Detailed Answer

When you begin estate administration in Oregon, the personal representative (formerly called executor) must gather key documents and certificates. These items establish the decedent’s identity, assets, debts and family relationships. Collecting them early streamlines probate and helps avoid delays or disputes.

1. Original Will and Codicils

Locate and secure the decedent’s original will and any codicils. Oregon law requires you to file the original will with the probate court. See ORS Chapter 114 for probate filing rules.

2. Death Certificates

Order multiple certified copies of the death certificate through the Oregon Health Authority. You generally need at least one copy for each financial institution, title company, and to file with the probate court. See ORS Chapter 432 regarding vital records.

3. Asset and Ownership Documents

• Real Estate Records: Deeds, mortgage statements, property tax notices.
• Vehicle Titles: Car, boat or other vehicle titles and registrations.
• Financial Accounts: Recent statements for checking, savings, brokerage and retirement accounts.
• Insurance Policies: Life, homeowners, auto and other policies showing beneficiaries.
• Business Documents: Partnership agreements, corporate stock certificates or LLC membership records.

4. Personal and Family Records

• Birth certificates of the decedent and heirs.
• Marriage certificates and divorce decrees.
• Evidence of name changes (e.g., court orders).
• Social Security numbers for all beneficiaries and the decedent.

5. Debt and Tax Documentation

• Outstanding bills and creditor statements.
• Credit card and loan agreements.
• Recent federal and state income tax returns.
• Estate tax forms, if applicable.

6. Powers of Attorney and Trust Instruments

If the decedent had a durable power of attorney, health care directive or revocable trust, gather those originals. While these may not be filed in probate, they identify prior agents and the extent of trust assets outside probate.

Helpful Hints

• Request at least 10 certified death certificates—some institutions require originals.
• Keep originals in a secure, locked location; use copies for routine tasks.
• Maintain a detailed inventory and log when you request each document.
• Consult the probate court’s local rules for filing deadlines and document formatting.
• Track deadlines under ORS Chapter 114 to avoid late fees or creditor challenges.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Consult a licensed attorney to discuss the specific details of your situation.