Closing an Estate Bank Account and Obtaining the Closing Statement

This FAQ-style guide explains, in plain language, how a personal representative (executor or administrator) closes an estate bank account in Arizona and gets the bank’s required closing statement or proof of closing. This is educational only and is not legal advice.

Detailed Answer

When someone is appointed personal representative by an Arizona probate court, that representative is responsible for collecting estate assets, paying debts and taxes, and distributing what remains to beneficiaries. Closing an estate bank account is one of the final administrative tasks. The process has three main parts: (1) authority and paperwork, (2) accounting and payments, and (3) formal closure and documentation.

1. Prove your authority to the bank

Before a bank will let you access or close an estate account, it will want proof that you are authorized to act on behalf of the estate. Common documents the bank will accept include:

Original or certified copy of Letters Testamentary or Letters of Administration issued by the Arizona Superior Court;
Certified copy of the decedent’s death certificate;
A court order authorizing a specific transaction (if the account is subject to restrictions); and
The bank’s own estate-account paperwork or signature card (some banks require you to complete the bank’s forms).

If the estate was administered informally or small-estate procedures were used, the bank may accept an affidavit or other documents in place of formal letters. Check with the bank early to learn exactly what it requires.

2. Complete required accounting, pay debts and taxes

You generally must collect the estate’s funds, pay valid debts, administrative expenses, and taxes before distributing money to beneficiaries. Keep clear records of deposits, withdrawals, fees, creditor payments, distributions to beneficiaries, and the final balance. Banks will typically require either:

A final accounting or closing statement that shows how the account balance was used (receipts, payments, and distributions); or
A certified copy of the court’s order approving the final distribution and discharging the personal representative.

Whether you file a formal accounting with the court or prepare an internal closing statement depends on the type of probate and whether beneficiaries or creditors have objected. Arizona probate procedures and duties for personal representatives are governed by Arizona law found in Title 14 of the Arizona Revised Statutes; you can review the probate statutes here: https://www.azleg.gov/arsDetail/?title=14. For court forms and procedural guidance from the Arizona Judicial Branch, see the Probate Self-Service page: https://www.azcourts.gov/selfservice/Probate.

3. Close the account and obtain the bank’s closing statement

Once debts and taxes are paid and distributions are ready, provide the bank with all required documents listed above. Ask the bank for a written closing statement or account ledger showing:

The account number and account name;
All transactions since the account opened or since the last statement (deposits, withdrawals, fees);
The final distribution or transfer from the account (for example, checks issued to beneficiaries or a wire/ACH to another account); and
A clear statement that the account has been closed (date closed and zero balance).

Banks differ in how they label this paper. Common names include “closing statement,” “estate account ledger,” “final account reconciliation,” or a certified printout of the account history signed or stamped by the bank. If the probate court requires proof of distribution, banks will often provide a certified copy or a bank-stamped ledger for filing with the court.

Court filings to finalize the estate

If you are administering the estate through the probate court, you will often need to file a final accounting or petition for final distribution and discharge with the superior court. Attach the bank’s closing statement or the court-certified accounting to the petition. After the court signs the order approving distribution and discharging you as personal representative, you may present that court order to the bank if it asks for stronger proof of authorization or completion.

For many practical matters, the bank will accept your Letters and the bank’s closing ledger. For official court closure (and to avoid personal liability), obtain the court’s final order when required by the court or when creditors or beneficiaries request formal review.

Typical Documents the Bank Will Require

Certified death certificate
Letters Testamentary or Letters of Administration (certified copy)
Government-issued photo ID for the personal representative
Bank’s own estate-account forms or signature cards
Final accounting or bank ledger showing zero balance
Court order of final distribution (if the bank or situation requires it)

Where to Get Help or Forms

Arizona Revised Statutes (Title 14, Trusts and Estates): https://www.azleg.gov/arsDetail/?title=14
Arizona Judicial Branch — Probate self-help and forms: https://www.azcourts.gov/selfservice/Probate
Arizona Department of Health Services — replacing or ordering certified death certificates: https://azdhs.gov/licensing/vital-records/index.php?action=death

Helpful Hints

Talk to the bank early. Ask for a written list of the documents it requires to close an estate account; requirements vary by bank branch and institution.
Keep meticulous records. Save every bank statement, cancelled check, receipt, and ledger entry. The bank and the court will want clear records showing where money went.
Don’t distribute funds until valid creditor claims and taxes are resolved. Premature distribution can expose a personal representative to personal liability.
Ask the bank how it will deliver the closing statement (original certified ledger, stamped copy, emailed PDF). Get a stamped/dated copy for your estate files and for any court filings.
If beneficiaries accept an informal final account in writing and waive further accounting, you may be able to close the account without a court hearing — but get the waiver in writing and follow Arizona probate rules.
If the estate is small or qualifies for simplified procedures, check Arizona’s small estate options on the Arizona Judicial Branch website to see if court approval or formal Letters are required.
Consider consulting an Arizona probate attorney if the estate has complex assets, creditor disputes, tax issues, or if you expect objections from beneficiaries.

Disclaimer: This information is educational only and does not constitute legal advice. Laws change and every estate is different. For advice tailored to your situation, consult a licensed Arizona attorney or your local probate court.