Detailed answer: step‑by‑step checklist for a personal representative

This answer explains how a personal representative (also called an executor or administrator) confirms that a probate proceeding in Oregon has finished and that a trust has actually been funded. If you are the personal representative, follow these practical steps to create a clear paper trail and reduce future disputes. This is general information, not legal advice.

1. Confirm the probate case is formally closed

• Check the court docket. Look up the probate case file at the county circuit court where the estate was opened. The Oregon Judicial Department maintains probate information and resources: Oregon Judicial Department — Probate. The docket should show entries for a final account, a final order or decree, and a discharge or closing entry.
• Obtain a certified copy of the court’s final order or decree. A certified copy is the primary proof that the court has authorized the personal representative to be discharged and the estate closed.
• Obtain certified Letters (Letters Testamentary or Letters of Administration) and check for any court entry formally terminating or discharging the personal representative’s appointment. If the court issued a discharge or allowed final distribution, get a certified copy of that order.

2. Review the final accounting and court approval

• Confirm the court approved the personal representative’s final account and any proposed distributions. The final accounting should list the assets, liabilities, fees, distributions, and show the remaining property delivered or directed to beneficiaries or to a trust.
• If the court approved the final report and distribution plan, make sure the order specifically authorizes distribution to the trust or to named beneficiaries in the form required.

3. Verify actual transfer of each asset to the trust

“Funding” a trust means changing legal title of assets from the estate or from the decedent to the trustee (for the trust). Confirm every asset listed in the distribution that was supposed to move into the trust actually changed ownership.

• Real property: Obtain recorded deeds showing the property conveyed to the trustee (or to the trust). Search the county recorder/registrar’s office where the real property is located for the recorded deed conveying the property to the trustee or trust.
• Bank and brokerage accounts: Request account statements showing the account title now names the trustee or the trust (for example, “John Doe, Trustee of the John Doe Revocable Trust dated Jan. 1, 2020”). Ask the financial institution for a letter confirming the title change. Keep copies of signed change‑of‑title forms and checks or receipts used to move funds.
• Stocks, bonds, and securities: Confirm transfers by receiving confirmation letters from the brokerage, transaction receipts, or new account statements in the trust’s name.
• Vehicles and other titled personal property: Confirm the DMV title was reissued in the name of the trustee/trust when required by law.
• Life insurance / retirement accounts: Confirm beneficiary designations reflect the trust (if that was intended) or that proceeds were paid and then properly transferred into the trust according to the decedent’s directions and court approval.

4. Get documentary proof from the trustee

• Request a signed trustee acceptance letter and a copy of the trust document (redacted if necessary) that identifies the trustee and the trust name and date.
• Ask the trustee for a written funding affidavit or schedule showing which assets were accepted into the trust, with copies of the instruments (deeds, account statements, transfer confirmations) as evidence.

5. Keep a funding file and cross‑check with court orders

• Create a simple index listing each estate asset and where proof of its transfer is located (recorded deed number, bank confirmation date, account number, etc.).
• Cross‑check that the court’s final distribution order matches the actual transfers. If the order directed transfer to a trust but the asset shows as transferred to a beneficiary outright, you must correct that discrepancy.

6. What to do if transfers are incomplete or incorrect

• Contact the estate attorney (if one handled the closing) and the trustee immediately. Ask for an explanation and a plan to complete proper funding.
• If a financial institution refuses to retitle assets without additional court documentation, obtain the certified court order or clarifying court approval authorizing the transfer and provide it to the institution.
• If you suspect a breach of fiduciary duty (by the trustee or a beneficiary), the next steps can include seeking a judicial accounting or reopening the probate. Oregon trust law and probate practice provide remedies; begin with written demand and document all communications.

For background on Oregon trust law, see the Oregon Uniform Trust Code (ORS Chapter 130): ORS Chapter 130 — Trusts. For probate procedure basics, use the Oregon Judicial Department probate resources above.

Helpful hints

• Ask for certified copies: Always request certified copies of court orders and recorded deeds when you need formal proof.
• Get confirmations in writing from banks and brokerages that show the trust’s exact name and trustee wording. Screen shots of online accounts are useful but formal letters carry more weight.
• Record deeds promptly: Real property is not fully funded into a trust until the deed transferring title is executed and recorded in the county land records.
• Keep a master checklist: Make a spreadsheet with every asset, the intended recipient (trust or beneficiary), proof of transfer, and recording/confirmation numbers.
• Document communications: Keep copies of emails, letters, and phone‑call notes with financial institutions, trustees, and attorneys. These help resolve disputes later.
• If unsure, request a post‑closing review: Ask an estate or trust attorney to review your file and confirm everything is complete before you sign a discharge or bill the estate for final fees.
• Timing matters: Some transfers (retirement accounts or insurance) occur at payout; make sure proceeds are handled according to the estate plan and court orders and then routed into the trust as intended.
• County record searches: Use the county assessor’s or recorder’s online search to confirm deed recordings. Each county in Oregon maintains land records where deeds are recorded.

When to consult an attorney

Contact an attorney if you see discrepancies between the court order and actual transfers, if institutions refuse to retitle assets, or if a trustee or beneficiary resists cooperating. An attorney can advise about reopening probate, seeking an accounting, or filing other court actions. This information explains common steps but is not a substitute for legal advice.