Chesterfield County Circuit Court, Virginia
Court-Level Rules, Filing Procedures & Policies
- Rules last changed:
Limits & Logistics
Courtesy Copies
Chambers Copy
Adjournments
- The Court may grant a criminal continuance in its discretion upon a showing of good cause.
- A trial-continuance request must be made by written motion as far in advance as possible, filed through the Clerk’s Office, and properly noticed for a hearing; any required hearing must follow the applicable civil or criminal scheduling requirements.
- A motion to continue trial must fully state the supporting good cause and include the number of prior continuances.
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Request must include
Communication
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Clerk
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Clerk
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Chambers
Chambers
Document Format Requirements14 rules
Effective 7/1/2018, the Supreme Court added language to the Chart of Allowances requiring that “time shall be recorded in increments not greater than .10 hour (6 minutes).”
Bills and fee waiver requests must be sufficiently detailed, with time recorded in increments no greater than one-tenth of an hour (six minutes).
Court's wording
Effective 7/1/2018, the Supreme Court added language to the Chart of Allowances requiring that “time shall be recorded in increments not greater than .10 hour (6 minutes).” To ensure full, fair, and timely compensation, bills and fee waiver requests must be sufficiently detailed and time recorded to the nearest one-tenth of an hour.
To access ClickShare in the courtroom, devices must have either HDMI cable connectivity or have downloaded the ClickShare app.
The Court is NOT responsible for ensuring connectivity of your device to the courtroom display technology; attorneys/parties shall be responsible for ensuring operation and compatibility of their equipment with courtroom display technology.
Attorneys and parties are responsible for ensuring their equipment operates and is compatible with courtroom display technology.
Court's wording
The Court is NOT responsible for ensuring connectivity of your device to the courtroom display technology; attorneys/parties shall be responsible for ensuring operation and compatibility of their equipment with courtroom display technology.
To access ClickShare in the courtroom, devices must have either HDMI cable connectivity or have downloaded the ClickShare app.
attorneys should utilize the attorney workroom before requesting use of a vacant courtroom (room #2141, main courthouse, second floor; see Sheriff’s Office for access).
Testing prior to trial date is encouraged;
Formatting
- •Testing courtroom technology prior to the trial date is encouraged
Storage of audio and video digital evidence on a flash drive is preferred over other storage mediums such as DVD, CD ROM, computer disk, magnetic tape or storage in the cloud.
Storage of audio and video digital evidence on a flash drive is preferred over other storage mediums such as DVD, CD ROM, computer disk, magnetic tape, or storage in the cloud.
Use of the Court’s template form is preferred to facilitate processing;
Storage of audio and video digital evidence on a flash drive is preferred over other storage mediums such as DVD, CD ROM, computer disk, magnetic tape or storage in the cloud.
Testing prior to trial date is encouraged; attorneys should utilize the attorney workroom before requesting use of a vacant courtroom (room #2141, main courthouse, second floor; see Sheriff’s Office for access).
Storage of audio and video digital evidence on a flash drive is preferred over other storage mediums such as DVD, CD ROM, computer disk, magnetic tape, or storage in the cloud.
Document Filing Requirements74 rules
Mailing a certificate of release requires payment by check or money order and a self-addressed, stamped envelope for the receipt and requested copies.
Court's wording
When submitting a Certificate of Release of Assumed or Fictitious Name on File in a Circuit Court (PDF) through the mail, also enclose 1. payment by check or money order and 2. self-addressed, stamped envelope for the return of the recordation receipt and any copies requested.
Parties claiming funds are required to present a photo ID (preferably a driver’s license) and a copy of their birth certificate.
Condemnation funds are invested in interest-bearing accounts upon receipt. Such funds are disbursed only pursuant to court order.
First-time applicants must provide proof of handgun competency from an in-person class; renewal applicants do not need to provide competency proof again.
Court's wording
First-time applicants are required to provide proof of competency with a handgun. Online classes are not acceptable as the law requires in-person attendance.If renewing an active or expired permit, proof of competency with a handgun is not required again.
A legal-name-change or lost/destroyed replacement request requires the replacement form, identification or a copy depending on submission method, and proof of a name change when applicable.
Court's wording
To request a legal name change or lost/destroyed replacement permit, permit holder must complete the concealed handgun permit replacement request form (PDF) and provide: if appearing in person, their driver’s license if sending the form by mail, a copy of their driver's license proof of name change (for example, updated driver's license, certified copy of marriage license or court order)
If the original court order directing investment of funds does not state the date on which the funds may be released, a new court order must be presented to and entered by the judge before the funds can be disbursed.
An affidavit must be presented that includes the beneficiary’s name, date of birth, address and social security number.
Applicants must apply in the city or county of their residence.
Applicants must provide an eligible photo ID and proof of Chesterfield residency if the ID lacks a Chesterfield address; applicants born outside the United States must provide one of the listed additional documents.
Court's wording
Must include photocopy of valid photo ID issued by:a governmental agency of the Commonwealth U.S. Department of Defense or U.S. State Department (passport) The Court requires proof of Chesterfield residency; if the photo ID presented does not list a Chesterfield address, other proof should be submitted (e.g., deed, lease, voter registration card, etc.). Individuals born outside of the U.S. must provide a passport, naturalization, green card, born abroad certificate or work ID.
Both parties must attend the appointment and present valid government-issued photo ID; applicants must be at least 18 unless emancipated by court order.
Court's wording
Both parties must be present at the appointment to claim the license and must be prepared to present a valid government-issued photo I.D. to confirm age eligibility.The minimum age at which persons may marry is 18, unless a minor has been emancipated by court order.
Orders that include social security numbers will not be processed.
A written request and photo ID are required.
Before scheduling probate or qualification, applicants must provide contact and heir information, relevant will and death-certificate copies, an estate-value estimate, and a real-estate affidavit when applicable; the original will is presented at the appointment and must not be written on.
Court's wording
To provide an estimate of the fees/requirements for probate and/or qualification of an Administrator/Executor, at a minimum, we would need the following in advance of scheduling: Your contact information (name, address, phone number, email address). Name, address and date of birth for all individual(s) wishing to serve as Executor or Administrator (if any). Full names and addresses of heirs (surviving spouse or closest living relatives). Copy of the Last Will and Testament/Codicil(s), if any. The original Will/Codicils will need to be presented at the probate appointment (and retained by the Clerk at that time). The copy is needed for advanced review to ensure that the Will was executed in compliance with VA law. Do not write on the original will. Copy of the death certificate. Estimated Estate Value - The estate value estimate should include assets that were titled in the decedent’s name alone at the date of death. It should not include any items that have a named beneficiary or a payable on death designation. If assets are held jointly with a right of survivorship, those assets would be excluded from the estate as well. The Probate and Estate Administration Information Appointment Checklist (PDF) includes an estate asset worksheet as a template. Real Estate Affidavit Form (PDF) pursuant to Code of VA § 64.2-510, which is typically used when a decedent who did not have a Will owned only real estate and the heirs wish to update the Chesterfield County land records to reflect the land owner's death.
Form must be signed by the appropriate party(ies) in the presence of a Notary Public or a Deputy Clerk. Parties appearing in the Clerk’s Office to have their signature acknowledged must present a driver’s license or government-issued photo I.D.
Renewal applicants must include a copy of their existing permit (whether active or expired).If the permit is expired and a copy is unavailable, other proof of issuance such as a certified copy of the court order must be provided (if the original permit was issued outside of Chesterfield).
Address-change requests require form SP-248A and different supporting documents depending on whether the request is made in person or by mail.
Court's wording
Permit holder must present the Virginia State Police’s form SP-248A and: if appearing in person, their driver’s license and existing permit for review if sending the form by mail, a copy of their driver's license and a copy of the existing permit
Upon application for a marriage license, an emancipated minor must provide a certified copy of the order of emancipation.
If bringing physical documents, do not provide the original Will/Codicil(s) at this time, only a copy. Safeguard the original Will/Codicil(s) until such time that a probate appointment is scheduled.
A written motion must be filed with the Clerk’s Office.
at a minimum, motions must contain all information requested on the form (reference page 9)
and a sketch order provided if the Court’s template is not used.
The notice of hearing must state the trial date, time, jury status, and correct hearing location.
Court's wording
The confirmation letter must state the trial date, time, and whether trial will be by jury or non-jury. Note, the Historic 1917 Courthouse may be used for some civil matters; please pay careful attention to the location of the hearing and expressly include the correct location in the notice of hearing.
Once the moving party sets the trial date, they must send a notice of trial to opposing counsel/party stating the trial date(s) and time, copying the Court.
Motion must contain defense attorney availability and the attorney’s email address.
Plaintiff will submit an agreed and fully endorsed pre-trial scheduling order within ten (10) calendar days of setting the trial date.
A request for a court reporter for a preliminary hearing must include a motion and endorsed order stating the District Court and the hearing date and time.
Court's wording
Attorneys requesting the appointment of a court reporter to transcribe the defendant’s preliminary hearing must submit through the Circuit Clerk’s Office a motion and an endorsed order, both detailing in which District Court the preliminary hearing is to be heard and the hearing date and time.
For proper docket control, in the event of an agreed disposition by plea, the Court requires cases that are set for trial by jury be advanced on the docket for disposition. A written motion is required.
For judicial consideration, an endorsed order setting the hearing must be submitted to the Clerk’s Office with a copy of the motion attached.
EVERY REQUEST MUST BE PROPERLY FILED AS A WRITTEN MOTION through the Clerk’s Office (attorney and pro se).
When a trial continuance is granted, counsel must submit an endorsed order at the hearing identifying who requested it, the original and new trial dates, and any other terms the Court requires.
Court's wording
In cases where a continuance of trial is granted, counsel shall prepare and submit an endorsed order at the hearing for the continuance. The order shall state upon whose request the continuance is granted; the date from which the trial is being continued; the new trial date; and other such terms as the Court may require.
Judges’ Chambers will not accept case-related filings, even on a hearing day; materials sent directly to Judges will be redirected to the Clerk’s Office and may be delayed.
Court's wording
No orders, motions, notices, pleadings, exhibits, or any other type of case-related filing will be accepted by the Judges’ Chambers even on the day of the hearing. All case-related correspondence or documents sent or delivered directly to Judges will be re-directed to the Circuit Court Clerk’s Office for proper filing with the case and may result in delays in processing.
All orders, motions, notices, pleadings, exhibits, or any other type of case-related filing must be filed in the Clerk’s Office.
A written motion must be filed with the Clerk’s Office to request duplication of sealed digital evidence or records.
Court's wording
For requests to duplicate sealed digital evidence/records to include subpoena returns, DVD, CD, thumb- or flash-drive, or other form of digital storage device, a written motion must be filed in the Clerk’s Office for judicial consideration.
In cases where a motion is filed, the Commonwealth’s Attorney’s Office will prepare a scheduling order and submit the motion and order to the Clerk’s Office for judicial consideration.
If handling state and county charges for a defendant, file separate Lists of Allowances for payment purposes.
To ensure full, fair, and timely compensation, bills and fee waiver requests must be sufficiently detailed and time recorded to the nearest one-tenth of an hour.
The Court’s template is preferred; motions must provide the form’s requested information and, if the template is not used, a sketch order, and requests require Court approval before scheduling.
Court's wording
MOTIONS FOR REMOTE APPEARANCE / HEARING: Use of the Court’s template form is preferred to facilitate processing; however, at a minimum, motions must contain all information requested on the form and a sketch order provided if the Court’s template is not used. Requests must be approved by the Court before they will be scheduled and arranged by court staff.
At any time during the duration of a payment agreement, the defendant may request a modification of the agreement in writing on a form provided by the Executive Secretary of the Supreme Court, and the court may grant such modification based on a good faith showing of need.
The court must give defendants ordered to pay fines and costs written notice of available payment agreements and, when applicable, community-service credit.
Court's wording
The court shall give a defendant ordered to pay fines and costs written notice of the availability of deferred, modified deferred, and installment payment agreements and, if a community service program has been established, the availability of earning credit toward discharge of fines and costs through the performance of community service work.
To assess ability to pay, the court must use the prescribed written financial statement or conduct an oral examination.
Court's wording
In assessing the defendant's ability to pay, the court shall use a written financial statement, on a form developed by the Executive Secretary of the Supreme Court, setting forth the defendant's financial resources and obligations or conduct an oral examination of the defendant to determine his financial resources and obligations.
A written motion must be filed with the Clerk’s Office.
at a minimum, motions must contain all information requested on the form (reference page 9) and a sketch order provided if the Court’s template is not used.
Once the moving party sets the trial date, they must send a notice of trial to opposing counsel/party stating the trial date(s) and time, copying the Court.
The notice of hearing must state the trial date, time, jury status, and correct hearing location.
Court's wording
The confirmation letter must state the trial date, time, and whether trial will be by jury or non-jury. Note, the Historic 1917 Courthouse may be used for some civil matters; please pay careful attention to the location of the hearing and expressly include the correct location in the notice of hearing.
Additionally, in domestic cases involving support matters; income and expense worksheets, applicable guidelines worksheets, and supporting documents must also be filed ten (10) days prior to trial.
BOND MOTIONS: a written motion must be filed with the Clerk’s Office. Motion must contain defense attorney availability and the attorney’s email address.
For judicial consideration, an endorsed order setting the hearing must be submitted to the Clerk’s Office with a copy of the motion attached.
Plaintiff will submit an agreed and fully endorsed pre-trial scheduling order within ten (10) calendar days of setting the trial date.
EVERY REQUEST MUST BE PROPERLY FILED AS A WRITTEN MOTION through the Clerk’s Office (attorney and pro se).
Attorneys requesting the appointment of a court reporter to transcribe the defendant’s preliminary hearing must submit through the Circuit Clerk’s Office a motion and an endorsed order, both detailing in which District Court the preliminary hearing is to be heard and the hearing date and time.
For proper docket control, in the event of an agreed disposition by plea, the Court requires cases that are set for trial by jury be advanced on the docket for disposition. A written motion is required.
All exhibits which a party intends to offer into evidence at trial during their case in chief must be filed with the Clerk not later than ten (10) days prior to trial.
In cases where a motion is filed, the Commonwealth’s Attorney’s Office will prepare a scheduling order and submit the motion and order to the Clerk’s Office for judicial consideration.
For all civil and criminal restricted operators’ license requests, DMV transcripts should be filed in the Clerk’s Office with the petition or motion.
A written motion must be filed with the Clerk’s Office for judicial consideration to request duplication of sealed digital evidence or records.
Court's wording
For requests to duplicate sealed digital evidence/records to include subpoena returns, DVD, CD, thumb- or flash-drive, or other form of digital storage device, a written motion must be filed in the Clerk’s Office for judicial consideration.
In cases where a continuance of trial is granted, counsel shall prepare and submit an endorsed order at the hearing for the continuance. The order shall state upon whose request the continuance is granted; the date from which the trial is being continued; the new trial date; and other such terms as the Court may require.
Filing & Service rules
Electronic Filing Rules
Replacement permit requests require original documents; emailed forms are not accepted, and documents may be presented in person or by mail.
If a valid, unexpired permit either requires an address change, legal name change or has been lost/destroyed, then a replacement permit can be provided. To receive a replacement permit, original documents are required and emailed forms cannot be accepted. Items may be presented in person or by mail, whichever the permit holder prefers.
Page 1 | Replacement Permit
Case-related filings cannot be submitted online, by email, or by fax; they may be sent by mail, courier, or hand delivery.
The Court does not accept case-related filings via the internet, email or fax. Filings are accepted via mail, courier or hand delivery.
Page 1 | Filings
The Clerk’s Office accepts filings by e-filing, mail, courier, or hand delivery only.
Filings are accepted by the Clerk’s Office via e-filing, mail, courier, and hand-delivery only.
Page 5 | OTHER NOTES — Filings
Case-related filings may not be submitted by email or fax.
The Court does not accept case-related filings via email or fax.
Page 5 | OTHER NOTES — Filings
State-charge payment submissions must use the Electronic Voucher Payment System; county or local charges must be submitted on paper form DC-40.
State charges must be submitted via the Electronic Voucher Payment System, and county/local charges must be submitted on a paper form DC-40; see next section.
Page 6 | Information Regarding Payment
Online submissions of DC-40 Lists of Allowances must use the Supreme Court of Virginia’s EVPS.
Effective 4/30/2019, the Chesterfield Circuit Court requires use of the Supreme Court of Virginia’s Electronic Voucher Payment System (EVPS) for online submission of the DC-40 (List of Allowances).
Page 6 | Electronic Voucher Payment System (EVPS)
Attorneys and court reporters must register for EVPS on the Supreme Court of Virginia website to establish a payment account.
Attorneys and court reporters will need to register for EVPS on the Supreme Court of Virginia website to establish an account for payment.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Paper DC-40 submissions are not accepted for state charges.
For state charges, paper submissions of DC-40’s will not be accepted in Circuit Court.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Judges’ Chambers will not accept case-related filings, even on a hearing day; documents sent directly to judges are redirected to the Clerk’s Office and may be delayed.
No orders, motions, notices, pleadings, exhibits, or any other type of case-related filing will be accepted by the Judges’ Chambers even on the day of the hearing. All case-related correspondence or documents sent or delivered directly to Judges will be re-directed to the Circuit Court Clerk’s Office for proper filing with the case and may result in delays in processing.
Page 5 | Other Notes — Filings
All case-related filings must be filed in the Clerk’s Office.
All orders, motions, notices, pleadings, exhibits, or any other type of case-related filing must be filed in the Clerk’s Office.
Page 5 | Other Notes — Filings
The Clerk’s Office accepts filings only by e-filing, mail, courier, or hand delivery.
Filings are accepted by the Clerk’s Office via e-filing, mail, courier, and hand-delivery only.
Page 5 | Other Notes — Filings
Case-related filings may not be submitted by email or fax.
The Court does not accept case-related filings via email or fax.
Page 5 | Other Notes — Filings
The Court requires use of EVPS for online submission of DC-40 Lists of Allowances, including submissions by attorneys and court reporters.
For use by attorneys and court reporters to file an electronic DC-40 (List of Allowances). Includes payment of state charges for services by court-appointed counsel, guardians ad litem, and court reporters. For court reporters, electronic submissions cover appearance and transcript fees, sexually violent predator cases, special grand jury, and multi-jurisdictional grand jury. Effective 4/30/2019, the Chesterfield Circuit Court requires use of the Supreme Court of Virginia’s Electronic Voucher Payment System (EVPS) for online submission of the DC-40 (List of Allowances).
Page 6 | Electronic Voucher Payment System (EVPS)
Submit state-charge Lists of Allowances through EVPS and county or local charge Lists on a paper DC-40 form.
State charges must be submitted via the Electronic Voucher Payment System, and county/local charges must be submitted on a paper form DC-40; see next section.
Page 6 | Information Regarding Payment
Paper DC-40 submissions are prohibited for state charges in Circuit Court.
For state charges, paper submissions of DC-40’s will not be accepted in Circuit Court.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System (EVPS)
Applications may be submitted in person on weekdays from 8 a.m. to 4 p.m., excluding holidays, or by mail to the stated address.
Applications may be submitted in person (between 8 a.m. and 4 p.m., Monday-Friday, excluding holidays) or by mail to: Chesterfield Circuit Court P.O. Box 125 Chesterfield, VA 23832
Page 1 | Obtaining or Renewing a Concealed Handgun Permit
Probate information may be submitted by email, fax, or drop-off in an envelope addressed to the Probate Division during stated weekday hours.
This information can be provided by email (PDF attachments preferred), by fax 804-717-6797, or by drop off copies placed in an envelope (addressed ATTN: Probate Division) with the Clerk's Office (8 a.m.-4 p.m., Monday through Friday, excluding holidays).
Page 1 | Scheduling a Probate Appointment
Applicants are encouraged to use Permitium, but may also apply in person or by mail; online applications incur an additional $7 processing and handling fee.
To improve efficiency and reduce wait times, citizens are strongly encouraged to use our new online application system, Permitium. This secure, 24/7 service allows applicants to complete and submit their concealed handgun permit application virtually, eliminating the need to visit the courthouse. The online portal also provides convenient order-tracking features and greater transparency throughout the process. Please note that concealed handgun permit applications have a $30 fee and online submissions include an additional $7 processing and handling fee. While online submission is the fastest and most convenient option, walk-ins and mailed paper applications are also accepted.
Page 1 | Obtaining or Renewing a Concealed Handgun Permit
The Electronic Voucher Payment System is for attorneys and court reporters to file electronic DC-40 forms.
For use by attorneys and court reporters to file an electronic DC-40 (List of Allowances).
Page 2 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Paper DC-40 submissions are accepted only for county or local charges.
For county/local charges only, the Circuit Court Clerk’s Office will accept paper submissions of DC-40’s.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Paper DC-40 submissions are accepted by the Circuit Court Clerk’s Office for county/local charges only.
For county/local charges only, the Circuit Court Clerk’s Office will accept paper submissions of DC-40’s.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System (EVPS)
Filing Timing and Cure Windows
A notary commission must be claimed within 60 days of its date; otherwise, the applicant must reapply.
Commissions expire if not claimed within 60 days of the commission date. Applicants who do not claim their commission within 60 days must re-apply.
Page 1 | Claiming a Notary Public Commission
Criminal matters must be set within the same term or docketed for a hearing before that term ends.
Matters shall be set within the same term or otherwise docketed for a hearing prior to the term ending.
Page 3 | Docketing Procedures / Case Scheduling Information
In domestic support matters, income and expense worksheets, applicable guidelines worksheets, and supporting documents must be filed 10 days before trial.
Additionally, in domestic cases involving support matters; income and expense worksheets, applicable guidelines worksheets, and supporting documents must also be filed ten (10) days prior to trial.
Page 4 | Civil Scheduling
A party must file with the Clerk all exhibits intended for use in its case in chief no later than 10 days before trial.
All exhibits which a party intends to offer into evidence at trial during their case in chief must be filed with the Clerk not later than ten (10) days prior to trial.
Page 4 | Civil Scheduling
The plaintiff must submit the pre-trial scheduling order within 10 calendar days of setting the trial date.
Plaintiff will submit an agreed and fully endorsed pre-trial scheduling order within ten (10) calendar days of setting the trial date.
Page 4 | Civil Scheduling
Vouchers for defendants who have been fugitives for less than one year will be rejected and must be resubmitted after the required period.
Pursuant to § 19.2-163, a case is considered concluded after a defendant has been a fugitive for one year. Vouchers for defendants in fugitive status of less than one year will be rejected by the Clerk’s Office and must be resubmitted after the required time period.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Trial exhibits intended for a party’s case in chief must be filed at least 10 days before trial.
All exhibits which a party intends to offer into evidence at trial during their case in chief must be filed with the Clerk not later than ten (10) days prior to trial.
Page 4 | CIVIL SCHEDULING
The specified support-related worksheets and supporting documents are due 10 days before trial in domestic support cases.
Additionally, in domestic cases involving support matters; income and expense worksheets, applicable guidelines worksheets, and supporting documents must also be filed ten (10) days prior to trial.
Page 4 | CIVIL SCHEDULING
The pre-trial scheduling order is due within 10 calendar days after the trial date is set.
Plaintiff will submit an agreed and fully endorsed pre-trial scheduling order within ten (10) calendar days of setting the trial date.
Page 4 | CIVIL SCHEDULING
Vouchers for defendants who have been fugitives for less than one year will be rejected and must be resubmitted after the one-year period.
Pursuant to § 19.2-163, a case is considered concluded after a defendant has been a fugitive for one year. Vouchers for defendants in fugitive status of less than one year will be rejected by the Clerk’s Office and must be resubmitted after the required time period.
Page 7 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System (EVPS)
A marriage license is valid for 60 days from issuance.
Marriage license are valid for 60 days from the date of issuance.
Page 1 | Marriage Licenses
Within 45 days, the Clerk’s Office will mail the permit or denial notice using the applicant’s self-addressed, stamped envelope.
Within 45 days, the Clerk’s Office will mail the permit (or notice of denial) to the applicant in the self-addressed, stamped envelope provided by the applicant.
Page 1 | Obtaining or Renewing a Concealed Handgun Permit
Renewal applications should be submitted no sooner than 180 days prior to the expiration date of the current permit.
Renewal applications should be submitted no sooner than 180 days prior to the expiration date of the current permit.
Page 1 | Obtaining or Renewing a Concealed Handgun Permit
Marriage licenses are issued at the Record Room on weekdays from 8 a.m. to 3:30 p.m.
Marriage licenses are issued in the Circuit Court Clerk’s Record Room, located on the ground floor of the main Courts Building (9500 Courthouse Road), from 8 a.m. to 3:30 p.m., Monday through Friday.
Page 1 | Marriage Licenses
Attorneys are requested to file Lists of Allowances timely at the District Court level to support proper processing and timely Circuit Court payment.
Attorneys are requested to file Lists of Allowances in a timely manner at the District Court level to ensure proper processing and timely payment in the Circuit Court.
Page 6 | Information Regarding Payment
Attorneys are requested to file Lists of Allowances in a timely manner at the District Court level to facilitate processing and payment in Circuit Court.
Attorneys are requested to file Lists of Allowances in a timely manner at the District Court level to ensure proper processing and timely payment in the Circuit Court.
Page 6 | Information Regarding Payment
In-person public records requests may be made at the Clerk’s Office on weekdays from 8 a.m. to 4 p.m., excluding holidays.
In Person - The Clerk’s Office is open to the public from 8 a.m. - 4 p.m., Monday through Friday (excluding holidays). The Record Room is located on the ground floor of the main Courts Building.
Page 1 | Public Records Copy Requests
Service and Proof of Service Rules
After setting the trial date, the moving party must send opposing counsel or the opposing party a notice stating the trial date or dates and time, with a copy to the Court.
Once the moving party sets the trial date, they must send a notice of trial to opposing counsel/party stating the trial date(s) and time, copying the Court.
Page 3 | Civil Scheduling
A matter cannot be scheduled until service is complete and 21 days have passed, unless opposing counsel agrees otherwise or a statute provides otherwise.
Matters in which the moving party has not issued service cannot be scheduled on the docket until service is complete and 21 days has passed, unless otherwise agreed upon by opposing counsel or provided by statute.
Page 3 | Civil Scheduling
For civil cases scheduled by phone, email, or at docket call, mail all parties a confirmation letter within 10 business days and send a copy to the Court.
When scheduling civil cases by phone, email, or at docket call, a confirmation letter (“notice of hearing”) must be mailed to all parties within 10 business days of scheduling, with a copy to the Court.
Page 3 | Docketing Procedures / Case Scheduling Information
A notice of hearing must be mailed to all parties within 10 business days after scheduling, with a copy to the Court.
When scheduling civil cases by phone, email, or at docket call, a confirmation letter (“notice of hearing”) must be mailed to all parties within 10 business days of scheduling, with a copy to the Court.
Page 3 | Docket Call
A matter where the moving party has not issued service cannot be scheduled until service is complete and 21 days have passed, unless opposing counsel agrees otherwise or a statute provides otherwise.
Matters in which the moving party has not issued service cannot be scheduled on the docket until service is complete and 21 days has passed, unless otherwise agreed upon by opposing counsel or provided by statute.
Page 3 | CIVIL SCHEDULING
Filing Fees and Waivers
If a check or card payment is returned or dishonored, the payer remains responsible for the transaction amount and may be charged the greater of $50 or 10% of the transaction.
If a check or credit card payment is returned or dishonored, you will be responsible for the transaction amount and you may be charged a fee of $50 or 10% of the amount of the transaction, whichever is greater, in accordance with Code of Virginia § 17.1-275 A (28).
Page 1 | Returned Check/Dishonored Payment Policy
Criminal court debt is due at sentencing unless the defendant enters a payment plan approved by the Court or Clerk’s Office.
Court debt is due at the time of sentencing unless the defendant enters into a payment plan agreement per Code of Virginia § 19.2-354.1 approved by the Court or Clerk’s Office.
Page 1 | Criminal Court Costs
Cash payments must not be sent by mail.
Never send cash payments by mail.
Page 1 | Criminal Payment Instructions
For in-person card payments, the cardholder must be present and show valid government-issued photo identification.
For in-person transactions, the cardholder must be present and have a valid government-issued photo ID.
Page 1 | Payment Requirements
An address-change replacement permit costs $10.
The processing fee for an address change replacement permit is $10.
Page 1 | Address Change
Issuing a marriage license costs $30.
The issuance of the marriage license is a $30 fee.
Page 1 | Marriage Licenses
A certified copy of a marriage license costs an optional $2.50, and a self-addressed, stamped envelope should be provided for its return.
There is an optional $2.50 fee for a certified copy of the license. Obtaining a certified copy is not required; however, it is strongly suggested as the certified copy is often necessary for employers, banks, insurance companies, etc. A self-addressed, stamped envelope should be presented for the return of a certified copy of the license.
Page 1 | Marriage Licenses
Payments must clearly identify the account by case number and defendant name.
Always indicate clearly to which account (case number and defendant name) payment is to be credited.
Page 1 | Criminal Payment Instructions
Copies cost $0.50 per page, plus $2 per document for certification if requested.
Copy fees - $.50 per page plus $2.00 per document for certification (if requested)
Page 1 | Business Name Registration
Checks and money orders for criminal court debt should be payable to Chesterfield Circuit Court and include a phone number.
Checks and money orders should be made payable to Chesterfield Circuit Court and should include a phone number.
Page 1 | Criminal Payment Instructions
For telephone card payments, the cardholder must contact the Clerk’s Office directly or authorize someone else to use the card.
For payments made over the phone, the cardholder must contact the Clerk’s Office directly (or provide authorization for use).
Page 1 | Payment Requirements
Public record copies cost $0.50 per page, with an additional $2 per document for certification.
By law, copies are $.50 per page and certified copies can be provided for an additional $2 per document.
Page 1 | Public Records Copy Requests
A concealed handgun permit application costs $30, with an additional $7 processing and handling fee for online submissions.
Please note that concealed handgun permit applications have a $30 fee and online submissions include an additional $7 processing and handling fee.
Page 1 | Obtaining or Renewing a Concealed Handgun Permit
Anyone paying by personal check must present a government-issued photo ID.
Individuals paying by personal check must present a government-issued photo ID.
Page 1 | Payment Requirements
Criminal court debt may be paid online, in person, or by mail; payment plans must be initiated by phone or in person at the Clerk’s Office.
Payments for criminal court debt may be made using the Virginia Judiciary Online Payment System, in person at the Circuit Court Clerk's Office or by mail. Payment plans must be initiated by phone or in person at the Circuit Court Clerk's Office.
Page 1 | Criminal Payment Instructions
A legal-name-change or lost/destroyed replacement permit costs $5.
The processing fee for a legal name change or lost/destroyed replacement permit is $5.
Page 1 | Legal Name Change or Lost/Destroyed
Probate charges include state tax of $1 per $1,000 of probate assets, recordation and transfer fees, a value-based Clerk’s fee, and certificate fees.
State probate tax - $1/$1000 value of probate assets Recordation of will/Clerk's Order - $18 up to 10 pages Recordation of list of heirs - $18 Transfer fee - $1 (if decedent had interest in Chesterfield real estate) Clerk's fee - $0-$30, assessed based on estate value Certificate of qualification - $2 each (two included in base fee)
Page 1 | Fees and Taxes
Checks and money orders must be made payable to the Chesterfield Circuit Court Clerk.
Checks and money orders made payable to the Chesterfield Circuit Court Clerk.
Page 1 | Payment Requirements
The fee to record a release is $10.
Release recordation - $10.
Page 1 | Business Name Registration
Credit card transactions incur a $2 convenience fee.
A $2 convenience fee will be assessed on all credit card transactions in accordance with Code of Virginia § 17.1-275 A (27).
Page 1 | Payment Requirements
The Circuit Court accepts cash, checks, credit cards except for expungement filings, and money orders.
The Circuit Court accepts the following methods of payment: Cash Check Credit Card (not accepted for expungement filings) Money order
Page 1 | Payment Options
Chip-enabled cards must be processed using chip technology and cannot be swiped.
If the card is enabled with chip (ICC/EVM) technology, it will be processed using such technology. Card swipes for such cards are not acceptable.
Page 1 | Payment Requirements
Courthouse wedding ceremonies cost $25 and are available by appointment in a 15-minute slot to residents and nonresidents.
The Circuit Court Clerk’s Office offers optional wedding ceremonies at the courthouse for a $25 fee. This service is available to both residents and non‑residents of Chesterfield County. Ceremonies are held in our private conference room and include a dedicated 15‑minute time slot. All ceremonies are by appointment only to ensure each couple receives a personalized experience.
Page 1 | Marriage Ceremonies at Courthouse
A Clerk’s fee may apply to supplies and services used for duplication.
A Clerk’s fee may apply for duplication supplies and services.
Page 5 | Technology-Related
A Clerk’s fee may apply to supplies and services for duplicating digital evidence or records.
A Clerk’s fee may apply for duplication supplies and services.
Page 5 | Technology-Related
Include a self-addressed, stamped envelope with a mailed payment if a receipt is requested.
If payment is mailed and a receipt is desired, please include a self-addressed, stamped envelope.
Page 1 | Criminal Payment Instructions
The current Chart of Allowances is the reference for fees and expenses paid from the Criminal Fund for payment requests submitted to the OES.
Please refer to the current version of the Chart of Allowances on the Supreme Court of Virginia’s website at http://www.courts.state.va.us/courtadmin/aoc/fiscal/home.html. This resource provides a list of the fees and expenses to be paid from the Criminal Fund and applies to all requests for payment submitted to the Office of the Executive Secretary (OES) of the Supreme Court of Virginia (SCV) including but not limited to requests for payment submitted by special justices, guardians ad litem, interpreters, mediators, court-appointed counsel, court-appointed experts, substitute judges, retired judges, and others.
Page 6 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Courtesy Copy Requirements
Courtesy copies directed to Judges’ Chambers must be clearly marked and do not replace filing the document with the Clerk’s Office or count as filed.
If courtesy copies are directed to the Judges’ Chambers, these will be accepted but need to be clearly marked as such. Marked copies delivered to the Judges’ Chambers are not substitutions for proper filing in the Clerk’s Office and are not considered filed.
Page 5 | Other Notes — Filings
Courtesy copies may be delivered to Judges’ Chambers if clearly marked, but they do not replace filing with the Clerk’s Office and are not considered filed.
If courtesy copies are directed to the Judges’ Chambers, these will be accepted but need to be clearly marked as such. Marked copies delivered to the Judges’ Chambers are not substitutions for proper filing in the Clerk’s Office and are not considered filed.
Page 5 | OTHER NOTES — Filings
Adjournment & Extension Requirements
A motion to continue trial must fully state the supporting good cause and include the number of prior continuances.
The motion to continue the trial must fully state the good cause in support of the motion and must include the number of previous continuances.
Page 4 | Continuance Policy
A trial-continuance request must be made by written motion as far in advance as possible, filed through the Clerk’s Office, and properly noticed for a hearing; any required hearing must follow the applicable civil or criminal scheduling requirements.
All requests for continuances of a trial date must be made by written motion and in as far in advance of the trial date as possible. All requests must be properly filed through the Clerk’s Office and properly noticed for a hearing. If a hearing is required, it will need to be scheduled based on the above requirements for civil and criminal matters.
Page 4 | Continuance Policy
Continuances are discretionary and require good cause; agreement by all parties may not be considered good cause.
Continuances will be granted in the Court’s discretion for good cause shown. The following, by way of example, may not be considered as good cause: • All parties have agreed to the continuance.
Page 4 | CONTINUANCE POLICY
A trial-continuance request must be made by written motion as far in advance as possible, properly filed through the Clerk’s Office, and properly noticed for a hearing.
All requests for continuances of a trial date must be made by written motion and in as far in advance of the trial date as possible. All requests must be properly filed through the Clerk’s Office and properly noticed for a hearing. If a hearing is required, it will need to be scheduled based on the above requirements for civil and criminal matters.
Page 4 | CONTINUANCE POLICY
Criminal continuances are granted in the Court’s discretion upon a showing of good cause.
Continuances will be granted in the Court’s discretion for good cause shown (see continuance policy).
Page 4 | CRIMINAL SCHEDULING
A motion to continue trial must fully state the supporting good cause and include the number of previous continuances.
The motion to continue the trial must fully state the good cause in support of the motion and must include the number of previous continuances.
Page 4 | CONTINUANCE POLICY
The Court may grant a criminal continuance in its discretion upon a showing of good cause.
Continuances will be granted in the Court’s discretion for good cause shown (see continuance policy).
Page 4 | Criminal Scheduling
The Court may grant a continuance in its discretion for good cause, and the parties’ agreement alone may not qualify as good cause.
Continuances will be granted in the Court’s discretion for good cause shown. The following, by way of example, may not be considered as good cause: • All parties have agreed to the continuance.
Page 4 | Continuance Policy
Counsel is expected to determine witness availability before setting the trial.
Counsel is expected to have witnesses’ available dates prior to setting the trial.
Page 5
Chambers Communication Rules
Applicants must email the Probate Division before visiting; full probate and qualification matters are by appointment, and appointments are not scheduled until required information is provided.
Before visiting the Circuit Court, contact the Probate Division by email. Full probate and qualification matters are handled by appointment only. Appointments will not be scheduled until all necessary information has been provided to Probate staff in advance.
Page 1 | Scheduling a Probate Appointment
Hearing dates for motions other than bond motions must be obtained from the Commonwealth’s Attorney’s Office.
With the exception of bond motions, dates for hearings on motions must be obtained from the Commonwealth’s Attorney’s Office.
Page 4 | CRIMINAL SCHEDULING
After submitting a marriage license application online, applicants should call the Records Rooms for verification and next steps.
To apply for a marriage license, access the Clerk’s automated marriage license application system. To minimize wait times, after online submission, call the Records Rooms at 804-717-6517 for the verification process and next steps.
Page 1 | Marriage Licenses
Will-recording and estate-qualification matters must be handled by the Clerk’s Office in the decedent’s jurisdiction and are by appointment.
To record a will and/or to qualify an Executor or Administrator of a decedent’s estate, you must contact the Circuit Court Clerk’s Office in the jurisdiction in which the decedent resided at the time of death. Probate/estate matters are handled by appointment.
Page 1 | Record a Will or Qualify as Personal Representative
Before visiting the Clerk's Office to request authorization, email the Circuit Court Clerk
Before visiting the Clerk's Office to request authorization, email the Circuit Court Clerk
Page 1 | Minister Authorization to Perform Marriages
Judges cannot communicate outside court proceedings; administrative-process questions should be directed to the Clerk.
Judges are ethically prohibited from out of court communications (written or oral). Therefore, questions as to any administrative process should be directed to the Clerk of the Circuit Court.
Page 1 | About the Circuit Court Clerk’s Office
Copy requests may be made by phone using the listed division numbers; telephone requests are payable by credit card and incur a $2 processing fee plus postage.
By Phone - If you are unsure of the appropriate division you are trying to reach, call 804-748-1241 (8 a.m. - 4 p.m., Monday through Friday). For civil case copy requests, call 804-717-6981; for criminal case copy requests, call 804-717-6980; for land records requests, call 804-717-6982. Phone requests are payable by credit card (for an additional $2 processing fee plus postage).
Page 1 | Public Records Copy Requests
Chambers deliveries are accepted from 8:00 AM to 4:00 PM; other service requires an appointment.
8 AM – 4:00 PM – Judge’s Chambers delivery hours. All other service is by appointment only.
Page 1 | Docketing Procedures / Case Scheduling Information
Court staff may be unable to accommodate short-notice requests for courtroom-technology assistance.
Please note, court staff may not be able to accommodate short-notice requests for technical assistance with courtroom technology.
Page 2 | Courtroom Display Technology
Chambers deliveries are available from 8 AM to 4 PM; all other service is by appointment only.
8 AM – 4:00 PM – Judge’s Chambers delivery hours. All other service is by appointment only.
Page 1 | Hours
To schedule a civil trial, the attorney should contact the assigned Judge’s Judicial Assistant by phone or email, with email preferred.
To set a case for trial in a civil matter, the attorney should call or email the assigned Judge’s Judicial Assistant. Email is the preferred method of communication to ensure all parties have properly communicated.
Page 3 | Docket Call
Civil trials should be scheduled through the Judicial Assistant by phone or email after counsel obtains mutually agreeable dates.
Cases should be set by telephone or email through the Judicial Assistant, once mutually agreeable dates are obtained by counsel.
Page 3 | CIVIL SCHEDULING
These cases should also be set by telephone or email through the Judicial Assistant, once mutually agreeable dates are obtained by counsel/parties and the proper motion is filed with the Clerk’s Office.
These cases should also be set by telephone or email through the Judicial Assistant, once mutually agreeable dates are obtained by counsel/parties and the proper motion is filed with the Clerk’s Office.
Page 4 | CIVIL SCHEDULING
The Clerk’s Office recording hours are 8:00 AM to 3:30 PM.
8 AM – 3:30 PM – Recording hours (Clerk’s Office)
Page 1 | Docketing Procedures / Case Scheduling Information
To contact a judge’s civil law clerk, call 804-748-1333 and select the appropriate option.
For Judges’ Law Clerks (civil) - call 804-748-1333 and select the appropriate option.
Page 1 | Docketing Procedures / Case Scheduling Information
The Clerk’s Office public service hours are 8:00 AM to 4:00 PM.
8 AM – 4:00 PM - Clerk’s Office public service hours
Page 1 | Docketing Procedures / Case Scheduling Information
Attorneys should contact the assigned Judge’s Judicial Assistant by phone or email to set a civil trial, with email preferred.
To set a case for trial in a civil matter, the attorney should call or email the assigned Judge’s Judicial Assistant. Email is the preferred method of communication to ensure all parties have properly communicated.
Page 3 | Docketing Procedures / Case Scheduling Information
Counsel should obtain mutually agreeable dates before setting a civil trial by telephone or email through the Judicial Assistant.
Trials: Cases should be set by telephone or email through the Judicial Assistant, once mutually agreeable dates are obtained by counsel.
Page 3 | Civil Scheduling
The Clerk’s Office’s public service hours are 8 AM to 4 PM.
The public service hours of both the Clerk’s Office and Judges’ Chambers are 8 AM – 4 PM.
Page 5 | OTHER NOTES — Filings
For information about the separate appointment lists maintained by the General District and J&DR District Courts, contact the respective Clerk’s Offices directly.
Please note, the Chesterfield General District and J&DR District Courts maintain separate attorney appointment lists. Contact the respective Clerk’s Offices directly for information.
Page 6 | Information for Attorneys Approved for Court Appointment / Electronic Voucher Payment System
Civil trials and most hearings are scheduled with the judges’ legal assistants.
Civil trials and most hearings are set with Judges' legal assistants.
Page 1 | Terms of Court and General Information — Civil
Criminal cases are scheduled through the Commonwealth Attorney on designated days.
Criminal cases set through Commonwealth Attorney on designated days.
Page 1 | Terms of Court and General Information — Criminal
To contact the Judges’ Law Clerks for civil matters, call the listed number and select the appropriate option.
For Judges’ Law Clerks (civil) - call 804-748-1333 and select the appropriate option.
Page 1 | Judges’ Chambers
The Clerk’s Office and Judges’ Chambers have public service hours from 8 AM to 4 PM.
The public service hours of both the Clerk’s Office and Judges’ Chambers are 8 AM – 4 PM.
Page 5 | Other Notes — Filings
For information about the separate attorney appointment lists maintained by the General District and J&DR District Courts, contact the respective Clerk’s Offices directly.
Please note, the Chesterfield General District and J&DR District Courts maintain separate attorney appointment lists. Contact the respective Clerk’s Offices directly for information.
Page 6 | Information for Attorneys Approved for Court Appointment