Suffolk County, New York Probate Court Records

In Suffolk County, the Surrogate’s Court functions as the county’s equivalent of a probate court. The court hears all cases concerning the estates of deceased individuals, including the probate of wills, administration of estates, and disputes over trusts or estates. It also handles adoptions and guardianship proceedings.

Suffolk County probate court records are legal paperwork maintained by the county Surrogate's Court in connection with cases it hears. These records consist of various documents, including, but not limited to, wills, estate inventories, letters of administration, letters testamentary, final accountancy, and guardianship or adoption orders.

Understanding the Parties Involved in Probate Cases

Probate cases in Suffolk County usually involve the following parties:

• Decedent: This is a deceased individual who has an estate that needs to be managed and distributed pursuant to their will or New York’s Intestate Law, codified in NY EPTL § 4-1.1.
• Heirs at law: These are individuals, usually a decedent’s close family members, who are entitled to inherit assets from a decedent’s estate in the absence of a valid will.
• Beneficiaries: These are individuals or entities named in a decedent’s will that are entitled to receive assets from their estate.
• Personal representative: This is a person designated in a will or appointed by a court (when there is no will) who is granted the authority to manage and distribute a decedent’s estate. Personal representatives designated in a will are referred to as executors, while those appointed by a court are known as administrators.
• Creditor: This is any individual or entity that a decedent owed money or an unfulfilled obligation before their death. Generally, creditors have the legal right to file a claim against the decedent’s estate to receive compensation for what they are owed.
• Probate attorney: This is an attorney who specializes in providing personal representatives with legal guidance and support throughout the probate process.

Legal Purpose and Importance of Probate Court Records in Suffolk County

Probate court records in Suffolk County are used to document and track probate proceedings. They may be reviewed to ensure that these proceedings are conducted fairly, in compliance with applicable laws, and with due regard for the rights of all parties involved. These records also contain a wealth of information that may be used to resolve disputes about the distribution of a decedent’s estate assets.

Probate court records may be used to identify and verify the roles and authority of key parties involved in a probate proceeding. Furthermore, genealogists and other interested individuals may also use these records to conduct research concerning a decedent’s family history and assets.

Public Access to Probate Court Records in Suffolk County

New York Freedom of Information Law (FOIL), outlined in NYS Public Officers Law Article 6 (Sections 84-90), grants the general public the right to access probate court records, albeit with certain exceptions. These exceptions include records sealed by court order due to privacy concerns and those protected from public access under applicable state or federal statutes.

Differences Between Wills, Estates, and Other Probate Filings in Suffolk County

Record seekers may encounter various documents when reviewing Suffolk County probate records. Some examples include:

• Will: A formal document prepared by an individual that sets forth instructions for the disposition of their estate upon death, including how their assets should be managed and distributed.
• Estate inventories: A comprehensive list of all of a decedent’s estate assets and debts that may be subject to probate. It generally includes an accurate description and the appraised value of each asset and is prepared by the estate’s personal representative. Assets detailed in an estate’s inventory usually include, but are not limited to, the decedent’s liquid assets, real estate, personal property, and business interests.
• Probate petition: This is a legal document filed by an estate executor with a Surrogate Court to initiate probate proceedings. It’s typically filed along with a decedent’s will and death certificate.
• Guardianship records: these are court filings that document court proceedings in which a person or organisation is granted the legal authority to make certain decisions on behalf of a minor not under parental care or an incapacitated adult.
• Conservatorship records: These are court filings that detail the appointment of an individual or entity to manage the financial and personal affairs of an individual unable to act independently due to physical or mental health challenges.

Methods for Searching Suffolk County Probate Court Records

There are primarily two places where record seekers can search for Suffolk County probate court records: the Suffolk County Surrogate's Court and the New York State Archives. Suffolk County Surrogate's Court preserves probate court records dating back to 1789, while records for probate cases filed before 1789 are available through the New York State Archives.

Generally, both the Suffolk County Surrogate's Court and the New York State Archives offer various avenues (online, in-person, or by mail) for record seekers to search probate court records in their custody. Notwithstanding, record seekers are required to provide identifiable information about the sought record to facilitate their search, such as the decedent's full name and date of death.

How to Find Suffolk County Probate Cases Online for Free

Interested persons may conduct online searches for probate court records maintained by the Suffolk County Surrogate's Court through New York’s WebSurrogate portal. Users may search the website for free by either case file number or party name. However, only information and images of public probate records filed on or after February 19, 2014, are available through the portal. Furthermore, wills filed in the Suffolk County Surrogate's Court are not available online through the portal.

On the other hand, record seekers may use the New York State Archives Name Indexes Search website to search Suffolk County wills and probate records maintained by the agency. The website is accessible for free and searchable by name.

Accessing Suffolk County Probate Court Records in Person

Public access computers are available at the Suffolk County Surrogate's Court, where interested persons may use them to search and access records of probate cases filed with the court since June 2009. These public terminals are free to use and may be searched by decedent name or file number.

Meanwhile, microfiche and paper files of probate cases before June 2009 are available for in-person public inspection at the Suffolk County Surrogate's Courthouse. However, these files are not maintained in an alternative storage location. Thus, record seekers must call the court’s Records Department at 631-852-1724 and provide the estate’s file number to ensure that the desired record is available before their in-person visit. There are also printers and photocopiers that record seekers can use to print copies of available probate records at a self-service fee of $0.25 per page. The Suffolk County Surrogate's Courthouse is located at:

On the other hand, in-person requests for probate court records preserved by the New York State Archives may be made at the agency’s Research Room. Per the Research Room Rules, individuals must register annually to access the room. They can visit the room at:

Requesting Suffolk County Probate Court Records by Mail

Record seekers may request regular and certified copies of probate court records from the Suffolk County Surrogate Court by mail, using the court record request form or by drafting a written request. They must provide a file number to identify the desired record appropriately. Besides a $0.25 per page fee for photocopies and a $6.00 page fee for certified copies of probate records, there is an additional $30 and $90 fee for searches of estates filed within the past 25 and more than 25 years, respectively. The request should be mailed along with a self-addressed, stamped envelope and appropriate fee payment (via a check payable to “Clerk of the Surrogate’s Court”) to:

Suffolk County Probate Court Record Access Methods

Applicable Fees for Suffolk County Probate Court Record Requests

According to the New York Surrogate Courts' Variable Fee Schedule and Suffolk Surrogate’s Court How to Order Court Records resource, the applicable fees for requesting Suffolk County include the following:

• Photocopies: $0.25 per page.
• Certified copies: $6.00 per page.
• Authenticated/exemplified copies: $6.00 per page plus a $20.00 authentication fee.
• Searches and certification of records covering 25 years: $30.00
• Searches and certification of records covering more than 25 years: $90.00
• Transcript of a decree: $20.00