What bank statements and records are required for a personal representative’s annual probate accounting in North Carolina?

Detailed Answer

Under North Carolina law, a personal representative must file an annual account with the clerk of superior court until the estate closes. North Carolina General Statutes section 28A-22-18 requires this accounting at the end of the first year after qualification and each year thereafter. When you prepare your annual account, you need clear, complete records showing every deposit, withdrawal and transfer that passed through the estate’s bank and investment accounts.

First, gather each monthly bank statement for every estate account covering the entire accounting period. These statements document your beginning balance, all activity and your ending balance. The clerk and interested parties rely on those statements to verify you handled estate funds properly.

Second, compile supporting documents for each transaction listed on the bank statements. You must show proof of every disbursement—such as bills paid, funeral expenses, taxes and professional fees—and every item of income, such as rent, dividends or note payments. Without those backup records, the court cannot confirm your account balances or approve your fees.

Third, if the estate holds investments or certificates of deposit, include each quarterly or annual statement. Investments often generate dividends, interest or realized gains and losses that you must report on your account.

Finally, reconcile your own check register or accounting software reports against the bank statements and canceled checks. A clear reconciliation shows how you moved money from one account to another for tax payments or to pay independent contractors who handled estate repairs.

By collecting these records and organizing them chronologically, you reduce delays in court review and objections from heirs. Always keep originals or certified copies. The burden rests on you to prove that you collected all estate assets and paid all valid claims.

For full statutory details, see N.C. Gen. Stat. § 28A-22-18.

Key Records Checklist

• All monthly bank statements for every estate checking, savings or money market account
• Canceled checks and check images showing payee, date and amount
• Deposit slips or deposit summaries matching each bank statement
• Bank reconciliation reports demonstrating how balances tie to your ledgers
• Check register or accounting software ledgers itemizing each transaction
• Receipts, invoices and paid bills for funeral costs, taxes, insurance and repairs
• Investment account statements (brokerage, CD, IRA or mutual funds)
• Copies of promissory notes and payment histories for estate loans
• Credit card statements and receipts if you used credit cards for estate expenses
• Any trust account journals if the estate holds ongoing rental or business operations

Take the Next Step with Pierce Law Group

Preparing a complete annual account takes careful record‐keeping and attention to North Carolina’s Probate Code. At Pierce Law Group, our attorneys guide personal representatives through each step. If you need help gathering records or filing your account, contact us today. Email intake@piercelaw.com or call us at (919) 341-7055.