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Loudoun County, VA Probate Information
Quick facts
| Item | Local answer |
|---|---|
| Court and office | Loudoun Circuit Court, Clerk of the Circuit Court, Probate Division |
| Courthouse address | 18 East Market Street, Leesburg, VA 20176 |
| Mailing address | Clerk of the Circuit Court, Attention: Probate Division, P.O. Box 550, Leesburg, VA 20178 |
| Probate phone | (703) 777-0442 |
| [email protected] | |
| Fax | (703) 777-0376 |
| Hours | 8:00 a.m. to 4:00 p.m., Monday through Friday. Probate appointments are scheduled between 9:00 a.m. and 2:30 p.m., Monday through Friday, depending on probate clerk availability. |
| Appointment practice | Probate is by appointment with the probate division. Appointments can be scheduled by phone or email and may be attended in person or remotely by Microsoft Teams. |
| Probate tax and charges | The Commonwealth probate tax is 10 cents per $100 of value, with estates of $15,000 or less exempt, under Va. Code § 58.1-1712, current since 2003. Loudoun County imposes a county probate tax equal to one-third of the Commonwealth amount under Va. Code §§ 58.1-1718 and 58.1-3805. The clerk calculates the total at the appointment. |
| Local forms | Yes. Loudoun publishes locality-branded probate information, probate tax and real estate affidavit forms, plus statewide forms and local checklists. |
| Estate opening route | No VJEFS route for a self-represented family. Opening an estate is handled through the probate appointment. |
| File access | No free public estate docket tracks an open estate. Recorded wills and fiduciary-book materials can be viewed through clerk office computers, the clerk's land-records remote access options, or the Archives for older materials. |
| Remote appearance | The clerk offers remote video probate appointments through Microsoft Teams. Ask the probate division how original documents, signatures, oath and bond will be handled for your appointment. |
| Website | Loudoun County probate division |
Before you begin — know the assets and liabilities
Before you call the Loudoun probate division, make a working list of the decedent's solely held accounts, debts, Virginia real estate, co-owned property, beneficiary-designated assets and any house that may need to be sold. Loudoun asks for date-of-death values at the qualification appointment, and those values affect the probate tax under Va. Code § 58.1-1712, Loudoun County's local probate tax under Va. Code § 58.1-1718, bond and the commissioner of accounts' later review.
Sunset's estate settlement tools help families locate accounts across more than 2,300 financial institutions, organize the asset picture and prepare for the Loudoun probate appointment before the personal representative qualifies.
Which court handles jurisdiction
Loudoun County probate is handled at the Loudoun County Courthouse, 18 East Market Street in Leesburg. The probate counter serves Loudoun County only, including the incorporated towns of Hamilton, Hillsboro, Leesburg, Lovettsville, Middleburg, Purcellville and Round Hill. Fauquier County and Rappahannock County are also in the Twentieth Judicial Circuit, but each has its own clerk and courthouse.
Virginia venue starts in the circuit court of the county or city where the decedent had a known place of residence (Va. Code § 64.2-443). If the decedent became a patient in a nursing home, convalescent home or similar institution, Virginia presumes the legal residence stayed where it was before admission unless that presumption is rebutted.
If probate was opened elsewhere but the decedent owned Loudoun County real estate, Loudoun's clerk gives separate instructions. For a testate estate, an exemplified copy of the will and related probate documents from the original jurisdiction must be recorded in Loudoun County. For an intestate real-estate matter, Loudoun uses its Real Estate Affidavit process and publishes a $69 recording charge, as of August 2026, payable to the Clerk of Circuit Court.
The jurisdiction process
- Schedule the Loudoun probate appointment. Call (703) 777-0442 or email [email protected], and tell the probate division whether you need an in-person appointment in Leesburg or a remote Microsoft Teams appointment.
- Prepare the required appointment materials. For a testate estate, bring the original signed will, a certified copy of the death certificate, any required renunciation or death certificate for a named executor who will not serve, date-of-death values for solely held personal assets and Virginia real estate, and the names, ages and addresses of the heirs at law. For an intestate estate, bring the certified death certificate, date-of-death values and heir information.
- Complete the local forms before the appointment, but do not sign them early. Loudoun asks families to bring the Probate Information Form, Probate Tax Return and List of Heirs completed but unsigned so the probate clerk can supervise signatures at the appointment.
- Address nonresident and bond issues before the appointment. State law requires a nonresident fiduciary to file a written consent to service of process (Va. Code § 64.2-1426), and Loudoun's published instructions tell an out-of-state executor or administrator to bring a Virginia resident to co-qualify or serve as resident agent and to arrange any surety-company attendance needed for the bond.
- Attend the probate appointment. The clerk's probate division admits the will when there is one, takes the oath and bond, qualifies the personal representative, calculates the Commonwealth probate tax under Va. Code § 58.1-1712, applies Loudoun County's one-third local probate tax under Va. Code §§ 58.1-1718 and 58.1-3805, collects the appointment charges and issues certificates of qualification under Va. Code § 64.2-506.
- Send the required notice after qualification. The notice regarding estate goes to the people entitled to notice within 30 days under Va. Code § 64.2-508. The affidavit proving notice is recorded with the clerk. The statutory outside date is four months, and Loudoun's commissioner asks fiduciaries to get it to the probate division within 30 days.
- Use the commissioner of accounts, not the clerk, for fiduciary settlement filings. The inventory is returned to the commissioner of accounts within four months after qualification under Va. Code § 64.2-1300. The first account is sent to the commissioner within 16 months of qualification under Va. Code § 64.2-1304, unless a statement in lieu is available.
- Handle creditor and hearing issues if they arise. Virginia's new creditor notice is optional, not required, under Va. Code § 64.2-508.1. If a debts-and-demands hearing or contested claim is needed, Loudoun's commissioner publishes separate charges and may direct the parties into a circuit court proceeding.
- Close the estate settlement through the commissioner. After the commissioner approves the inventory, accounts or statement in lieu, the approved papers are filed with the probate clerk and recorded as public records. The commissioner settles the final account or statement in lieu before the estate settlement is complete.
Executor duties
Loudoun's local duties sit on top of Virginia's statewide personal representative duties. The commissioner of accounts is a court-appointed private attorney, not a clerk employee, and Loudoun gives detailed filing rules for the inventory, accounts and statement in lieu.
| Local duty | What Loudoun expects |
|---|---|
| Affidavit of notice | Mail or deliver the notice regarding estate within 30 days under Va. Code § 64.2-508, then record the affidavit of notice with the probate division. Loudoun's commissioner asks for it within 30 days of qualification, although the statutory outside date is four months, and no inventory or account is approved until it is on record. |
| Inventory and accounts | Send the inventory and every account to the Commissioner of Accounts at 104 Church Street, S.E., Suite 201, Leesburg, VA 20175, not to the clerk. Inventory is due within four months under Va. Code § 64.2-1300, and the first account is due within 16 months under Va. Code § 64.2-1304. |
| Filing format | Loudoun asks for original signatures plus one copy, blue ink signatures, current contact information including email, account numbers limited to the last four digits, each brokerage holding listed separately, real property identified by street address or tax identification number, and backup documents for account entries. |
| Payment to commissioner | Commissioner fees are due when the inventory or account is submitted. Checks are payable to the Commissioner of Accounts, and credit cards are not accepted. |
| Account precision | The account checklist requires the account summary to balance to the penny, with itemized lists and no forced adjustments. |
| Address changes | Loudoun's packet tells fiduciaries to report a change of address or phone number to both the clerk and the commissioner within 30 days, and cites Va. Code § 64.2-1409 for a $50 civil penalty, as of August 2026, for failing to report. |
| Late or incomplete filings | The commissioner's fee schedule effective January 1, 2023 lists personal delinquency charges, including $40 for a notice of late or improper inventory, account or documentation, $150 for a summons and $350 for a report to the court. |
Forms and documents
Probate forms in Loudoun County
Loudoun publishes a local probate forms and instructions page. Three forms are locality-branded Loudoun documents: the Probate Information Form, the Probate Tax Return and the Real Estate Affidavit. The clerk also hosts statewide forms, checklists, sample inventory and account forms, the Instructions and Duties packet, the Important Deadlines sheet, a list of local bond companies and the commissioner of accounts' estate fee schedule.
| Form or packet | How it is used in Loudoun County |
|---|---|
| Probate Information Form | Loudoun's local intake form for the probate appointment. It asks for decedent, subscriber, attorney, asset and qualification information, including whether the estate exceeded $35,000 on the date of death, a figure effective July 1, 2025. |
| Probate Tax Return | Loudoun's local return for the value of the personal property, Virginia real property and total probate estate used by the clerk when calculating probate tax under Va. Code § 58.1-1712 and the county probate tax under Va. Code § 58.1-1718. |
| Real Estate Affidavit | Loudoun's local form for an intestate real-estate matter under Va. Code § 64.2-510. The form asks for the parcel identification number, property address, heirs at law and the address for future tax bills. |
| List of Heirs | Statewide form CC-1611, hosted by the clerk. Loudoun asks you to bring it completed but unsigned to the probate appointment. |
| Notice Regarding Estate and Affidavit of Notice | Statewide notice forms used after qualification under Va. Code § 64.2-508. Loudoun's commissioner asks for the affidavit of notice to be recorded promptly with the probate division. |
| Inventory, account and statement in lieu forms | Statewide fiduciary accounting forms used with the commissioner of accounts, including CC-1670, CC-1680 and CC-1681. Loudoun adds local checklists and sample forms. |
| Notice to Creditors Regarding Estate and Affidavit of Notice to Creditors Regarding Estate | Statewide forms CC-1686 and CC-1687 for Virginia's optional creditor-notice statute, effective July 1, 2026, under Va. Code § 64.2-508.1. |
Loudoun's qualification pages say you may bring the Probate Information Form, Probate Tax Return and List of Heirs completed, but you should not sign them until the appointment.
Fees
Loudoun County has a real local cost layer. The Commonwealth probate tax is imposed by Va. Code § 58.1-1712 at 10 cents per $100 of value, with estates of $15,000 or less exempt, current since 2003. Loudoun County's ordinance adds a local probate tax equal to one-third of the Commonwealth amount, authorized by Va. Code §§ 58.1-1718 and 58.1-3805. The probate clerk calculates the taxes and qualification charges at the appointment.
| Charge | Loudoun County detail |
|---|---|
| County probate tax | Loudoun County imposes a local probate tax equal to one-third of the Commonwealth probate tax under Va. Code §§ 58.1-1718 and 58.1-3805. |
| Real Estate Affidavit recording | $69, as published by the clerk as of August 2026, payable to the Clerk of Circuit Court. Loudoun does not break this charge into components. |
| Credit card convenience charge | 4 percent or $2.00, whichever is greater, as published by the clerk as of August 2026, on credit card transactions. |
| Written estate research inquiry | $5.00 per request, as published by the clerk as of August 2026. Requests must be in writing and paid by check payable to Loudoun County Circuit Court. |
| Land-records image subscription | $262.00 per year, as published by the clerk as of August 2026, for the remote land-records subscription that includes wills and fiduciary-book images. |
The Commissioner of Accounts' Fee Schedule for Decedent's Estates is effective January 1, 2023. Payment is due when the inventory or account is submitted, checks are payable to the Commissioner of Accounts and credit cards are not accepted.
| Commissioner item | Amount |
|---|---|
| Inventory, $0 to $50,000 | $135, effective January 1, 2023 |
| Inventory, $50,001 to $200,000 | $200, effective January 1, 2023 |
| Inventory, $200,001 to $500,000 | $275, effective January 1, 2023 |
| Inventory, $500,001 and above | $350, effective January 1, 2023 |
| First account, $0 to $50,000 | $275 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $50,001 to $100,000 | $550 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $100,001 to $200,000 | $675 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $200,001 to $300,000 | $825 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $300,001 to $500,000 | $1,030 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $500,001 to $700,000 | $1,240 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $700,001 to $1,000,000 | $1,650 plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| First account, $1,000,001 and above | $1,650 plus .00075 of the excess over $1,000,000, plus a $5 mailing fee and recording fee, effective January 1, 2023 |
| Statement in lieu or notice of intent | $250 plus recording fee, effective January 1, 2023 |
| Creditor's claim | $95, effective January 1, 2023 |
| Debts-and-demands proceeding | $350 plus advertisement cost and recording fee for an uncontested matter, effective January 1, 2023. Contested hearings may be billed at $350 per hour. |
Timeline
- Contact the probate division at (703) 777-0442 or [email protected] to request a probate appointment.
- Choose an available slot between 9:00 a.m. and 2:30 p.m., Monday through Friday, and tell the clerk whether you will attend in Leesburg or by Microsoft Teams.
- If Loudoun's instructions require bond with surety, arrange the surety-company attendance before the appointment.
- Attend the appointment with the original will if there is one, the certified death certificate, date-of-death values, heir information, payment and the completed but unsigned local forms.
- At the appointment, the probate clerk qualifies the personal representative, takes the oath and bond, calculates the Commonwealth probate tax under Va. Code § 58.1-1712 and Loudoun County local probate tax under Va. Code § 58.1-1718, and issues certificates of qualification.
- Within 30 days after qualification or probate of the will, send notice regarding estate under Va. Code § 64.2-508. Loudoun's commissioner asks that the affidavit of notice be recorded with the probate division within 30 days, although the statute gives four months.
- Within four months after qualification, return the inventory to the commissioner of accounts under Va. Code § 64.2-1300.
- Within 16 months after qualification, send the first account or available statement in lieu to the commissioner under Va. Code § 64.2-1304.
Local nuance
Loudoun County-specific considerations
| Local point | Why it matters |
|---|---|
| Appointment by phone or email | Loudoun does not publish a self-booking calendar. Call (703) 777-0442 or email the probate division to schedule. |
| Remote video option | Loudoun publishes both in-person and Microsoft Teams probate appointments. Ask the probate division how original documents, oath, bond and signatures will be handled if you attend remotely. |
| Probate-specific phone line | Use (703) 777-0442 for probate. The clerk's general number is different. |
| County probate tax | Loudoun County imposes a county probate tax equal to one-third of the Commonwealth probate tax under Va. Code §§ 58.1-1718 and 58.1-3805. |
| Local forms | Loudoun uses its own Probate Information Form, Probate Tax Return and Real Estate Affidavit in addition to statewide forms. |
| Nonresident planning | Loudoun's instructions tell an out-of-state prospective executor or administrator to bring a Virginia resident to co-qualify or serve as resident agent and to plan for bond with surety. |
| Real estate sale by administrator | Loudoun's real estate FAQ says an executor may have a power of sale from the will, but a qualified administrator has no authority to sell the decedent's real estate without petitioning the circuit court for that power. |
| Courthouse security | Visitors are screened, and camera phones, recording devices, laptops, tablets and smartwatches must be stored in courthouse lockers or left in the vehicle. |
| Parking | Free public parking for vehicles under 8 feet 2 inches is at the Pennington Parking Garage and Lot, 210 Church Street NE, Leesburg, with a weekday shuttle to the courthouse complex. |
Recent updates
| Date | Local update |
|---|---|
| July 2026 | Loudoun's probate forms page links the new statewide Notice to Creditors Regarding Estate and Affidavit of Notice to Creditors Regarding Estate forms for Virginia's optional creditor-notice statute, effective July 1, 2026, under Va. Code § 64.2-508.1. |
| July 1, 2025 | Loudoun's Probate Information Form asks whether the total value of the decedent's real and personal estate exceeded $35,000 on the date of death, matching the figure effective July 1, 2025. |
| January 1, 2023 | The Commissioner of Accounts' Fee Schedule for Decedent's Estates took effect, setting Loudoun inventory, account, statement-in-lieu, debts-and-demands and delinquency charges. |
Scenarios
| Scenario | Local path | Where Sunset helps |
|---|---|---|
| Surviving spouse with a co-owned home | If the home was jointly held with right of survivorship, Loudoun's clerk says the real estate passes directly to the joint owner after the will is admitted when there is a will. If the estate is intestate and the real estate title needs the decedent's name removed, Loudoun uses its Real Estate Affidavit process with a $69 charge, as published by the clerk as of August 2026. If separate assets still require authority, book a probate appointment and bring the certified death certificate, date-of-death values and heir information. | Sunset helps identify which accounts pass outside probate, which assets need a Loudoun appointment and what documents to organize before the spouse calls the probate division. |
| Out-of-state adult child with a small estate | Ask first whether a statewide route that avoids qualification fits the assets. If qualification is needed, Virginia law allows a nonresident fiduciary with a written consent to service of process under Va. Code § 64.2-1426, and Loudoun's instructions also tell a nonresident executor or administrator to bring a Virginia resident to co-qualify or serve as resident agent and to plan for bond with surety. Because Loudoun offers Microsoft Teams appointments, call (703) 777-0442 before booking travel. | Sunset helps sort the account list, prepare the probate packet and connect the family with a local probate attorney if Loudoun's nonresident and bond requirements make the appointment difficult. |
| Parent settling predeceased child's estate, home must be sold | If the child left a will giving the executor power to sell, bring the original will, certified death certificate and date-of-death real estate value to the appointment. If the child died intestate, Loudoun's FAQ says an administrator has no authority to sell the real estate without petitioning the circuit court for power to sell. If the only issue is recording intestate heirship for Loudoun real estate, the Real Estate Affidavit route may be the local starting point. | Sunset helps collect asset details, flag whether the home sale needs attorney help and prepare the family for the commissioner of accounts' inventory and account review after qualification. |
Self-help resources
| Resource | How it helps | Contact |
|---|---|---|
| Loudoun County Circuit Court Clerk's Probate Division | Books probate appointments, publishes Loudoun probate forms and explains local qualification procedures. Court personnel cannot give legal advice. | 18 East Market Street, Leesburg, VA 20176. P.O. Box 550, Leesburg, VA 20178. (703) 777-0442. [email protected]. Probate division |
| Loudoun probate forms and instructions | Local probate forms, checklists, sample inventory and account forms, instructions, deadlines, bond-company list and commissioner fee schedule. | Probate forms and instructions |
| Commissioner of Accounts for Loudoun County | Receives and settles inventories, accounts and statements in lieu, and accepts creditor claims. This is a private law office, not the clerk's office. | 104 Church Street, S.E., Suite 201, Leesburg, VA 20175. 703-777-5300. [email protected]. Monday through Friday, 9:00 a.m. to 5:00 p.m. Commissioner of Accounts |
| Commissioners of Accounts directory | Statewide Supreme Court of Virginia directory for commissioners of accounts and fee-schedule information. | Commissioners of Accounts directory |
| Loudoun Circuit Court page | Virginia Judiciary page with court address, clerk hours, phone, fax, local rules, terms of court and courthouse security notice. | Loudoun Circuit Court |
| Virginia Judiciary circuit court forms | Statewide circuit court forms used in probate, qualification, notice, inventory, accounting and creditor-notice work. | Circuit court forms |
| Virginia Judicial System Court Self-Help | State self-help site with a probate forms section. It does not replace Loudoun's appointment instructions. | Virginia Court Self-Help |
| Legal Services of Northern Virginia, Loudoun office | General civil legal aid for low-income Northern Virginia residents. Its listed practice areas do not include decedent estate administration. | 8A South Street, SW, Leesburg, VA 20175. 703.778.6800. LSNV Loudoun office |
| Loudoun County Bar Association | Local attorney referral resource named on the clerk's legal aid and links page. | Clerk legal aid and links |
| Virginia Lawyer Referral Service | Statewide lawyer referral line named on the clerk's legal aid and links page. | 800-552-7977 |
When to hire an attorney
How Sunset helps
Find the accounts and assets. Sunset helps families identify financial institutions, insurance, retirement accounts, debts and real estate details so the Loudoun probate appointment starts with a clearer asset picture.
Generate the probate packet. Sunset organizes the information needed for estate settlement, including decedent details, heir information, asset values and the documents families usually need before qualifying with the clerk.
Find a local probate attorney. When Loudoun County issues such as nonresident qualification, surety bond, creditor disputes or a home sale call for legal help, Sunset can connect the family with a vetted local probate attorney.
Sunset is free for families. Families can use Sunset to organize estate settlement tasks, find assets and prepare for the next step without paying Sunset a fee.
Frequently asked questions
Where do I file probate paperwork in Loudoun County?
Start with the Clerk of the Circuit Court's Probate Division at the Loudoun County Courthouse, 18 East Market Street, Leesburg, VA 20176. Probate appointments are scheduled by phone at (703) 777-0442 or by email at [email protected]. Inventory and account filings later go to the Commissioner of Accounts at 104 Church Street, S.E., Suite 201, Leesburg, VA 20175.
Can I attend a Loudoun probate appointment by video?
Yes. Loudoun's probate division publishes both in-person and remote video appointments through Microsoft Teams. Ask the probate division how the original will, original signatures, oath, bond and any surety-company attendance will be handled for a remote appointment.
Can I use VJEFS to open a Loudoun estate?
No. Loudoun participates in the Virginia Judiciary eFiling System for attorney civil filings, but opening an estate is handled through a probate appointment with the clerk's probate division. VJEFS is not a self-represented family route for qualification.
What is the probate phone number in Loudoun County?
The probate division number is (703) 777-0442. The clerk's general number is different, so use the probate line for appointment scheduling and estate-opening questions.
Does Loudoun County add a county probate tax?
Yes. The Commonwealth probate tax is 10 cents per $100 under Va. Code § 58.1-1712, with estates of $15,000 or less exempt, current since 2003. Loudoun County imposes a local probate tax equal to one-third of that amount under Va. Code §§ 58.1-1718 and 58.1-3805. The clerk calculates the total at the appointment.
What local forms should I bring to the Loudoun appointment?
Loudoun asks you to bring the Probate Information Form, Probate Tax Return and List of Heirs completed but unsigned. The clerk also publishes a local Real Estate Affidavit and many statewide forms and checklists on its probate forms page.
Do I have to travel to Leesburg if I live out of state?
Not necessarily. Loudoun offers remote video probate appointments, but its published instructions for nonresident executors and administrators include a Virginia resident co-qualifier or resident agent and bond with surety. Call (703) 777-0442 before making travel plans.
How do I view recorded Loudoun will or fiduciary-book materials?
Loudoun does not provide a free public docket that tracks an open estate. Recorded will and fiduciary-book materials can be reviewed on public computers in the clerk's office, through the clerk's land-records remote access options, or through the Archives for older materials.
Where do inventories and accounts go after I qualify?
They go to the Commissioner of Accounts, not the clerk. Loudoun's commissioner receives the inventory within four months under Va. Code § 64.2-1300 and the first account within 16 months under Va. Code § 64.2-1304, with payment due when the filing is submitted.
Shaped by the families we've helped
Thank you to the thousands of families who have trusted Sunset to help settle their loved ones' estates. This page is shaped by the questions they actually asked and the obstacles they actually hit — and that hard-won experience is what keeps it accurate, current, and genuinely useful to the families who come next.