Detailed Answer: How a Personal Representative Confirms Probate Is Closed and a Trust Is Funded in Maryland

Short answer: In Maryland, a personal representative (executor or administrator) confirms a probate has concluded by obtaining the court27s final accounting approval or closing order (often from the Register of Wills / Orphans27 Court) and by keeping written, verifiable proof that each estate asset was transferred to the trustee (deeds, bank transfers, beneficiary-designation change confirmations, or trustee receipts). Do not rely on informal oral statements; get court orders and written transfer records.

Disclaimer: This is general information, not legal advice. For legal advice about a specific estate or trust you should consult a Maryland attorney or the Register of Wills. See Maryland Courts: https://www.mdcourts.gov/probate and Maryland Code (Estates & Trusts): https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=est

What it means for a probate to be “concluded” in Maryland

Probate ends when the personal representative completes the administration tasks required by the Register of Wills and the Orphans27 Court: collecting assets, paying valid debts and taxes, filing and getting approval of a final account (if required), and distributing remaining assets according to the will or statute. The court or Register of Wills will issue documentation (for example, an order approving the account, an order of distribution, or a discharge) that officially closes the estate file.

Documents and evidence to obtain that show the probate is closed

• Final court order or written approval from the Register of Wills / Orphans27 Court stating the estate27s account is approved and the estate is closed. See Maryland Courts probate information: https://www.mdcourts.gov/probate/orphanscourt
• Signed and filed final account (or an affidavit of final distribution) and the court27s stamp or signature showing acceptance.
• Receipts, releases, or signed acknowledgements from beneficiaries showing they received distributions called for by the will or court order.
• Certified copies of any orders directing distribution of assets (payable-through orders, deeds, or orders transferring real property).

How to confirm a trust has been properly funded

Funding a trust means transferring legal title of the decedent27s assets from the probate estate (or directly from the decedent) to the trustee for the trust. To confirm funding, collect clear, written proof for each asset moved:

• Real property: a recorded deed or a certified copy of the deed transferring title from the estate (or decedent) to the trustee. Check county land records where the property is located for the recorded deed.
• Bank and brokerage accounts: copies of account statements showing the account closed and funds moved, or new account statements in the trust27s name. If an institution required a trustee to open a new account, get written confirmation of the transfer or a trustee27s acknowledgement.
• Securities: transfer confirmations, account statements showing ownership moved into the trust, or written transfer instructions and broker confirmations.
• Vehicles: title transfers (MD MVA forms and a new title issued in the trustee27s name or the trust27s name) and MVA receipts.
• Personal property of value: receipts for delivery to the trustee, bills of sale, or inventory signed by the trustee acknowledging receipt.
• Beneficiary-designated assets (life insurance, retirement plans): written confirmations from the plan/insurer that beneficiary designations changed (if the trust was intended to be a beneficiary) or that proceeds will be paid to the trust at claim time.

Practical steps a personal representative should follow in Maryland

1. Keep a master checklist of every estate asset and its intended destination (trust, beneficiary, sale, payment of debt).
2. Get and keep certified court documents: Letters Testamentary or Letters of Administration, any court orders approving the final account, and the discharge/closing order.
3. For each asset, obtain documentary proof of transfer to the trustee: recorded deed, bank/broker transfer confirmations, title transfers, and written acknowledgements from trustees/beneficiaries.
4. Record deeds promptly with the county land records office for real property transfers to the trust. Search the county land record index to confirm recording.
5. Request written confirmations from financial institutions and insurers that accounts or policies are now in the trust27s name or that beneficiary designations are updated to the trust.
6. If the trustee accepts assets, get the trustee27s written acceptance or a receipt listing what was received.
7. File a final account with the Register of Wills or Orphans27 Court (if required) and obtain the court27s approval or closing order before distributing assets the law requires remain under court supervision.
8. Keep originals and multiple certified copies of the closing order and all transfer documents; beneficiaries and institutions will often request certified copies.

Where to verify records in Maryland

• Register of Wills and Orphans27 Court (estate filings, final account approvals): https://www.mdcourts.gov/probate
• Maryland Judiciary case search for some public probate filings: https://mdcourts.gov/casesearch
• Maryland General Assembly statutes on Estates & Trusts (for relevant statutory rules): https://mgaleg.maryland.gov/mgawebsite/Laws/StatuteText?article=est
• Local county land records office (for recorded deeds): each Maryland county records land transactions online or at the clerk27s office; search the relevant county government site.

Common pitfalls and how to avoid them

• Relying on verbal assurances: always collect signed, dated, and, if possible, certified documents.
• Assuming an account is funded without an institutional confirmation: banks/brokers have different internal rules; get the institution27s written statement showing the account status or transfer confirmation.
• Ignoring recording requirements: failing to record a deed means the property may still appear in the decedent27s name to third parties.
• Not coordinating tax and creditor issues before distribution: final account approval often requires that taxes and valid creditor claims be resolved or reserved for.

When to consult an attorney

Talk with a Maryland probate or trust attorney if you encounter disputes, unclear beneficiary designations, complicated assets (like business interests or out-of-state property), or if you are unsure whether the court requires a formal final account. An attorney can review transfer documents, prepare or review deeds, confirm compliance with Maryland trust law, and help secure court orders needed to close the estate.

Helpful Hints

• Keep a single binder or digital folder with the estate27s court orders, asset inventory, transfer confirmations, and trustee acknowledgements.
• Obtain certified copies of court orders and file them with institutions that request proof.
• For real estate, confirm the deed recording number and date; keep a copy of the recorded deed page showing the county stamp.
• Ask trustees and beneficiaries to sign receipts that list items turned over and the date of transfer.
• Get written closing or settlement statements for any sales of estate property and retain copies of wire transfer confirmations when funds move to a trust account.
• Keep beneficiary designation forms and insurance/retirement confirmations; these often control over a will unless changed properly.
• Check Maryland probate guidance pages when in doubt: https://www.mdcourts.gov/probate
• If an institution resists transfer to a trust, request its written reason and escalate to the Register of Wills or an attorney if needed.