How do I fill out the probate inventory form if I’m not sure what assets and debts have to be listed? – North Carolina

Short Answer

In North Carolina probate, the inventory is meant to list what the deceased person owned (and what the estate controls) as of the date of death, with enough detail for the Clerk of Superior Court to understand what each item is and how it was valued. If records are missing or a value is still being determined, the inventory can still be filed as complete as possible, and then corrected later with a supplemental filing or updated reporting. The safest approach is to list assets that appear to be part of the probate estate, explain what is unknown, and keep documentation that supports each number.

Understanding the Problem

In a North Carolina estate administration, a personal representative must complete an estate inventory even when the full picture is unclear at first—especially when access to the home, mail, and financial records started months after the death. The single decision point is what property and obligations belong on the probate inventory form versus what should be left off because it does not pass through probate. The practical issue is how to complete the form accurately enough for the Clerk of Superior Court while still acknowledging that some items, balances, or paperwork may not be available yet.

Apply the Law

Under North Carolina practice, the inventory is a snapshot of estate property as of the date of death, reported to the Clerk of Superior Court as part of the court-supervised estate administration. The inventory should be detailed (not a rough guess), and values are generally reported as fair market value as of the date of death. If an item is being appraised or the value cannot be confirmed by the filing deadline, it is commonly listed with an “undetermined” value and then updated later. When new assets are discovered or a listed value turns out to be wrong or misleading, the personal representative is expected to correct the record by filing a supplemental inventory in the same manner as the original.

Key Requirements

List probate assets as of the date of death: Identify what the decedent owned that is part of the estate administration (for example, bank accounts titled only in the decedent’s name, vehicles titled only in the decedent’s name, and personal property in the home), and report the value as of the date of death.
Provide enough itemization and identifying details: The Clerk typically expects identifying information (for example, bank account identifiers, vehicle identifying information, and meaningful descriptions of property) rather than a single lump-sum number with no backup.
Correct and supplement when information changes: If additional property is discovered later, or if a value was wrong or incomplete, the personal representative should update the filing (often through a supplemental inventory or, depending on local practice, through later accountings that clearly report the change).

What the Statutes Say

N.C. Gen. Stat. § 30-21.1 (Reporting of allowances by personal representative) – Certain allowance property distributed directly to a spouse or child and never coming into the personal representative’s possession is not reported on the estate inventory or later accountings.
N.C. Gen. Stat. § 59-76 (Partnership inventory after death of a partner) – If the decedent was a partner, the surviving partner and the personal representative have duties to prepare an inventory of partnership assets and liabilities.

Analysis

Apply the Rule to the Facts: Here, the personal representative started sorting the home and records months after death, so it is realistic that bank statements, titles, and creditor notices are incomplete. The inventory should still be prepared as a date-of-death snapshot using what can be verified now (such as date-of-death account balances obtained from financial institutions and a reasonable valuation method for vehicles and household items). If some categories are still being researched (for example, a possible retirement account, a safe deposit box, or valuables that require appraisal), those items can be identified with an “undetermined” value and then updated when documentation is obtained.

For example, if a bank will provide a date-of-death balance letter, that number belongs on the inventory even if the personal representative did not access the account until later. If a box of jewelry is found months later, the item should not be ignored; it should be added through a correction/supplement once identified and valued.

Process & Timing

Who files: The personal representative (executor/administrator) or collector. Where: The Estates Division of the Clerk of Superior Court in the county where the estate is opened in North Carolina. What: The North Carolina estate inventory form required by the Clerk (often an AOC estates form), with attachments/schedules as needed for itemization. When: Commonly due within about 90 days after qualification, unless the Clerk grants an extension.
Gather and document values: Obtain date-of-death balances for financial accounts; identify vehicles by title/identifiers and use a consistent valuation method; summarize ordinary household goods as a group when appropriate; separately itemize significant collections or high-value items; and describe real property with identifying information used in county records.
Update if something changes: If new assets are discovered, if an appraisal comes back, or if a listed value was wrong, file a supplemental inventory (or follow the local Clerk’s direction for how to report the change) and keep the supporting paperwork with the estate records.

Exceptions & Pitfalls

Mixing up probate vs. non-probate property: Some assets pass outside probate (for example, certain jointly owned property with survivorship or beneficiary-designated accounts). Listing everything found in the home without checking title/beneficiary status can create confusion and extra work with the Clerk.
Using estimates with no support: Clerks often expect more than a guess. Bank balances should be supported by statements or date-of-death letters, and securities should be identified with meaningful detail rather than a single lump sum.
Leaving out “later discovered” property: Starting the cleanout months after death increases the chance that assets are found late. The fix is not to ignore them; it is to supplement/correct the inventory and keep the paper trail.
Not separating timing-related items: Some items depend on when they accrued (for example, certain income tied to real property). Misclassifying timing-based items can cause problems later when preparing the annual or final accounting.

For more context on how the inventory fits into the larger court reporting duties, see the difference between the estate inventory and the estate accounting and how to identify and document assets and debts when records are hard to find.

Conclusion

In North Carolina probate, the inventory should list probate estate assets as of the date of death with enough detail and support for the Clerk of Superior Court to understand what is being reported and how it was valued. When information is missing, the inventory can still be filed as complete as possible, with unknown values identified and later corrected when records or appraisals arrive. The most important next step is to file the inventory with the Estates Division of the Clerk of Superior Court by the deadline set after qualification (often about 90 days) or obtain an extension before that deadline.

Talk to a Probate Attorney

If handling an estate inventory is stalled because records are missing or the home was not cleared out until months after death, our firm has experienced attorneys who can help explain what typically belongs on the inventory, what can be updated later, and how to request extra time with the Clerk when needed. Call us today at (919) 341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.