Detailed Answer — Overview

In Connecticut, personal representatives (executors), administrators, conservators, guardians, and trustees must prepare periodic accountings to the probate court and to interested persons. Accountings show the fiduciary’s stewardship of estate or trust assets: where the assets started, what money or property came in, what payments or distributions went out, and what remains.

While the exact paperwork and format can vary by court and by the type of fiduciary appointment, probate accountings generally require the same core categories of documents and supporting records. See general probate information on the Connecticut Judicial Branch website: https://www.jud.ct.gov/probate/. For statutory background on probate procedure and fiduciary duties, consult the Connecticut General Assembly site: https://www.cga.ct.gov/ (search Title 45a / probate provisions).

Required documents for annual accountings (typical)

An annual accounting is a periodic statement the fiduciary files while administration continues. It must present a clear, chronological accounting of receipts, disbursements and the estate’s present condition. Typical required items include:

• Formal accounting form or schedules: Many Connecticut probate courts accept or require a standard accounting format (some courts provide forms). The accounting lists opening balance, all receipts, all disbursements, and closing balance for the accounting period.
• Inventory and appraisement (initial or updated): A detailed list of estate assets and their values. If values changed materially, give updated values or attach appraisals.
• Bank statements and ledgers: Complete bank statements covering the accounting period and a reconciliation (beginning balance → receipts → disbursements → ending balance).
• Copies of paid bills and invoices: Bills the estate paid (funeral, medical, utilities, repairs) with proof of payment (cancelled checks or electronic payment records).
• Check copies or cancelled checks: Copies of checks or electronic payment records supporting the disbursements listed on the accounting.
• Receipts, income records, and deposit documentation: Proof of receipts such as pension statements, Social Security deposits, rental income, investment dividends, sale proceeds, or other receipts to the estate.
• Sales and transfer documents: Agreements, closing statements (HUD/settlement statements) and proof of delivery of sale proceeds if estate property was sold during the period.
• Bond paperwork: If the fiduciary was bonded, include evidence of the bond and premium payments.
• Notice and service proofs: Proof that the required interested parties (heirs, beneficiaries, creditors when required) were given notice of the accounting or related hearings.
• Statement of fiduciary compensation and proposed distributions: Any fees paid or requested for the fiduciary and attorney fees, plus a statement of proposed distribution of assets (if distributions are being made during the administration).

Required documents for final accountings

The final accounting must show the complete history of the estate from appointment to closing and prove that the fiduciary has properly handled and distributed everything. In addition to the items listed for annual accountings, final accountings typically require:

• Comprehensive final accounting schedule: A complete statement from the date of appointment to the proposed closing date showing all receipts and disbursements.
• Proof of payment of debts and taxes: Paid invoices, paid receipts to creditors, federal and state tax filings and payment confirmations (income tax returns for decedent’s final year and estate tax filings if applicable).
• Estate tax / federal forms (if applicable): Copies of Form 706 (Federal Estate Tax Return) or correspondence with the IRS when estate tax filings are required.
• Appraisals and valuation support: Appraisals for real estate or significant personal property when valuation affects distribution or tax liability.
• Distribution receipts / releases: Signed receipts, releases or acknowledgments from beneficiaries showing they received their distributions (or an explanation if some beneficiaries cannot be located).
• Final closing order or proposed decree: A draft or proposed decree for the probate court to sign that closes the estate after accounting approval.
• Outstanding claim resolution: Records showing how creditor claims, disputes, or unresolved items were resolved.

What each document should show (practical checklist)

When you assemble an accounting, make sure each item answers the following:

• Inventory / asset list: Describe asset, date of valuation, method of valuation, and value.
• Receipts: Source, date, amount, and where funds were deposited.
• Disbursements: Payee, purpose, date, method of payment, and supporting invoice or cancelled check.
• Bank reconciliation: Starting balance, all deposits, all payments, and ending balance tied to a bank statement.
• Sales: Contract, closing statement, and transfer of proceeds into estate accounts.
• Distributions to beneficiaries: Date, amount, recipient, and signed receipt or notation in the file.

When appraisals, tax returns or special documentation are required

Appraisals are required or advisable when you have real property or unique personal property (art, jewelry, collectibles) that materially affects distribution or tax liability. Federal estate tax returns (Form 706) are only required when the gross estate exceeds the federal exemption threshold for the decedent’s year of death; income tax returns for the decedent and for the estate (Form 1041) may also be required.

Connecticut may have state-level tax filing requirements in certain situations. For statutory guidance and thresholds, consult the Connecticut General Assembly or the Department of Revenue Services and confirm with the probate court where you file: https://portal.ct.gov/DRS.

Filing, notice and probate court practice

Connecticut probate practice requires that accountings be filed with the probate court and that interested persons receive notice. Courts may require pre-approved forms or prefer certain schedules and attachments. Steps typically include:

1. Prepare the accounting and supporting records in chronological order.
2. File the accounting with the probate court and pay any filing fee the court requires.
3. Serve required notice on beneficiaries, heirs, and other interested parties and file proof of service with the court.
4. Attend the hearing (if the court schedules one or if objections are filed) and produce originals of key supporting documents on request.

For court-specific forms and instructions, use the Connecticut Judicial Branch probate pages: https://www.jud.ct.gov/probate/.

Common mistakes to avoid

• Failing to attach supporting documentation (bank statements, cancelled checks, invoices).
• Listing transactions without explaining the purpose or connection to the estate.
• Mixing personal and estate funds—keep a separate estate account and show all transfers into and out of it.
• Not providing updated valuations or appraisals for significant assets.
• Failing to provide proof of notice to beneficiaries and other interested parties.

When to get help from an attorney or accountant

If the estate has complex assets, substantial tax exposure, creditor disputes, contested accountings, or if beneficiaries object, consult a probate attorney or tax professional. They can help prepare court-ready accountings, manage tax filings, and represent the fiduciary at hearings. If you choose to work with counsel, save retainer agreements and billing records as part of the accounting support.

Helpful Hints

• Organize records by date and type (bank statements, receipts, invoices, checks) before preparing the accounting.
• Keep a clear bank reconciliation that ties the accounting to bank statements.
• Use digital copies and back up originals; courts accept clear, legible electronic attachments in many cases.
• Label every attachment so the judge and beneficiaries can match it to the accounting line items.
• When in doubt, include more documentation rather than less—transparency reduces objections and delays.
• Confirm local probate court preferences for forms and filing procedures by calling the probate office or checking the court’s web page.
• If you pay yourself or an attorney, document the basis for fees (statutory allowance, prior court approval, or beneficiary consent).