A practical reference guide for attorneys and paralegals who want smoother filings and fewer clerk rejections.
Whether you practice in Miami-Dade, Broward, Hillsborough, Orange, or a smaller jurisdiction, one thing stays constant across Florida probate courts: clerks reject bonds for the same recurring reasons over and over again.Most of these issues are not complicated. They’re small details, often overlooked because attorneys and paralegals are juggling dozens of moving parts in a single estate or guardianship matter. But when a bond gets rejected, it creates a domino effect:
Having processed thousands of bonds across Florida, I’ve compiled a practical list of the twelve most frequent errors courts flag and how you can prevent them every time.
Use this as a quick reference, checklist, or training tool for new team members. The smoother the bond process runs, the smoother the entire probate case runs.
1. Incorrect Fiduciary Title
One of the most common mistakes is using the wrong title or mixing up roles.
Courts distinguish carefully between:
If the title on the bond doesn’t match the court order exactly, clerks will reject it.
How to prevent it:
Always pull the exact wording from the Order Appointing Fiduciary before submitting the bond request.
2. Wrong Bond Amount
Sometimes the amount on the bond does not match the amount ordered by the court or the estate’s updated asset information requires a change.
How to prevent it:
3. Missing Case Number or Incorrect Format
Even a minor formatting error can cause a clerk to bounce the bond back.
How to prevent it:
Copy and paste the case number exactly as it appears on the docket.
4. Missing Supporting Documentation
Bonds tied to guardianship, minors, or complex estates often require additional forms or supporting documents the Fiduciary doesn’t initially provide.
Common missing documents:
How to prevent it:
Include all relevant documents up front to avoid a back-and-forth delay.
5. Bond Submitted Before the Correct Order Is Entered
This one surprises people. If the court hasn't entered the order requiring the bond, some clerks will not process it.
How to prevent it:
Confirm the controlling order has been signed and posted before sending the bond for filing.
6. Incomplete Applicant Information
Clerks routinely reject bonds with missing or unclear information about the Fiduciary.
Common missing items:
How to prevent it:
Create a simple internal intake sheet for Fiduciaries; it will save time on nearly every bond.
7. Incorrect Bond Form or Surety Language
Florida courts expect specific language from Surety companies, and not all bonding agencies use compliant forms.
How to prevent it:
Make sure your bonding partner always uses court-approved language and Florida-approved Sureties.
8. Failure to Note Restricted Depository Accounts
In guardianship and minor settlement cases, restricted accounts impact bond amounts but only when properly documented.
How to prevent it:
Confirm:
Without these, the bond will be calculated based on full asset value.
9. Names That Don’t Match Exactly
Clerks check everything. If the Fiduciary’s name on the bond doesn’t match the petition, order, or identification, the bond will be rejected.
How to prevent it:
Confirm the Fiduciary’s name is consistent on:
An alternate spelling is enough to cause a return.
10. Submitting the Bond Without Required Signatures
Self-explanatory, but surprisingly common.
How to prevent it:
Ensure:
Digital signatures must be accepted by the clerk (varies by county).
11. Courts Are Increasingly Rejecting Out-of-State Sureties
Some counties have tightened requirements and will only accept Florida-admitted Surety companies.
How to prevent it:
Always confirm your bond is issued by a Surety licensed and admitted in Florida.
12. Submitting the Bond Without Immediate Follow-Up
Some clerks process electronically. Others prefer in-person drop-off. Some require additional confirmation. Each clerk has a workflow.
How to prevent it:
Follow up.
A simple one-sentence email,“Please confirm receipt and let us know if anything else is needed” can save days.
Final Thoughts
Most bonding delays aren’t caused by major issues, they’re caused by small oversights that are completely preventable with the right checklist.
My hope is that this guide makes your filings smoother, helps your team avoid unnecessary back-and-forth, and gives your clients a faster, calmer experience as they navigate difficult situations.
If you ever need help with a bond or want guidance on avoiding any of these pitfalls my team and I are always here to support you.
If you need a bond now, call 800-828-2226 or Click Here.
To your success,
Darren Vermost
The Bond Guy
and the Probate Bond Pros Team