RedCrest-Probate e-Filing information

The following is a transcript of the 'RedCrest-Probate - Welcome to the Probate Office' video.

Transcript

Welcome to the Supreme Court of Victoria Probate Office.

If you have recently lost a loved one, and need to apply for probate or administration, this website is here to help you.
You can apply for probate, administration or a reseal yourself, you do not need a lawyer to do this.
If you are unsure whether you want to apply yourself, we recommend watching this video and then reviewing our step-by-step guide to help you decide.

Here is a high-level overview of how the process works.

Applications are made online using our system called RedCrest-Probate.
RedCrest-Probate helps you prepare the documents needed for your court application.
This includes an online advertisement, and an affidavit where you give important information to the Court.

As part of your application, you will need documents such as:

• a certified copy of the death certificate cause of death,
• the original Will or Codicil if there is one; and
• information about the assets and debts of the deceased.

Once the document package has been created on RedCrest-Probate, you print and sign the required forms in front of a qualified witness, such as a justice of the peace.
RedCrest-Probate provides an instruction sheet advising exactly what needs to be signed and taken to your witness.

After signing, you upload the documents and submit your application online.
If there is a will or codicil you then provide the original to the Probate Office.

The Probate Office then reviews your application.

If your application is granted, the Probate Office emails you a grant of probate or letters of administration.  
This grant allows you to deal with banks, Land Use Victoria, and other organisations on behalf of the estate.

The following is a transcript of the 'RedCrest-Probate - Create a new account and login' video.

Transcript

In this video, we will show you how to create a RedCrest-Probate account and log in for the first time.

Start on the RedCrest-Probate welcome screen.  
Click the ‘Register’ button. 

You will now see the registration page. 
Read the information in the blue box and the terms of use before continuing.

Fill in the required details.  
All boxes marked with an asterisk must be completed.  

If you are not a solicitor, you can skip the solicitor code fields.

If you are a solicitor, enter your solicitor code and click ‘Check code’. 
Your code will be checked against records held by the Victorian Legal Services Board.
If you are a solicitor registered outside of Victoria, enter the code 38864.

Next, create a password.  
Your password must meet the requirements shown on the screen.
Make sure you remember this password, as you will need it to log in.

When you are ready, click the ‘Register’ button.

You will now receive an email asking you to confirm your email address. 
If you do not receive the email, check your junk or spam folder.

Open the email and click the link that says ‘confirm email address’.  

This will take you back to the RedCrest-Probate website.  
You will see a message confirming that your email has been verified.

Click ‘Continue’.  
You can now log in using your email address and password.

Each time you log in, you will need to enter a one-time passcode.
You will receive a new passcode each time you log in.
This is an extra security step to protect your account.

The one-time passcode will be emailed to you.  
If you do not receive the email, check your junk or spam folder.

Open the email and enter the one-time passcode into the boxes on the screen.

You have now created an account and logged in to RedCrest-Probate.

The following is a transcript of the 'RedCrest-Probate - Starting a new application' video.

Transcript

In this video, we will show you how to publish an advertisement.
This is the first formal step in applying for probate or letters of administration.

The advertisement is also called a ‘notice of intention to apply’.
It tells other people that you plan to apply to the Court.

First, log in to RedCrest-Probate using your account details.

Once you are logged in, click ‘Start or submit a new application’.
Then select ‘Start a new application for a grant or to reseal’. 

This starts a new application. 
Your advertisement will be published as part of this application.

You will now be asked a series of questions. 
As you answer each question, the next relevant question will appear. 

Complete each question and choose your application type. 
If you are not sure what type of application to make, click the link to the questionnaire to help you decide.

Click ‘Next’ to continue.
You can use the ‘Next’ button to move through the entire application.  
You can also save your progress and come back later.

As you move through the screens, you may see alerts with important requirements or helpful tips. 
Make sure you read these carefully before continuing.

On the screen is an example of a question asking whether there are any executors who are not applying.
For example, you would answer yes if an executor named in the Will had died.

All questions must be answered before you can continue.  

If you go to the ‘Advertise’ screen before all required information is complete, you will see a red warning panel called ‘data errors’. 
This panel shows what information is missing or needs to be fixed. 
You can click the error message to go directly to the field.

Once all required information is complete, return to the ‘Advertise’ screen.

Carefully review the advertisement details.
This is your final chance to check the information before publishing.

If anything is incorrect, click on that information to go directly to the relevant field.

If everything is correct, click ‘Pay and submit advertisement’.

You will be taken to the payment screen. 
After payment has been made, you will return to your application and see a confirmation message. 

Your advertisement has now been published.

Paying for the advertisement does not submit your full application.

After the advertisement is published, there is a waiting period of 15 days before you can submit your application.

Watch our video about completing your application to see the next formal steps.

The following is a transcript of the 'RedCrest-Probate - completing the application and generating documents' video.

Transcript

In this video, we will show you how to complete your application after your advertisement has been published.

If you have just placed your advertisement, click next to go to the inventory of assets and liabilities screen.

If you are returning after a break, start by logging in to your RedCrest Probate account.

Click ‘My drafts and filings’, then select your application.

This will take you back into your application at the ‘Advertise’ screen.

You now need to complete details about the deceased’s assets and liabilities as at the date of their death.

Read the examples shown on the screen to see the information you need to provide.

For the question about assets outside Victoria, answer yes if the deceased had assets in another state or territory, or overseas in another country.

When all questions on the inventory of assets and liabilities screen are complete, click ‘Next’ to go to the ‘Review and generate documents’ screen.

Carefully check all the information shown.
The details one this screen will be used to create your documents.

If anything is missing or incorrect, you will see a red warning panel called ‘Data errors’.

Click the warning message to go directly to the field that needs to be completed. 

Once everything is complete and correct, scroll to the bottom of the page and click ‘Generate documents’.

Clicking ‘Generate documents’ will download your document package.

This package includes an affidavit, certificates identifying exhibits and the inventory of assets and liabilities.

If you do not receive a message confirming the download, you may need to check your ‘Downloads’ folder. 

This step is very important. 
If you do not generate the documents, you cannot submit your application.

Use only the document package generated on RedCrest-Probate.
Do not use forms from any other website or that you have created yourself.
This ensures all required information is included.

The affidavit, and any required supporting documents, must be signed in front of a qualified witness.

Read the instruction sheet included with the affidavit for information about what to do next.

Watch the next video to learn how to upload your documents, pay the fee, and submit your application.  

The following is a transcript of the 'RedCrest-Probate - uploading documents, paying fees and next steps' video.

Transcript

In this video, we will show you how to upload your documents, pay the fee, and submit your application.

After the affidavit has been signed in front of a qualified witness, log in to your RedCrest Probate account.

Click ‘My drafts and filings’, then select your application.

You will return to your application at the last screen you were on.

Go to the ‘Upload documents and pay fees’ screen.

You will see a list of required documents that must be uploaded.

To upload a document, click ‘Browse’ and select the document from your computer.
Each document must be saved as a PDF.

You do not need to upload your advertisement. 
The system has already added it to your application.

For the affidavit, upload the full affidavit, including the signing page.

For the death certificate, upload the certificate identifying exhibit together with the certified copy of the death certificate.

If there is a will, upload the certificate identifying exhibit together with a copy of the will.

For the inventory of assets and liabilities, upload the certificate identifying exhibit together with the inventory from your document package.

If you need to upload additional documents, select the document type from the drop down list, attach the document, and continue.  
In this example, a codicil is also being added.

Once all required documents are uploaded, click ‘Save application’,.

Then click ’pay and submit’.  

If the value of the estate is under two hundred and fifty thousand dollars, this button will say ‘Submit’ and no fee will be required.  

You will be taken to the payment screen.
After payment, you will return to your application and see a confirmation message. 

You can now download your Originating Motion, which contains your application details.

If your application is for probate, letters of administration with will annexed, or a reseal, print the Originating Motion and send it to the Probate Office together with the original will, any codicil or document to be resealed.

The Probate Office will review your application once these documents are received.

You do not need to send the affidavit, death certificate, the inventory of assets and liabilities, or the advertisement in hard copy.
Keep these documents for your records.

If your application is for letters of administration with no will you do not need to do anything further at this stage. 
The Probate Office will now review your application.

You will receive an email from the Probate Office after your application has been reviewed. 

If your application is granted, you will receive a copy of the grant by email.

If the Probate Office needs more information from you before your application can be granted, you will receive a letter by email explaining what is required.

If you receive a letter requesting more information, watch our video about filing further information.

The following is a transcript of the 'RedCrest-Probate - Filing further documents' video.

Transcript

In this video, we will show you how to file further documents for an application that has already been filed.

You will usually only need to do this if you have received a request from the Probate Office asking for more information.

First, log in to your RedCrest Probate account.

Click ‘My applications’, then select the application that needs further documents.

Click ‘File further documents’ on the left-hand side of the screen.

You can read the information on this page for full details about what you need to do.

First, select the party you are filing on behalf of. 
In most cases, this will be yourself.

If you do not select a party, you will not be able to file your documents.

You will know a party has been selected when the name appears next to the words “Filing on behalf of.”

Next, choose the document type you want to upload from the drop-down list.

Click ‘Browse’ and select the document saved on your computer.
Each document must be saved as a PDF.

If you have more than one document to upload, click ‘Add additional document’.

When you are ready, click ‘submit’.

You will receive confirmation by email when your document has been submitted.

In most cases, there is no fee to file further information.

If you are filing an Amended Originating Motion, the button will show ‘Pre approve payment and submit for review’ as there is a fee for this document type.

Amended originating motions are reviewed before they are accepted.

You will be notified by email if the document is accepted, or if any further changes are needed.

Once you have filed your further information, the Probate Office will review your application again.  

If your application is granted, you will receive a copy of the grant by email.

If the Probate Office needs more information from you before your application can be granted, you will receive a letter by email explaining what is required.

The following is a transcript of the 'RedCrest-Probate - Re-advertise before filing an application' video.

Transcript

In this video, we will show you how to re-advertise before you file your application.

You only need to do this if you notice a mistake in the original advertisement.  
For example, an incorrect name, date, or other important detail.  

If you have already filed your application and need to re-advertise, watch the next video in this series, which explains how to readvertise after filing.

To begin, log in to your RedCrest-Probate account.

Go to ‘My drafts and filings’, then select the application you want to re-advertise.

Within your draft application, go to the ‘Advertise’ screen. 
Click ‘Re advertise’.

Your original advertisement details will appear again.

Click on the information you need to change. 
The system will take you directly to the field that needs updating.

If the information you need to change is not shown on this screen, for example you need to add a non-proving executor, use the tabs on the left-hand side of the screen to go to the correct section.

Make your changes.
When you are ready, return to the ‘Advertise’ screen.

Check the updated advertisement details carefully. 
Make sure your changes are correct.

If everything looks correct, click ‘Pay and Submit Advertisement’.

You will be taken to the payment screen.
After payment is made, you will return to your application and see a confirmation message. 

Your new advertisement has now been published.
It will automatically replace your previous advertisement. 

Re-advertising restarts the waiting period.

You must wait 15 days before you can submit your application.

Watch our video about completing your application to see the next formal steps.

The following is a transcript of the 'RedCrest-Probate - Re-advertise after filing an application' video.

Transcript

In this video, we will show you how to re advertise after your application has already been filed.

This usually only needs to happen if the Probate Office has sent you a letter asking you to re-advertise before your application can continue.

If your application has not yet been filed and is still in draft form, watch the previous video in this series, which explains how to re advertise before you submit your application.

To begin, log in to your RedCrest-Probate account.

Click ‘My applications’. 
This is where you can access applications that have already been filed. 

From the list, select the application you want to re advertise.

Click on the ‘Re-advertise’ option on the left hand side of the screen, and click ‘Re-advertise’.

Your original advertisement details will appear again. 

Click on the information you need to change. 
The system will take you directly to the field that needs updating.

If the information you need to change is not shown on this screen, for example you need to add a non-proving executor, use the tabs on the left-hand side of the screen to go to the correct section.

Make your changes.
When you are ready, return to the ‘Advertise’ screen.

Check the updated advertisement details carefully. 
Make sure your changes are correct.  

If everything looks correct, click ‘Pay and Submit Advertisement’.

You will be taken to the payment screen. 
After payment is made, you will return to your application and see a confirmation message. 

Your new advertisement has now been published.
It will automatically be attached to your application. 

Re-advertising restarts the waiting period.

After 15 days the Probate Office will review your new advertisement and advise you by letter if any further information is required.

If you have also been asked by the Probate Office to provide more information, watch our video about filing further information.

The following is a transcript of the 'RedCrest-Probate - Request to search a Probate Office file' video.

Transcript

In this video, we will show you how to search a granted application or a caveat filed with the Probate Office.

If you have lodged a caveat against an application, you can request case access without paying a fee. 
In this situation, watch our video about requesting case access.

Requests to search are confidential. 
The person who filed the application or caveat will not be notified of your request.

Start by logging in to your RedCrest Probate account.

If you do not have an account yet, you will need to register first.
You can watch our video about creating an account if you need help.

Once logged in, click ‘Search an existing application or caveat’.

You will be taken to the ‘My file searches’ screen. 
On this screen you will see any previous requests.
Click ‘Request to search’.

On the next screen, check that your details are correct.
If you need to update them, click ‘Change details’.

Read the information shown on the screen, then enter the application number you want to search.  
Make sure you follow the formatting shown.

If you do not know the application number, you may need to search the application index on the Court’s website.

Once the application number has been entered, click ‘Next’.

On the next screen, answer the questions about who is searching the file.
As you answer each question, the next one will appear.

The answers help determine the fee that you will need to pay.

If you are asked about a green health care card, view the example shown on the screen to check whether you have the correct card.

When finished, click ‘Next’.

If you have indicated that you hold a green health care card,  you will be asked to upload a copy on this screen.

If the application has not yet been granted, you will be asked to explain why you are requesting the search.

Enter your reason in the ‘Additional information’ box.

Generally, only granted applications are available to search, so make sure you explain your reason clearly.

If the application has been granted you do not need to provide any reason.

When you are ready, click ‘Pre-approve payment’.

You will be taken to the payment screen.

After payment is made, you will return to ‘My file searches’ and see a confirmation message. 

Your request has now been submitted.

Requests are usually reviewed by the Probate Office within five business days.

You will receive an email once a decision has been made.

If your request is approved, the application will appear in ‘My file searches’ in your account.

Open the application to view the documents that are available.
Click ‘Download all’ to download and view them.

If your request is not granted, you will receive an email explaining why.

The following is a transcript of the 'RedCrest-Probate - Requesting access to a draft' video.

Transcript

In this video, we will show you how to request access to a draft application that was started by another person.  

This is commonly used when a solicitor takes over a draft application, or when another person needs to complete an application because the original drafter is unavailable.

You do not need to request access to drafts that you created yourself.
Any drafts you created will appear in ‘My Drafts and Filings’.

Start by logging in to your RedCrest-Probate account.

Click ‘My drafts and filings’, then select ‘Request draft access’.

On the next screen, check that your details are correct.
If you need to update them, click ‘Change details’.

Read the information on the screen, then enter the ID number of the draft you are requesting access to.

You may need to ask the person who created the draft, for the eFile ID number.  

This number can be found on their ‘My drafts and filings’ page, next to the draft application.

If the draft has already been advertised, the eFile ID number is the first group of numbers in the advertisement number.

You can also locate the advertisement yourself, by using the ‘Search advertisements’ option.

Once you have entered the ID number, click ‘Next’.

You will then be asked to explain why you are requesting access.
Type your reason into the ‘Additional information’ box and click ‘Request access’.

Your request has now been submitted.

Requests are usually reviewed by the Probate Office within five business days.

Access is generally granted where another person, such as a solicitor, needs to complete an existing draft.

For law firms, using a shared organisational account can reduce the need to request draft access between staff.

You will receive an email once a decision has been made.

If access is granted, the draft will appear in ‘My drafts and filings’ in your account.

Open the draft and complete the remaining steps to submit the application.

If access is not granted, you will receive an email explaining why.

The following is a transcript of the 'RedCrest-Probate - Requesting access to an application' video.

Transcript

In this video, we will show you how to request access to an application that has already been filed.

You may need to do this if you are a solicitor from the firm on record, or if you have filed a caveat or other court document and need access to the application.  

You do not need to request access to applications that you filed yourself.
Any applications you filed will appear in ‘My applications’.  

If you are not a party to the application and only need to view a Probate Office file, watch the separate video in this series about searching probate records.

To request case access, start by logging in to your RedCrest-Probate account.

Click ‘My applications’, then select ‘Request access’.

On the next screen, check that your details are correct.
If you need to update them, click ‘Change details’.

Read the information shown on the screen, then enter the application number you are requesting access to.  

Make sure you follow the formatting shown.

If you do not know the application number, you may need to search the application index on the Court’s website.

Once you have entered the application number, click ‘Next’.

You will then be asked to explain why you are requesting access.
Type your reason into the ‘Additional information’ box and click ‘Request access’.

Your request has now been submitted.

Requests are usually reviewed by the Probate Office within five business days.

Access is generally granted where the person requesting access has an existing involvement in the application.

For law firms, using a shared organisational account can reduce the need to request access between staff.

You will receive an email once a decision has been made.

If access is granted, the application will appear in ‘My applications’ in your account.

Open the application and select ‘Documents’ on the left hand menu to view all of the documents that have been filed on the application.

If access is not granted, you will receive an email explaining why.

The following is a transcript of the 'RedCrest-Probate - Depositing a will for safekeeping' video.

Transcript

In this video, we will show you how to deposit a Will for safekeeping with the Probate Office.

This process is for a Will made by a living person.
It does not apply when someone has died.

This video does not explain how to apply for probate.
If you need help with a probate application, watch the video in our series about starting a new application.

First, log in to your RedCrest-Probate account using your account details. 

If you do not have an account yet, you will need to register first.
You can watch our video about creating an account if you need help.

Once logged in, select ‘Start or submit a new application, then choose ‘Submit a will for safekeeping’.

Next, complete all the required details.

This includes information about:

• the person depositing the Will
• the person who made the Will
• and any executors named in the Will

If there is more than one executor, click ‘add additional executors’ to include them all.

Make sure each executor’s name is entered, exactly as it appears in the Will. 

If any information is missing or incorrect, you will see a red warning panel called ‘Data errors’ showing what needs to be completed.

Once all details are complete, click ‘Pre approve payment and submit for review’.

After submission, a cover page will be generated.
The cover page includes all the important information about the will.
This cover page must be sent with the original Will.

Print the cover page, then post it to the Probate Office together with the Will.

Once the Will and cover page are received, the Probate Office will review your application. 

You will receive an email once the application has been reviewed.

If your application is approved, you will receive an email confirming the Will has been deposited with the Registrar for safekeeping.

You will be able to view the deposited will number in ‘My Applications’ in your account.

If your request needs more information or something corrected, you will receive an email explaining the next steps.

If you are asked to correct information online, you do not need to send a new cover page.

All Wills deposited with the Registrar for safekeeping can be checking using the Wills index on the Supreme Court of Victoria website.