Disclaimer: This is general legal information only, not legal advice. For guidance on a specific probate matter in Missouri, consult a licensed Missouri probate attorney.
Detailed Answer — What to include with annual and final probate accountings in Missouri
In Missouri probate matters, courts require accountings so the court, beneficiaries, and creditors can see how a fiduciary (personal representative, administrator, guardian, or conservator) handled estate or protected-person funds. The exact form and timing can vary by court and by the type of fiduciary, but the substance of annual and final accountings is consistent: they must show all assets received, all money paid out, assets on hand, and the proposed final distribution. Relevant Missouri statutes addressing decedents estates and guardianships/conservatorships can be found in the Revised Statutes (see Chapters for decedents estates and guardianships/conservatorships): https://revisor.mo.gov/main/OneChapter.aspx?chapter=473 and https://revisor.mo.gov/main/OneChapter.aspx?chapter=475.
Below is a practical list of the statements and financial documents typically required for annual accountings and for final accountings in Missouri probate files.
Core items required for both annual and final accountings
- Verified written account or accounting report: A chronological statement prepared by the fiduciary (or the fiduciarys attorney) that summarizes transactions during the accounting period. It typically shows beginning balances, receipts, disbursements, fees, and ending balances by asset category.
- Inventory and schedule of assets: A complete list of estate or ward assets at the start and at the end of the accounting period. Real estate, bank and brokerage accounts, life insurance proceeds, retirement accounts, vehicles, business interests, and personal property should be listed with values or how value was determined.
- Receipts and income records: Bank statements, deposit slips, dividend and interest statements, rental income records, Social Security and pension statements, and documentation of any other receipts the estate or ward received during the period.
- Disbursement documentation: Canceled checks or electronic bank transaction records, invoices, receipts, and vouchers for payments made (for funeral expenses, creditor payments, taxes, repairs, insurance, attorney and fiduciary fees, rent, utilities, medical or care expenses for the protected person, etc.).)
- Asset valuation support: Appraisals, real estate closing statements, vehicle valuations (e.g., NADA or Kelley Blue Book printouts), and brokerage statements that support the stated values of assets.
- Bank and brokerage statements covering the accounting period: Full monthly statements for each account used by the fiduciary. Courts expect continuity of records so statements should cover the entire period under review.
- Tax returns and related documents: Estate, fiduciary, or income tax returns (federal and state) filed for the accounting period and any receipts showing payment of taxes or pending tax liabilities.
- Creditor claim records: Copies of claims filed and proof of payment or denial of claims, or a statement that no claims remain outstanding.
- Proof of notice and service: Documentation that required interested persons (heirs, beneficiaries, creditors) received notice of the accounting or the hearing on the accounting, per local rules and statutory notice requirements.
Additional items commonly required for a final accounting/settlement
- Final inventory (closing account): A reconciled inventory showing the exact assets available for distribution at the date of closing.
- Distribution schedule or proposed decree: A detailed proposed distribution listing each beneficiary, the property or cash they are to receive, and references to supporting documentation (wills, intestacy rules, disclaimers, beneficiary designations).
- Receipts and releases: Signed receipts or releases from beneficiaries after distribution (many courts require beneficiaries to sign receipts acknowledging they received their share before the fiduciary is discharged).
- Final fee statement: Itemized attorney and fiduciary fee statements and any proposed payments to professionals (attorneys, appraisers, accountants) to be approved by the court.
- Final tax clearance or provisions for taxes: Evidence that estate taxes, fiduciary income taxes, and final income tax returns were filed and paid, or that reserves were set aside for known tax liabilities.
- Motion or petition to close the estate: Formal pleading asking the court to approve the final account, allow distributions, and discharge the fiduciary once the court signs an order.
Format, verification, and court filing
Missouri courts require that accounts be sworn or verified and filed with the probate division. Local courts often use set forms or local rules that specify the format of the account and the order of supporting exhibits. The account usually must be served on interested persons (beneficiaries, heirs, creditors) and set for hearing if objections exist.
If the fiduciary does not have original supporting documents (for example, cancelled checks), courts typically expect copies with a cover affidavit explaining why originals are unavailable and attesting to the accuracy of the copies.
Because county probate practices vary, check the local probate courts filing requirements or ask an attorney. For statutory guidance on probate administration and guardianship duties in Missouri, consult the Revised Statutes chapters on decedents estates and guardianships/conservatorships: https://revisor.mo.gov/main/OneChapter.aspx?chapter=473 and https://revisor.mo.gov/main/OneChapter.aspx?chapter=475.
Helpful Hints
- Keep a contemporaneous, digital and paper file: maintain copies of monthly bank statements, receipts, invoices, and cancelled checks in a dedicated folder organized by date and account.
- Reconcile bank accounts monthly: that makes annual and final accounting far easier and reduces questions from beneficiaries or the court.
- Get formal appraisals for unusual or high-value assets: courts accept professional appraisals (real estate, businesses, antiques) as reliable valuation evidence.
- Document every distribution: obtain signed receipts from beneficiaries and keep them with the final accounting.
- Keep tax records and consult a tax professional: estate and fiduciary tax issues can affect distributions and may require withholding or reserves.
- Ask the court clerk about local forms and filing procedures before you prepare the accounting: different counties may have different preferred formats and fee schedules.
- If you plan to seek compensation, provide an itemized fee statement: courts scrutinize fiduciary and attorney fees and require detailed backup.
- When in doubt, consult a probate attorney: an attorney can prepare or review the accounting to reduce the chance of objections and speed final discharge of the fiduciary.
For statutory guidance and to confirm specific filing and verification requirements for different types of fiduciaries, consult the Missouri Revised Statutes and your local probate court. See Missouri statutes chapters on decedents estates and guardianship/conservatorship law: https://revisor.mo.gov/main/OneChapter.aspx?chapter=473 and https://revisor.mo.gov/main/OneChapter.aspx?chapter=475.
Again, this is informational only and not legal advice. If you have a specific Missouri probate situation, contact a licensed Missouri probate attorney to discuss deadlines, local rules, and the exact documents the probate court will require.