Detailed Answer

Short answer: To show asset transfers under Georgia small‑estate procedures you should compile clear, contemporaneous records that prove (1) the decedent’s ownership of each asset, (2) the asset’s current value or status at death, (3) the identity and entitlement of the person receiving the asset, and (4) any court or informal affidavit steps required by Georgia law. Exact paperwork varies by asset type (bank accounts, vehicles, real property, personal effects, retirement accounts, etc.), but the following list covers the documents most probate courts and third parties will expect.

How Georgia’s small‑estate procedure affects records you need

Georgia permits summary procedures for distributing certain personal property of a decedent without full formal administration. The procedural details are set out in Georgia law and court rules; check the statute language that applies to small‑estate dispositions and related affidavit procedures on the Georgia Code site: https://www.legis.ga.gov/. Different assets are handled differently—financial institutions and title bureaus often require a small‑estate affidavit, certified copy of death certificate, and proof of identity before releasing funds or transferring titles.

Core records to prove an asset transfer under Georgia small‑estate procedures

Certified death certificate. A certified copy issued by the state vital records office is almost always required.
Small‑estate affidavit or affidavit of heirship. If you use the summary/affidavit route allowed by Georgia law, include the signed affidavit, notarization, and any required filing or proof of service. (See Georgia Code and local probate clerk guidance: https://www.legis.ga.gov/).
Proof of ownership for each asset. Examples:
- Bank accounts: account statements, joint‑account agreements, check images, or a letter from the bank showing account title and balance.
- Safe‑deposit box contents: bank inventory receipts and box rental agreement.
- Motor vehicle: original title, registration, or lien payoff letter.
- Real property: deed, current property tax bill, mortgage payoff statement (note: real property transfers often require formal probate or other special procedure).
- Personal property with material value (jewelry, collectibles): bills of sale, appraisals, receipts, photographs.
- Retirement accounts or life insurance: account statements and beneficiary designation forms (these pass outside probate if a named beneficiary exists).
Valuation documents. Recent statements, appraisals, or estimated fair market values showing the value of each asset at or close to date of death.
Evidence of debts and liens. Outstanding creditor statements, mortgage statements, tax liens, or paid receipts showed whether the asset is subject to claims (important when determining available net assets).
Identity and relationship documents. Photo ID for the claimant, and documents showing relationship to the decedent where relevant (marriage certificate, birth certificate, or signed affidavit of heirship).
Title transfer paperwork or bills of sale. Completed transfer forms required by the institution (e.g., signed vehicle title assignment, bank transfer forms, or deed transfer forms if applicable).
Court orders or letters (if any). If any probate court issued letters of administration, a court order, or other authorization, include certified copies.
Communications with third parties. Copies of written requests to banks, DMV, or other holders and their responses—this shows what the institution required and what was furnished.
Receipts and cancelled checks. Proof that an asset was sold, delivered, or paid for (useful when the transfer was by sale or partial payment of debts).

How to organize records for a clean small‑estate transfer

Make a single packet for each asset (ownership proof, valuation, debts on asset, transfer form).
Include certified death certificate and the executed small‑estate affidavit at the front of the packet.
Keep originals for filing with court or institution; provide copies for recipients while retaining originals until the transfer completes.
If a third party refuses to accept an affidavit, ask for the specific statutory or policy basis in writing so you can provide or seek the missing document or court order.

Special notes by asset type (common issues)

Bank and brokerage accounts: Banks usually require a certified death certificate and either a small‑estate affidavit or letters of administration. They may also require a certified copy of the will if the account is payable to the estate.
Vehicles: The Georgia Department of Revenue / Motor Vehicle Division requires the title properly assigned, a certified death certificate, and any court authorization they deem necessary. Visit the Georgia motor vehicle site for forms.
Real property: Real estate commonly requires formal probate or a specific deed transfer; small‑estate procedures usually do not cover real property unless statutes expressly allow it. Check local probate rules.
Accounts with named beneficiaries: Retirement plans and life insurance policies typically pass to named beneficiaries without probate—provide beneficiary forms and statement showing the designation.

Where to confirm statutory details

Georgia’s official statutes and local probate court rules control eligibility and the required documents. Search the Georgia Code and probate guidance at the Georgia General Assembly website: https://www.legis.ga.gov/, or consult the probate court in the county where the decedent resided for local forms and filing practices. Many counties post small‑estate affidavit forms and instructions on their probate court webpages.

Disclaimer: This information is educational only and is not legal advice. For advice about a specific estate or transfer you should consult a qualified Georgia probate attorney or the local probate court.

Helpful Hints

Start with a certified death certificate—most institutions will not take any step without it.
Call the holder (bank, DMV, insurance company) before you prepare documents and ask exactly what they require for a small‑estate affidavit—requirements vary by institution and by county.
Keep an inventory checklist with dates, account numbers, title numbers, and estimated values; courts and institutions prefer tidy, concise packets.
If an institution insists on letters of administration when you believe a small‑estate affidavit should suffice, request the refusal in writing and consult the probate court or an attorney—sometimes a short court proceeding resolves the dispute faster than repeated negotiations.
Don’t assume “payable on death” or beneficiary forms aren’t enforceable—get copies of beneficiary designations early; they often resolve disputes without probate.
If real property is involved, expect formal probate or a deed; small‑estate procedures commonly exclude real estate.
Keep digital and physical copies of everything you submit and receive; document dates and names of people you spoke with at institutions.
If multiple heirs are involved, get signed receipts or releases at the time of transfer to avoid later disputes.