Detailed Answer
Short answer: For Washington probate accountings (both periodic/annual accountings when required and the final accounting before closing an estate), the court expects a clear, court-ready accounting that shows (1) what property the estate had, (2) what money and property came in, (3) what was paid out, and (4) how the remaining assets will be distributed. That means you will usually file an inventory/appraisement plus an itemized account of receipts and disbursements, supporting source documents (bank statements, canceled checks, receipts, closing statements), proof that debts and taxes were paid or allowed, and a proposed distribution schedule. Specific items and timing are governed by Washington probate rules and statutes; see RCW chapters for accounts and guardianship accountings: RCW 11.76, RCW 11.92, and general probate procedure at RCW 11.40.
What the court expects to see in an annual or periodic accounting
When the court orders periodic or annual accounting (more common in guardianship/conservatorship matters or when a personal representative is required to report), provide the following:
- Inventory and appraisement: A current itemized list of estate assets and their values (real property, bank and brokerage accounts, vehicles, business interests, life insurance proceeds payable to the estate, etc.). Washington law requires inventories and appraisements for estate administration; see RCW 11.40 for probate procedure.
- Itemized account of receipts: A ledger or schedule showing all money and property received by the fiduciary during the accounting period (opening balances carried forward, income, sales, collections on accounts, insurance proceeds, rents, interest, dividends).
- Itemized account of disbursements: A ledger or schedule showing all payments and transfers during the period (debts paid, funeral expenses, taxes, administrative expenses, fiduciary fees, attorney fees, repairs, care of property, distributions to beneficiaries).
- Beginning and ending asset reconciliation: A statement reconciling the beginning inventory and cash balances to the ending inventory and balances after accounting for receipts and disbursements.
- Supporting documents: Bank statements, brokerage statements, canceled checks, receipts, paid invoices, closing statements for any sales, and copies of checks or wire confirmations for large disbursements. The court relies on these vouchers to verify the account.
- Tax documentation (if applicable): Copies of filed estate or fiduciary tax returns and proof of payment of estate or income taxes during the period.
- Statement of proposed distributions and any requests for fees: If the fiduciary seeks to be paid (compensation) or to pay attorney fees from estate assets, include a detailed fee statement and the legal basis for the fees.
What the court expects in a final accounting
The final accounting must summarize the entire administration from appointment to closing. Typical required components:
- Final inventory and appraisement: A complete, up‑to‑date inventory showing values as of the final accounting.
- Comprehensive receipts and disbursements ledger: A complete, itemized record from the start of the administration through final distribution. The ledger must show all collections, sales, payments of claims and expenses, distributions already made, and the balance remaining for distribution.
- Proof of notice and allowance of claims: Documentation that creditors were notified and claims were paid or otherwise resolved (or a court order rejecting/allowing claims).
- Proof of payment of taxes: Copies of estate tax and final income tax returns, and proof that taxes were paid or reserved for (if any taxes are outstanding, the accounting should show how they will be paid).
- Vouchers for material transactions: Supporting receipts, canceled checks, escrow or closing statements for real estate sales, and billing statements for significant professional fees.
- Proposed final distribution schedule: A clear schedule showing who will receive what assets or amounts and the legal basis (will provisions or intestacy statute).
- Releases, waivers, or receipts from beneficiaries (if obtained): Signed receipts or waivers can speed approval and close the estate.
- Request for discharge and order: A proposed order for the court that approves the accounting, allows fees, and discharges the fiduciary from further responsibility after distribution.
Differences between annual/periodic and final accountings
Annual or periodic accountings are typically narrower: they report activity for the accounting period and show ongoing management. The final accounting is broader and must account for the entire administration, provide closing documentation, and support final distributions and a request for discharge.
Practical document checklist
Collect the following when preparing either type of accounting:
- Filed inventory and appraisement
- Bank and brokerage statements covering the accounting period
- Cancelled checks and deposit records or electronic payment confirmations
- Receipts and invoices for repairs, funeral expenses, and administrative costs
- Settlement statements for any real estate or vehicle sales
- Copies of paid creditor claims and correspondence resolving claims
- Copies of filed tax returns and proof of payment
- Copies of the will (if any), orders appointing the fiduciary, and prior accounting orders
- Detailed calculation and support for requested fiduciary and attorney fees
- Signed releases or receipts from beneficiaries where available
Where to look in Washington law: Washington law sets out requirements and procedures for accounts and filings in the probate and guardianship chapters. See the statutes on accounts, guardianship accountings, and probate procedure for full rules and timing: RCW 11.76 (accounts), RCW 11.92 (guardians and guardianship accounting), and RCW 11.40 (probate procedure). Local superior court rules and standing orders can add procedural requirements—check the local county probate forms and rules.
When you should get an attorney
If the estate is complex, contains business interests or tax issues, if creditors dispute claims, or if beneficiaries object to accounting items or proposed fees, consult a probate attorney. An attorney can prepare a court‑ready accounting, assemble supporting vouchers, and represent you in hearings on allowance of accounts and fees.
Disclaimer
This information is educational only and is not legal advice. Laws change and facts matter—consult a licensed Washington attorney about your specific situation.
Helpful Hints
- Start organizing supporting documents early—bank and brokerage statements are essential and often take time to obtain.
- Keep a chronological ledger or spreadsheet of receipts and disbursements as administration proceeds; it simplifies annual and final accounting.
- Obtain written appraisals for valuable assets to support the inventory.
- Keep copies of all notices to creditors and proof of publication, if required by the court.
- Get beneficiary receipts or waivers when possible—these shorten the court process for final distribution.
- When requesting fiduciary or attorney fees, provide time records or billing detail that tie fees to tasks performed.
- Review local county superior court probate rules and forms—some counties require specific formats or cover sheets.
- If unsure whether a particular item needs a voucher, include it. Better to provide supporting documentation than to have the court ask for it later.