismissal risk: Court may reject filings for lack of proof of service
Default consequences: Failure to serve properly can lead to default or case delays
1099 penalties: $60–$330 per form; IRC §6721
I-9 paperwork penalties: $281–$2,789 per violation
Notarization defects: Improper notarization may render declaration inadmissible
Reputational harm: Repeated errors can affect credibility in future proceedings

Typical Timelines and Deadlines to Track

Timely completion and filing of a Declaration Regarding Service depends on the procedural context; these common dates and periods merit attention.

Provide upon request:

W-9-like requests have no fixed deadline; supply when payer requests

Tax reporting deadlines:

1099-NEC to recipient and IRS due Jan 31 each tax year

Court filing timeliness:

File proof of service within the deadline specified by local rules

Retention minimums:

Keep relevant records for three years for IRS purposes

HIPAA retention:

Healthcare records retained six years per 45 CFR §164.530(j)

Key Milestones from Service to Filing

Track these sequential milestones to ensure service is documented and filings proceed without procedural defects.

01

Prepare declaration

Draft immediately after service while facts are fresh and evidence available

02

Collect supporting proof

Attach tracking receipts, photos, or electronic delivery records

03

Sign and notarize

Sign promptly; notarize or obtain witness statements if jurisdiction requires

04

File or serve copy

Submit declaration with court or retain and produce upon request

How Electronic Service Compares with Paper Service

Compare critical aspects to decide whether electronic service meets legal and procedural needs in your jurisdiction or matter.

Aspect Electronic Service Paper Service
Legal status esign/ueta traditional form
Authentication audit trail notary/witness
Timing often immediate delivery-dependent
Record retention digital audit trail original paper file

eSignature Pricing and Capability Comparison

Compare basic pricing and common plan capabilities to evaluate vendor suitability for executing a Declaration Regarding Service electronically.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes (Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Real-World Examples of Using a Declaration Regarding Service

These examples show how organizations used declarations to document delivery and preserve evidence in routine operations.

Optica Ventures

The operations team standardized service declarations for tenant notices to reduce disputes.

  • The declarations included timestamps and photos.
  • The process cut follow-up inquiries and supported faster resolution during lease enforcement proceedings with clear, consistent evidence.

Martin Properties

Property managers adopted e-signed declarations for notice delivery across portfolios.

  • They included tracking numbers and signed attestations.
  • As a result, managers documented compliance across multiple jurisdictions while maintaining a searchable archive for audits.

Frequently Asked Questions and Troubleshooting Tips

Answers to common questions about validity, signature methods, notarization, and digital evidence related to Declarations Regarding Service.


Need help? Contact support

Explore Templates

Rule 81D Proceedings Order Authorizing Deposit of Funds Answer to Interpleader Action Agreed Order Granting Intervention Hrehorovich v. Harbor Hospital Digest of United States Practice in International Law
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.