Detailed Answer

Short answer: A personal representative (PR) in Hawaii confirms a probate is finished by obtaining the court’s final orders (and any discharge or closing documents), verifying that required filings and accountings are approved, and collecting certified copies of those documents. To confirm a trust is properly funded, the PR (or successor trustee) must verify that each asset has been retitled, transferred, or otherwise delivered into the name of the trustee and that the transfers are recorded where required (for example, real estate recorded in Hawaii’s land records, bank accounts retitled, securities re-registered, and beneficiary designations updated). Below are clear steps, the documents to get, and how to check Hawaii-specific public records and court files.

What “probate concluded” means in Hawaii

Probate is concluded when the probate court has issued its final orders that: (1) approve the PR’s accountings (if an accounting was required), (2) allow or direct distribution of estate property, and (3) either enter a final decree of distribution and discharge the PR from further duties or close the estate. The court’s file and the clerk’s office control the official evidence of closure. For general procedural information from the Hawaii courts, see the Hawaii State Judiciary probate pages: https://www.courts.state.hi.us/self-help/probate. For Hawaii statutes and rules, see the Hawaii Revised Statutes and related materials: https://www.capitol.hawaii.gov/hrscurrent/.

Key probate documents you should obtain (certified when possible)

• Clerk-certified copy of the final decree of distribution, final order, or judgment closing the estate.
• Clerk-certified copy of the order approving the PR’s final accounting (if one was required).
• Letters testamentary or letters of administration (show PR appointment and authority).
• Receipt and release forms signed by beneficiaries (proof they accepted distributions).
• Any court order authorizing sale or transfer of specific assets.

How to confirm in practice that probate is closed

1. Check the court docket and file. Contact the probate clerk in the county where the probate was opened and request copies of the final documents and the docket sheet. The clerk can tell you whether the case is formally closed. Hawaii court resources: https://www.courts.state.hi.us/.
2. Get certified copies. Ask the clerk to certify final orders and the decree of distribution. Many third parties (title companies, banks) will require certified copies.
3. Confirm the final accounting and receipts. If the PR filed a formal accounting, obtain the approved accounting order. Collect signed receipts/releases from beneficiaries showing they received their distributions.
4. Confirm any judicial sales/transfers. If the court authorized sale or transfer of real property or other assets, ensure the instruments were executed and recorded.
5. Request a discharge or termination order. Some courts issue a specific order discharging the PR. If so, secure a certified copy.

What “trust funded” means and why it matters

“Funding” a revocable trust means moving assets titled in an individual’s name into the name of the trust (or otherwise designating the trust as owner or beneficiary). A trust that holds the decedent’s assets avoids probate for those assets and ensures the trust’s distribution provisions control. Proper funding requires steps tailored to each asset class: deeds for real property, change-of-title for vehicles, new account titles for bank/brokerage accounts, assignment or re-registration of securities, and ensuring beneficiary-designation assets name the trust where appropriate.

Documents and evidence that a trust is funded

• Recorded deed(s) transferring real property into the trustee’s name (recorded at Hawaii’s land records / Bureau of Conveyances or Land Court as applicable). In Hawaii you can search land records and recording requirements through the State’s land-records systems (e.g., the Bureau of Conveyances): https://boc.ehawaii.gov/.
• Bank statements and account signature cards showing the trust (or trustee) as account owner or payee; or a bank letter confirming transfer into the trust account.
• Brokerage confirmations showing securities re-registered to the trust or a transfer agent letter authorizing registration.
• Vehicle title transfers reflecting the trust or trustee as owner (county motor vehicle division records).
• Insurance or retirement plan beneficiary designation forms naming the trust or trustee (or documentation explaining why the beneficiary designation remains outside the trust).
• A written Certification of Trust or trustee’s affidavit that identifies the trust and states the trustee’s authority (useful to present to banks and other institutions).

How to confirm each asset class was actually transferred

• Real estate: obtain and review recorded deeds. Confirm recording by checking the Hawaii Bureau of Conveyances (or the Land Court, where applicable). The bureau’s public records let you verify the deed was recorded in the trust’s name: https://boc.ehawaii.gov/.
• Bank and cash accounts: request a bank letter confirming the account was closed in the decedent’s name and reopened or retitled in the trustee’s or trust’s name, or obtain closing statements showing funds moved to the trust/estate distributions.
• Securities: request transfer confirmations from the brokerage or transfer agent showing registration in the trust’s name.
• Vehicles: obtain a copy of the title showing the trust or trustee as owner through the State motor vehicle office.
• Business interests: obtain updated ownership docs, amended membership/share certificates, or transfer agreements reflecting the trust as owner where applicable.
• Beneficiary-designated assets: get copies of the beneficiary designation form(s) or plan administrator correspondence showing the trust is named or explaining why it was not changed.

Checklist: Combining probate closure and trust funding verification

1. Obtain certified final court orders (decree, discharge, accounting approval).
2. Get letters testamentary/administration (proof of PR authority).
3. Collect receipts/releases from beneficiaries.
4. Search and copy recorded deeds or land-record entries for real property transfers.
5. Obtain bank, brokerage, transfer-agent confirmations that assets were retitled to the trust.
6. Obtain written Certification of Trust or trustee affidavit; use it to confirm trustee authority with third parties.
7. Keep a centralized closing file that includes all recordings, transfer confirmations, final accountings, and beneficiary releases.

Where to look in Hawaii for official records and help

• Hawaii State Judiciary (probate forms, local court contacts, and self-help materials): https://www.courts.state.hi.us/self-help/probate.
• Hawaii Revised Statutes (searchable statutory text): https://www.capitol.hawaii.gov/hrscurrent/.
• Bureau of Conveyances — public land-record search (real estate recording): https://boc.ehawaii.gov/.
• Hawaii Department of Taxation (estate and income tax filing guidance): https://tax.hawaii.gov/.

When to consider hiring an attorney

If you encounter contested accountings, unclear title problems, disputes among beneficiaries, complex asset transfers (e.g., foreign assets, business interests, tax-sensitive retirement accounts), or you cannot get third parties to honor a Certification of Trust, consult a licensed Hawaii attorney who handles probate and trust administration. An attorney can request court instructions, petition for instructions or for a judicial settlement of accounts, and prepare or clear recorded instruments.

Final practical tips

• Keep originals and obtain certified copies of all court and recorded documents.
• Use recorded instruments (deeds) and third-party confirmations (bank letters, transfer confirmations) as primary proof of funding.
• Keep a chronological closing ledger showing distributions and transfers tied to document evidence.
• If a trustee claims the trust is funded but cannot produce documentary proof, insist on written documentation before accepting the trustee’s statements.

Disclaimer: I am not a lawyer and this is general information, not legal advice. For advice about a particular situation in Hawaii, consult a licensed Hawaii attorney who handles probate and trust administration.