Hialeah City Probate Court Records are filed and kept at the Miami-Dade County Clerk of the Circuit Court office, since Hialeah does not run its own probate court. Every estate case for a person who lived in Hialeah goes through the same county system that handles all of Miami-Dade County.
You can search these records online, visit the courthouse in Miami, or send a mail request. This page explains exactly how to look up probate records, what you will find, what you need to bring, and how much it costs.
Where Hialeah Probate Records Are Filed
Hialeah is part of Miami-Dade County, and the 11th Judicial Circuit Court handles all probate cases in the county. The clerk of court stores every petition, order, will, and final judgment for these cases. The main office sits on Flagler Street in downtown Miami, about 10 miles from Hialeah’s center.
The Miami-Dade County Clerk Office
The clerk is the official record keeper for Hialeah City Probate Court Records. The current clerk is Juan Fernandez-Barquin. The office keeps files dating back many decades, including older handwritten documents. Most newer records are scanned and available online, while older files often exist only in paper form at the courthouse.
Probate Division Location in the Courthouse
The probate division sits in Room 238 of the Miami-Dade County Courthouse at 73 W Flagler St, Miami, FL 33130. You go there to file new cases, pick up certified copies, look at older files, or ask questions about case status. The office opens Monday through Friday from 8:00 AM to 5:00 PM and closes on weekends and court holidays.
Why Hialeah Has No Separate Probate Court
Florida law gives probate power to the circuit courts in each county, not to city courts. Hialeah has a city government and a city police force, but it does not have a city court system that handles estates. All estate matters for Hialeah residents fall under Miami-Dade County, the same county that handles Miami, Miami Beach, Doral, and every other city within its borders.
How to Search Hialeah City Probate Court Records
You can search Hialeah City Probate Court Records three ways: online through the clerk’s website, in person at the courthouse, or by mail. Each method works for different needs. Online search covers most records from the past 20 years. In-person search covers older files and sealed case details. Mail search works when you cannot travel and you know the case number or full name of the deceased.
Online Search Through the Clerk Portal
The clerk runs a public portal at miami-dadeclerk.com where you can search Hialeah City Probate Court Records at no cost. Type in the full name of the person who died, the case number, or the personal representative’s name to pull up the docket. You can see the list of filings, hearing dates, and final orders. Many filings are also available as PDF files you can view or download.
The portal shows the case type, filing date, judge assigned, and current status. It lists every document filed in the case, such as the petition, the will, the inventory, the final judgment, and any creditor claims. The site does not charge a fee to view the docket or read documents online.
In-Person Search at the Courthouse
You can visit Room 238 at the Miami-Dade County Courthouse to search Hialeah City Probate Court Records in person. Bring the full legal name of the deceased and the year of death if you know it. A clerk at the counter will pull the file from the records room. Older files that are not on the website will need to be retrieved by hand, which can take time depending on the year and size of the file.
You can also use the public computers at the courthouse to search the same online portal. The staff will help you operate the system but cannot give legal advice or tell you what the documents mean. Plan to arrive at least 30 minutes before closing to allow time for older records to be pulled.
Mail Requests for Probate Records
Mail requests work for certified copies and for older records you cannot view online. Write a letter to the clerk at 73 W Flagler St, Miami, FL 33130, Room 238. Include the full name of the deceased, the year of death, the case number if known, and a daytime phone number. State exactly what you need, such as a certified copy of the will or a certified copy of the final judgment.
Enclose a check or money order for the copy and certification fees. The clerk will mail back the documents or send an invoice if the amount owed is more than your check. Mail turnaround usually takes two to four weeks, longer for records that must be pulled from storage.
| Search Method | Where to Search | Cost | Best For |
|---|---|---|---|
| Online Portal | miami-dadeclerk.com | Free to view | Recent cases, docket checks |
| In Person | Room 238, Courthouse | $1.00 per page | Older files, sealed records |
| Mail Request | Clerk Mailing Address | Copy + postage fees | Certified copies, remote users |
Types of Probate Cases Filed in Hialeah
Florida law sets three main paths for handling an estate after someone dies. Each path has its own rules, time limits, and fees. The path used for a Hialeah resident depends on the size of the estate and how long the person has been dead.
Formal Administration
Formal administration is the full court process used for large estates or for cases with disputes. The court appoints a personal representative to gather assets, pay debts, and distribute what is left to the heirs. Formal administration is required when the estate is worth more than $75,000 or when the person died less than two years ago and the estate is not eligible for simpler options. Most formal administration cases in Hialeah take at least six months and often longer if anyone contests the will or files a creditor claim.
An attorney is usually required for formal administration. The court reviews every step, from the initial petition to the final accounting. The judge signs orders that give the personal representative legal power to act on behalf of the estate.
Summary Administration
Summary administration is a faster, cheaper option for smaller estates. It is allowed when the estate is worth $75,000 or less, or when the person died more than two years ago. The court reviews a single petition and issues one order that directs how the assets are split among the heirs. There is no personal representative appointed, and no ongoing court supervision after the order is signed.
Many Hialeah estates qualify for summary administration because older residents often have modest savings and may have died years ago. Attorneys handle summary administration for a flat fee in many cases, and some heirs file the petition themselves using clerk-provided forms.
Disposition Without Administration
This is the simplest path and it is reserved for the smallest estates. It applies when the deceased has no real property, the only assets are enough to pay funeral and final medical bills, and the total value is under $6,000. The court does not appoint a personal representative, and no judge is required to sign off. A clerk processes the paperwork and issues a simple order allowing someone to claim the remaining funds.
Disposition without administration is common in Hialeah for residents who had only a small bank account and no home or car. The process can be finished in a few weeks and costs less than $100 in most cases.
Probate Filing Fees and Copy Costs in Miami-Dade
Filing fees for probate cases are set by Florida law, with some local adjustments. The fees cover the court’s cost of processing the case and storing the records. Most Hialeah probate cases are paid in advance when the petition is filed.
Standard Filing Fees
Formal administration petitions cost around $400 to file, plus extra fees based on the value of the estate. Estates worth more than $1 million pay higher fees at set levels. Summary administration costs between $200 and $300 to file in most cases. Disposition without administration has the lowest fees, often under $100.
You can pay filing fees by cash, check, money order, or credit card at the clerk’s office. The clerk’s website also accepts online payment for many filings, with an added processing fee charged by the payment vendor.
Copy and Certification Fees
Plain copies of probate documents cost $1.00 per page. Certified copies, which carry the clerk’s seal and count as official records for use in other states or for legal purposes, cost $2.00 per page plus a $2.00 certification fee for each document. Mail orders must include the right fee or the clerk will not process the request.
You can also pay a rush fee to get certified copies faster. Rush service is only available for online orders and in-person requests, not for mail. Same-day service at the courthouse costs more than standard service and is subject to staff availability.
Other Costs You Should Plan For
Personal representatives often need to pay for a notice to creditors published in a local newspaper, which costs between $50 and $200 depending on the paper. A court bond, when required, can add several hundred dollars to the cost. Attorney fees are set by Florida statute based on the estate’s value, though the parties can agree to other fee amounts in writing.
Documents and Forms Needed for Hialeah Probate
Florida law lists the specific forms that must be filed to start a probate case in Miami-Dade County. The clerk’s office provides these forms at the counter and on its website. Most Hialeah cases use the same standard forms, no matter which type of probate is filed.
Petition for Administration
This is the first form filed in formal and summary administration. It tells the court who died, when they died, where they lived, and who should be the personal representative. It also lists the heirs and beneficiaries. The petition must be signed by the person asking the court to open the case and must include a death certificate or a certified copy.
Death Certificate Filing Requirement
Every probate case filed in Miami-Dade County must include a certified death certificate as proof of death. The Florida Department of Health issues these certificates through the Bureau of Vital Statistics. You can order a Florida death certificate online through VitalChek, by mail, by phone, or in person at the county health department.
For probate cases involving Hialeah residents, a Florida vital records death certificate that lists Miami-Dade County as the place of death is usually required. If the person died in another county or state, you may need to get the death certificate from that location, and then file a Florida death certificate replacement request only if you need a Florida-issued copy for local records.
Will and Other Required Documents
If there is a will, the original must be filed with the clerk within 10 days of learning of the death, even if no probate case will be opened. The will becomes a permanent public record once filed under Florida Statutes section 732.901. A petition to admit the will to probate, an oath of personal representative, and a designation of resident agent are also required in formal administration cases.
You may also need to file a notice to creditors, a proof of publication, an inventory of estate assets, and a final accounting. Summary administration requires fewer documents, mostly the petition, the death certificate, and a proposed order for the court to sign.
Florida Death Certificate and Probate Connections
Probate records and death certificates are linked in most Florida estate cases. The court needs a death certificate to open the case, and the death certificate often serves as the first piece of evidence in the probate file. Hialeah probate cases use the same vital records system that covers the rest of Florida.
Ordering a Florida Death Certificate
You can order a Florida death certificate through the county health department where the person died, through the Florida Bureau of Vital Statistics in Jacksonville, or online through VitalChek. The fee for a certified copy is set by Florida statute. Most death certificates are processed within a few business days for online orders and a few weeks for mail orders.
If you need a death certificate for a probate case in Hialeah but the person died in another Florida county, you can still order the death certificate from the Florida Department of Health. The statewide death index covers deaths from 1917 to the present year, and 2026 records are added as they are filed.
When You Need a Death Certificate Replacement
A Florida death certificate replacement is needed when the original is lost, damaged, or never ordered. Family members, attorneys, and personal representatives can request a replacement copy through the same vital records channels. Some probate cases need multiple certified copies because banks, insurance companies, and courts all want their own copy.
Florida Statewide Death Index and Older Records
For genealogy research and older Hialeah cases, the Florida statewide death index covers deaths from 1917 onward. The index shows the name, year of death, county of death, and certificate number. Full Florida death records by county are kept at the county health department for the first few years after death, then transferred to the state archive for long-term storage.
Florida pre-1977 death records are kept by the Florida Bureau of Vital Statistics. Records from 1977 to the present year are also kept at the state level, with copies available at the county health department where the death occurred.
Legal Help for Hialeah Probate Cases
You do not need an attorney for every probate case in Hialeah, but legal help is often a good idea. Formal administration cases in particular can be hard to handle without a lawyer because of the legal rules, court deadlines, and paperwork involved.
Free Legal Services in Miami-Dade
Legal Services of Greater Miami provides free civil legal help to income-eligible residents of Miami-Dade County, including probate help. The Florida Bar Lawyer Referral Service can also connect you with a licensed probate attorney in Hialeah for a small fee, with the fee often applied to the cost of the legal work if you hire the attorney.
Many Hialeah attorneys speak Spanish, which helps residents who prefer to handle legal matters in their first language. The clerk’s office does not give legal advice but can answer questions about court procedures, forms, and filing requirements.
Self-Representation Options
For simple summary administration or disposition without administration, many heirs in Hialeah handle the case themselves using clerk-provided forms. The Florida Bar publishes free consumer guides on probate that explain the steps in plain language. You can also pick up a self-help packet at the clerk’s office in Room 238.
Office Contact Details and Location
The Miami-Dade County Clerk’s probate office is the place to start for any Hialeah City Probate Court Records request. The office sits on the second floor of the main courthouse in downtown Miami.
Office: Miami-Dade County Clerk of the Circuit Court, Probate Division
Address: 73 W Flagler St, Room 238, Miami, FL 33130
Phone: (305) 275-1155
Website: miami-dadeclerk.com
Hours: Monday to Friday, 8:00 AM to 5:00 PM
For questions about Florida death certificates, vital records, or statewide death index searches, contact the Florida Department of Health, Bureau of Vital Statistics at 1217 Pearl Street, Jacksonville, FL 32202, phone (904) 359-6900.
Frequently Asked Questions About Hialeah Probate Records
The questions below cover the most common issues Hialeah residents, heirs, and attorneys face when looking up probate records. Each answer gives clear, factual details based on Florida law and current Miami-Dade County procedures as of August 2026. If your question is not here, contact the clerk’s office or a probate attorney for help with your specific case.
How do I find out if probate has been opened for someone who died in Hialeah?
You can search the Miami-Dade County Clerk’s online portal at miami-dadeclerk.com using the deceased’s full name. The search will show open and closed probate cases, the case number, the personal representative, and the filing date. If you cannot find a case online, call the clerk’s office at (305) 275-1155 to check whether a case was filed under a different spelling of the name.
Are Hialeah probate records public?
Most probate records are public, including the petition, the will, the final judgment, and the case docket. Some records, like the inventory of assets and accountings, are sealed under Florida law. You can see that these documents were filed, but you cannot read the contents. Wills become public when filed with the clerk, even if no formal probate case is opened.
Can I get a certified copy of a Hialeah death certificate for probate?
Yes, you can order a Florida death certificate through the Florida Department of Health, the county health department where the person died, or online through VitalChek. The clerk’s office for probate cases accepts certified copies issued by the state, not hospital copies. Most certified copies cost a set fee set by Florida law, and the process takes a few business days for online orders.
What is the difference between formal and summary administration in Hialeah?
Formal administration is the full court process used for larger estates or for cases that need a personal representative to manage assets over time. Summary administration is a faster, cheaper process for smaller estates (under $75,000) or for any estate where the person died more than two years ago. Both are filed in the same Miami-Dade County probate court and show up in the same Hialeah City Probate Court Records search.
How long does probate take for a Hialeah resident?
Summary administration cases in Hialeah usually finish in two to three months. Formal administration takes at least six months and often longer if there are creditor disputes, will contests, or tax issues. Disposition without administration can be finished in a few weeks for small estates. The court allows creditors 90 days to file claims after the notice is published, which sets the minimum time for most cases.
Can I search older Hialeah probate records from before 2000?
Yes, but older files may not be on the online portal. You can visit the courthouse in Room 238 to view paper files from any year, including pre-1977 records that have been transferred from county storage. For genealogy research, the Florida statewide death index is a good starting point, and the Bureau of Vital Statistics in Jacksonville holds older Florida death records by county.
Do I need a lawyer to file a probate case in Hialeah?
You do not need a lawyer for summary administration or disposition without administration in most cases, though many people still use one for peace of mind. Formal administration cases usually require an attorney because of the legal complexity. The clerk’s office staff can answer questions about forms and procedures but cannot give legal advice about your specific case or help you decide what to file.