Can I e-file exemplified copies for estate administration, or are hard copies required for certain documents? - Pennsylvania
The Short Answer
Sometimes you can file estate documents electronically in Pennsylvania, but you should not assume an “exemplified” (court-certified) copy can be submitted or accepted the same way as a regular PDF upload. In many counties and for many third parties (banks, title companies, out-of-state courts), you may still need hard-copy, raised-seal/certified documents—even if the court accepts e-filing for other parts of the case.
What Pennsylvania Law Says
In Pennsylvania, estate administration is handled through the Register of Wills (and, when disputes arise, the Orphans’ Court). Whether a particular document can be e-filed often depends on (1) what the statute requires (for example, proof and authentication requirements), and (2) the local court’s filing system and policies. “Exemplified” copies are typically used when a receiving agency or court requires a formally authenticated record rather than a simple copy.
The Statute
The primary law governing authenticated probate records from another jurisdiction is 20 Pa.C.S. § 3136.
This statute establishes that a duly authenticated copy of a will proved outside Pennsylvania (and, in some situations, an authenticated copy of the probate record) may be offered for probate in Pennsylvania so that letters can be granted without re-proving the will through witness testimony in many cases.
Why You Should Speak with an Attorney
Even when a court offers e-filing, the real-world problem is usually whether the recipient (the Register of Wills, Orphans’ Court, a bank, an insurer, or an out-of-state court) will accept an electronic version or will insist on a certified/exemplified hard copy. Legal outcomes often depend on:
- Authentication requirements: If you are relying on an out-of-state probate record, Pennsylvania law focuses on whether the copy is “duly authenticated” (not merely scanned). See 20 Pa.C.S. § 3136.
- Local practice differences: Pennsylvania probate is county-based. What is accepted electronically in one county may be rejected in another, especially for documents that must be certified, sealed, or issued by the Register.
- Downstream rejection risk: Even if a court accepts an upload, third parties often reject non-certified copies—causing delays, frozen accounts, or failed real estate closings.
An attorney can quickly identify which documents must be obtained as certified/exemplified originals, which can be e-filed, and how to avoid delays that can derail an estate administration.
If you want more background on Pennsylvania probate paperwork and court records, you may also find these helpful: applying for probate and Letters Testamentary and accessing probate court documents online.
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Disclaimer: This article provides general information under Pennsylvania law and does not create an attorney-client relationship. Laws change frequently. For legal advice specific to your situation, please consult with a licensed attorney.