Guide to obtaining copies of probate records
What is a Grant of Representation?
How do I find out whether a Grant has been taken?
Where are the Calendars kept?
What if I cannot get to First Avenue House or a Registry?
What if I do not have the full information?
What if I cannot find an entry in the Calendar?
What is a Standing Search?
I know the details of the Grant and will - how do I get the copies I want?
How long does it take to obtain copies?
What does it cost?
What about Probate Records before 1858?
Addresses
Further Information
A grant of representation is a document issued by the Court which enables the person(s) named in it to deal with the assets and belongings ['estate'] of the deceased. It allows the money in banks, building societies etc. to be collected, property to be sold or transferred and debts to be paid. There are three types of grant of representation:
- Probate: granted to the executors named in the Will
- Letter of Administration [with Will]: granted to someone other than an executor when the deceased left a valid Will, and
- Letters of Administration: granted when the deceased did not leave a Will.
All these documents give the same authority to administer the estate. Throughout this guidance, the word 'grant' will be used to describe all three.
There is no time limit by which a grant must be obtained. A search of the Probate Calendar [National Index] will reveal whether a grant has issued. There is a calendar for every year from 1858 up to date. Prior to 1973, the calendars were in book form but after that they were recorded on microfiche. Since 1998, the calendar from 1996 onwards is kept on computer. Entries are made in the calendar in the year in which the grant issued [which is not necessarily the year in which the deceased died] and are arranged in alphabetical order by the surname of the deceased. The amount of information given in the calendars has changed slightly over the years, but every entry will include the following details:
- full name and last address
- the date of death
- the type of grant issued
- the Registry at which the grant issued and the date of issue
- the gross value of the estate
The calendars include all grants issued throughout England and Wales.
There is no charge for you to search the calendars yourself. If you need any help, staff will explain how you can do this.
The only place where there is a complete set of calendars [from 1858] available for public inspection is First Avenue House in London. Most District Probate Registries have calendars covering at least the last fifty years. If you intend to visit a Registry specifically to look at the records, you are recommended to contact the Registry beforehand [a list of addresses and telephone numbers appears overleaf] to check what is available.
Registry officials will make a search on your behalf. There is a charge for this but if a grant is traced, the search fee includes the provision of a copy of the grant and [if any], the Will.
You must write to the Postal Searches and Copies Department at York (The Postal Searches & Copies Dept, York Probate Sub-Registry, 1st Floor, Castle Chambers, Clifford Street, York, YO1 9RG) giving the full name, address and date of death of the deceased, stating what you require and enclosing the appropriate fee.
Requests cannot be accepted by telephone.
If you are prepared to spend the time, you might be able to find what you are looking for with very little information other than the surname of the deceased.
If you ask the Registry to make the search for you, we will do our best with whatever information you can supply, but without at least the correct full name, and the year from which you want the search to begin it will not be possible to identify the correct record.
If the death occurred a long time ago [years], it probably means that a grant was not needed, in which case we will be unable to help you further. If the death was more recent, it may mean either that no grant was needed, or that a grant has not yet been obtained. If you think that a grant is likely to issue, you may wait for a while before making another search, or ask for a 'standing search' in the estate.
A standing search is valid for six months, and if a grant issues within that time, you will automatically receive a copy of the grant and a copy of the Will.
You may extend a standing search for further six month periods until you either receive a copy or conclude that a grant is unlikely to be taken.
Once you know when and where a grant issued, you can have copies of the Grant and the Will [if any]. You may order copies at First Avenue House or any District Probate Registry. You should state the full name of the deceased, the date of the grant, the Registry where it issued, what copies you want and pay the appropriate fee. You may order copies by post or by attending any Registry. Telephone orders cannot be accepted.
The length of time taken to supply copies varies, depending upon where the original documents are kept. In some cases we may be able to give you a copy 'on the spot' but generally we have to order them from the place where the original documents are held.
The Probate Service aims to supply copies within 21 working days of your application.
- If you make your own search and order copies at the counter: £5 (this includes a copy of the will, if any) additional copies of the same document costs £1 per copy
- If you make your own search and order copies by post: £5 for each estate: this fee includes a copy of the Will [if any], regardless of the number of pages, and a copy of the grant.
- If you write to York and ask for a search: £5 (This covers the four year period from the date of death). There is a further search fee of £3 for each subsequent 4 year period searched. If a grant is traced, the fee includes a copy of the Will [if any], regardless of the number of pages, and copy of the grant.
- If you wish to write for a search and/or copy, you should write to The Postal Searches & Copies Dept, York Probate Sub-Registry, Castle Chambers, Clifford Street, York, YO1 9RG, where a special unit deals with such requests. Download an application form with their Conditions of Service.
- A 'standing search' [and extension of a 'standing search']. £5 this includes a copy of the grant and a copy of the Will.
Payment should be made by cheque or postal order, payable to "HMCS".
If you are applying from outside the UK, payment should be made by international money order expressed in pounds sterling]. If you attend an office in person, you may of course pay cash.
The Probate Service does not hold any records or documents prior to 1858. If you require information about these, you are recommended to contact:
The National Archives,
Kew,
Richmond,
Surrey, TW9 4DU
http://www.nationalarchives.gov.uk/
Tel: +44 (0) 020 8392 5330
or your local authority archivist for guidance.
The National Archives also have a research guide, http://www.nationalarchives.gov.uk/catalogue/RdLeaflet.asp?sLeafletID=220, on where to start your research prior to 1858.Calendars may be inspected and copies ordered at any of the offices shown below.
Birmingham : The Priory Courts, 33 Bull Street, B4 6DU
Tel 0121 681 3400
Brighton : William Street, BN2 0RF
Tel 01273 573510
Bristol : The Crescent Centre, Temple Back,BS1 6EP
Tel 0117 927 3915
Cardiff : 3rd Floor, Fitzalan Place, Cardiff CF24 0RZ
Tel 029 2047 4373
Ipswich : Ground Floor, 8 Arcade Street, Ipswich, IP1 1EJ
Tel 01473 284 260
Leeds : 3rd Floor, Coronet House, Queen Street, LS1 2BA
Tel 0113 386 3540
Liverpool : Queen Elizabeth II Law Courts, Derby Square, L2 1XA
Tel 0151 236 8264
London : Principal Registry of the Family Division, First Avenue House, 42 - 49 High Holborn, London WC1V 6NP
Tel 020 7947 6043/6939
Manchester : Ground Floor, Civil Justice Centre, 1 Bridge Street West, PO Box 4240, Manchester M60 1WJ
Tel 0161 240 5700
Newcastle Upon Tyne : 1 Waterloo Square, Newcastle Upon Tyne NE1 4AL
Tel 0191 211 2170
Oxford : Oxford Combined Court Building, St. Aldates, Oxford. OX1 1LY
Tel 01865 793055
Winchester : 4th Floor, Cromwell House, Andover Road, SO23 7EW
Tel 01962 897024
This guidance explains the procedure for obtaining copies where grants issued in England and Wales, for information regarding grants issued elsewhere in the UK and in the Irish Republic you should contact:
Scotland: H M General Register Office
Up to 1985: H M Register Office, H M Register House Princes Street, Edinburgh EH1 3YY
Tel 0131 535 1352
After 1985: H M Commissary Office, 27 Chambers St, Edinburgh EH1 1LB
Tel 0131 247 2850
N Ireland: Probate & Matrimonial Office, Royal Courts of Justice [Ulster], Chichester Street, Belfast BT1 3JF
Tel 028 9023 5111
Rep Ireland: Probate Office, Four Courts, Dublin
Tel Dublin 725555
If you require further information you may contact any Probate Registry.