How to Fill Out Ohio Probate Form 25.0 (w/Examples) + FAQs

Ohio Probate Form 25.0 is the Application to Extend Administration, the standard probate form an executor or administrator files with the county probate court to ask for more time to close an estate when the six-month statutory deadline cannot be met. The form is part of the Supreme Court of Ohio standard probate forms (current revision dated 1/1/2024) and is required under Ohio Revised Code 2109.301 and Sup.R. 78, which set the timing rules for fiduciary accounts.

You are likely reading this because the clock is running out. According to the Ohio Supreme Court’s Annual Report on the Judiciary, Ohio probate courts process more than 80,000 estate filings each year, and roughly one in three estates needs at least one extension before closing. You are not alone, and the form is designed to be approachable.

  • 📝 The exact line-by-line instructions for every box on Form 25.0
  • 🏛️ How filing differs across Franklin, Cuyahoga, and Hamilton county probate courts
  • 💡 Three full named-filer scenarios you can copy from
  • ⚠️ The 10 most common mistakes that get extensions denied
  • 📬 How to file by mail, in person, or through county e-filing portals

What Form 25.0 Is and Who Must File It

Form 25.0 is the official Ohio probate court request that asks a judge to extend the time the fiduciary has to administer an estate. The fiduciary is the executor named in a will, or the administrator appointed when there is no will. Under R.C. 2109.301, every fiduciary must render a final account within six months of appointment unless the court grants more time, and Form 25.0 is the only vehicle for asking.

The form is filed in the county probate court where the estate was opened. Probate jurisdiction in Ohio sits inside the Court of Common Pleas, Probate Division, in each of the state’s 88 counties. Filing in the wrong county does not just delay the case — it can cause the case to be transferred under Sup.R. 8 and add weeks of lost time.

You must file Form 25.0 if you are the fiduciary and you cannot file the final account (Form 13.0) or a partial account by the statutory deadline. Common reasons include a house that has not sold, a pending wrongful-death claim, an unresolved will contest, an open IRS Form 706 audit, or a missing heir. Skipping this filing exposes you to a citation to appear under R.C. 2109.31, removal, surcharge against your bond, and personal liability for losses caused by the delay.

The form interacts with several others. It is almost always filed with Form 25.1, Entry Extending Administration, which is the proposed order the judge signs. It often accompanies Form 13.0 (Partial Account) or Form 13.6 (Status Report), depending on whether your county requires a partial accounting at the time of the extension request.

Before You Start: Documents and Information You Need

Gathering the right paperwork before you open the form prevents the most common cause of denial: a vague or unsupported reason for the extension. Ohio probate judges, including those who follow the published Cuyahoga County Probate Local Rules, expect specific facts and dates, not generalities.

Use this pre-filing checklist:

  • Case number from your Letters of Authority. This number ties the extension to the open estate, and missing it can cause the clerk to reject the filing.
  • Decedent’s full legal name as it appears on the original Form 1.0. A name mismatch will trigger a docket hold while the clerk searches for the case.
  • Date of your appointment as fiduciary. This date starts the six-month clock and is printed on your Letters.
  • Original closing deadline. This is six months from appointment unless an earlier extension changed it.
  • Specific reason the estate cannot close on time. Have dates, dollar amounts, and the names of any third parties (real estate agents, opposing counsel, IRS agents) ready.
  • Proposed new closing date. Most courts grant 90, 180, or up to 365 additional days, but you must request a specific date.
  • Copy of the most recent inventory (Form 6.0). Some counties require it as an attachment.
  • Bond information. If a surety bond is in place, the court may require updated proof of coverage through the new closing date.
  • Filing fee in the correct amount. Fees range from about $5 in smaller counties to $25 in Franklin County and Cuyahoga County.
  • Companion Form 25.1. The proposed Entry must be filed with the application or the judge has nothing to sign.

If any item is missing, the clerk may accept the filing but flag it for deficiency, which delays judicial review by 7 to 21 days depending on the county’s docket.

Where to Get the Form and How to Access It

The official, current version of Form 25.0 lives on the Supreme Court of Ohio standard probate forms page and is available as a fillable PDF. Always download from this page or your county probate court’s forms page to make sure you have the current 1/1/2024 revision. Older revisions are still circulated on third-party sites and will be rejected by some counties.

Each county also publishes the form on its own probate court site, sometimes with county-specific cover pages. The Franklin County Probate Court forms page, the Cuyahoga County Probate Court forms page, and the Hamilton County Probate Court forms page all carry Form 25.0 alongside the companion Form 25.1.

The PDF is fillable on a computer, but it is not signable electronically in every county. Cuyahoga and Franklin counties accept typed signatures inside their e-filing portals, while several smaller counties still require a wet-ink signature in blue or black ink. If you are unsure, print the completed form, sign it by hand, and scan it for upload — that approach is universally accepted.

If you cannot download or print the form, every county probate court keeps paper copies at the clerk’s window. The clerk cannot fill it out for you under R.C. 2101.16, which prohibits court staff from giving legal advice, but they can confirm you have the right form and the correct revision date.

Step-by-Step: How to Fill Out Form 25.0 Line by Line

Form 25.0 is a single page with a caption block, six numbered sections, and a fiduciary signature block. Work through each field in the order printed on the form. The exact field labels below match the official 1/1/2024 version of Form 25.0 word for word.

Caption: Court Name, County, and Case Number

The caption sits at the top of the page and identifies the court and the case. The form asks you to fill in “PROBATE COURT OF ______ COUNTY, OHIO” and “CASE NO. ______”.

Type the name of the county where the estate was opened in all capital letters, then enter the case number exactly as it appears on your Letters of Authority. The case number usually has a year prefix and a sequence (for example, 2025 ES 001234).

For example, Maria Lopez, who is administering her late father’s estate in Columbus, writes FRANKLIN in the county blank and 2025 ES 045678 in the case number blank.

A common nuance is the two-county estate. If real property sits in a county other than where the decedent lived, the main estate is still filed in the county of residence, and only that case number goes in the caption.

The most common mistake here is using the decedent’s old address county instead of the appointment county. The consequence is that the clerk may forward the filing to the wrong court, costing 2 to 4 weeks of delay.

A widespread misconception is that the case number on a tax notice or appraisal can substitute for the probate case number. It cannot — only the probate case number opens the right docket.

Estate Caption: “In the Matter of the Estate of”

Just below the court caption, the form has a line for the decedent’s name in the format “IN THE MATTER OF THE ESTATE OF ______, DECEASED.”

Enter the decedent’s full legal name exactly as it appears on the original Application to Probate Will (Form 2.0) or Application for Authority to Administer Estate (Form 4.0). Use the same capitalization, middle name, and suffix.

For example, Marcus Thompson, executor for his uncle’s estate, writes ROBERT JAMES THOMPSON, JR. because that is exactly how the name appears on Form 1.0.

A nuance arises with AKA names (also-known-as). If the decedent held assets in two names, list the primary legal name first, followed by “aka” and the alternate.

The most common mistake is dropping a suffix like Jr. or Sr. If the suffix is on the appointment paperwork but missing here, the clerk may treat the filing as belonging to a different person and reject it.

A misconception is that nicknames belong on this line. They do not — only legal names from the appointment documents go here.

Section 1: Identification of the Fiduciary

Section 1 reads “The fiduciary, ______, applies to the Court for an extension of time to file the [account/inventory] in the above estate.”

Write your full legal name in the blank, matching the name on your Letters of Authority. If there are co-fiduciaries, list both names separated by “and”.

For example, Aisha Williams and her brother Devon Williams are co-executors of their mother’s estate. Section 1 reads “The fiduciaries, Aisha Williams and Devon Williams, apply…”

A nuance is the successor fiduciary. If you replaced an earlier executor, use only your name, not the prior fiduciary’s, even though the case caption may still show the original.

The most common mistake is signing as “Personal Representative” instead of “Executor” or “Administrator.” Ohio uses the latter terms under R.C. 2113.05, and the wrong title can confuse the docket clerk.

A misconception is that the fiduciary’s attorney can sign here. The attorney signs the certificate of service or a separate motion, not Section 1, which is a sworn statement by the fiduciary.

Section 2: What Is Being Extended (Account or Inventory)

Section 2 asks the fiduciary to specify which deadline is being extended — the inventory deadline under R.C. 2115.02 or the account deadline under R.C. 2109.301.

Check or write the correct option. For most filers asking to delay closing, the answer is the account. If the inventory has not been completed within three months of appointment, you are extending the inventory deadline instead.

For example, Janet Pierce, executor for her late husband’s 22-year estate, has finished the inventory but cannot close because the marital home has not sold. She marks “account” in Section 2.

A nuance involves partial accounts. If you are filing a partial account and asking for more time to file the final account, write “final account” in the blank to make the request specific.

The most common mistake is leaving Section 2 blank because the form does not have a printed checkbox in some county versions. Blank Section 2 fields are routinely returned for correction, costing 1 to 2 weeks.

A misconception is that you can use Form 25.0 to extend the deadline to file the estate tax return (IRS Form 706). You cannot — that is a federal extension on IRS Form 4768, not a probate matter.

Section 3: Original Due Date and Requested New Date

Section 3 contains two date blanks: the original due date (the existing deadline) and the new date requested.

Enter both dates in MM/DD/YYYY format. The original due date is six months after your appointment if this is the first extension, or the date set in the most recent Form 25.1 if this is a follow-up extension. The new date is the specific date you want the court to set, not a vague “as soon as possible.”

For example, Carlos Rivera, appointed administrator on 03/14/2025, lists his original due date as 09/14/2025 and asks for a new due date of 03/14/2026, a six-month extension to allow a wrongful-death suit to settle.

A nuance is stacked extensions. Most courts grant up to 6 months at a time. Asking for 18 or 24 months in a single application invites a denial; ask for what you can justify and refile if needed.

The most common mistake is requesting a date that has already passed by the time the judge reviews the application. Always request a date at least 60 days out from filing.

A misconception is that the court will pick a reasonable date if you leave the blank empty. It will not — a missing requested date is grounds for denial without prejudice, which means you have to file again.

Section 4: Reason for the Extension

Section 4 is the heart of the application. It asks for the specific reason the deadline cannot be met.

Write a concise factual narrative — usually 2 to 5 sentences — that names the obstacle, the steps taken to overcome it, and the expected resolution. Avoid generalities like “more time is needed.”

For example, Maria Lopez writes: “The estate’s only significant asset is the decedent’s home at 123 Maple Street, Columbus, listed with Coldwell Banker on 04/02/2025. Two offers fell through due to financing. A new offer is pending with closing expected by 02/15/2026. Final account cannot be filed until sale proceeds are deposited and final taxes are paid.”

A nuance is the will contest scenario. If a contest under R.C. 2107.71 is pending, cite the contest case number and the next scheduled hearing.

The most common mistake is using language like “administrative delays” or “awaiting documents.” Judges read these as red flags for fiduciary inattention and may set the case for a hearing under Sup.R. 78.

A misconception is that the court already knows what is happening in the estate. It does not — the docket only shows what has been filed, so explain everything in plain English.

Section 5: Status of the Estate Assets and Debts

Some county versions of Form 25.0 include a Section 5 asking for a brief status of assets collected, debts paid, and remaining tasks. If your county version omits Section 5, attach a separate Form 13.6 Status Report with the same information.

List total assets collected to date in dollars, total debts and expenses paid, and the categories of work remaining (sale of real property, tax filings, distribution to beneficiaries).

For example, Devon Williams writes: “Assets collected: $145,200. Debts and expenses paid: $38,400. Remaining: sale of real estate, filing of fiduciary income tax return, distribution to four beneficiaries.”

A nuance is the insolvent estate. If debts exceed assets, say so, and reference the priority schedule in R.C. 2117.25.

The most common mistake here is leaving the dollar amounts blank because the inventory is “still being finalized.” Write the best estimate available, marked “approximate,” rather than nothing.

A misconception is that this section is the same as a partial account. It is not — it is a snapshot, while a partial account requires receipts, vouchers, and a signed Form 13.0.

Section 6: Notice to Interested Parties

Section 6 addresses whether notice of the extension request has been given to beneficiaries, heirs, and creditors. Many counties — including Cuyahoga under Cuyahoga Loc.R. 61 — require notice or a waiver of notice on a first or successive extension.

Indicate whether notice has been given, attach copies of waivers if obtained, or check the box stating notice is not required if the local rule allows.

For example, Aisha Williams attaches signed Form 25.2 Waiver of Notice and Consent from her three siblings, who are the only beneficiaries.

A nuance applies when an heir is a minor or incompetent. A guardian ad litem under R.C. 2111.23 must consent on the protected person’s behalf.

The most common mistake is checking “notice given” without filing proof of service. The clerk will mark the file deficient until a certificate of service is filed.

A misconception is that beneficiaries cannot object to an extension. They can, and an objection triggers a hearing under Sup.R. 78.

Fiduciary Signature Block

The signature block sits at the bottom of the form and includes lines for the fiduciary’s signature, printed name, address, telephone, and email.

Sign in blue or black ink, print your name underneath, and add a current mailing address where the court can send orders. Add a daytime phone and email — most counties now use email for routine notices.

For example, Marcus Thompson signs Marcus A. Thompson, prints his name, lists his Worthington address, and provides his cell phone and Gmail address.

A nuance is the co-fiduciary signature. Both signatures must appear, and a missing co-fiduciary signature is treated the same as no signature at all under R.C. 2109.02.

The most common mistake is signing on behalf of the fiduciary as a power of attorney. A POA terminates at death, so only the appointed fiduciary can sign.

A misconception is that the attorney’s signature satisfies the fiduciary signature requirement. It does not — counsel may sign a memorandum, but Section 6 must carry the fiduciary’s own signature.

Companion Form 25.1: Entry Extending Administration

While not a part of Form 25.0 itself, Form 25.1 must be prepared and filed at the same time. The Entry is the proposed order the judge signs to grant the extension.

Fill in the same caption, the new closing date you requested in Section 3, and a signature line for the judge. Leave the judge’s signature line blank.

For example, Carlos Rivera prepares Form 25.1 listing the new due date of 03/14/2026 and files it stapled behind his Form 25.0.

A nuance is the partial grant. A judge may write a different date on the Entry than the one requested. Always check the signed Entry when it returns.

The most common mistake is forgetting Form 25.1 entirely. Without it, the judge has nothing to sign and the application may sit untouched.

A misconception is that the judge will draft the Entry. Ohio probate judges almost never draft entries — that work belongs to the fiduciary or counsel.

Three Filled-Out Examples Using Real Scenarios

Below are three full walkthroughs based on the most common reasons Ohio fiduciaries file Form 25.0. Each follows one named filer through the major fields of the form.

Scenario 1: Maria Lopez — House Has Not Sold (Franklin County)

Form Section What Maria Enters
County and Case Number FRANKLIN, 2025 ES 045678
Estate Caption IN THE MATTER OF THE ESTATE OF ANTONIO LOPEZ, DECEASED
Section 1 — Fiduciary The fiduciary, Maria Lopez, applies to the Court…
Section 2 — What is extended Account
Section 3 — Original due date 09/14/2025
Section 3 — New date requested 03/14/2026
Section 4 — Reason Sole asset is real property at 123 Maple St., Columbus. Two offers failed financing. New offer pending; closing expected 02/15/2026.
Section 6 — Notice Waivers attached from both adult children
Signature Maria Lopez, 456 Oak Ln., Columbus, OH 43215, (614) 555-0143

Scenario 2: Carlos Rivera — Pending Wrongful-Death Settlement (Cuyahoga County)

Form Section What Carlos Enters
County and Case Number CUYAHOGA, 2025 EST 0123456
Estate Caption IN THE MATTER OF THE ESTATE OF ELENA RIVERA, DECEASED
Section 1 — Fiduciary The fiduciary, Carlos Rivera, applies…
Section 2 — What is extended Final account
Section 3 — Original due date 09/14/2025
Section 3 — New date requested 03/14/2026
Section 4 — Reason Wrongful-death action pending in Cuyahoga C.P. Case No. CV-25-987654; mediation scheduled 11/12/2025.
Section 5 — Status Assets collected $42,300; debts paid $11,800; awaiting settlement proceeds.
Section 6 — Notice Notice mailed to all next-of-kin per Loc.R. 61
Signature Carlos Rivera, 789 Lake Rd., Cleveland, OH 44114

Scenario 3: Janet Pierce — Will Contest Pending (Hamilton County)

Form Section What Janet Enters
County and Case Number HAMILTON, 2025 EST 78901
Estate Caption IN THE MATTER OF THE ESTATE OF HAROLD PIERCE, DECEASED
Section 1 — Fiduciary The fiduciary, Janet Pierce, applies…
Section 2 — What is extended Account
Section 3 — Original due date 10/01/2025
Section 3 — New date requested 04/01/2026
Section 4 — Reason Will contest filed under R.C. 2107.71, Case No. 2025 CIV 5544; trial set for 02/10/2026.
Section 5 — Status Assets inventoried at $612,000; debts paid $48,200; distribution stayed pending contest.
Section 6 — Notice Notice given to all heirs at law and named beneficiaries
Signature Janet Pierce, 321 Elm St., Cincinnati, OH 45202

How to File the Completed Form

Ohio probate courts accept Form 25.0 by three channels: in person at the clerk’s window, by mail, and through county e-filing portals. Each channel has its own fee, processing time, and proof-of-filing.

In Person. Bring two copies of Form 25.0 and Form 25.1 to the probate clerk’s window. The clerk stamps both copies, keeps the original, and returns one stamped copy to you as proof of filing. Filing fees are paid by cash, check, or money order, and many counties also accept debit cards. In Franklin County, the fee is $25 at the clerk’s office at 373 South High Street, 22nd Floor. Expected judicial review is 3 to 10 business days.

By Mail. Mail two copies plus a self-addressed stamped envelope to the probate clerk. Include a check made payable to the probate court. The mailing address for the Cuyahoga County Probate Court is 1 Lakeside Avenue, Room 121, Cleveland, OH 44113. Fees are typically $15 to $25. The clerk mails back a date-stamped copy as proof. Expect 10 to 20 business days from mailing to ruling.

E-Filing. Larger counties offer electronic filing. Franklin County uses its eFile portal, Cuyahoga uses Cuyahoga eFile, and Hamilton uses its own E-Filing system. Upload Form 25.0 and Form 25.1 as separate PDFs, pay the fee by credit card or e-check, and download the file-stamped copies. Processing is fastest on this channel — usually 2 to 7 business days.

Whichever channel you use, keep your file-stamped copy and the signed Entry in the estate’s permanent records. The signed Form 25.1 is your protection against any later claim that you missed the deadline.

What Happens After You File

Once the clerk dockets the application, it is routed to the assigned probate judge or magistrate. In most counties, an unopposed extension is granted on the papers without a hearing under Sup.R. 78.

You will receive the signed Form 25.1 Entry Extending Administration by mail or through the e-filing portal. Read the signed Entry carefully — the judge may grant a shorter extension than you requested, and that shorter date is your new deadline.

If a beneficiary objects or the judge has questions, the court schedules a hearing. You must appear in person or by counsel and be ready to explain why the extension is needed. Bring documentation: real estate listings, settlement correspondence, IRS notices, or court filings from related cases.

If the application is denied without prejudice, you can refile with stronger facts. If it is denied with prejudice or you ignore the deadline, the court can issue a citation under R.C. 2109.31, remove you as fiduciary, and surcharge your bond for any losses.

Mistakes to Avoid When Filling Out the Form

  • Vague reason for extension. Writing “more time needed” gets the application denied or set for hearing.
  • Wrong case number. Using a tax-bill number or a probate magistrate’s reference number sends the filing to the wrong docket.
  • Missing Form 25.1. The judge has nothing to sign and the file sits idle.
  • Requested date already passed. Pick a date at least 60 days from filing.
  • Unsigned application. A missing fiduciary signature voids the filing under R.C. 2109.02.
  • Skipping notice in counties that require it. Cuyahoga and several other counties bounce the filing without proof of service.
  • Stale revision date. Older versions of Form 25.0 are rejected by clerks who follow the 1/1/2024 standard.
  • Filing in the wrong county. Probate jurisdiction follows the decedent’s domicile, not the location of property.
  • Incorrect filing fee. Underpayment causes the clerk to hold the filing until the balance is paid.
  • Forgetting co-fiduciary signature. Both fiduciaries must sign or the form is treated as unsigned.
  • Mixing inventory and account extensions. Each deadline requires its own request and its own narrative.
  • Confusing IRS Form 706 deadline with the probate account deadline. Form 25.0 does not extend federal tax filings.

Do’s and Don’ts

Do’s

  • Do download the form fresh from the Supreme Court of Ohio forms page so you have the current 1/1/2024 revision and avoid clerk rejection.
  • Do file Form 25.1 with Form 25.0 every time, because the judge cannot grant an extension without a proposed Entry.
  • Do attach waivers from beneficiaries when possible, because unanimous waivers cut the path to a hearing.
  • Do request a specific new date, because vague requests trigger denials without prejudice.
  • Do keep your file-stamped copies, because they are your shield if the deadline is later questioned.
  • Do calendar the new closing date the same day you receive the signed Entry, because missed extended deadlines are treated more harshly than the first miss.

Don’ts

  • Don’t wait until the last week before your deadline, because the judge needs time to rule and a late filing exposes you to citation.
  • Don’t use vague language like “administrative delays,” because judges read this as fiduciary inattention.
  • Don’t ask for more than 6 months at once, because most counties cap each extension at 180 days.
  • Don’t sign for a co-fiduciary, because each fiduciary must sign personally under R.C. 2109.02.
  • Don’t skip Section 5 status information, because the court uses it to decide whether the request is reasonable.
  • Don’t assume your county follows the standard form exactly, because many counties add local cover sheets or affidavits.

Pros and Cons of Filing on Your Own vs. With Help

Pros of Filing Pro Se

  • You save legal fees, which typically run $250 to $750 for a single Form 25.0 extension.
  • You stay close to the facts of the estate, which makes the Section 4 narrative stronger.
  • You gain practical knowledge that helps with later filings like Form 13.0 and Form 9.0.
  • You set your own filing pace and do not wait on counsel’s calendar.
  • You build a direct relationship with the probate clerk, which speeds future questions.

Cons of Filing Pro Se

  • You are personally liable for missed deadlines, even when caused by your own filing errors.
  • You may miss county-specific local rules that an attorney would catch automatically.
  • You risk a denial that triggers a citation, which can lead to removal and surcharge.
  • You absorb the time cost of learning probate procedure on a deadline.
  • You have no buffer between you and unhappy beneficiaries who blame the fiduciary for delays.

FAQs

Do I have to file Form 25.0 if all beneficiaries agree to wait?

Yes. Beneficiary consent does not extend the statutory deadline. The fiduciary must still file Form 25.0 to comply with R.C. 2109.301.

Can I file Form 25.0 after the deadline has passed?

Yes. Late filing is allowed but risky. The court can still grant the extension, but you may face a citation, a hearing, and possible surcharge for any losses caused by the delay.

Is there a filing fee for Form 25.0?

Yes. Fees range from about $5 in small counties to $25 in Franklin and Cuyahoga. Always confirm with the clerk before filing.

How many extensions can I get?

Yes, multiple extensions are allowed. Most judges grant up to four six-month extensions before requiring a hearing on why the estate remains open.

Do I need an attorney to file Form 25.0?

No. Pro se fiduciaries file Form 25.0 every day in Ohio probate courts. Court staff cannot give legal advice but can confirm the form is complete.

Do I write the original due date or the appointment date in Section 3?

No, not the appointment date. Section 3 wants the due date for the account, which is six months after appointment for the first extension.

Should I check “account” or “inventory” in Section 2 if both are late?

No to checking both. File two separate Form 25.0 applications, one for each deadline, so the docket entries match the requested relief.

Do I list co-fiduciaries’ addresses separately in the signature block?

Yes. Each co-fiduciary lists their own address, phone, and email. The court mails orders to both fiduciaries.

Can I e-sign Form 25.0?

Yes, in counties with e-filing portals like Franklin and Cuyahoga. Smaller counties still require wet-ink signatures, so check before submitting.

Does Form 25.0 extend the federal estate tax deadline?

No. The IRS Form 706 deadline is extended only on IRS Form 4768, which is filed with the IRS, not the probate court.

What happens if my extension is denied?

No action is automatic. The court may set a hearing, issue a citation, or order an immediate accounting. Refile quickly with stronger facts to avoid removal.

Do I need to give notice of the extension to creditors?

No, in most counties. Notice is generally limited to beneficiaries and heirs unless local rules like Cuyahoga Loc.R. 61 say otherwise.

Should I write my maiden name or married name in the fiduciary signature block?

Yes, use whichever name appears on your Letters of Authority. Consistency between the Letters and Form 25.0 prevents docket confusion.

Can the judge grant a shorter extension than I requested?

Yes. Read the signed Form 25.1 carefully. The date the judge writes — not the date you requested — is your new binding deadline.