Chapter 16 — Applying for Probate

Probate is the legal authority that allows the people responsible for an estate to deal with the deceased person's property, money and possessions. It is not the same as the will, and it is not a certificate saying that every family disagreement has been resolved. It is the formal step that usually allows banks, investment providers, insurers, the Land Registry and other organisations to accept the authority of the personal representatives.

Some estates do not need a grant. Others cannot be administered properly without one. Each organisation holding an asset has its own rules, so do not assume that a small bank balance means probate will be unnecessary or that a house can be sold without it. Before applying, check the estate, the will, the tax position and the requirements of the organisations involved.

The current GOV.UK service allows an eligible person to apply online or by post. The forms, fees and processing times can change. Treat the current government service as the final source for the application itself, and use this chapter to understand the order of work and the decisions that need to be made.

What the grant does

A grant gives the named personal representatives authority to collect assets, close accounts, sell or transfer property, pay debts and distribute the estate. It does not make the personal representatives owners in their own right. They hold and deal with estate assets for the administration of the estate and must act within the will, the law and their duties to the beneficiaries.

The grant does not remove the need for a conveyancer when land is sold or transferred. It does not decide whether a will is valid, settle a beneficial-ownership dispute or authorise a personal representative to ignore a trust. It is one part of the administration process, not permission to do whatever seems convenient.

Do not make irreversible financial plans, promise a beneficiary a particular payment or put a property on the market as though a sale is certain before the authority and the wider estate position are clear. An agent can sometimes provide an appraisal or help prepare a strategy, but the personal representatives should understand the risks before committing the estate.

Which grant is needed

The correct grant depends mainly on whether there is a valid will and who is entitled to apply.

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">A grant of probate is normally applied for by the executors named in the will.

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">A grant of letters of administration is normally used where there is no valid will and an entitled relative applies under the intestacy rules.

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="60" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">A grant of letters of administration with will annexed may be needed where there is a will but no executor able or willing to act.

The names can sound similar, but the entitlement and supporting evidence differ. If the will names substitute executors, a professional executor, a trust corporation or a person who has died, read the will carefully and obtain advice before choosing the form.

Check whether a grant is required

Contact each bank, building society, investment platform, insurer and pension provider. Ask what they require to release or transfer the asset and whether they have a small-estate procedure. Ask the conveyancer whether the property can pass by survivorship or whether a grant will be needed to sell it.

A grant may be unnecessary where the deceased held only modest savings, where a joint account passes automatically to the survivor, or where jointly owned land passes by survivorship. Those are not universal rules. A joint asset may still need to be included in the Inheritance Tax calculation, and a provider may require its own indemnity or documentation.

Make a written record of who was contacted, what they said, the value involved and any conditions. If one organisation says that probate is not required, do not treat that answer as applying to every other asset.

Confirm who can apply

If there is a will, the executors named in the latest valid will normally apply. A person named as a beneficiary is not automatically entitled to apply. A person who finds the will is not automatically an executor. If there is no valid will, the order of priority usually follows the intestacy rules and the closest entitled relative may apply.

Read the original will and every codicil. Check names, addresses, signatures, dates, substitute executors and any clause dealing with an executor who cannot act. If an executor has died, lost capacity, cannot be located or refuses to act, the correct procedure depends on the circumstances.

Where more than one executor is willing and able to act, they should agree who will apply and how the estate will be administered. The current online process normally permits up to four executors to be named on the application. Do not leave an executor out simply because communication is difficult. The application needs to deal openly with the position of every named executor.

The original will

The probate registry normally requires the original will, not a photocopy. Once accepted, it is retained and becomes part of the public probate record. Make a complete scan or photocopy for the estate file before sending it, including the envelope, codicils and any attached notes that may matter.

Do not remove staples, alter the document or throw away earlier wills. If the latest will is missing, damaged or appears to have been revoked, stop and obtain advice. There may be a procedure for applying with a copy or other evidence, but the court will need to understand what happened to the original.

If there are several apparently recent wills, do not choose the one that produces the most convenient result. Preserve all versions, record where each was found and ask a probate practitioner to advise on which document governs. A will dispute should be dealt with openly and, where possible, through the mediation approach agreed by the family in Chapter 5.

Executors who do not want to act

An executor may choose to keep the right to apply later, known as having power reserved, or may give up the right permanently by renunciation. These are different decisions. Someone who reserves power is not taking the grant now but may be able to apply later if necessary. Renunciation is intended to be permanent and should not be signed casually.

An executor may also appoint another person to apply on their behalf in the circumstances allowed by the rules. The correct form and wording matter. A message saying “I do not want to be involved” is not enough to remove an executor from the legal process.

Before an executor steps aside, consider whether they have already intermeddled in the estate by selling, transferring or dealing with assets. That can affect the procedure. If there is any doubt, obtain advice before signing a form or distributing anything.

Value the estate before applying

The application requires an estimate of the estate. Chapter 15 explains the Inheritance Tax work that comes first. List the assets, debts, gifts, reliefs and exemptions, then identify whether the estate is an excepted estate or requires a full account to HMRC.

Do not put a guessed figure on the application simply to move it forward. Early estimates are allowed to be estimates, but they should be based on reasonable enquiries. Use bank statements, investment statements, the property valuation, contents evidence, mortgage balances and information from providers. Record assumptions and update them when better evidence arrives.

If tax is due, the personal representatives normally need to report the estate to HMRC and begin paying the tax before applying for the grant. HMRC will issue the reference or code needed for the probate application when the required steps have been completed. The grant application and the tax account are connected, but they are not the same document.

The probate application

For an estate with a will, the paper application is generally made on form PA1P. Where there is no will, form PA1A is generally used. The online service asks questions about the deceased, the applicants, the will, the estate value and any Inheritance Tax reporting.

Have the following information ready:

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<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the deceased's full name, address and date of death;

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the original will and codicils;

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the names and addresses of the executors or entitled applicants;

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the estimated gross and net estate values;

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<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">details of any previous grant or application;

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="0" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the number of copies of the grant required; and

<w:left w:space="0" w:sz="0" w:val="nil"/><w:bottom w:space="0" w:sz="0" w:val="nil"/><w:right w:space="0" w:sz="0" w:val="nil"/><w:between w:space="0" w:sz="0" w:val="nil"/></w:pBdr><w:shd w:fill="auto" w:val="clear"/><w:spacing w:after="60" w:before="0" w:line="271" w:lineRule="auto"/><w:ind w:left="340" w:right="0" w:hanging="227"/><w:jc w:val="left"/><w:rPr/></w:pPr><w:r w:rsidDel="00000000" w:rsidR="00000000" w:rsidRPr="00000000"><w:rPr><w:rFonts w:ascii="Georgia" w:cs="Georgia" w:eastAsia="Georgia" w:hAnsi="Georgia"/><w:b w:val="0"/><w:bCs w:val="0"/><w:i w:val="0"/><w:iCs w:val="0"/><w:smallCaps w:val="0"/><w:strike w:val="0"/><w:color w:val="000000"/><w:sz w:val="20"/><w:szCs w:val="20"/><w:u w:val="none"/><w:shd w:fill="auto" w:val="clear"/><w:vertAlign w:val="baseline"/><w:rtl w:val="0"/></w:rPr><w:t xml:space="preserve">the payment method for the application fee, if one applies.

Answer every question carefully. Check spellings, dates, addresses and the figures against the estate papers before submitting. A small error can create delay, especially where the name on the will, death certificate, title or financial account is different.

The legal statement

The applicant will normally make a legal statement confirming their entitlement, the information given and their promise to administer the estate properly. Read it before signing. It is not a routine tick-box exercise. The applicant is accepting responsibility for the accuracy of the application and for the way the estate is handled afterwards.

If the applicant does not understand a question, stop and get help. Do not ask a family member to guess what a legal statement means. A probate solicitor, Citizens Advice or the probate service may be able to explain the procedure, although only a suitably qualified adviser can give advice on a disputed or complex legal position.

Caveats and challenges

A person who believes that the wrong person is applying, that there may be a later will or that the validity of a will is in question may be able to enter a caveat before the grant is issued. A caveat is a formal step and should not be used simply to delay the family or force a larger inheritance.

If you receive notice of a caveat or a warning, do not ignore it. Keep the will, correspondence and estate records safe. Encourage direct, calm communication and mediation where possible. If the challenge cannot be resolved, take advice promptly because the application may be delayed and costs can increase.

The probate registry does not decide every underlying dispute simply because it issues a grant. A grant may be issued while other claims remain possible. The personal representatives should not treat the grant as proof that every disagreement has ended.

After submitting the application

Keep the submission confirmation, payment receipt, copy of the legal statement and all documents sent. The probate service may ask for further information, a clearer copy, an original document or an explanation of the figures. Respond promptly and keep a note of what was provided.

The current GOV.UK guidance says that an online application will usually receive a grant within around twelve weeks, but applications can take longer when information is missing or additional checks are needed. Do not promise beneficiaries a completion date based on an average processing time. Banks, conveyancers and investment providers may then take additional time to release or transfer assets.

If the application is returned, read the reason carefully. Correct only what is required and keep the original submission in the file. If a mistake affects the legal entitlement, the will, the tax account or the identity of an applicant, obtain advice rather than sending repeated applications with different answers.

When the grant arrives

Check the grant immediately. Confirm the deceased's name, date of death, type of grant and every personal representative named. Store the original securely and provide certified copies where organisations ask for them. Do not send the only original through the post unless the recipient's process requires it and you can track it.

Use the grant to collect and deal with assets in an organised order. Tell banks, insurers, investment platforms and the conveyancer what has been issued. Keep a schedule showing the date each organisation was notified, the documents sent, the amount received and where the money was paid.

The grant does not authorise early distribution. The personal representatives must still identify debts, tax, expenses and potential claims. They should not empty the estate account simply because money has arrived. A reserve may be needed for tax, property costs, unknown debts or a dispute.

If the wrong information was submitted

Contact the probate service or a probate practitioner if the grant contains a material error. The remedy may be an amendment, an additional document, an application to revoke and reissue, or another court procedure. The right response depends on the error.

Keep a clear audit trail. State what was wrong, when it was discovered, who was told and what action was taken. Do not conceal a mistake from beneficiaries or HMRC. Delays are frustrating, but an honest correction is safer than relying on an inaccurate grant.

Probate checklist

1. Confirm whether each asset holder and the conveyancer require a grant.

2. Locate the latest original will and every codicil.

3. Identify all named executors and any substitute provisions.

4. Check who is willing and able to apply.

5. Record any executor who reserves power, renounces or needs a representative.

6. Value the estate and complete the Inheritance Tax work first.

7. Obtain the HMRC reference or code where required.

8. Gather the death certificate details and applicant information.

9. Choose the correct application route and form.

10. Check names, dates, addresses, figures and document copies.

11. Read and understand the legal statement before signing.

12. Keep evidence of submission, payment and every document sent.

13. Respond promptly to requests for further information.

14. Record any caveat, warning or dispute and seek advice without delay.

15. Check the grant when it arrives and secure the original.

16. Use a collection schedule and do not distribute assets before debts, tax and claims have been dealt with.

Obtaining the grant is an important step, but it is not the end of probate. It gives the personal representatives authority to secure the property, collect the estate, deal with debts, clear belongings and make informed decisions about sale or transfer.

The next chapter turns to clearing the property and explains how to do that carefully, lawfully and with proper respect for the deceased and the people who are left behind.