CIV-GP-70 – Affirmation of Service of Subpoena for Records

Jurisdiction: Country: United States | Province or State: New York

What is a CIV-GP-70 – Affirmation of Service of Subpoena for Records?

A CIV-GP-70 is a sworn, written statement that proves you properly served a Subpoena for Records in a case pending in the Civil Court of the City of New York. It memorializes who served the subpoena, when and where service occurred, the method used, the identity and authority of the recipient, and exactly what was delivered, including any fees and attachments. Once signed under penalty of perjury, it becomes your proof of service—evidence the court can rely on to enforce the subpoena or resolve challenges about how service was performed.

Use this form only for New York City Civil Court matters. It is court-specific and not intended for other jurisdictions. Using the wrong proof-of-service document can delay enforcement or create confusion, especially when different courts require different formats and content.

Who uses the CIV-GP-70?

Attorneys, self-represented litigants, authorized law firm staff with firsthand knowledge, and professional process servers. Whether you represent a party or serve as an agent conducting service, you complete the affirmation to show that the service complied with the rules applicable to the recipient.

Typical situations calling for a records subpoena and an accompanying affirmation include:

• Personal injury: Medical records, imaging, incident reports, EMS logs.
• Commercial disputes: Bank statements, wire records, contracts, corporate books.
• Housing matters: Maintenance logs, inspection reports, lease files, and rent ledgers.
• Consumer debt and small claims: Account histories, payment records, underlying contracts.

The affirmation notes any included authorization (for example, a HIPAA release) or a business records certification, and records any fee you tendered and how it was paid. If a custodian later claims non-receipt or challenges the adequacy of service, the CIV-GP-70 becomes the central document the court will review. Accurate, specific entries reduce disputes, support motions to compel, and preserve credibility.

What the CIV-GP-70 is not: It is not the subpoena itself, does not compel compliance, does not substitute for required authorizations or witness fees, and does not certify the records. Think of it as a sworn log describing a proper service event for a records subpoena in a New York City Civil Court case.

When Would You Use a CIV-GP-70 – Affirmation of Service of Subpoena for Records?

Complete the CIV-GP-70 immediately after serving a Subpoena for Records in a pending New York City Civil Court case. Prompt completion preserves precise details—date, local time, location, recipient identity and role, the method used, and any fees or authorizations delivered. Weeks or months later, those specifics can be decisive on a motion to compel or in response to objections.

Key milestones when the affirmation is relevant

• Filing proof when requested: Judges or parties may ask for proof of service. You file the CIV-GP-70 with appropriate attachments.
• Enforcing the subpoena: If records do not arrive by the return date, courts first assess whether service was proper. Your affirmation answers that question.
• Seeking costs or sanctions: Courts scrutinize service closely when deciding sanctions for non-compliance. The CIV-GP-70 shows you did your part.
• Trial or hearing: Opponents may attack admissibility or service. A clear affirmation undercuts service-based challenges.

Who signs? The person with firsthand knowledge—usually the process server, attorney, or self-represented litigant who actually performed the service. If someone else performed required follow-up steps (for example, a mailing after substituted service), that person signs a separate affirmation or you prepare a supplemental affirmation covering that component.

Examples of service scenarios

• Hospital records custodian: You hand-deliver the subpoena, HIPAA authorization, and fee to Health Information Management. Right after, you record the exact date/time, precise address and floor, the recipient’s name and title (or description if they decline to identify themselves), and any intake number or “Received” stamp.
• Corporation via registered agent: You deliver to the designated registered agent’s office. You record the agent’s location, the intake clerk’s name or title, the time, and note any stamped receipt. This method is reliable for corporate recipients.
• Bank records or compliance unit: You serve the designated legal department or address for process. You identify the department, note any internal reference number, and preserve copies of receipts or stamps provided.

Timing: Best practice is same-day completion of the affirmation. If not possible, complete it within a day or two. If multiple attempts preceded successful service, keep a private log. Your final affirmation should describe the successful attempt; if helpful, you may attach a short schedule summarizing prior attempts.

If records are late or not produced by the return date, your CIV-GP-70 becomes essential for enforcement. It supports motions to compel, helps in discussions about compliance, and rebuts claims that fees were not tendered or service was misdirected.

Remember: The CIV-GP-70 is specific to the Civil Court of the City of New York. Do not use it in other courts, which may have different proof-of-service requirements.

Legal Characteristics of the CIV-GP-70 – Affirmation of Service of Subpoena for Records

The CIV-GP-70 is a sworn statement signed under penalty of perjury. You are attesting that the described facts are true. Courts rely on the affirmation to determine whether service was performed properly. Inaccurate or false statements can expose the signer to sanctions or other penalties, so take the same care as with any court-facing filing.

Two components drive the enforceability of a subpoena

• Proper service: Delivery must comply with rules governing service for the type of recipient. For individuals, that often means personal delivery or a permitted substituted method, sometimes with a required mailing. For entities, you typically serve an officer, managing agent, or registered agent. If a fee is required by rule or practice, tender it at the service.
• Complete, accurate proof: The CIV-GP-70 should precisely identify the service event: exact date and local time, full address including unit/floor, the recipient’s name and role (or a clear description if no name provided), the method used, and the documents and fees delivered. Specific, consistent details enhance credibility.

Supporting documents reinforce your affirmation

• A copy of the subpoena (with any schedules or exhibits).
• Any included authorizations or certifications.
• Receipts or check copies showing fees were paid or offered.
• Mailing proofs if a mailing was required (certificate of mailing, delivery confirmation).
• A stamped “Received” copy or intake receipt, if provided.

Key considerations

• Who may serve: An adult not a party to the case (unless a rule allows otherwise). Licensed process servers commonly serve; attorneys or other adults may serve if permitted and not parties.
• Service method: Choose a method permitted for serving a summons on the same kind of recipient. For businesses, service by an authorized agent or officer is common. For individuals, personal or properly executed substituted service may be permissible.
• Recipient identity: Serve the custodian of records or an authorized agent. Verify titles and departments—Medical Records/HIM for hospitals, legal/compliance for banks, registered agent for corporations—so service is on the correct custodian or authorized person.
• Authorizations and certifications: For medical records, include HIPAA authorization. For business records, consider a custodian certification to streamline admissibility. List these in the affirmation and attach copies.
• Fees: Offer payment when required. Note the amount and form of payment and keep proof. If the recipient declines payment at the service, record the offer and any instructions for later payment.
• Timeline and return date: Provide a reasonable time for compliance and reflect the subpoena’s true return date in the affirmation.

Consistency is crucial. Align the subpoena’s addressee and instructions with the details on the CIV-GP-70. Inconsistencies—incorrect names, wrong addresses, mismatched return dates—invite scrutiny and can slow enforcement.

How to Fill Out a CIV-GP-70 – Affirmation of Service of Subpoena for Records

Use this streamlined, step-by-step approach to capture everything the court needs. Preparing a draft before service can help you collect details in real time.

1) Case caption

• Court: Civil Court of the City of New York.
• County: Match the pending venue (New York, Kings, Queens, Bronx, or Richmond).
• Case title: Reproduce exactly as filed, including punctuation and capitalization.
• Docket/index number: Enter precisely as assigned.

Tips:

• Keep a copy of the filed caption to ensure an exact match.
• For consolidated matters, use the controlling docket number.
• Use the issuing case caption for third-party subpoenas.

2) Identify the subpoena

• Identify the document served as “Subpoena for Records” (or “Subpoena duces tecum”).
• Enter the return date and time exactly as stated (including “on or before,” if applicable).
• List the issuing attorney or party (and law firm if shown).
• Note any included authorization/certification:
• HIPAA authorization (medical records).
• Business records certification.
• Employment/education authorization, if applicable.

Tips:

• If you served multiple subpoenas on the same recipient, consider separate affirmations or clearly list each subpoena and attach labeled copies.
• If an amended or corrected subpoena is issued, identify and attach the correct version.

3) Your information (the affirmant)

• Print your full name and business address (with suite/floor).
• State your capacity: process server, attorney, self-represented party, or staff with firsthand knowledge.
• Confirm you are over 18 and, when required, not a party.
• Add phone and email for follow-up.

Tips:

• Licensed process servers may include their license number where applicable.
• If another person handled a required mailing, that person should sign a separate or supplemental affirmation covering the mailing.

4) Date, time, and place of service

• Date: Spell out the month (e.g., “March 15, 2026”).
• Time: Use local time with a.m./p.m.
• Address: Street, city, state (New York), ZIP, and any suite, floor, or department. For complexes, specify the building name and department.

Tips:

• Confirm the address on-site and record the exact floor/unit.
• If security escorted you, note that path (e.g., “Security desk directed me to Legal Department, 9th Floor”).
• Keep a private log of any prior attempts; the final affirmation should describe the successful service.

5) Person or entity served

• Individuals: Record full name as provided; if refused, describe appearance and role and note what the person said about their authority.
• Businesses/organizations: Record the full legal name (and any DBA), plus the recipient’s title (officer, managing agent, registered agent intake clerk, records custodian).
• Departments: Identify the specific unit (e.g., Health Information Management, Legal, Compliance).

Tips:

• Hospitals/clinics: Target Medical Records/HIM or Legal; identify the custodian or intake clerk.
• Corporations: Serving the registered agent is often simplest. If serving a business location, ask for an authorized officer or managing agent.
• Banks: Follow designated procedures for legal process; record any internal reference number.

6) Method of service

• State the method used: personal delivery to the person named or to an authorized agent, or a permitted substituted method (with any required mailing).
• If a mailing was required, state what was mailed, when, how (e.g., first-class mail), and to which address.
• Note that service was “in a manner permitted for service of a summons upon [individual/corporation/etc.].”

Tips:

• Confirm the recipient’s authority to accept legal papers and note the confirmation.
• If someone refuses service for lack of authority, do not force the issue; locate the proper recipient and complete service.
• For “nail and mail” or similar methods, document diligence and include mailing proof.

7) Documents served

• List each item delivered:
• Subpoena for Records (duces tecum) with any schedules/exhibits.
• HIPAA or other authorization, if used.
• Business records certification, if included.
• Cover letter with return instructions.
• Any required notices to parties/nonparties.
• Note if a duplicate was stamped “Received” and kept.

Tips:

• Use consistent labels so attachments match your list.
• If a usual document was intentionally omitted, mark it “N/A” to avoid confusion.

8) Fees tendered

• Record the fee amount and form of payment (cash, check with number, or money order).
• If the fee was offered but declined, say so and describe any instructions for later payment.
• If no fee was required, write “No fee required/requested at time of service.”

Tips:

• Keep copies of checks or receipts; ask for a stamped acknowledgment when paying cash.
• Clarify custodial fee policies during service and reflect them in your cover letter and affirmation.

9) Notice to other parties (if applicable)

• If rules require notice to parties, list when and how you sent it (mail, hand delivery, or permitted electronic means) and to which addresses.
• Maintain mailing certificates or delivery confirmations; attach them or keep them available.

Tips:

• Use the service addresses designated in filings or stipulations.
• If serving electronically, note consent or rule-based permission and preserve proof.

10) Attachments and schedules

• Schedule A: Copy of the served subpoena (with all exhibits).
• Schedule B: Any authorizations or certifications.
• Schedule C: Mailing receipts/certificates or delivery confirmations.
• Schedule D: Stamped “Received” copies or intake receipts, if any.
• Label each attachment clearly, matching the labels used in the body of the affirmation.

Tips:

• Ensure legibility of small print and exhibits.
• Keep each subpoena’s attachments grouped with its corresponding affirmation.

11) Affirmation statement

• Read the penalty-of-perjury language carefully and confirm accuracy.
• Sign and date; print your name below the signature and include your contact info.
• No notarization is required for an affirmation. If a notarized document is demanded, use an affidavit of service instead.

Tips:

• Use dark ink and ensure scanned signatures are clear for e-filing.
• Do not alter the signed original; if you later find an error, issue a corrected or supplemental affirmation.

12) Filing and retention

• Keep the original affirmation with the subpoena file and attachments.
• File it with the court when directed or when moving to enforce, or if proof is requested.
• Serve copies on other parties if required and retain proof of that service.
• Bring a copy to any conference or hearing about compliance.

Tips:

• Use a clear naming convention for digital files (e.g., “2026-03-15_CIV-GP-70_ABC-Hospital.pdf”).
• Store attachments in the same folder with labels matching the schedules.

13) Follow-up

• Calendar the return date immediately and set reminders before and after it.
• Track receipt of records: log the date received, sender, contents, and whether a certification is included.
• If production is incomplete or non-compliant, follow up with the custodian promptly. If needed, use the affirmation in a motion to compel or for sanctions.

Tips:

• Maintain a communication log (dates, names, summaries of calls/emails).
• Keep your affirmation and attachments at hand for quick filing if enforcement becomes necessary.

Complete every field clearly and consistently. If an item does not apply, write “N/A.” Cross-check your affirmation against the subpoena and any notices or cover letters to ensure all details align.

Legal Terms You Might Encounter

• Affirmation: A signed statement under penalty of perjury; no notary required. The CIV-GP-70 is an affirmation.
• Affidavit: A sworn statement typically requiring notarization; use if a notarized proof is requested.
• Subpoena duces tecum: A command to produce documents or records.
• Service: Delivery of legal papers in a legally authorized way to the correct recipient.
• Personal delivery: Handing papers directly to the person or an authorized recipient.
• Authorized agent: Someone empowered to accept service on another’s behalf (e.g., registered agent, managing agent).
• Records custodian: The person/department that maintains the requested records (e.g., HIM/Medical Records, Legal, Compliance).
• Return date: The deadline for producing records.
• Tender of fees: Offering required payment at the time of service.
• Proof of service: The executed CIV-GP-70 and any attachments.

FAQs

Do you need to notarize this form?

No. The CIV-GP-70 is an affirmation signed under penalty of perjury and does not require notarization. If a clerk or party insists on a notarized proof, prepare an affidavit of service with the same facts and have it notarized, keeping both versions in your file.

Do you file the CIV-GP-70 immediately after service?

Usually, you retain it and file only when the court requests proof or when you move to enforce. Some parts prefer earlier filing; follow the judge’s practices. Regardless, keep the signed original and attachments organized so you can file promptly if needed.

Must the signer be the person who performed the service?

Yes. The person with firsthand knowledge signs. If different people performed different components (e.g., personal delivery and a follow-up mailing), each should sign an affirmation covering their part, or you can add a supplemental affirmation for the mailing.

Is a fee required when serving a records subpoena?

Often. Many custodians require fees for service or before processing begins. Offer payment at the service, record the amount and payment form, and keep proof. If the custodian prefers invoicing, note that you offered payment, record any instructions for later payment, and keep proof of payment once made.

Must you notify other parties about a records subpoena?

Frequently, yes. If rules require notice or a copy, list how and when you sent it (mail, hand delivery, or permitted electronic service), and note addresses used. Keep mailing certificates or confirmations and attach or retain them for your file.

Can you serve a records subpoena by mail only?

Usually not. Service generally mirrors the method for a summons on the same type of recipient. Some substituted methods permit a mailing after personal attempts. If a mailing is required, document it on the CIV-GP-70 and attach proof.

What if the recipient refuses to accept service or give a name?

Do not force service. Find an authorized recipient (e.g., registered agent, records department). If a person refuses to provide a name but accepts papers, describe them and note their stated role and acceptance. If you use a permitted substituted method, accurately document the steps and any required mailing.

Can you correct the CIV-GP-70 after signing?

Yes. Issue a corrected or supplemental affirmation identifying what is changed (e.g., time, name spelling, fee detail). Do not alter the signed original. Keep both and use the corrected version for filings.

What if records arrive late or incomplete?

Document receipt and deficiencies, then follow up with the custodian. If issues persist, your affirmation supports a motion to compel or a request for sanctions. Keep the file organized so you can act promptly.

Checklist: Before, During, and After the CIV-GP-70 – Affirmation of Service of Subpoena for Records

Before signing

• Confirm your case is in the Civil Court of the City of New York and the county is correct.
• Verify the return date and ensure a reasonable time for compliance.
• Identify the correct recipient (individual or authorized agent; proper department for institutions).
• Confirm the precise service address, including suite/floor/department.
• Assemble the full document set: subpoena, authorizations, certifications, and cover letter.
• Determine fees and prepare payment in an acceptable form.
• Prepare notices to parties if required and plan how you will document mailings.
• Pre-label schedules (A, B, C, etc.) for attachments.
• Calendar the return date and set reminder ticklers.
• Bring tools to capture details and obtain a receipt or stamp if possible.

During signing

• Match the caption and index/docket number exactly.
• Record the exact service date, local time, and full address.
• Identify the recipient by name and title, or provide a clear description and department if the name is refused.
• Specify the method of service and any required mailing details.
• List all documents served and any included authorizations/certifications.
• Record fees tendered and payment method; note if refused.
• Sign under penalty of perjury, print your name, and date the form.
• Label attachments to match your schedule references.

After signing

• Attach the subpoena (Schedule A) and any authorizations/certifications (Schedule B).
• Attach mailing proofs (Schedule C) and any stamped “Received” pages (Schedule D).
• Store the original in your file with organized digital copies.
• Serve copies to parties if required and keep proof.
• Track compliance, log receipt of records, and follow up as needed.
• Be prepared to file the affirmation for enforcement or upon court request.

Common Mistakes to Avoid CIV-GP-70 – Affirmation of Service of Subpoena for Records

Serving an unauthorized person

• Consequence: Service may be invalid. Avoidance: Confirm authority (registered agent, officer, managing agent, HIM/Medical Records, Legal/Compliance) before delivery and record who accepted service and in what capacity.

Omitting time or full address

• Consequence: Proof can be challenged as incomplete. Avoidance: Record exact local time and complete address, including suite/floor/department and building name where applicable.

Not tendering required fees

• Consequence: The recipient may lawfully delay processing. Avoidance: Verify fee policy, offer payment at service, document acceptance or refusal, and retain proof.

Misstating the return date or time zone

• Consequence: Deadlines are misstated, undermining credibility. Avoidance: Copy the return date exactly as written and use local time for service and the court.

Altering the signed original

• Consequence: Credibility is compromised. Avoidance: If you find an error, issue a corrected or supplemental affirmation and preserve the original unchanged.

What to Do After Filling Out the Form CIV-GP-70 – Affirmation of Service of Subpoena for Records

Filing and distribution:

• Keep the signed original with attachments in your file. File the affirmation when the court requests proof or when moving to compel; if the judge or clerk directs earlier filing, comply. Serve copies on parties if required and keep proof.

Monitoring compliance:

• Track the return date immediately. When records arrive, log the date received, sender, contents, and any certification. Review for completeness and legibility. If production is late or incomplete, follow up promptly and be ready to seek relief using your affirmation.

Correcting or updating:

• If you discover an error or complete additional steps (like a required mailing), issue a corrected or supplemental affirmation referencing the original date and stating the correction or added step. Keep both versions.

Recordkeeping:

• Maintain the subpoena, authorizations, certifications, fee receipts, mailing proofs, and any “Received” stamps with the signed affirmation. Use a simple index so you can retrieve items quickly for motion practice or conferences.

Coordination:

• Share the return date and the signed affirmation with your team or client. Plan escalation steps for partial or late compliance, including timelines for reminders, meet-and-confer efforts, and motion practice.