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Pro Hac Vice Application

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Requirements for Pro Hac Vice Admission in New Jersey
(Superior Court of New Jersey, Civil Part and General Equity)

PURPOSE OF THIS PACKAGE

This package provides information for staff to answer inquiries from attorneys seeking to appear pro hac vice in a civil matter in the Superior Court of New Jersey.

An attorney of any other jurisdiction, of good standing there, or a New Jersey admitted attorney of good standing, may, at the discretion of the court in which any matter is pending, be permitted, pro hac vice, to speak in such matter in the same manner as an attorney of this state who maintains a bona-fide office for the practice of law in this state and who is, therefore, authorized to practice in New Jersey.

The primary New Jersey Court Rule applicable to the admission of an attorney pro hac vice is Rule 1:21-2. Reference is also made to Rules 1:20-1(b), 1:28-2, and 1:28B-1(e).

Note: These materials have been prepared by the New Jersey Administrative Office of the Courts. The guides, instructions and forms will be periodically updated as necessary to reflect current New Jersey statutes and court rules. This material is being disseminated on the Judiciary's internal InfoNet web site to provide staff with resource information to accurately respond to inquiries from out-of-state attorneys.

The numbered steps listed below outlines the steps an out-of-state attorney or New Jersey licensed attorney who does not maintain a bona fide office will need to take to appear pro hac vice in the New Jersey Civil Courts.

STEP 1: File and serve on all parties, in the pending litigation, a notice of motion seeking pro hac vice admission. The motion is supported by an affidavit or certification in accord with R. 1:21-2.

A New Jersey licensed attorney, who is an attorney of record for a party in the litigation, may make a pro hac vice application on behalf of an out-of-state attorney. A motion shall be supported by an affidavit or certification of the out-of-state attorney stating, if true:

a. The out-of state attorney is a member in good standing of the bar of the highest court of the state in which the attorney is domiciled or principally practices law.

b. The attorney is associated in the matter with New Jersey counsel of record qualified to practice pursuant to R. 1:21-1.

c. The client has requested to be represented by said attorney.

d. No disciplinary proceedings are pending against the attorney in any jurisdiction and no discipline has previously been imposed on the attorney in any jurisdiction. If discipline has previously been imposed, the certification shall state the date, jurisdiction, and nature of the ethics violation, as well as the penalty imposed. If disciplinary proceedings are pending, the certification shall specify the jurisdiction, the charges and the likely time of their disposition. An attorney admitted pro hac vice shall have the continuing obligation during the period of such admission promptly to advise the court of a disposition made of pending charges or of the institution of new disciplinary proceedings.

e. There is good cause for the pro hac vice admission, including at least one of the following reasons:

  1. The cause in which the attorney seeks admission involves a complex issue of law in which the attorney is a specialist.
  2. There has been an attorney/client relationship with the client for an extended period of time.
  3. There is a lack of local counsel with adequate expertise in the field involved.
  4. The cause presents questions of law involving the law of the foreign jurisdiction in which the attorney is licensed.
  5. There is need for extensive discovery or other proceedings in the foreign jurisdiction in which the applicant is licensed.
  6. Such other reason similar to those set forth above as would present good cause for the pro hac vice admission.

STEP 2: Submit a proposed form of order that complies with Rule 1:21-2(c) and other conditions required by the court.

The order granting admission pro hac vice shall require the attorney to:

  1. Abide by the court rules, including all disciplinary rules.
  2. Consent to the appointment of the Clerk of the Supreme Court as agent upon whom service of process may be made for all actions against the attorney or the attorney's firm that may arise out of the attorney's participation in the matter.
  3. Notify the court immediately of any matter affecting the attorney's standing at the bar of any other court.
  4. Have all pleadings, briefs and other papers filed with the court signed by an attorney of record authorized to practice in this State, who shall be held responsible for them and for the conduct of the cause and of the admitted attorney therein.

The order may contain further requirements concerning the participation of New Jersey counsel as the court from time to time deems necessary. It is suggested that the attorney contact the judge handling the matter to see if there are further requirements.

A sample order is attached as Form A.

STEP 3. Submit a copy of the order and pay the fee required by Rule 1:20-1 to Lawyers' Fund for Client Security.

An out-of-state attorney or a New Jersey licensed attorney must mail or deliver a true copy of the order and the annual fee to the Lawyers' Fund for Client Protection. The address is:

New Jersey Lawyers' Fund for Client Protection
Hughes Justice Complex
P.O. Box 961
25 West Market Street
Trenton, New Jersey 08625-0961
Tele: 609-292-8079

The fee varies depending on the year of admission. The operative year of admission is that of the jurisdiction in which the attorney appearing pro hac vice was first licensed.

Attorneys licensed in New Jersey, who seek admission pro hac vice, will have their assessment governed by their status as a New Jersey attorney.1

Note: Until the litigation is ended, or the pro hac vice order is terminated, attorneys admitted pro hac vice must make subsequent annual Lawyers' Fund for Client Security payments.

STEP 4: File an affidavit or certification with the court documenting fulfillment of Step 3.

1 A licensed New Jersey attorney must be a member in good standing of the New Jersey Bar before he or she may appear pro hac vice. See, Boston University v. Univ. of Medicine and Dentistry of NJ, 176 N.J. 141 (2003), (New Jersey attorney without a bona fide New Jersey office and in arrears to the New Jersey Client Security Fund for Client Protection is ineligible for pro hac vice admission, notwithstanding that the attorney's good standing status in another jurisdiction).

Form A

Attorney Name

Attorney Address

Attorney Telephone

Attorney for Plaintiff][Defendant]

Plaintiff,

SUPERIOR COURT OF NEW JERSEY

LAW/CHANCERY DIVISION

COUNTY

v.

Defendant.

Docket No:

CIVIL ACTION
ORDER ADMITTING ATTORNEY
PRO HAC VICE

This matter being opened to the court by a New Jersey attorney and the attorney of record for to permit an attorney admitted to the practice of law in the State [Commonwealth] of to participate with other counsel for in all phases of the trial, and it appearing that is a licensed attorney in good standing in the State [Commonwealth] of and it appearing that [state the reason for the pro hac vice request]:

It is on this day of , 20 , ORDERED that be and hereby is admitted pro hac vice and is authorized to appear and participate with other counsel for in all phases of the trial, subject to the following conditions:

  1. shall abide by the New Jersey Court Rules including all disciplinary rules, R. 1:20-1 and R. 1:28-2.
  2. shall, and hereby does, consent to the appointment of the Clerk of the Supreme Court as his/her agent upon whom service of process may be made for all actions against that may arise out of his/her participation in the matter.
  3. shall immediately notify the court of any matter affecting his standing at the Bar of any other jurisdiction.
  4. shall have all pleadings, briefs and other papers filed with the court signed by an attorney of record authorized to practice in New Jersey, who shall be held responsible for them, the conduct of the litigation and the attorney admitted herein.
  5. cannot be designated as trial counsel.
  6. No discovery, motion, trial or any other proceeding delay shall occur or be requested by reason of the inability of to be in attendance.
  7. must, within ten (10) days, pay the fees required by R. 1:20-1(b) and R. 1:28-2 and submit an affidavit of compliance.
  8. Pro hac vice admission will automatically terminate for failure to make the initial and any annual payment required by R. 1:20-1(b) and R. 1:28-2.
  9. Non-compliance with any of the terms of this order shall constitute grounds for removal.
  10. A copy of this order shall be served on all parties within seven (7) days of the date hereof.

J.S.C.

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What a Pro Hac Vice Application Is

A Pro Hac Vice Application is a court filing that asks a state or federal trial court to permit an out-of-state lawyer to appear in a specific case without full admission to that jurisdiction's bar. The petition typically attaches a motion, affidavit by the applicant, a certificate of good standing from the lawyer's home jurisdiction, and an appearance or consent from local counsel. Courts grant admission for a single matter and may impose conditions such as payment of fees, retention of local counsel, or registration with the court clerk.

Why the Application Matters for Case-Specific Representation

Pro Hac Vice admission enables parties to retain out-of-state counsel with subject-matter expertise while preserving the court’s oversight of who practices before it. It balances access to specialized legal talent with local ethical and procedural safeguards.

Why the Application Matters for Case-Specific Representation

Who Typically Prepares or Signs a Pro Hac Vice Application

The application is prepared by the out-of-state attorney or the retaining law firm and must usually be filed with the court where the case is pending.

  • Out-of-state attorney — prepares affidavit and attaches bar certificate.
  • Local counsel — files appearance and may sponsor the motion.
  • Client or firm administrator — provides payment and document copies.

The court docket and local rules determine whether the applicant or local counsel files supporting documents, pays fees, or completes online registration.

Step-by-step: Completing the Application

Follow these steps in order to prepare a compliant submission to the court.

  • 01
    Gather Documents: Obtain certificate of good standing and bar ID.
  • 02
    Draft Motion: Prepare the pro hac vice motion and affidavit.
  • 03
    Local Counsel: Confirm a local lawyer will file the appearance.
  • 04
    File & Pay: File with court clerk and pay required fees.

Configuring an Online Pro Hac Vice Submission

When filing electronically, set up fields and attachments for a clear, verifiable record.

Field Configuration
Applicant Name Field Required text field; exact match to ID
Bar Number Field Alphanumeric; no spaces allowed
Upload Certificate PDF attachment; include issuing date
Local Counsel Checkbox Must be checked to indicate sponsorship

Where and How to File the Application

Filing varies by court; choose the correct clerk's office or e-filing portal for the trial court handling the case.

  • State Trial Court: File via the court's civil docket or e-filing portal.
  • Federal District Court: Submit through the court’s CM/ECF system per local rule.
  • Local Clerk: Confirm payment methods and fee amounts with the clerk.
  • Service: Serve opposing counsel with motion per procedural rules.

Common Deadlines and Timing Expectations

Timing matters for motion scheduling, service, and certificate currency; confirm local rules for exact deadlines.

Certificate Currency:

Some courts require certificate issued within 30–90 days of filing.

Service Deadline:

Serve opposing counsel promptly; follow local rules for motion notice periods.

Hearing Scheduling:

Court may set a hearing; timeframes vary by docket congestion.

Fee Payment:

Pay filing fee at time of submission unless court permits deferred payment.

Record Retention:

Keep originals and e-filed copies until case closure and retention period expires.

Key Milestones from Filing to Admission

Track these milestones to avoid missed steps that can delay or deny admission.

01

Prepare Application

Collect affidavit, certificate, and local counsel sponsorship before filing.

02

File Motion

Submit motion and pay fees to the clerk or via e-filing.

03

Serve Parties

Serve opposing counsel and file proof of service per rule.

04

Court Disposition

Judge issues an order granting or denying admission.

Common Preparation Errors to Avoid

  • Submitting an outdated certificate of good standing that the court rejects for lack of currency.
  • Failing to secure a local counsel signature or local sponsorship where required by the court.
  • Not following local formatting or filing rules, resulting in clerk rejection or delay.
  • Omitting required fee payment or using incorrect fee codes when e-filing the motion.

Consequences of an Incomplete or Incorrect Application

Denial: Application may be denied
Sanctions: Court may impose professional sanctions
Fee Forfeiture: Filing fees may not be refunded
Delay: Case schedule can be disrupted
Disciplinary Report: Bar complaint risk if misrepresentation
Re-filing Costs: Additional fees and counsel time

Essential Information and Documents to Include

Applicant Name: Full legal name
Bar ID: Number and issuing state
Good Standing: Dated certificate attached
Local Counsel: Name and bar number
Contact Details: Business email and phone
Fee Proof: Payment confirmation

Principal Components of a Professional Pro Hac Vice Application

A well-assembled application reduces questions from the clerk and the court and speeds resolution of the motion.

Motion

Written request explaining the reason for out-of-state counsel and the specific relief sought, tailored to local rule requirements.

Affidavit

Sworn statement by the applicant confirming bar standing, disciplinary history, familiarity with rules, and willingness to comply with local practice and ethics rules.

Certificate

Official certificate of good standing from the admitting jurisdiction, dated within the time specified by the destination court.

Local Counsel

Appearance or endorsement from an attorney admitted in the forum who accepts service and local responsibilities.

Fee Receipt

Evidence of filing fee payment or fee waiver request, per the court’s payment procedures.

Proposed Order

Draft order the court can sign admitting the applicant for the case, formatted to local preferences.

Digital Filing and eSubmission Considerations

Confirm the court accepts electronic filing and whether e-signatures, scanned PDFs, or RON notarizations are permitted.

  • PDF Format: Use court-accepted PDF/A files
  • eSignature Audit: Include a verifiable audit trail
  • Integrations: Connectors for court e-filing portals

When the court accepts e-filings, preserve native files, signed PDFs, and an audit trail showing signer identity, timestamps, and any notarization records for retention and potential review.

How Pro Hac Vice Differs from Other Admission Types

Compare pro hac vice admission with other limited admission routes to see which fits your circumstances.

Criteria Pro Hac Vice Limited Registration
Purpose single-case access ongoing limited practice
Required Docs affidavit & certificate registration form only
Local Counsel often required varies by program
Court Approval judicial order required administrative approval possible

eSignature Vendor Snapshot for Filing and Signing

Vendor pricing and core capabilities vary; below is a concise comparison including signNow followed by commonly used alternatives.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Pro Hac Vice Applications

Answers to common procedural and technical questions about preparing, filing, and electronically submitting pro hac vice motions.


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