Clerk of Circuit Court

The Clerk of Court is a constitutional officer who is elected city-wide to an eight-year term. J. Greg Parks was elected Clerk of Court in the November 2019 general election. The Clerk maintains and processes land records, handles probate and fiduciary matters, issues marriage licenses, and provides clerical assistance to Circuit Court judges in all civil and criminal matters.

Page updated on Sep 4, 2020 at 1:33 PM

Circuit Court Clerk's Office Temporary Emergency Procedures


The Circuit Court Clerk's office is open for business by appointment, telephone, video, email, U.S. mail, and via our drop boxes. The office is not open to the public for walk-in or drop-by business due to the COVID pandemic. Beginning on August 31, 2020, you may schedule an appointment for an in-person transaction.  Appointments will be for times between 8:30 a.m. and 11:30 a.m. Monday through Friday. Afternoon appointments will continue to be via video.

On March 16, 2020, the Supreme Court of Virginia declared a judicial emergency in response to the COVID-19 public health crisis. The Supreme Court has extended the emergency through October 11, 2020. The judicial emergency authorizes Circuit Court Clerks to implement measures to protect the public and staff from COVID-19. In accordance with the Supreme Court’s Orders, most of the functions of the Clerk’s office are currently being carried out remotely via telephone, video, U.S. mail, e-mail, and other electronic means. The Clerk’s office is operating with reduced staff so telephone wait times may be longer than normal.  Please contact us by e-mail or U.S. mail where possible to avoid telephone hold times.

See below for details on specific procedures.

 

Marriage Licenses

To obtain a marriage license, send an e-mail to: marriage.license@alexandriava.gov
Your e-mail must include:

  • Full names of both persons getting married.
  • Two preferred dates and times for a video or in-person appointment. If you know the planned date for your ceremony, please include it in your e-mail.  A video appointment must be at least one full week before your ceremony date to allow time for mailing your license to you.
  • E-mail addresses and phone numbers for both parties.
  • For a video appointment, your marriage license will be mailed to you at the completion of the video appointment. Mail delivery may take up to one week. For an in-person appointment, you will be given your marriage license at the completion of the appointment.

The Clerk’s office will contact you to provide further instructions. Please visit the Marriage Information section below to download the application and review additional requirements.

 

Probate

To make a video appointment, send an e-mail to: probate.intake@alexandriava.gov
Your e-mail must include:

  • Name, state where you reside, email address, and phone number of the person making the request.
  • Full name of decedent, their last residence address and if they left a Will behind (Provide scans of death certificate and will).
  • Brief description of assets or matters that need to be resolved under the decedent’s name. Probate assets are those that are solely under the decedent’s name, without designation of beneficiaries, payable on death clauses or transfer on death clauses within the financial institution.
  • Two preferred dates and times for a video appointment. Appointments are generally made within two to three weeks.

The Clerk’s office will contact you to provide further instructions. Please provide as much information as possible in the initial e-mail so we can more efficiently help you.

 

Land Records 

Effective July 1, 2020, legislative action by the Virginia General Assembly has changed some of the fees and taxes. To see all the legislative fee increases, click here. 

Drop Box – To drop off recordings you may leave them in the box marked “Circuit Court Deed Recordings” at the front doors of the courthouse. Please include all requirements in a sealed envelope. If you have any questions regarding this procedure, please e-mail land.records@alexandriava.gov.

To obtain copies of deeds, land records, judgments or historic records, send an e-mail to: land.records@alexandriava.gov
Your e-mail must include:

  • Name, e-mail address, and phone number of the person making the request.
  • The Book and Page, and/or Instrument Number for the documents that are being requested (we cannot conduct research; you must provide exact information on the record you are requesting).
  • We will contact you with the fee required. Once payment is received, we will mail the copies to you.

To make an appointment for a title search in the Records Room send an e-mail to: land.records@alexandriava.gov
Your email must include:

  • Date and time requested.
  • Name, e-mail address, and phone number of the person who will conduct the research.
  • Appointments will be for one hour. You may not reserve more than two consecutive one-hour appointments.
  • All persons must wear a mask at all times while in the courthouse. If you come to your appointment without a mask, you will not be admitted to the building by the Sheriff Deputies.  

Secure Remote Access - To facilitate remote research and reduce the need to visit the courthouse, secure remote access fees will be waived for 30 days for new subscribers.  Existing online access subscribers have received a free 30-day extension which was added to the end of their current subscription period.  No refunds will be given.  To request remote access visit https://alexandriava.gov/courtrecords and click New Subscriber Registration

For criminal case payments, you can now make payments over the phone. Call 703-746-4044 to make payments with your own credit card. If you need a receipt, provide your address and we will send it via U.S. mail. We continue to accept payments through the mail.

 

Civil / Criminal Cases 

For these matters, you may file by U.S. mail, by drop box, in person at our office with an appointment, or by e-mail. This includes items such as initiating new cases or actions (e.g., lawsuits, name changes, divorces), filing pleadings with service requirements, taking the oath as Notary Public, etc.  Please do not file the same items via multiple methods as this may delay processing.

Mail: We encourage parties to mail pleadings to Alexandria Clerk of the Circuit Court, 520 King Street, Room 307, Alexandria, VA 22314.

Drop Box: You may drop off your pleadings in the marked box located at the front doors of the courthouse. If you wish to receive date-stamped copies of your pleadings, make sure to include a self-addressed, stamped envelope. Items placed in the drop box are generally processed the day received.

In-person: You may file at the counter in our office by appointment.  To request an appointment please send an e-mail to case.intake@alexandriava.gov. Please note in your e-mail why you are making the appointment.  Appointments are limited to 30 minutes to ensure we can maintain safe distance between customers in our limited lobby space. 

Email: You may submit pleadings by sending them to case.intake@alexandriava.gov 
Your e-mail must include:

  • Name, e-mail address and phone number of requester.
  • Attached pleading with all required signatures. (Please do not attach pictures, or pictures of documents as they are not legible for loading into the Court’s systems.)
  • NOTARIES that need to take their oath MUST attach their approval letter/email.

Copies:  To obtain copies of marriage licenses, orders from case files, or other pleadings, send an e-mail  to case.intake@alexandriava.gov 
Your e-mail must include:

  • Name, e-mail address and phone number of requester.
  • Specific information regarding the request (we cannot conduct research; you must provide exact information on the record you are requesting).
  • We will contact you to arrange for payment over the phone. We will mail copies to the address provided.

 

Concealed Handgun Permits

To obtain an appointment for a concealed handgun permit application, send an e-mail to: case.intake@alexandriava.gov  
Your e-mail must include:

  • Full name of applicant, their email address and phone number.
  • Two preferred dates and times for a video or in-person appointment.
  • Attach scans of your application (revision 07-16-2020) and supporting documentation.
  • Please do not attach pictures of your documents as they are not legible for loading into the Court’s systems

The Clerk’s office will contact you to provide further instructions. Please visit the Concealed Handgun Permits section below to download the application and review additional requirements.

 


    Regular Office Procedures 


Birth Records 

  • Birth Certificates are not kept by the Clerk of Court. The Health Department can issue birth, death, or other vital records. For hours and requirements, visit their website or call 703.746.4991. Copies of birth records can also be obtained from the state  Office of Vital Records at 804.662.6200 or at most Virginia Department of Motor Vehicles location.

Businesses 

  •  As of January 1, 2020, the Clerk's Office of the State Corporation Commission is the central filing office in Virginia for all certificates of assumed fictitious name. A certificate of assumed or fictitious name must be prepared on a form prescribed by the commission. All prior city Fictitious name filings are still dissolved at the local Circuit Court. You can  contact the Clerk at 703.746.4044 (option 2,3). For other business license related matters, contact the Business License Office at 703.746.3903..
  • Printed index of trade names from 1950, computerized index from 1984, corporation records prior to 1988, available in Clerk's Office.
  • For information about corporations, limited partnerships, limited liability companies and New Fictitious name forms, contact the State Corporation Commission 804.371.9967
  • Download  Certificate of Dissolution of Trade Name.
  • Filing fee is $10.00, there will be a charge of $2.50 if you would like a certified copy.

Civil Action, Money Damages and Collections of Bad Debts 

  • Amounts under $25,000.00 usually are filed in General District Court, the small claims court, which has fill-in-the-blank forms. Phone 703.746.4021
  • No forms available for the circuit court.
  • Civil Fee Schedule (effective July 1, 2015) Service fees will be additional.
  • Lawyer Referral 703.548.1105
  • Legal Aid 703.684.5566
  • Printed indexes from 1870 until 1984.
  • Computerized indexes from 1984
  • Coversheet used when filing a new law case.
  • Case status information can be obtained Monday - Friday 9:00 a.m. to 2:30 p.m. by calling the clerk's office 703.746.4044 (option 2,1)

Concealed Handgun Permits 

  • View  Application Requirements for City of Alexandria.
  • Completed application along with a $50.00 fee shall be submitted to the Clerk's Office for the Alexandria Circuit Court, between the hours of 9:00 a.m. and 2:30 p.m. Monday through Friday. New applications should be filed in person; renewal applications can be filed by mail. Contact the Clerk's office  703.746.4044 (option 2,1) for more information.
  • For more information pertaining to the laws regarding concealed handgun permits such as reciprocity or non-resident applications, please visit  Virgina State Police.
  • For replacement permit due to new address or loss of current permit complete the following form and submit to clerks office with proof of new address
  • Download Concealed Handgun Permit Application.  

Criminal Felony Cases and Misdemeanor Appeals 

  • Criminal case hearings and motions are heard by the court every Thursday, which is Commonwealth Day.
  • Traffic and misdemeanor appeals are heard the 3rd Tuesday each month.
  • Delinquent collections of costs and fines are done through the Virginia Department of Taxation 804.367.0016
  • Collection of Court Costs Policy  (Effective July 1, 2017)
  • For information on a Circuit Court Criminal case call 703.746.4044 (option 2,2)

Divorces 

  • No forms available from the clerk's office, however an uncontested divorce information packet is available in the Alexandria Law Library 703.746.4077
  • Coversheet used when filing a new divorce case.
  • Information on Parent Education Providers in Virginia 
  • The filing fee for a divorce case is $86.00. If you are requesting to have a maiden name restored, there is an additional fee of $21.00. If you are requesting to have a Virginia Sheriff's Department serve the Defendant, there is an additional fee of $12.00. If you have any questions call 703.746.4044 (option 2,1)
  • Lawyer Referral 703.548.1105
  • Legal Aid 703.684.5566
  • Printed indexes from 1870 until 1984
  • Computerized indexes from 1984

Land Records 

  • Printed indexes from 1800's until October 1993, records in printed books and on microfilm, available to public 9 a.m. to 2:30 p.m. Monday thru Friday.
  • Records after October, 1993, maintained in automated Supreme Court of Virginia Records Indexing System available in Clerk's Office.
  • Recordings done 9:00 a.m. - 2:30 p.m. Monday thru Friday.
  • Copies $0.50 per page; $2.00 for certification of a document.
  • Call 703.746.4044 (option 2,3) for the latest deed recording information and costs.
  • Effective July 1, 2020 legislative action by the Virginia General Assembly has changed some of the fees and taxes. To see all the legislative fee increases click here.
  • If you are recording a deed and need to calculate the fees, you can go to Virginia Courts Deed Calculation.
  • Due to Virginia and City law certain restrictive covenants are considered invalid and unenforceable. However, if you need to release a certain prohibited covenant click here

Marriage Information 

  • Marriage Licenses are issued in the Circuit Court Clerk's office at 520 King St., Room 307. Both parties must appear together to obtain a license and must present an UNEXPIRED, government issued picture identification (i.e. drivers license, passport).
  • Fee for the marriage license is $30.00, Cash or Credit Card (requires a convenience fee) 
  • No blood tests, no waiting period, no residency requirements.
  • There is no one in the clerk's office to perform wedding ceremonies, you must have a marriage ceremony in Virginia within 60 days of the issuance of the license. List of Individuals who can perform a civil marriage ceremony. List of Civil Celebrants 07/29/2019
  • Religious Officiants must be authorized by the Court to perform marriage ceremonies in the Commonwealth of Virginia.  Alexandria Circuit Court Requirements, pursuant to VA Code 20-23.
  • Indexes and records available from 1870, computerized after 1983, open to public 9 a.m. to 3 p.m. Monday thru Friday.
  • Copies of marriage certificates for proof of marriage are available from the clerk's office after the original license is returned by the marriage celebrant. Provide the names of both parties at the time of the marriage, date of marriage and $2.50 cash or money-order for each certified copy; stamped, self-addressed envelope if mailing.

  • The Health Department can also issue copies of marriage licenses and other vital records; visit their  website or call 703.746.4991 for more details.

Name Change 

  • Filed in the City or County where you are resident. Proof of residency will be required at time of filing (i.e. current driver's license, lease, or utility bill).
  • Sample forms available from the Alexandria Law Library; available here.
  • File with the clerk the original notarized petition and proposed order. 
  • Filing fee is $41.00.

Notary Public Qualifications 

  • Complete the Notary Public Application electronically with the Secretary of the Commonwealth of Virginia.
  • There is no notary public in the Clerk's office. Many banks and law offices have a notary available for the public. Some notary listings are in the phone book yellow pages.
  • Notarized documents that are to be sent to other states or countries may require a certification of the notary public. If the notary public took his/her oath in Alexandria, the Clerk's office can provide that certification for a fee of $2.00.

Service Fees, Per Defendant 


Will and Fiduciary Records 

  • Probates done by appointment, for information call (703) 746-4044 (option 2,4).
  • Printed indexes from 1800's until 1984
  • Computerized indexes from 1984
  • Death Certificates are not available from the clerk's office. You may contact the vital statistics section of the Alexandria Health Department at 703.838.4400 x200 or contact the Office of Vital Records in Richmond, Virginia 804.662.6200
  • Commissioner of Accounts 703.746.4031

* Case Information Includes :

  • Civil Cases since Jan. 1, 1983
  • Marriage Licenses since July 1, 1983
  • Trade Names since July 1, 1985
  • Financing Statements since July 1, 1985
  • Search Warrants since July 1, 1985
  • Fiduciary Cases since July 1, 1986
  • Judgments since July 1, 1986
  • Criminal Cases since July 1, 1987
  • Name Changes since July 1, 1984

All fees quoted on this site are subject to change at any time by the Virginia state legislature. 

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