Sorting out a loved one’s estate is hard enough without wading through confusing paperwork. If you’ve been named executor, you’ve probably already discovered that you can’t access bank accounts, sell property, or settle debts until you get probate. The good news is that you can now apply for probate online UK wide through the government’s official portal, and for most straightforward estates it’s quicker and cheaper than the old paper route.
This guide walks you through exactly what you need before you start, how to register on the HM Courts and Tribunals Service website, and what happens after you submit your application. We’ll cover the documents to gather, the current fees, and realistic processing times, so you know what to expect at each stage rather than being left guessing.
We put this guide together because we speak to grieving families every week who are handling probate alongside arranging a cremation, often for the first time. Go Direct Cremations helps take the funeral side off your plate with a straightforward, affordable direct cremation, so you can focus your energy on the practical jobs, like this one, that only you can do.
What you need before applying for probate online
Getting organised before you log on saves you from starting the application, getting stuck, then abandoning it halfway through. HM Courts and Tribunals Service built the online probate portal to be simple, but it still expects you to have specific documents and figures ready before you type a single word. Set aside an evening to gather everything below and the actual application takes under an hour.
Check you’re the right person to apply
Only the executor named in the will can apply for a grant of probate. If there’s no will, the closest surviving relative usually applies for letters of administration instead, following a strict order set out in intestacy rules. If you’re not sure which category you fall into, don’t guess. Ring the Probate Registry helpline on 0300 303 0648 before you start, because applying under the wrong route means starting again from scratch.
Documents and information you’ll need
Have these ready before you begin:
- The original will and any codicils (amendments), if one exists
- The death certificate or an interim certificate from the coroner
- Your own government gateway ID and password, or be ready to create one
- A full list of assets and debts, including bank accounts, property, pensions, and any outstanding loans
- The estate’s inheritance tax reference number, if tax is due
- Contact details for all other executors named in the will
Half the delays we see in probate come from applying before the paperwork is actually ready, not from the application itself.
Register or confirm your government gateway account
You’ll apply through GOV.UK using a government gateway account, the same login system used for tax returns and other official services. If you’ve never used one, registration takes about ten minutes and requires your National Insurance number and a form of ID. Set this up a day or two in advance rather than on the day you plan to apply, since verification occasionally gets delayed. Once it’s active, it stays linked to you for any future probate applications too, which matters if you end up acting as executor more than once.
Step 1. Register the death and gather key documents
Before you touch the probate application, you need to register the death at your local register office within five days in England and Wales, or eight days in Scotland. This step produces the death certificate you’ll need for almost everything else, including closing bank accounts, cancelling pensions, and notifying HMRC. Registering takes about half an hour if you book an appointment in advance, and most offices let you do this online through your local council’s website.
Once the death is registered, order several copies of the death certificate rather than just one. You’ll need to send originals or certified copies to multiple organisations, banks, pension providers, insurers, and the DVLA among them, and photocopies aren’t always accepted. Five certified copies at around £11 each is a sensible starting point for most estates; you can always order more later if you run out.
Registering the death promptly and ordering extra certificates upfront stops the probate process stalling weeks later.
Locate the will and check for codicils
Search the deceased’s home, safe, or solicitor’s office for the original will, not a photocopy. Courts generally won’t accept scanned or copied versions unless the original is genuinely lost, and proving that involves extra affidavits and delay. Check the last page and any attached documents for codicils, which are legal amendments that can change beneficiaries or executors, and make sure you have every version dated and signed correctly before moving on to valuing the estate.
Step 2. Value the estate and sort inheritance tax
Valuing the estate accurately matters because it determines whether inheritance tax is due before probate can even be granted. Underestimate the figures and you risk delays or penalties later; overestimate and you might pay tax you didn’t need to. Most executors find this the most time-consuming step, simply because gathering exact figures from banks, pension providers, and the Land Registry takes chasing.
Add up everything the estate owns and owes
List every asset at its date-of-death value, then subtract outstanding debts and funeral costs. Typical items include:
- Property and land, valued by a professional surveyor if the estate is over the tax threshold
- Bank, building society, and ISA balances
- Pensions, life insurance payouts, and investments or shares
- Personal possessions worth over £500, such as jewellery or vehicles
- Outstanding mortgages, credit cards, and loans
Get the valuation wrong and the whole application can stall while HMRC asks questions.
Report the value to HMRC
Once you have a total, you must tell HMRC whether inheritance tax is payable, even if the answer is no. Most estates fall under the £325,000 nil-rate band and qualify as an "excepted estate", meaning you complete a short online return rather than a full IHT400 form. Check the current thresholds and reliefs on GOV.UK’s inheritance tax pages, since allowances change and married couples or those leaving property to children often qualify for higher thresholds. If tax is due, you’ll need to pay at least some of it before probate is granted, using funds from the estate’s bank account via the Direct Payment Scheme where the bank agrees.
Step 3. Complete the online probate application
With your documents and estate valuation sorted, you’re ready to use the online probate service on GOV.UK. Log in with your government gateway details and select "Apply for probate", then work through the guided questions at your own pace, since the system saves your progress if you need to step away.
Work through the application screens
The portal asks you to confirm your relationship to the deceased, upload a scanned copy of the will, and enter the estate values you calculated in Step 2. Expect these sections:
- Your details and role as executor
- Details of the deceased, including the death certificate reference
- Upload of the will and any codicils
- Estate valuation figures, matching what you reported to HMRC
- Confirmation of other executors, if named
One accurate, well-prepared application beats three rushed attempts, since errors send you back to the queue.
Double-check before you submit
Mistakes here cause more delays than almost anything else in the process, because the Probate Registry manually reviews inconsistencies between your application and your HMRC submission. Compare every figure against your paperwork before hitting submit, particularly the estate value and the deceased’s full legal name, since even minor spelling differences can trigger a query letter that adds weeks to your timeline.
Once submitted, you’ll get a reference number and an email confirmation. Keep both somewhere safe, since you’ll need the reference number if you call the helpline to check progress or if you’re asked to send supporting documents by post, which still happens occasionally even with an otherwise digital application.
Step 4. Pay the fee and receive your grant
Once your application clears the initial checks, you’ll be prompted to pay the probate fee online using a debit or credit card linked to the estate or your own funds if you’re claiming it back later. For estates worth more than £5,000, the current flat fee is £300, regardless of how large or complicated the estate is. Estates under £5,000 don’t pay a fee at all. It’s worth ordering extra sealed copies of the grant at this stage too, since each one costs £1.50 and you’ll need a copy for every bank, pension provider, or share registrar you deal with.
Order enough sealed copies now, chasing extras later just adds another wait to an already slow process.
What to expect while you wait
Processing times vary, but the Probate Registry currently aims to issue most grants within 16 weeks of submission, faster for straightforward, error-free applications. You can track progress through your online account, which updates as your case moves through review, and you’ll get an email the moment a decision is made.
Receiving the grant of probate
When approved, your grant of probate (or letters of administration) arrives digitally and by post if you requested paper copies. This document is your legal authority to act, banks, insurers, and the Land Registry will all ask to see it before releasing funds or transferring assets. Check the deceased’s name, date of death, and your details are printed correctly the moment it arrives, since errors here need correcting through the registry before you can use it.
What happens after probate is granted
Once you hold the grant of probate, the practical work of closing accounts, settling debts, and distributing assets to beneficiaries begins in earnest. Send certified copies to each bank, pension provider, and share registrar, then keep clear records of every payment and transfer, since executors remain personally accountable if something’s later challenged. Most estates wrap up within six to twelve months, though property sales or disputed claims can stretch that timeline further.
Applying for probate online is genuinely manageable once you understand the sequence, register the death, value the estate, submit the application, then pay and wait. It’s paperwork, not mystery, and most executors get through it without a solicitor.
If you’re juggling probate alongside funeral arrangements, let us take one job off your list. Get in touch with Go Direct Cremations for a simple, affordable direct cremation while you focus on everything else.