A Pro Hac Vice Verified Statement is the sworn document an out-of-state attorney files to gain permission to appear “for this one occasion” in a state where the lawyer is not licensed, and it must be sworn true under oath and paired with a local sponsoring attorney. The phrase pro hac vice is Latin for “for this occasion,” and it lets a lawyer join a single case in another jurisdiction without committing the unauthorized practice of law.
The trouble starts when a lawyer treats this filing like a simple cover sheet. A blank good-standing certificate, a missed prior-application disclosure, or an unsigned verification block can stall a case for weeks, draw a disciplinary inquiry, or void an appearance the day before a hearing. In Illinois, for example, the Rule 707 verified Statement carries a flat $250 fee per proceeding, and many states run filing fees of $250 to $505 per case, so an error here is rarely cheap.
Here is what you will learn in this guide:
- 📋 What the verified Statement is, who must file it, and the rule that requires it
- 🖊️ How to complete every field line by line, with exact box names and sample entries
- 📎 Which attachments and certificates of good standing you must gather before you start
- ⚖️ Three full walkthroughs using real fact patterns, from a commercial litigator to a pro bono lawyer
- 🚫 The field-level mistakes that get appearances revoked and how to avoid each one
What the Form Is and Who Must File It
The Pro Hac Vice Verified Statement is a sworn filing in which an out-of-state lawyer asks a state court or agency for temporary permission to represent a client in one specific case. Under the ABA Model Rule on Pro Hac Vice Admission, an “out-of-state” lawyer is a person not admitted in the forum state but admitted and in good standing somewhere else in the United States. The word verified means the lawyer signs under oath, so a false answer is not a clerical slip; it is a sworn misstatement to the court.
Most states model their rule on the ABA template, but the exact name of the document changes by jurisdiction. Illinois calls it a “verified Statement” under Supreme Court Rule 707, California uses a “verified application” under Rule of Court 9.40, and West Virginia ties the verified statement to its Rule 8. The filer is almost always the out-of-state attorney, though a paralegal often drafts it and a local sponsoring attorney must sign on alongside.
Three parties touch this filing in every state. The out-of-state lawyer who wants to appear is the applicant. The in-state lawyer in good standing who agrees to sponsor and remain responsible to the client is the local counsel. The court clerk and the state’s lawyer regulatory authority, such as the Illinois ARDC, receive and review the document. Without the local sponsor, the Statement is dead on arrival.
A common misconception is that this filing lets a lawyer “practice” in the new state. It does not. It authorizes appearance in one named proceeding only, and an appeal of that same case counts as a separate proceeding that needs its own filing.
Before You Start: Documents and Information You Need
Gather every item below before you open the form, because a single missing attachment is the top reason these filings bounce back. The verification block and the good-standing certificates are the two pieces lawyers most often forget, and either gap stops the filing cold.
- Your full legal name as licensed. The name must match your bar records exactly; a nickname or middle-initial mismatch can trigger a verification hold.
- All office addresses, phone numbers, and email addresses. The court and the regulator use these to serve notices, and an old address means you miss deadlines.
- A certificate or letter of good standing from every jurisdiction where you are admitted. Most states require one per jurisdiction, dated within a recent window, and a stale or missing certificate is an automatic rejection.
- Your bar or license number in each jurisdiction. The regulator cross-checks these numbers, and a wrong digit reads as a false statement.
- A list of every pro hac vice application you filed in this state in the past two years. This shows you are not using the rule as a back door to regular practice.
- Your disciplinary, contempt, and sanction history for the last five years. You must disclose it even if charges were dropped, and hiding it is itself sanctionable.
- The sponsoring local attorney’s name, address, bar number, and written consent. Without an active in-state sponsor of record, the filing fails.
- The filing fee and an accepted payment method. Fees commonly run $250 to $505 per case, and an unpaid fee voids the appearance.
- The exact case caption and docket number. The Statement attaches to one named proceeding, and a wrong docket number files you into the wrong case.
If any single item is missing when you file, the clerk can reject the Statement or the regulator can flag it for inquiry, and your client loses days while you refile.
Where to Get the Form and How to Access It
The verified Statement is not one nationwide PDF; you pull it from the forum state’s court or bar website. In Illinois, the form and instructions live on the ARDC Rule 707 page, while California posts a sample on the State Bar’s pro hac vice page. Always confirm you have the current revision, because rules change; Illinois Rule 707 was last amended effective February 1, 2018.
Many states now route the filing through an online portal rather than a paper form. West Virginia requires out-of-state lawyers to register at mywvbar.org and submit the whole package electronically, and California accepts the fee and copy through its Applicant Portal. Other states still allow a fillable PDF filed with the court clerk plus a mailed copy to the bar.
If you cannot find the form, search the state’s highest-court rules for “pro hac vice” or “verified statement,” then look for the rule number that governs out-of-state appearances. The official rule text, such as the full Rule 707 PDF, lists every required field in its Appendix or subsection, so the rule itself doubles as a checklist when no template exists.
A misconception worth killing early is that a federal court filing uses the same form. It does not. The ABA Model Rule states it does not govern federal court proceedings unless that court adopts it, so a federal matter uses that district’s local rules instead.
Step-by-Step: How to Fill Out the Verified Statement Line by Line
The fields below track the ABA Model Rule Appendix A and the Illinois Rule 707(d) Statement, which together cover what nearly every state asks. Complete them in order, and treat each box as sworn testimony rather than paperwork.
Field 1: Applicant’s Name and Contact Information
This field asks for your full legal name and every address, phone number, and email from which you practice law. Enter your name exactly as it appears on your primary bar license, in all caps if the form uses caps, and list each office where you work. Jordan A. Reyes writes JORDAN A. REYES, with a Dallas office address, a 214 phone number, and jreyes@firm.com.
If you practice from more than one office, list them all rather than picking one, because the regulator wants every point of contact. The most common mistake here is using a residential or outdated address, which means service of court notices never reaches you and you blow a response deadline. Many lawyers wrongly believe a single “main office” entry is enough, but the rule asks for all offices from which you practice.
Field 2: Client Name and the Party You Represent
This field asks who you represent in the case. Enter the full legal name of each client and identify whether the client is a plaintiff, defendant, petitioner, or respondent. Reyes writes “Northgate Logistics, Inc., Defendant” because that matches the case caption exactly.
If you represent more than one party, name each one, and if a client is a business, use its registered corporate name, not a trade name. The frequent error is naming the wrong party role, which creates a conflict between your Statement and the caption and forces the clerk to kick it back. People often assume the client name can be informal, but the regulator matches it against the case record, so a mismatch reads as an error.
Field 3: Jurisdictions Where You Are Admitted
This field asks for every U.S. or foreign jurisdiction where you hold a law license, the full name you used to gain admission, your bar or license number in each, and the dates of admission. List each jurisdiction on its own line and attach a letter or certificate of good standing for each, except federal courts and agencies. Reyes lists “Texas, Bar No. 24011223, admitted 11/02/2009” and “New York, Reg. No. 4567890, admitted 06/15/2012,” attaching a good-standing letter for each.
If you were admitted under a former name, such as a maiden name, disclose that prior name so the records line up. The biggest mistake on this field is attaching only one good-standing certificate when you list several jurisdictions, which is an automatic rejection in states like Illinois. A widespread misconception is that a recent admission “speaks for itself,” but the regulator requires the dated certificate as separate proof.
Field 4: Prior Pro Hac Vice Applications in This State
This field asks you to list every proceeding in which you filed a pro hac vice appearance in this state, usually within the current calendar year or the preceding two years, with the date and outcome of each. Enter the case caption, court, docket number, and date for each prior filing, or write “None” if you have filed no others. Reyes writes “None in the current calendar year” because this is her first Illinois appearance this year.
If you have filed several, list them all, because Illinois caps out-of-state appearances at five other proceedings per calendar year under Rule 707, and the sixth is barred. The common error is leaving this blank instead of writing “None,” which makes the clerk wonder whether you skipped it. Many lawyers wrongly think old applications from prior years do not matter, but courts use this disclosure to spot a lawyer slipping into regular in-state practice.
Field 5: Disciplinary, Sanction, and Denial History
This field asks whether, within roughly the last five years, you have been denied or had pro hac vice admission revoked, been disciplined or sanctioned, or had a formal disciplinary proceeding brought against you. Answer yes or no, and if yes, describe the allegation, the authority involved, the case caption, the date, the findings, and attach a certified copy of any written order. Reyes checks “No” to each item and signs, while a different lawyer with a 2022 reprimand would describe it in full and attach the order.
If a matter ended in your favor, you still disclose it and note the exoneration, because the duty is to report the proceeding, not just the punishment. The gravest mistake on this field is omitting a closed or dismissed matter, since the verification makes that omission a sworn falsehood that can end your appearance and trigger discipline. A dangerous misconception is that expunged or private discipline need not be reported, but the rule reaches “formal” proceedings regardless of how quietly they resolved.
Field 6: Contempt and Court Sanction History
This field asks whether any court has held you in contempt or sanctioned you in a written order within the last five years for disobeying its rules or orders. Answer yes or no, and if yes, give the nature of the allegation, the court, the date, the caption, and the substance of the ruling, attaching the written order or transcript. Reyes checks “No,” while a litigator sanctioned for a discovery violation would attach the sanctions order and summarize it in two sentences.
If the sanction is on appeal, disclose it anyway and note the pending status, because the question asks about the order, not its finality. The common mistake is treating a routine fee-shifting order as not worth mentioning, when the rule wants every formal contempt or sanction. Lawyers often misbelieve that a monetary sanction is not “real” discipline, but courts read a nondisclosure here as a candor problem.
Field 7: Statement Submitting to Disciplinary Authority
This field asks you to state that you submit to the disciplinary authority of the forum state’s highest court for any conduct tied to this case. You confirm this by signing the prewritten averment, which is often a checkbox or a single sentence you adopt. Reyes signs beneath the line “I submit to the disciplinary authority of the Supreme Court of Illinois.”
There is rarely anything to fill in beyond confirming you read and accept it, but skipping it is fatal because it is the consent that lets the state regulate you. The mistake here is leaving the box unchecked, which means the court has no jurisdictional hook and can deny the appearance. Some lawyers assume their home-state license shields them from forum discipline, but signing this field waives exactly that argument.
Field 8: Familiarity With the Forum’s Rules
This field asks you to affirm that you have read and will comply with the forum state’s rules of professional conduct, court rules, and local procedures as if you were admitted there. You adopt the averment by signing it; no narrative is needed. Reyes signs the line stating she has undertaken to comply with the Illinois Rules of Professional Conduct and Supreme Court Rules.
If the case is before a specialized agency, read that tribunal’s local rules too, because the affirmation covers them. The common error is signing without actually reading the forum’s conduct rules, which leaves you exposed when a local rule differs from your home state’s. A misconception is that “lawyers’ rules are the same everywhere,” but conflict, advertising, and trust-account rules vary enough to matter.
Field 9: Sponsoring In-State Attorney
This field asks for the name, business address, phone number, email, and bar number of the active in-state lawyer in good standing who sponsors your request and appears of record with you. Enter the local lawyer’s full details and confirm that lawyer has agreed to remain responsible to the client. Reyes lists “Local counsel: Dana Whitfield, ARDC No. 6299100, 200 W. Madison St., Chicago,” and Whitfield files her own appearance.
If your usual local contact is not in good standing, you must find another sponsor, because an inactive or suspended sponsor invalidates the filing. The most damaging mistake is naming a local lawyer who never actually files an appearance, since the rule requires the in-state lawyer to be of record and active in the matter. Lawyers often think the sponsor is a formality, but in most states the local lawyer stays ultimately responsible to the client for the whole proceeding.
Field 10: Verification, Signature, and Date
This field is the sworn oath that everything above is true, signed and dated by you, sometimes before a notary. Sign your legal name, print it beneath, enter the date in the format the form uses, and have the signature notarized if the state requires it. Reyes signs, prints “Jordan A. Reyes,” writes the date as 06/02/2026, and a notary completes the jurat where required.
If your state files electronically, the e-signature block replaces the wet signature, but the oath still binds you. The classic mistake is filing an unsigned or undated Statement, which renders the entire document a nullity that the clerk cannot accept. Many lawyers wrongly think the verification is a closing courtesy, but it is what converts your answers into sworn testimony and exposes a false entry to perjury and discipline.
Field 11: Certificate of Service
This field asks you to certify that you served the completed Statement on everyone entitled to notice, including the regulator, your client, local counsel, and all parties who have appeared. List each person or office served, the method, and the date, then sign the certificate. Reyes certifies she emailed the Statement to the ARDC, mailed it to opposing counsel, and served local counsel, all on 06/02/2026.
If a party has multiple counsel of record, serve each one, because missing a single party can void the appearance. The frequent error is serving the court but forgetting the lawyer regulatory authority, which Illinois and the ABA Model Rule both require. A misconception is that filing with the clerk equals service, but service on the regulator and the parties is a separate, mandatory step.
Three Filled-Out Examples Using Real Scenarios
The three scenarios below show how different lawyers complete the same Statement. Each follows one named filer through the major sections.
Scenario 1: Jordan Reyes, a commercial litigator joining one Illinois case
| Form Section | What Jordan Reyes Enters |
|---|---|
| Applicant name and contact | JORDAN A. REYES, Dallas office, 214 phone, jreyes@firm.com |
| Client and party | Northgate Logistics, Inc., Defendant |
| Jurisdictions admitted | Texas (2009), New York (2012), with a good-standing letter for each |
| Prior PHV applications this year | None |
| Disciplinary/sanction history | No to all items |
| Submit to disciplinary authority | Signed averment for the Supreme Court of Illinois |
| Sponsoring in-state attorney | Dana Whitfield, ARDC No. 6299100, Chicago |
| Verification and date | Signed, dated 06/02/2026 |
| Fee | $250 per proceeding to the ARDC |
Scenario 2: Priya Menon, who has filed several appearances and nears the cap
| Form Section | What Priya Menon Enters |
|---|---|
| Applicant name and contact | PRIYA R. MENON, Boston office, 617 phone, pmenon@firm.com |
| Client and party | Atlas Devices LLC, Plaintiff |
| Jurisdictions admitted | Massachusetts (2008), with good-standing letter attached |
| Prior PHV applications this year | Lists four prior 2026 Illinois proceedings with captions and dates |
| Disciplinary/sanction history | No to all items |
| Submit to disciplinary authority | Signed averment |
| Sponsoring in-state attorney | Marcus Hale, ARDC No. 6312455, Springfield |
| Verification and date | Signed, dated 06/02/2026 |
| Cap check | Fifth proceeding allowed; a sixth would be barred under Rule 707 |
Scenario 3: Aisha Coleman, a pro bono lawyer with a prior sanction to disclose
| Form Section | What Aisha Coleman Enters |
|---|---|
| Applicant name and contact | AISHA T. COLEMAN, Atlanta office, 404 phone, acoleman@legalaid.org |
| Client and party | J. Doe, indigent Defendant |
| Jurisdictions admitted | Georgia (2015), with good-standing letter attached |
| Prior PHV applications this year | None |
| Disciplinary/sanction history | Yes; describes a 2023 discovery sanction and attaches the order |
| Submit to disciplinary authority | Signed averment |
| Sponsoring in-state attorney | Ruth Alvarez, ARDC No. 6298777, Chicago |
| Verification and date | Signed, dated 06/02/2026 |
| Fee | $0; exempt as nonprofit legal services in a civil case |
How to File the Completed Form
Filing the verified Statement usually means three moves at once: file with the court clerk, serve the regulator and parties, and pay the fee. The exact channel depends on the state, so confirm before you file.
- Online portal. West Virginia routes everything through mywvbar.org, where you log in, open a new pro hac vice case, attach the files, add local counsel, and pay by card or check; keep the emailed receipt as proof of filing. Processing is typically immediate on submission.
- E-service to the regulator. Illinois lets you serve the Statement on the ARDC by email to Rule707@iardc.org and pay the $250 per-proceeding fee at the same time, with paper copies optional; save the sent email and payment confirmation. The appearance is effective on filing, not on a later order.
- Court clerk filing. You file the Statement, your local counsel’s appearance, and proof of service with the clerk of the court where the case sits, by the court’s e-filing system or in person; the clerk’s stamped copy is your proof. Fees here are set by the court.
- Mail to the bar. California requires a copy of the application and the fee sent to the State Bar through its Applicant Portal in addition to the court filing; commonly the bar fee is around $500. Keep the portal confirmation and a copy of the check.
Whatever the channel, keep dated proof of every step, because if the appearance is later challenged you must show you served the regulator, the client, local counsel, and all parties.
What Happens After You File
In rule-based states like Illinois, permission is automatic the moment you file the verified Statement and local counsel files an appearance, so you may begin work without a court order. The ARDC then conducts a back-end inquiry into your Statement, and you must respond quickly to any request for information. Your permission lasts for the whole proceeding unless it is terminated.
In states that follow the ABA discretionary model, the court reviews your application and ordinarily grants it unless it finds a problem, such as a risk to the fair administration of justice or a pattern of appearances amounting to regular practice. A party or the regulator may object by filing a verified affidavit, and the court can deny, condition, or later revoke your admission.
After you are in, your duties continue. In Illinois you must register with the ARDC within 30 days and report any new disciplinary matter, criminal conviction, or address change, and you must report when your work in the case ends. A misconception is that admission is permanent for the case no matter what; in fact, inaccuracies in the Statement, the loss of your active local sponsor, or failure to pay the fee are all grounds to terminate your permission.
Mistakes to Avoid When Filling Out the Form
Each error below has a direct, specific consequence, and most trace back to a single rushed field.
- Attaching one good-standing certificate while listing several jurisdictions; the filing is rejected outright.
- Using an outdated or home address in the contact field; you miss served court notices and blow deadlines.
- Leaving the prior-applications field blank instead of writing “None”; the clerk treats it as an incomplete filing.
- Omitting a dismissed or expunged disciplinary matter; the verification turns the omission into a sworn falsehood.
- Naming a local sponsor who never files an appearance; the appearance is invalid for lack of active in-state counsel.
- Filing a sixth Illinois proceeding in one calendar year; Rule 707 bars it and the Statement fails.
- Forgetting to serve the lawyer regulatory authority; the appearance can be voided for defective service.
- Filing an unsigned or undated verification; the document is a legal nullity the clerk cannot accept.
- Skipping the notary jurat where the state requires it; the Statement is rejected for improper verification.
- Misnaming the client or party role so it does not match the caption; the clerk kicks the filing back.
- Failing to pay the per-proceeding fee; the permission to appear is void.
- Entering a wrong bar or license number; the regulator reads the mismatch as a false statement.
Do’s and Don’ts
Do’s
- Do read the forum state’s professional conduct rules before signing the familiarity averment, because you are bound by them.
- Do gather every good-standing certificate first, since missing one is the top rejection reason.
- Do write “None” rather than leave disclosure fields blank, so the clerk sees you answered.
- Do confirm your local sponsor is active and in good standing before naming them.
- Do keep dated proof of filing, service, and payment for every channel you used.
- Do disclose closed or dismissed discipline, because the duty covers the proceeding itself.
Don’ts
- Don’t reuse an old Statement without updating the prior-applications and disciplinary fields, since stale answers become false ones.
- Don’t assume one Statement covers an appeal; the appeal is a separate proceeding needing its own filing.
- Don’t use a trade name for a corporate client, because the regulator matches the registered name.
- Don’t skip serving the regulator, as that step is mandatory in most states.
- Don’t file before your local counsel is ready to enter an appearance, or the filing is incomplete.
- Don’t guess at fees; confirm the per-proceeding amount, which often runs $250 to $505.
Pros and Cons of Filing on Your Own vs. With Local Counsel’s Help
In nearly every state you cannot truly file “alone,” because a local sponsor is required, but you can choose how much of the drafting and coordination you handle yourself.
Pros of handling the drafting yourself
- You control the disclosures directly, which lowers the risk of a miscommunicated disciplinary history.
- You save the cost of having local counsel draft the whole package.
- You learn the forum’s rules firsthand, which helps you for the rest of the case.
- You can move fast in rule-based states where permission is automatic on filing.
- You keep direct ownership of proof of service and payment records.
Cons of handling the drafting yourself
- You may miss a local quirk, such as a notary requirement, that a local lawyer would catch.
- You still depend entirely on an active in-state sponsor, so solo drafting does not remove that step.
- A mistake on a sworn field exposes you personally to discipline, not just delay.
- You carry the burden of tracking the appearance cap and renewal duties yourself.
- You may overlook state-specific fee routing, voiding the appearance for nonpayment.
Pro Hac Vice Verified Statement vs. Full Bar Admission
| Verified Statement (Pro Hac Vice) | Full Bar Admission |
|---|---|
| Authorizes one named proceeding only | Authorizes general practice in the state |
| Requires an in-state sponsoring attorney of record | No sponsor required once admitted |
| Filed per case, often with a per-proceeding fee | One-time admission process and dues |
| Permission can end when the case ends | License continues until lapse or discipline |
| No bar exam needed, just good standing elsewhere | Usually requires exam or reciprocity |
FAQs
Do I need a local attorney to file this Statement?
Yes. Nearly every state, including under the ABA Model Rule and Illinois Rule 707, requires an active in-state lawyer in good standing to sponsor you and appear of record alongside you.
Can one Statement cover both the trial and the appeal?
No. An appeal is treated as a separate proceeding, so you must file a new verified Statement and pay another fee for the appellate matter.
Do I write my current name or my admission name in the jurisdictions field?
Yes, disclose both; enter your current legal name and also the full name under which you were admitted in each jurisdiction if it differs, so records match.
Must I disclose a disciplinary matter that was dismissed?
Yes. The duty is to report the formal proceeding within the lookback period and note the outcome, including exoneration; omitting it is a sworn falsehood.
Do I list “None” if I have filed no prior pro hac vice applications?
Yes. Write “None” in the prior-applications field rather than leaving it blank, so the clerk sees you answered the question.
Is there a limit on how many cases I can appear in?
Yes in many states; Illinois bars a sixth proceeding in one calendar year under Rule 707, and other states watch for appearances that amount to regular practice.
Do I need to get the Statement notarized?
No, not in every state, but where the form includes a jurat you must have it notarized; an e-signature block replaces the notary in many electronic-filing states.
Can a paralegal complete the form for me?
Yes, a paralegal may draft it, but you the applicant must sign the verification under oath, because the sworn statement binds you personally.
Do I serve the form on the disciplinary authority or just the court?
Yes, you serve the lawyer regulatory authority too; states like Illinois require service on the ARDC in addition to filing with the court and serving the parties.
Is the filing fee refundable if my appearance is denied?
No. The pro hac vice fee, such as Illinois’s $250 per proceeding, is nonrefundable, so you do not get it back if the application is rejected.
Can I start working on the case before a judge signs an order?
Yes in rule-based states like Illinois, where permission is automatic upon filing the Statement and local counsel’s appearance; discretionary states require a court order first.
Am I exempt from the fee if I am doing pro bono work?
Yes in many states; the ABA Model Rule and Illinois both exempt lawyers in nonprofit legal services civil cases and appointed counsel for indigent defendants from the fee.
Do I report a contempt order that is still on appeal?
Yes. Disclose it and note the pending appeal, because the question asks about the written order itself, not whether it has become final.
Related reading
- How to Fill Out Florida Bar Pro Hac Vice Verified Motion (w/Examples) + FAQs
- How to Fill Out Texas Bar Pro Hac Vice Application (w/Examples) + FAQs
- How to Fill Out Pennsylvania Pro Hac Vice Application (w/Examples) + FAQs
- How to Fill Out the Massachusetts Registration Statement for Pro Hac Vice Attorneys (w/ Examples) + FAQs
- How to Fill Out the Massachusetts Pro Hac Vice Verified Statement (w/Examples) + FAQs
- How to Fill Out Georgia Pro Hac Vice Application (GA) (w/Examples) + FAQs
- How to Fill Out the State Bar of Arizona Annual Registration + FAQs