What statements and financial documents are required for annual and final probate accountings in Oregon?

Short answer: For both annual (interim) and final probate accountings in Oregon, the court expects a complete, verifiable record that shows the estate’s beginning balance, all receipts and disbursements during the accounting period, fees/compensation paid, taxes and claims paid, the ending balance, and the proposed distributions. Supporting source documents—bank and brokerage statements, canceled checks, receipts, invoices, appraisals, tax returns, and paid-claim documentation—should be attached or readily available on request.

Detailed answer — what to prepare and why

This section explains the financial statements, schedules, and supporting documents you should assemble for an annual (interim) accounting or for a final settlement in Oregon probate. The precise items required can vary by county and by the judge, but courts expect the same core information in every accounting so the judge and beneficiaries can verify the estate’s administration.

Core accounting statements

• Summary or cover statement: A short summary showing beginning cash and asset totals, total receipts, total disbursements, and ending cash and asset totals for the accounting period.
• Detailed receipts and disbursements schedule (cash receipts and disbursements): A chronological or categorized ledger that lists every receipt (e.g., checks, sale proceeds, interest, dividends, rents) and every disbursement (e.g., payments to creditors, funeral expenses, taxes, repairs, distributions). Each line should identify date, payor/payee, reason, and amount.
• Inventory and asset schedule: An inventory of all estate assets at the start and end of the accounting period, with values (fair market value for final accounting). For assets sold during the period, show sale price and net proceeds.
• Reconciliation: Bank-account reconciliations or a reconciliation schedule tying the estate’s ledger to bank and brokerage ending balances.
• Distribution schedule (for final accountings): Proposed distribution amounts to each beneficiary, method of distribution (cash, transfer, sale), and signed receipts or releases from beneficiaries when available.
• Compensation and expense schedule: A clear list of fees paid or requested for allowance—personal representative compensation, attorney fees, accountant fees, and other allowed expenses—often including hourly billing detail or a fee petition if required.

Supporting source documents the court commonly requires or requests

Attach or have available the primary records that prove the entries in your accounting:

• Bank statements for every estate bank account covering the accounting period
• Brokerage statements and trade confirmations for securities transactions
• Copies of canceled checks or digital check images (payments made by the estate)
• Deposit slips or evidence of deposits
• Receipts and invoices for repairs, funeral expenses, medical bills paid by the estate, and other disbursements
• Settlement or closing statements for real estate sales (HUD-1, closing disclosure)
• Appraisals or market valuations for real property and unusual or high-value personal property
• Paid-claim documents or proof of settlement of creditor claims
• Copies of estate tax returns and decedent’s final income tax returns if taxes were paid from estate funds
• Accounting or billing records supporting attorney fees or professional fees (time detail or invoice)
• Bond accounting and premium receipts if the representative posted a bond
• Documentation of distributions (e.g., canceled checks to beneficiaries, signed receipts or releases)

Additional items often required in Oregon probate

• Inventory (initial and updated): Oregon probate practice typically requires an inventory of estate assets early in administration and updated values for final accounting.
• Petition or verified account form: File the court’s required petition or verified accounting form asking the court to approve the account and authorize distributions. Local courts vary in form and format—check your county probate forms.
• Notice and service proof: Proof that beneficiaries and interested parties received notice of the accounting and any hearing.

When is an annual accounting required?

Oregon courts order accounting in several situations: when the governing documents (will or court order) require periodic accounts, when a beneficiary or creditor demands an accounting, or when the court otherwise requires an accounting to protect estate interests. Guardianships and conservatorships also commonly require periodic accounting. Check the probate judge’s local rules and any orders issued in the case for specific timing and frequency.

For authoritative statutory background on estate administration procedures in Oregon, see the Oregon Revised Statutes (probate chapters) at: https://www.oregonlegislature.gov/bills_laws/ors/ors116.html. For sample forms and county-specific probate filing information, see the Oregon Judicial Department’s probate forms and guidance: https://www.courts.oregon.gov/forms/Pages/Probate.aspx.

Practical checklist to prepare an accounting (step-by-step)

1. Gather bank and brokerage statements for all estate accounts covering the entire reporting period.
2. Pull the estate’s check register and match each check to a canceled check or receipt.
3. Compile receipts and invoices for every estate expense paid during the period.
4. Assemble sale closings, appraisals, and valuation evidence for assets sold or carried on the inventory.
5. List and document creditor claims paid or rejected.
6. Prepare a ledger or spreadsheet with beginning balances, all receipts, all disbursements, and the ending balances, and reconcile to bank statements.
7. Prepare a distribution schedule for final accounting showing how and to whom you propose to distribute assets.
8. Attach or index supporting documents so the judge and beneficiaries can verify each material entry.
9. Serve required notices and file the accounting using the county court’s required forms and follows-up on any deficiency requests from the court.

Helpful hints

• Keep digital copies. Scan invoices, receipts, and canceled checks so you can produce them quickly.
• Use a simple spreadsheet or accounting software to track receipts and disbursements—make reconciliation easy.
• Be conservative and transparent. Explain unusual transactions in a short narrative attached to the accounting.
• Label documents clearly (e.g., “Exhibit A — Bank statements Jan–Dec 20XX”). That saves the court time and reduces requests for clarification.
• Check local probate court rules and forms before filing—counties may have specific formats and required forms.
• If uncertain about fee allowances or tax treatment, discuss the accounting draft with an attorney or accountant before filing a final accounting.
• File early if you need time to obtain appraisals or tax information. Courts can continue hearings to let you supplement documentation.

Where to get forms and more information

Oregon statutes and local court forms are the best starting points. See:

• Oregon Revised Statutes — probate chapters: https://www.oregonlegislature.gov/bills_laws/ors/ors116.html
• Oregon Judicial Department — probate forms and instructions: https://www.courts.oregon.gov/forms/Pages/Probate.aspx

Disclaimer: I am not a lawyer. This article is educational only and does not constitute legal advice. For case-specific guidance about what to file in your county or how to handle contested accounting issues, consult a licensed Oregon probate attorney.