Documentation required to prove next of kin and qualify as administrator in a reopened Washington estate

Short answer: To convince a Washington court you are the decedent’s next of kin and should be appointed administrator of a reopened estate, you must file a petition to reopen probate and assemble primary identity and family-relationship documents (certified death certificate, birth certificates, marriage certificates, adoption decrees, divorce records), an affidavit or sworn statement of heirship, and any papers showing prior probate or closing of the estate. The court will also require you to give notice to interested persons, may require a bond, and will apply Washington’s priority rules for appointment. This is general information, not legal advice.

Detailed answer: what the court looks for and the required documents

When an estate has been closed or a probate proceeding ended, and a party asks the court to reopen the estate and appoint a personal representative (commonly called an administrator when there is no will), the Washington probate court will want to establish three things:

1. The person whose assets or estate needs administration is deceased (proof of death).
2. Who the decedent’s heirs or next of kin are (proof of kinship and succession rights).
3. That the person asking to serve is legally qualified and has priority (or the consent of heirs) to be appointed administrator under Washington law.

Key statutes the court applies

• Intestate succession rules and who counts as heirs: RCW chapter 11.04 — see https://app.leg.wa.gov/RCW/default.aspx?cite=11.04
• Priority and qualifications for appointment of personal representatives/administrators: RCW chapter 11.28 — see https://app.leg.wa.gov/RCW/default.aspx?cite=11.28
• Bond requirements for personal representatives: RCW chapter 11.20 — see https://app.leg.wa.gov/RCW/default.aspx?cite=11.20

Documents you should gather before filing a petition to reopen the estate

Bring originals or certified copies where the court requires certification. Typical required documents include:

• Certified death certificate for the decedent — the court must have official proof of death.
• Proof of your identity — government ID, driver’s license, passport, and contact information.
• Documents showing family relationships / next-of-kin status — these establish who the heirs are. Examples:
• Birth certificate(s) linking you to the decedent (for child or parent claims).
• Marriage certificate (to show surviving spouse status).
• Adoption or guardianship records (to prove legal parent/child relationships).
• Divorce decrees or death certificates of intervening relatives (to explain family tree).
• Affidavit of heirship or sworn statements — a notarized affidavit describing the family tree, identifying heirs, and explaining how you are related to the decedent. Many courts accept a detailed affidavit when certified original documents for distant relatives are unavailable.
• Certified copy of any will or prior probate orders — if the estate was probated earlier (even in a limited or summary way), include the final decree, letters previously issued, and any documents closing the estate. If the will is alleged lost, include an affidavit describing its loss.
• Evidence of discovered assets or reasons to reopen — e.g., bank statements, property records, newly discovered accounts, or claims showing assets not administered or creditor claims unresolved. Explain why reopening is necessary.
• Signed consent from other heirs (if available) — a written agreement naming you as administrator can simplify the court’s decision and avoid contested hearings.
• Criminal history disclosure — if the court requires (or the local rules require), disclose convictions that may disqualify you. Courts review qualifications under RCW 11.28.
• Proposed documents for the court — petition to reopen, proposed order, proposed letters of administration, and a proposed bond (if required).

Procedural steps you will typically follow in Washington

1. File a petition or motion with the superior court in the county where the estate was probated asking to reopen the estate and appoint a personal representative. Attach your proof of death, documentation of kinship, and reasons to reopen.
2. Serve or give notice to all statutory heirs and interested persons as required by the court and RCW rules.
3. Provide or obtain a proposed bond amount (some courts waive bond if heirs consent or statute allows).
4. The court reviews the petition, supporting documents, and any objections, and then either issues an order reopening the estate and appointing a personal representative or sets a hearing.
5. If appointed, the court will issue letters of administration and set any inventory, accounting, and notice deadlines necessary to complete administration.

How Washington decides who gets appointed

Washington’s statutes set a priority list for appointment (for example, a spouse, adult children, other next of kin, or a creditor with an interest). The court prefers an heir who has priority under RCW chapter 11.28, but it can appoint another suitable person if circumstances justify it. If multiple persons with equal priority ask, the court evaluates who will best serve the estate’s interests.

Practical checklist: documents to take to the courthouse

• Original or certified death certificate
• Certified birth and marriage certificates relevant to family links
• Adoption decrees or legal guardianship records (if applicable)
• Divorce decrees or previous spouse death certificate (if needed to explain status)
• Certified copies of prior probate orders, letters, and final decree (if the estate was previously probated)
• Affidavit of heirship signed and notarized
• Copies of any documents proving newly discovered assets (bank statements, deeds, account statements)
• Signed consent forms from other heirs (if you have them)
• Your ID and contact information
• Proposed petition and proposed order / proposed letters for the judge

Common complications and what to expect

• If an heir lives out of state or overseas, getting certified documents can take longer; courts often accept notarized affidavits in the interim.
• Disputes about who is an heir (e.g., paternity, adoption, or alleged step-relations) may lead to contested hearings that require more documentary or testimonial proof.
• If the estate was previously closed because a will was admitted, reopening to administer newly found assets may require showing why those assets were not discovered earlier.
• If the proposed administrator has a criminal conviction or a conflict of interest, the court may deny appointment or require a bond or co-administrator.

Helpful hints

• Start with the certified death certificate — courts will not proceed without it.
• Collect original vital records early: birth, marriage, adoption, and divorce records are the most persuasive proof of kinship.
• Prepare a clear family tree (names, dates, relationships) and have it sworn in an affidavit. That can speed up the court’s review.
• Get certified copies of prior probate documents before filing to show why the estate was closed and why reopening is necessary.
• If possible, get written, signed consents from other heirs naming you as administrator — unanimous heir agreement often avoids hearings and may waive bond.
• Contact the clerk of the superior court where the probate was handled to learn local filing requirements and forms. Local rules can affect what documents the court requires.
• Be prepared to provide notice to heirs and creditors; follow local rules for how and when to publish notice (if required).

Where to look for forms and local rules: The Washington State Legislature site lists statutes (see RCW chapters above). Your county superior court clerk’s office posts local probate forms and filing instructions.

Next steps

If you have the documents above, you can usually prepare and file a petition to reopen the estate. If the family situation is contested, or if you encounter missing or unclear records (adoptions, out-of-state births, disputed paternity), consider consulting a probate attorney to help prepare affidavits and present proof to the court.

Disclaimer: I am not a lawyer and this information is not legal advice. This article explains general Washington probate practice and cites relevant RCW chapters for reference. If you need legal advice tailored to your situation, consult a licensed Washington attorney.