The Washington WSBA Pro Hac Vice application is the request an out-of-state lawyer files to win permission to appear in one specific Washington court case without holding a full Washington license. It runs under Admission and Practice Rule 8(b), and it pairs a written motion filed with the court with a fee paid to the Washington State Bar Association.
Getting it wrong can stall your case for weeks, because the judge can refuse the motion and force you to refile, and your Washington co-counsel shares the legal risk for every error. As of the Nov. 3, 2025 update, the WSBA no longer accepts paper applications, the fee is $488 per lawyer per case, and bank card payments add a 2.5% transaction charge. Here is what you will learn:
- 📝 How to complete every field on the coversheet, the motion, and the proposed order without tripping a court rejection.
- 💵 How the $488 fee works, when it doubles, and which three exceptions waive it.
- ⚖️ Why your associated Washington lawyer is the true lawyer of record and what that means for you.
- 🚫 The field-level mistakes that get motions denied, plus the consequence of each one.
- 🏛️ How to file across superior, district, municipal, and appellate courts, and how federal courts differ.
What the Pro Hac Vice Application Is and Who Must File It
Pro hac vice is Latin for “for this occasion,” and in Washington it lets a lawyer licensed in another U.S. state, territory, or the District of Columbia appear in a single Washington court action. The authority comes from APR 8(b), which the Washington Supreme Court adopts and the WSBA administers. The rule grants only a limited, case-specific privilege, so it does not make you a member of the Washington Bar and it does not let you take on other Washington clients.
You must file if you are an active, in-good-standing lawyer from another jurisdiction and you want to appear in a Washington municipal, district, superior, or appellate court for one matter. The WSBA states plainly that current WSBA members, regardless of status, are not eligible to apply. A suspended or inactive Washington lawyer cannot use this path as a shortcut back into practice.
Two players carry the load. The out-of-state applicant completes the online application and signs the certification, while the associated Washington lawyer files the motion with the court and serves as the lawyer of record responsible for the case. The WSBA itself does not approve, deny, or file these motions; only the court decides. The WSBA simply collects the fee and keeps a public record of the application.
The privilege is narrow and revocable. A judge may refuse the motion and must state reasons, and the court can later revoke admission if you violate Washington’s Rules of Professional Conduct. This is why every field on the form must match your true credentials and the exact case.
Before You Start: Documents and Information You Need
Gathering your details before you open the online portal saves you from a half-finished application that times out. Each item below maps to a field you will fill, and a missing piece can delay or doom the motion.
- Your full legal name as licensed. The court and WSBA cross-check this against your home-state bar record, and a nickname or mismatch can cast doubt on your good standing.
- Your home-state bar number and state of license. This proves you are an active member; an inactive or wrong number signals you do not qualify under APR 8(b).
- Proof of good standing. Many judges expect a certificate of good standing from your home state, and without it the court may continue the hearing.
- Your employer name, business address, phone, and email. These identify you on the coversheet, and an outdated address can misroute your WSBA receipt.
- The associated Washington lawyer’s name, WSBA bar number, and contact details. The motion fails on its face without an active Washington lawyer of record.
- The exact case caption, case number, and court name. A wrong case number can attach your motion to the wrong file or get it rejected by the clerk.
- A list of your prior Washington pro hac vice admissions. Courts watch for lawyers who appear so often they should simply seek full admission.
- Payment method for the $488 fee. A check avoids the 2.5% card surcharge, while a card pays faster; missing payment stops the WSBA from logging your application.
- The correct form motion and proposed order for your court level. Using a superior court form for an appellate matter invites rejection.
Set aside time for your Washington co-counsel to review everything. Because that lawyer is jointly responsible for the fee and the conduct of the case, they should see the draft motion before it goes to the court.
Where to Get the Form and How to Access It
The application now lives entirely online. You start at the WSBA online registration page, click the Pro Hac Vice button, complete the application, and upload your required PDFs. The WSBA confirms it is no longer accepting paper applications, so a mailed packet will not be processed the way it once was.
You also need the official court forms. The WSBA hosts a set of form motions with proposed orders for each Washington court level, listed in the right column of its Pro Hac Vice page. Pick the version that matches your court, because a superior court e-file order differs from a court of appeals order. The coversheet that travels with the fee is the Coversheet for APR 8(b), and it states the $488 amount and the WSBA mailing address at 1325 4th Ave., Ste. 600, Seattle, WA 98101-2539.
Always read APR 8(b) before you draft anything. The rule controls every field, and the WSBA links it at the top of its instructions for that reason. Because rules and fees change, confirm the figures on the live page before you pay.
A quick note on what is not covered here. Federal courts in Washington run their own pro hac vice systems, and administrative hearings or arbitrations may not require pro hac vice at all. Confirm with the hearing officer or arbitration provider before you assume the state process applies.
Step-by-Step: How to Fill Out the WSBA Pro Hac Vice Application Line by Line
This section walks through the coversheet, the motion, the certification, and the proposed order in the order you complete them. Follow the exact field labels printed on the official forms, and treat every box as if a clerk will scan it for a reason to reject.
Coversheet Field 1: Applicant Seeking Admission — Full Name
This box asks for the full legal name of the out-of-state lawyer who wants to appear. Enter your name exactly as it reads on your home-state bar license, in plain text, first and last with any middle name you are licensed under. For example, Jonathan R. Alvarez writes his name as it appears on his New York attorney registration, not as “Jon Alvarez.”
A common nuance is a recent name change after marriage or a court order. If your bar record still shows your prior name, use that name and update your home-state bar separately, because the WSBA and court match this field against your licensing record. The most common mistake here is using an informal or shortened name, and the direct consequence is that the court may question whether the person in the motion is the same lawyer in good standing on the certificate. A widespread misconception is that the name must match your driver’s license; it must match your bar admission record instead.
Coversheet Field 1: Applicant — Employer, Address, Phone, and Email
This grouping asks where you work and how the WSBA reaches you. Enter your firm or employer name, your full business street address, your direct business phone, and a monitored email address. For example, Alvarez writes “Alvarez & Cho LLP, 410 Park Ave., New York, NY 10022, (212) 555-0148, jalvarez@alvarezcho.com.”
The nuance arises for solo practitioners or government lawyers; use your office of record, and if you have only a P.O. box for mail, add it alongside a physical address so the WSBA receipt reaches you. The common mistake is listing a stale email, and the consequence is that you miss the acknowledgment and receipt the WSBA sends, leaving you unsure your application landed. People often wrongly believe this address controls service in the case, but service runs through your Washington lawyer of record, not this field.
Coversheet Field 1: Licensed in State and Bar Number
This field asks which jurisdiction licenses you and your bar number there. Enter the state, territory, or “District of Columbia” where you hold an active license, then the exact bar number from that jurisdiction. For example, Alvarez enters “New York” and “4567890.”
If you are licensed in more than one state, list the jurisdiction you are relying on for good standing, and be ready to show a certificate from it. The common mistake is transposing digits in the bar number, and the consequence is that anyone verifying your status hits a dead end and the court may continue the hearing. A frequent misconception is that any past license counts; APR 8(b) requires that you currently be in good standing and permitted to practice in that bar today.
Coversheet Field 1: Exception Checkbox (Indigent, Military, ICWA)
This box asks whether you qualify for a fee waiver under one of three exceptions. Check indigent, military, or ICWA only if you truly meet the rule’s conditions, and leave it blank if you are paying the standard fee. For example, Captain Dana Pierce, a Navy judge advocate stationed in Washington, checks the “military” box.
The nuance is that the military and ICWA exceptions also waive the associated-counsel requirement, while the indigent exception does not waive co-counsel. The common mistake is checking a box to dodge the $488 fee without meeting the criteria, and the consequence is a rejected fee waiver and a delayed motion. The misconception is that pro bono work alone qualifies; under APR 8(b)(3), the waiver applies only through a qualified legal services provider, a government-sponsored program, or a public defender’s office, and only in that capacity.
Coversheet Field 2: Associated Washington Lawyer
This field asks for the active WSBA member who will be your lawyer of record. Enter that lawyer’s full name, employer, business address, phone, email, “Washington” as the licensing state, and their WSBA bar number. For example, Alvarez enters “Priya Desai, Desai Law PLLC, 1200 5th Ave., Seattle, WA 98101, (206) 555-0199, priya@desailaw.com, Washington, WSBA #44321.”
The nuance is that this lawyer must be active and present at proceedings unless the court excuses them, so a friend who is inactive will not work. The common mistake is naming a Washington lawyer who has not agreed to take on the role, and the consequence is that the lawyer can refuse to sign the certification and the motion collapses. The misconception is that the out-of-state lawyer runs the case; under APR 8(b)(ii), the Washington lawyer is the lawyer of record, responsible for the conduct of the matter.
Coversheet Field 3: Case for Which Admission Is Sought
This field asks you to identify the one case you want to enter. Enter the case number, the court, and the full name of the case exactly as captioned. For example, Alvarez enters “Case No. 25-2-01234-5 SEA, King County Superior Court, Northgate Holdings LLC v. Cascade Build Co.”
The nuance is that the coversheet allows only one applicant and one case per coversheet, so two lawyers or two cases need separate coversheets. The common mistake is an incorrect case number, and the consequence is that the WSBA record and the court file point to the wrong matter, which can require a refiling. The misconception is that one admission covers related cases; pro hac vice attaches to a single action, and a separate matter needs its own motion and fee.
Coversheet Field 4: Application Fee Paid By and Payment Details
This field asks how you pay the $488 nonrefundable fee. Enter the payer’s name, then either mail a check or supply card details, the expiration date, the billing address, and the cardholder’s printed name and signature. For example, Desai’s firm pays by firm check, so Alvarez writes “Desai Law PLLC” as the payer and mails the check with the coversheet.
The nuance is the cost of card use: the WSBA’s service provider adds a non-refundable 2.5% transaction fee on bank card payments, while a mailed check carries no surcharge. The common mistake is underpaying when admitting two lawyers, and the consequence is that you must pay the fee for each lawyer on each case, so a two-lawyer motion costs double. The misconception is that the fee is refundable if the court denies the motion; it is nonrefundable regardless of outcome.
The Motion: Caption, Body, and Relief Requested
The motion is the document your Washington lawyer files with the court, and it must use the WSBA-approved form for your court level. Open the form motion for your court, fill the caption with the exact case name and number, and state that the named out-of-state lawyer seeks admission under APR 8(b) in association with the named Washington lawyer. For example, Desai files a “Motion for Limited Admission Pursuant to APR 8(b) (Pro Hac Vice)” naming Alvarez as applicant and herself as associated counsel.
The nuance is that the motion must state the date the fee and assessment were paid, or that they were waived, because APR 8(b)(1) requires that certification. The common mistake is filing the motion before paying the WSBA, and the consequence is a motion that cannot truthfully certify payment, which a careful judge will catch. The misconception is that the WSBA files this motion; the associated Washington lawyer files it with the court.
The Certification by Both Lawyers
This part requires both the applicant and the Washington lawyer to certify that the requirements of APR 8(b) are met. Read the certification language on the form, confirm each statement is true, and sign in the manner the form and court require. For example, Alvarez certifies he is in good standing in New York, and Desai certifies she is an active WSBA member who will act as lawyer of record.
The nuance is that the certification often asks you to disclose how many times you have already appeared pro hac vice in Washington, and you must answer honestly. The common mistake is signing without confirming your home-state standing on the day of filing, and the consequence is a false certification that can trigger discipline. The misconception is that the certification is a formality; it is a sworn representation to the court that carries real consequences if false.
The Proposed Order
The proposed order is the document the judge signs to grant the motion. Use the WSBA proposed order matching your court, fill in the caption, and leave the granting language and signature line for the judge. For example, Desai attaches a “Proposed Order Granting Limited Admission” that states Alvarez qualifies and has complied with all APR 8(b) requirements.
The nuance is that appellate and superior courts use different orders, and some courts use an e-file version, so match the document to the venue. The common mistake is submitting no proposed order, and the consequence is that the court has nothing to sign and the motion stalls. The misconception is that the order is automatic once you pay; the court alone decides whether to grant or refuse, and it must state reasons if it refuses.
Three Filled-Out Examples Using Real Scenarios
These three walkthroughs follow named lawyers through the full process so you can see what each enters from start to finish.
Scenario 1: New York Lawyer in a King County Business Dispute
Jonathan Alvarez, a New York commercial litigator, joins a contract fight in King County Superior Court with Seattle co-counsel Priya Desai.
| Form Section | What Alvarez Enters |
|---|---|
| Applicant Full Name | Jonathan R. Alvarez |
| Employer and Address | Alvarez & Cho LLP, 410 Park Ave., New York, NY 10022 |
| Licensed in State / Bar No. | New York / 4567890 |
| Exception Checkbox | Left blank — paying full fee |
| Associated Washington Lawyer | Priya Desai, WSBA #44321 |
| Case Number and Court | 25-2-01234-5 SEA, King County Superior Court |
| Name of Case | Northgate Holdings LLC v. Cascade Build Co. |
| Fee Paid By | Desai Law PLLC firm check, $488 |
Scenario 2: California Lawyer Admitted for an Appeal
Maria Lopez handled a trial-court win and now appears in the Washington Court of Appeals, where her client already had pro hac vice below.
| Form Section | What Lopez Enters |
|---|---|
| Applicant Full Name | Maria E. Lopez |
| Employer and Address | Lopez Appellate Group, 555 W. 5th St., Los Angeles, CA 90013 |
| Licensed in State / Bar No. | California / 287654 |
| Exception Checkbox | Left blank |
| Associated Washington Lawyer | Greg Tanaka, WSBA #51120 |
| Case Number and Court | Court of Appeals Div. I, No. 86543-1-I |
| Fee Status | No new fee — same case, same lawyer; new motion still filed |
| Document Filed | Form motion and proposed order for the Court of Appeals |
Scenario 3: Out-of-State Lawyer in an ICWA Child Custody Case
Captain-turned-tribal-counsel Robert Whitefeather represents a child’s tribe in a Washington child custody proceeding under the Indian Child Welfare Act.
| Form Section | What Whitefeather Enters |
|---|---|
| Applicant Full Name | Robert J. Whitefeather |
| Employer and Address | Tribal Legal Office, 100 Council Rd., Pendleton, OR 97801 |
| Licensed in State / Bar No. | Oregon / 091234 |
| Exception Checkbox | ICWA checked |
| Associated Washington Lawyer | Not required under the ICWA exception |
| Fee Status | Waived under APR 8(b)(6) |
| Tribal Affidavit | Tribe’s affidavit of intent to intervene attached |
| WSBA Written Notice | Provided within 7 days of appearing |
How to File the Completed Application
Washington state pro hac vice involves two parallel steps: paying the WSBA and filing with the court. Handle both, because skipping either one stops your admission.
For the WSBA fee, the primary channel is the online application portal, where you upload the motion as a PDF and pay the $488 fee by bank card, with a 2.5% non-refundable transaction fee added. If you prefer to avoid that surcharge, you may mail a check with the coversheet to the Washington State Bar Association, 1325 4th Ave., Ste. 600, Seattle, WA 98101-2539, where your cancelled check serves as your receipt. The WSBA sends an acknowledgment and a receipt once it processes your application, and processing is generally prompt, though you should confirm timing on the live page.
For the court, your associated Washington lawyer files the original motion and the proposed order in the case, using the court’s normal filing method, which for superior court is usually electronic filing through the county’s e-file system. There is no separate court fee for the motion itself beyond any standard filing charges in your case. Keep the file-stamped motion, your WSBA receipt, and the signed order as your proof that admission was sought and granted.
Remember that the court, not the WSBA, decides the motion. The WSBA does not record whether admission was granted, so contact the court clerk for that confirmation. Calendar the hearing date and make sure your Washington lawyer is present unless the court excuses them.
What Happens After You File
After filing, the court reviews the motion and either grants or refuses it. If the judge grants it, you may appear in that one case alongside your Washington lawyer of record, and the signed order is your authority. If the judge refuses, APR 8(b)(1) requires the court to state its reasons, which gives you a basis to fix the problem and refile.
The WSBA, for its part, logs your application in a public record but takes no position on the motion. Your $488 fee is nonrefundable, so a denial does not return your money. If you later move the same case to a higher court, you must file a new motion but do not pay a new fee, unless a new lawyer handles the appeal, in which case a new fee applies.
Your duties continue after admission. You remain subject to Washington’s Rules of Professional Conduct for that case, and the court can revoke your admission for misconduct. Your Washington co-counsel stays responsible for the conduct of the matter throughout.
Mistakes to Avoid When Filling Out the Application
- Using a nickname instead of your licensed legal name, which can make the court doubt your identity against the good-standing record.
- Entering the wrong home-state bar number, which blocks verification and can delay the hearing.
- Naming an inactive or unwilling Washington lawyer, which leaves the motion without a valid lawyer of record.
- Listing the wrong case number, which can attach the motion to the wrong file and force a refiling.
- Putting two lawyers or two cases on one coversheet, which the form forbids and the WSBA will reject.
- Underpaying the fee when admitting two lawyers, which leaves the second lawyer’s admission unpaid and incomplete.
- Filing the motion before paying the WSBA, which makes the payment certification false.
- Checking an exception box you do not qualify for, which gets the fee waiver denied and stalls the motion.
- Using the wrong court’s form motion or proposed order, which invites the clerk or judge to reject the filing.
- Forgetting to attach a proposed order, which leaves the judge nothing to sign.
- Skipping the certificate of good standing some judges expect, which can lead to a continued hearing.
- Assuming the WSBA grants admission, which means no one actually presents the motion to the court.
Do’s and Don’ts
Do’s
- Do read APR 8(b) in full first, because it controls every field and requirement.
- Do confirm your home-state good standing on the day you file, since the certification is sworn.
- Do choose the form motion that matches your exact court level, because superior and appellate forms differ.
- Do pay by check when you want to avoid the 2.5% card surcharge.
- Do give your Washington co-counsel the draft to review, since that lawyer shares the legal responsibility.
- Do keep your WSBA receipt and the signed order, because they prove admission was sought and granted.
Don’ts
- Don’t put more than one lawyer or case on a single coversheet, because the form allows only one of each.
- Don’t assume one admission covers related cases, since each action needs its own motion and fee.
- Don’t claim a fee exception without meeting its conditions, because a false claim delays everything.
- Don’t file the motion before paying, because the payment certification would be untrue.
- Don’t expect a refund after a denial, since the fee is nonrefundable.
- Don’t rely on the WSBA to tell you the outcome, because only the court has that record.
Pros and Cons of Filing on Your Own vs. With Help
Pros of filing on your own
- You save the cost of extra paralegal or service time, since the online form is straightforward.
- You control the timing and can file the moment your fee clears.
- You learn the Washington process directly, which helps on future matters.
- You communicate firsthand with the WSBA about your receipt and acknowledgment.
- You keep the client’s costs lower on a single, simple appearance.
Cons of filing on your own
- You may miss court-specific form requirements that a Washington lawyer files routinely.
- You carry the risk of a false certification if you misjudge your standing or prior-admission count.
- You depend on your co-counsel anyway, since that lawyer must file the motion and appear.
- You may overlook a county’s e-filing quirks that delay the motion.
- You can lose time and the nonrefundable fee if a fixable error draws a denial.
State vs. Federal Pro Hac Vice in Washington
| Feature | Washington State Courts |
|---|---|
| Governing authority | APR 8(b), administered by the WSBA |
| Fee | $488 per lawyer per case, paid to the WSBA |
| Associated counsel | Required, except for military and ICWA exceptions |
| Where you apply | WSBA online portal plus the court |
| Federal courts | Each U.S. District and Bankruptcy Court in Washington sets its own rules and fees, so check that court’s local rules |
The key entities that interact with this application are the Washington Supreme Court, which adopts the rule; the WSBA, which collects the fee and keeps the record; the trial or appellate court, which grants or refuses the motion; and your associated Washington lawyer, who serves as lawyer of record. For Indian Child Welfare Act matters, RCW 13.38 and the federal ICWA at 25 U.S.C. § 1901 also shape the exception.
Frequently Asked Questions
Do I have to be in good standing in my home state to apply?
Yes. APR 8(b) requires that you be a current member in good standing and permitted to practice in another U.S. state, territory, or the District of Columbia.
Do I need a Washington lawyer to appear with me?
Yes. You must associate with an active WSBA lawyer who serves as the lawyer of record, except under the military and ICWA exceptions, which waive that requirement.
Do WSBA members qualify for pro hac vice admission?
No. WSBA members, regardless of status, are not eligible, so an inactive or suspended Washington lawyer cannot use this path.
Do I write my full legal name or my nickname in the applicant name box?
No. Do not use a nickname; enter your full legal name exactly as it appears on your home-state bar license so it matches the good-standing record.
Do I check the exception box if I am simply doing pro bono work?
No. Pro bono alone does not qualify; the waiver applies only through a qualified legal services provider, a government program, or a public defender’s office in that capacity.
Do I list more than one case on a single coversheet?
No. The coversheet allows only one applicant and one case, so additional lawyers or cases each need a separate coversheet.
Do I put my home bar number or my Washington co-counsel’s number in the applicant bar field?
No. Enter your own home-state bar number in the applicant section; your Washington lawyer’s WSBA number goes in the associated lawyer section.
Do I pay the fee again if my case goes up on appeal?
No. No new fee is required for the same lawyer in the same case on appeal, though you must still file a new motion; a new lawyer triggers a new fee.
Does the WSBA decide whether my motion is granted?
No. Only the court grants or refuses the motion, and the WSBA keeps no record of the outcome, so you must contact the court.
Do I pay a transaction fee if I use a credit card?
Yes. The service provider adds a non-refundable 2.5% transaction fee on bank card payments, while mailing a check carries no surcharge.
Do I get my fee back if the court denies the motion?
No. The $488 fee is nonrefundable regardless of whether the court grants or refuses your admission.
Do military judge advocates stationed in Washington pay the fee?
No. Full-time active duty military officers serving in a qualifying Washington legal office are exempt from both the fee and the associated-counsel requirement.
Do I still need pro hac vice for an amicus brief in a Washington appellate court?
No. Pro hac vice is not required for amicus briefs filed in Washington appellate courts under RAP 10.6.
Do federal courts in Washington use this same WSBA process?
No. Federal district and bankruptcy courts set their own pro hac vice rules and fees, so you must follow that court’s local rules instead.
Related reading
- How to Fill Out California State Bar Pro Hac Vice Application (w/Examples) + FAQs
- How to Fill Out Washington WSBA CLE Reporting (w/Examples) + FAQs
- How to Fill Out the Washington WSBA Bar Application for Admission + FAQs
- How to Fill Out the Washington WSBA Annual License Fee (w/Examples) + FAQs
- How to Fill Out a NJ Pro Hac Vice Motion (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