Disclaimer: This article is for informational purposes only and does not constitute legal advice.
Detailed Answer
County probate divisions in Minnesota maintain estate files that document the administration of a deceased person’s assets. To request copies of these records, you must provide key identifying details about the estate and your request. Below are the essential pieces of information you should gather before contacting the probate clerk’s office.
1. Decedent’s Full Legal Name
Supply the exact name as it appears on the death certificate or probate petition. This ensures the clerk locates the correct file.
2. Date of Death
Provide the month, day, and year the person passed away. Courts use this date to distinguish among similarly named individuals.
3. County of Probate Filing
Identify the county where the estate was opened. For example, Hennepin County, Ramsey County, or any other Minnesota county. Probate filings remain in the county where they originated.
4. Probate File or Docket Number (If Known)
The case number appears on the probate petition and all subsequent filings. If you do not have it, the clerk can search by name and date of death.
5. Personal Representative’s Name (Optional but Helpful)
Including the executor or administrator’s full name can speed up the search. This name appears on the Letters Testamentary or Letters of Administration.
6. Approximate Date of Probate Filing
Provide the year or month when probate proceedings began. This helps narrow down records in courts with high volumes.
7. Your Contact Information
List your full name, mailing address, email, and phone number. The clerk uses this to notify you of fees and completion of your request.
8. Purpose of Request (Sometimes Required)
Court offices may ask why you need the documents. Common reasons include genealogical research, estate planning, or verifying asset distributions.
9. Method of Delivery and Payment
Indicate whether you prefer electronic copies, mailed paper copies, or in-person pick up. Courts charge a per-page fee. Review fee schedules on the county’s website or ask the clerk directly.
Under the Minnesota Uniform Probate Code, certain personal data in estate files receives confidential treatment. See Minn. Stat. §524.5-103 (revisor.mn.gov/statutes/cite/524.5-103). Public data in probate records must remain accessible under the Minnesota Government Data Practices Act. See Minn. Stat. §13.03 (revisor.mn.gov/statutes/cite/13.03).
Helpful Hints
- Contact the county probate clerk’s office website or call ahead to confirm hours and accepted payment methods.
- Ask if you can submit your request online or via email to save time.
- Double-check all spelling of names and dates to avoid processing delays.
- Prepare official identification or authorization letters if requesting non-public information.
- Keep a copy of your written request and payment receipt for your records.