What Documents Do I Need for Probate? Complete UK Checklist

Quick Overview: Core Documents You'll Always Need

Every probate application requires these essential documents:

• Original will (and any codicils if they exist)
• Death certificate (original or certified copy)
• Completed probate application form (PA1P with will, PA1A without)
• Inheritance tax form (IHT400 for larger estates, IHT205/IHT421 for smaller estates)
• Proof of asset values (bank statements, property valuations, investment statements)
• Evidence of liabilities (mortgage statements, loan documents, credit card balances)

This guide explains each document in detail, where to get it, and what to do if you can't find something.

Stage 1: Documents About the Deceased's Death

Death Certificate

The death certificate is your most important document. You'll need it for almost every step of probate and estate administration.

What you need to know:

• Where to get it: You receive death certificates when you register the death at the Register Office within 5 days (8 days in Scotland).
• How many copies: Order at least 5-10 certified copies during registration. It's cheaper than ordering more later.
• Cost: £12.50 per certificate during registration (England and Wales), £15+ if ordered later. Prices vary in Scotland and Northern Ireland.
• What it shows: Full name, date of death, place of death, cause of death, and registration details.
• Original vs copy: The Probate Registry accepts certified copies, but some organisations require original certificates.

You'll need death certificates for banks, insurance companies, the Probate Registry, HMRC, pension providers, and property transfers. Don't underestimate how many you'll need.

Medical Certificate of Cause of Death (MCCD)

The MCCD is issued by a doctor and is required before you can register the death. You don't submit this to the Probate Registry, but you need it to obtain the death certificate.

What you need to know:

• Who issues it: The doctor who attended the deceased before death, or the hospital if they died there.
• What it confirms: The medical cause of death.
• Coroner cases: If the death is referred to a coroner, you won't get an MCCD until the coroner completes their investigation and issues their own documentation.

Stage 2: Documents About the Will and Executors

Original Will (and Any Codicils)

The will is the legal document that appoints executors and specifies who inherits. The Probate Registry requires the original will, not a copy.

What you need to know:

• Why the original: The Probate Registry keeps the original will as a permanent public record. Photocopies aren't acceptable.
• Where to find it: Check the deceased's home, safe, solicitor's office, bank safe deposit box, or search the National Will Register at certainty.co.uk.
• Codicils: These are amendments to the will. If any exist, you must submit the originals along with the will.
• Damaged wills: If the will is torn, burnt, or damaged, this may indicate it was revoked. Seek legal advice immediately.
• Multiple wills: If you find more than one will, submit the most recent valid one (check dates and witness signatures).

Proof of Executor Identity

All executors named in the will must prove their identity to the Probate Registry.

Acceptable documents:

• Passport (current or expired within last 12 months)
• Driving licence (photocard)
• Birth certificate with proof of name change if applicable

If applying online, you'll verify your identity digitally. For paper applications, certified copies of ID documents are required.

Stage 3: Documents Proving Asset Values

You must value the entire estate as of the date of death. This requires documentary evidence for every asset.

Bank and Building Society Accounts

Documents needed:

• Date-of-death balance letters from each bank and building society showing the exact balance on the date of death
• Interest statements showing interest earned from date of death to date you close the account
• Most recent statements if you can't get specific date-of-death letters immediately

Contact each financial institution with a death certificate and request a date-of-death valuation. Most banks provide this free for executors.

Property and Land

Documents needed:

• Professional valuation from a RICS surveyor or three estate agent valuations (free from estate agents)
• Land Registry title deeds showing ownership. Download from GOV.UK for £3 per title.
• Mortgage statements showing the outstanding balance on the date of death if property is mortgaged
• Lease documents if the property is leasehold, showing remaining years on the lease

Property valuations must reflect market value on the date of death, not current value. If values have changed significantly since death, explain this to HMRC.

Investments and Shares

Documents needed:

• Share certificates showing ownership of individual shares
• Date-of-death valuations from each share registrar or investment platform (most provide free probate valuations)
• Unit trust statements showing holdings in funds
• ISA statements showing values of all ISAs
• Bond certificates for Premium Bonds, NS&I bonds, and corporate bonds

For shares traded on the London Stock Exchange, use the closing price on the date of death. For unlisted shares or business interests, you'll need professional valuation.

Pensions

Documents needed:

• Pension statements from all workplace and personal pension providers
• Death benefit nomination forms if the deceased nominated beneficiaries
• State pension entitlement details from DWP (notified automatically via Tell Us Once)

Not all pensions form part of the estate. Many workplace pensions have discretionary beneficiaries and pay lump sums directly to nominated people, bypassing the estate entirely. Check each pension's rules.

Life Insurance Policies

Documents needed:

• Original policy documents or policy numbers
• Policy valuations from insurance companies
• Trust documents if policies are written in trust (these don't form part of the estate)

Contact every insurance company with a death certificate to make claims and request valuations. Life insurance policies often take 4-8 weeks to process.

Vehicles

Documents needed:

• V5C registration certificate (logbook) for each vehicle
• Valuation using industry guides like Glass's Guide or CAP, or written quotes from dealers
• Outstanding finance agreements showing balance owed on HP or PCP agreements

For classic cars, boats, or caravans over £1,500, get professional valuations from specialist dealers or auctioneers.

Personal Possessions

Documents needed:

• Professional valuations for items worth over £1,500 (jewellery, antiques, art, collectibles)
• Insurance valuations from home contents insurance policies showing high-value items
• Receipts or certificates for valuable items if available

For household contents under £1,500, you can provide a reasonable estimate. HMRC may challenge valuations that seem unrealistically low.

Business Interests

Documents needed:

• Professional business valuation from an accountant or business valuer
• Company accounts for the last 3 years
• Partnership agreements if the deceased was a partner
• Share certificates for company shares

Business valuations are complex and often qualify for tax reliefs like Business Property Relief. Always get professional advice.

Stage 4: Documents Proving Liabilities

Debts reduce the estate's value for inheritance tax purposes. You need proof of all liabilities.

Mortgages and Secured Loans

Documents needed:

• Redemption statement from the lender showing the exact amount needed to pay off the mortgage on the date of death
• Mortgage statements for the last 12 months
• Life insurance policies linked to the mortgage that may pay it off

Credit Cards and Personal Loans

Documents needed:

• Final statements from each credit card and loan provider showing balance on date of death
• Loan agreements showing terms and conditions

Notify all lenders of the death immediately. Some may freeze interest; others will continue accruing charges until the estate is settled.

Utility Bills and Council Tax

Documents needed:

• Final meter readings for gas, electricity, and water on the date of death
• Council tax bill showing the amount owed from April to date of death
• Phone and internet bills showing outstanding amounts

Outstanding Tax

Documents needed:

• Last tax return filed by the deceased
• Tax calculation from HMRC showing tax owed or refund due
• P60s and P45s if employed, showing income and tax paid

You'll need to file a final tax return covering the period from 6 April to the date of death. HMRC will calculate any tax owed or refund due.

Stage 5: Inheritance Tax Documents

The inheritance tax form you complete depends on the estate's value and complexity.

For Estates Under £325,000 (or £500,000 with Residence Nil Rate Band)

Use form IHT205 (being replaced by IHT421):

• Simple form declaring estate value is below inheritance tax threshold
• Lists all assets and liabilities with brief details
• Requires less supporting documentation
• Can be completed online or on paper

Even if no inheritance tax is due, you must complete this form to apply for probate.

For Estates Over £325,000 (or £500,000 with Residence Nil Rate Band)

Use form IHT400:

• Comprehensive 24-page form detailing every aspect of the estate
• Requires extensive supporting schedules (IHT401-IHT436)
• Must provide evidence for all asset and liability valuations
• HMRC may query valuations and request additional documents

IHT400 is complex. Most executors use a solicitor or accountant, especially if inheritance tax is payable. The form requires detailed calculations and knowledge of tax reliefs and exemptions.

Supporting Tax Documents

You may need:

• IHT401: Deceased's details and family tree
• IHT405: Houses, land, buildings, and interests in land
• IHT406: Bank and building society accounts
• IHT407: Household and personal goods
• IHT408: Household and personal goods donated to charity
• IHT409: Pensions
• IHT410: Life insurance and annuities
• IHT411: Listed stocks and shares
• IHT412: Unlisted stocks and shares
• IHT413: Business or partnership interests
• IHT418: Assets held in trust

Stage 6: Probate Application Forms

PA1P (Probate Application with Will)

Use this form if there's a valid will. It asks for details about the deceased, the will, the executors, and the estate value.

PA1A (Application for Letters of Administration - No Will)

Use this form if there's no will (intestacy). It asks who's entitled to administer the estate under intestacy rules.

Online vs Paper Applications

Since 2022, most executors apply online at GOV.UK. The online process is faster (usually 8-12 weeks vs 12-16 weeks for paper) and guides you through each section.

Paper applications are still available for complex cases.

Stage 7: Additional Documents You Might Need

If the Deceased Was Married or in a Civil Partnership

• Marriage or civil partnership certificate - required to claim spouse exemptions for inheritance tax
• Decree absolute if divorced, to show current marital status

If Claiming Transferable Nil Rate Band

• Death certificate of first spouse who died earlier
• Will and probate documents from first spouse's estate
• IHT calculation from first spouse's estate showing unused nil rate band

If Assets Are Held Jointly

• Bank account agreements showing joint ownership type (joint tenants or tenants in common)
• Property title deeds from Land Registry showing type of joint ownership

Joint tenant assets pass automatically to the survivor and don't need probate. Tenants in common assets form part of the estate and require probate.

If There Are Foreign Assets

• Property deeds for overseas property
• Bank statements from foreign bank accounts
• Valuations converted to GBP using exchange rate on date of death
• Tax certificates from foreign countries if tax paid abroad

Foreign assets complicate probate significantly. You may need separate probate processes in other countries. Seek specialist legal advice.

If There Are Lifetime Gifts

• Records of gifts made in the 7 years before death
• Bank statements showing large transfers
• Valuations of property or assets gifted

Gifts made within 7 years of death may be subject to inheritance tax on a sliding scale. You must declare all significant gifts on the IHT400 form.

Organizing Your Documents: A Practical System

Probate involves dozens of documents. Here's how to stay organized:

Create a Filing System

• Death documents: Death certificates, MCCD, coroner documents
• Will and executors: Original will, codicils, executor ID documents
• Assets: Separate folders for property, bank accounts, investments, pensions, insurance, vehicles, possessions, business
• Liabilities: Folders for mortgages, credit cards, loans, utilities, tax
• Probate application: Forms, correspondence with Probate Registry
• Tax: IHT forms, HMRC correspondence, tax calculations

Make Copies of Everything

Keep photocopies of all documents before submitting originals. Scan important documents and store digitally as backup.

Track Which Documents You Have and Need

Use a checklist spreadsheet tracking each document's status: Not started, Requested, Received, Submitted to Probate Registry.

What to Do If Documents Are Missing

Missing Will

If you can't find the will after thorough searching, you'll need to apply for Letters of Administration under intestacy. Get a statutory declaration from someone who knew the deceased confirming you searched thoroughly.

Missing Death Certificates

Order additional certified copies from the General Register Office at GOV.UK for £15 each (takes 2-3 weeks).

Missing Asset Documents

Contact each organisation directly with a death certificate and request date-of-death valuations. Most organisations have probate departments that routinely provide these documents to executors.

Missing Property Deeds

Download title deeds from Land Registry for £3 per title. If property isn't registered (very old properties), you may need a solicitor to help trace ownership.

Unknown Assets

Check bank statements for regular payments that might indicate unknown accounts, insurance policies, or investments. Use asset search services like:

• MyLostAccount.org.uk - free service to find lost bank and savings accounts
• Pension Tracing Service - free government service to find lost pensions
• Unclaimed Assets Register - searchable database of unclaimed assets (small fee)

Timeline: When to Gather Each Document

Week 1-2 after death:

• Register death and order death certificates (at least 5-10 copies)
• Locate the will
• Gather executor ID documents

Week 2-6:

• Request date-of-death valuations from all banks and institutions
• Obtain property valuations
• Gather investment and share valuations
• Collect pension statements
• Request mortgage redemption statements

Week 6-10:

• Compile all asset and liability documents
• Calculate total estate value
• Complete inheritance tax form (IHT205/IHT421 or IHT400)
• Complete probate application form (PA1P or PA1A)

Week 10-12:

• Submit probate application with all supporting documents
• Pay probate fee (£300 for estates over £5,000)
• Pay any inheritance tax due

Key Takeaways

• Core documents everyone needs: Death certificate, original will, probate application form, inheritance tax form, asset valuations, liability evidence
• Order plenty of death certificates: Get at least 5-10 during registration - they're cheaper then than ordering later
• Original will required: The Probate Registry keeps the original, so make copies before submitting
• Every asset needs proof: Date-of-death valuations for all bank accounts, property, investments, pensions, vehicles, and personal possessions
• Liabilities reduce estate value: Gather evidence for all mortgages, loans, credit cards, and outstanding bills
• IHT form depends on estate size: Use simpler IHT205/IHT421 for estates under £325,000, complex IHT400 for larger estates
• Start early: Gathering documents takes 6-10 weeks, so request valuations as soon as possible after death
• Stay organized: Create a filing system and checklist to track which documents you have and which you still need

Gathering probate documents is time-consuming but essential. Take it systematically, use this checklist to ensure you don't miss anything, and don't hesitate to get professional help for complex estates.