A grant of representation is an official document from the probate registry that gives one or more named people the legal authority to deal with the money, property and possessions of someone who has died. It is the umbrella term for several kinds of grant, the two most common being a grant of probate, used when there is a valid will, and letters of administration, used when there is not.
Banks, pension providers and the Land Registry usually ask to see this document before they release funds or transfer assets, which is why it sits at the centre of administering most estates in England and Wales. This guide explains what the grant is, the different types, when it is and is not needed, how to apply, and what it costs. Figures are current as at August 2026 and are subject to change.
What a grant of representation actually does
The grant is proof of authority. It confirms to the outside world that the people named in it, the personal representatives, are entitled to collect in the assets of the estate, pay any debts and tax, and pass what remains to the beneficiaries. Without it, most organisations that hold significant assets will not deal with anyone, because they have no legal certainty about who is allowed to act.
The people named in the grant are called personal representatives. Where there is a will, they are the executors named in it. Where there is no will, they are administrators, drawn from the closest surviving relatives under a set order of priority (gov.uk, applying for probate if there is not a will, as at August 2026, subject to change). The grant does not decide who inherits. That is set by the will, or by the intestacy rules where there is no will. It only sets who has authority to administer the estate.
The main types of grant
People often use "grant of probate" as shorthand for any grant, but the correct term depends on whether there is a will and who is applying. HMRC groups the main grants for England, Wales and Northern Ireland as follows (gov.uk, HMRC Inheritance Tax Manual IHTM05101, as at August 2026, subject to change).
| Type of grant | Used when | Who applies |
|---|---|---|
| Grant of probate | There is a valid will that names an executor who is able and willing to act | The executor named in the will |
| Letters of administration with will annexed | There is a valid will, but no executor is named, or none can act | An administrator, usually a main beneficiary |
| Letters of administration | There is no valid will (the person died intestate) | An administrator, being the closest entitled relative |
Source: gov.uk, HMRC Inheritance Tax Manual (IHTM05101), as at August 2026, subject to change.
All three are grants of representation. They give the same practical authority to administer the estate. The difference lies in whether a will exists and who steps forward to act. Our guide to what probate is looks at the wider process the grant sits within.
When a grant of representation is needed
A grant is generally required where the estate holds assets that others will not release without proof of authority. Whether one is needed is decided asset by asset rather than by a single national threshold, and each organisation sets its own limit for releasing funds without a grant.
- Property. A grant is normally needed to sell or transfer a home or land held in the deceased's sole name.
- Larger bank and building society balances. Many providers ask for a grant above their own internal limit, which commonly falls somewhere in the tens of thousands of pounds but is set by each institution.
- Shares and investments. Share registrars and investment platforms usually require a grant before transferring or selling holdings.
When a grant is not needed
A grant is not always required. It is often unnecessary where the estate is small or where assets pass automatically on death.
- Jointly owned assets. A home or bank account held as joint tenants usually passes to the surviving owner by survivorship, outside the grant.
- Small balances. Some banks release modest sums to close a small estate without a grant, under their own policy.
- Assets with a nominated beneficiary. Certain pensions and life policies written in trust can pay out directly to a named person.
Even where a grant is not strictly required to release assets, it can still be worth obtaining one for certainty, and a clear will and record of assets tends to make the whole process simpler. Planning ahead through a properly drafted will is one of the main ways to reduce difficulty for those left behind.
How to apply for a grant
The application is made to HM Courts and Tribunals Service, either online or by post. The route and the form depend on whether there is a will.
| Situation | Postal form |
|---|---|
| Applying with a will (grant of probate) | Form PA1P |
| Applying without a will (letters of administration) | Form PA1A |
Source: gov.uk, probate forms and guidance, as at August 2026, subject to change.
Before the grant is issued, the personal representatives usually need to report the estate for inheritance tax, and pay any tax due, using the relevant HMRC forms (gov.uk, reporting the value of the estate, as at August 2026, subject to change). Our inheritance tax guide sets out the current allowances and rates.
What a grant of representation costs
The application fee is set nationally and does not depend on which type of grant is sought.
| Item | Fee (August 2026) |
|---|---|
| Application where the estate is over £5,000 | £526 |
| Application where the estate is £5,000 or less | No fee |
| Extra copy of the grant, ordered with the application | £2 each |
| Extra copy of the grant, ordered later | £16 each |
Source: gov.uk, applying for probate: fees, as at August 2026, subject to change.
Extra copies are useful because several organisations may each want to see an original at the same time. Ordering them with the application costs far less per copy than ordering later.
How long a grant takes
Once a complete application has been submitted, the grant of probate or letters of administration usually arrives within 12 weeks, and it can take longer where the registry needs more information or the application is stopped for a query (gov.uk, applying for probate: after you have applied, as at August 2026, subject to change). Reporting inheritance tax to HMRC, valuing the estate and gathering documents all happen before that clock starts, so the full administration of an estate commonly runs to several months or more.
Scotland and Northern Ireland
This guide describes the law and process in England and Wales. Northern Ireland uses broadly similar grants of representation, including grant of probate and letters of administration. Scotland is different: the equivalent authority to administer an estate is called confirmation, granted by the sheriff court, and Scottish succession law has its own rules (gov.uk, applying for probate, as at August 2026, subject to change). Where an estate touches more than one UK nation, it can be worth taking advice in each.
- A grant of representation is the legal authority to deal with a deceased person's estate.
- Grant of probate applies where there is a will; letters of administration apply where there is not (gov.uk IHTM05101, subject to change).
- Application fee: £526 where the estate is over £5,000, no fee at £5,000 or less (gov.uk, subject to change).
- Extra copies of the grant: £2 each with the application, £16 each later (gov.uk, subject to change).
- Usual wait: within 12 weeks of a complete application (gov.uk, subject to change).
Frequently asked questions
Is a grant of representation the same as probate?
Not exactly. Grant of representation is the umbrella term for all grants that give authority over an estate. A grant of probate is one type of grant of representation, used where there is a valid will naming an executor who can act. Where there is no will, the equivalent is letters of administration (gov.uk, IHTM05101, as at August 2026, subject to change).
What is the difference between a grant of probate and letters of administration?
A grant of probate is issued to the executor named in a valid will. Letters of administration are issued where there is no valid will, or where a will exists but no named executor can act, in which case an administrator applies instead. Both give the same practical authority to administer the estate (gov.uk, IHTM05101, as at August 2026, subject to change).
Do you always need a grant of representation?
No. A grant is not always required, for example where assets are held jointly and pass by survivorship, or where balances are small enough that a bank releases them under its own policy. Whether one is needed is decided asset by asset, because each organisation sets its own limit (gov.uk, applying for probate, as at August 2026, subject to change).
How much does a grant of representation cost?
The application fee is £526 where the estate is valued at more than £5,000, and there is no fee where the estate is £5,000 or less. Extra copies of the grant cost £2 each when ordered with the application, or £16 each afterwards (gov.uk, applying for probate: fees, as at August 2026, subject to change).
How long does it take to get a grant of representation?
After a complete application is submitted, the grant usually arrives within 12 weeks, and it can take longer if the registry needs more information. Valuing the estate and reporting inheritance tax happen before that stage, so the wider administration often takes several months or more (gov.uk, applying for probate: after you have applied, as at August 2026, subject to change).
Who applies for a grant of representation?
Where there is a will, the executor named in it applies for a grant of probate. Where there is no will, the closest entitled relative applies for letters of administration as administrator, following a set order of priority (gov.uk, applying for probate if there is not a will, as at August 2026, subject to change).