This FAQ explains practical steps a personal representative (executor) can take in Kansas to confirm that a probate case has been closed and that assets intended for a trust have actually been moved into the trust. It assumes no prior legal knowledge and focuses on documents, public records, and communications that create reliable proof.

Detailed answer — How to confirm probate is finished and a trust is funded

1. Start with the probate court record. The probate court file in the county where the decedent’s estate was opened is the primary source of truth. Look for one or more of these final entries: a final decree or judgment, an order for final settlement or distribution, and/or an order discharging the personal representative. Those documents show the court has approved the estate accounting and authorized distribution of estate property.
2. Obtain certified copies of key court documents. Ask the clerk of the probate court for certified copies of: letters testamentary or letters of administration (these show the representative’s appointment), the court’s final order(s) or decree, the approved accounting (if one was filed), and the discharge or final judgment. Keep certified copies in your records; they are often required by banks, title companies, and government agencies.
3. Confirm the estate’s distributions match the court’s orders. The court’s decree or order will state how estate assets were to be distributed. Compare that order to receipts, canceled checks, signed releases, or acknowledgments showing that the estate distributed each asset to the intended recipient (including a trustee or into a trust). The estate file frequently contains “receipt and release” forms signed by beneficiaries.
4. Check real property transfers at the county recorder’s office. If real estate was to be moved from the estate to a trust, verify that a new deed (typically a trustee’s deed or deed to the trust) was recorded in the county land records where the property is located. A recorded deed with the trustee listed as grantee is proof the real property passed into the trust. Search the county recorder’s online database or visit the recorder’s office and request copies of the recorded deed(s).
5. Confirm bank and brokerage accounts were retitled. For cash, investment, and brokerage accounts, contact the institutions and request written confirmation that account title changed from the decedent’s name (or estate) into the trust or into the trustee’s name as trustee of the trust. Banks and broker-dealers usually provide acceptance letters or account statements showing the new title.
6. Review beneficiary-designation assets. For assets that pass by beneficiary designation (life insurance, retirement plans), verify that the beneficiary designation form or the plan’s beneficiary records now reflect the trust (if that was intended). Ask the plan administrator or insurer for written confirmation of the beneficiary designation and any distributions made.
7. Obtain a trustee’s certification and a written trustee acceptance. Ask the trustee for a written statement (trustee’s certification) confirming which assets the trustee received and stating that the trustee accepted the role and the assets. Where possible, request documentary evidence attached to that certification: copies of recorded deeds, account statements, and transfer confirmations.
8. Verify filings, tax returns, and closing items. Confirm the estate’s final income tax return(s) were filed, along with any required estate tax filings. If the estate filed a final return and the estate’s EIN was closed, obtain copies or confirmations. Keep copies of canceled checks or proofs of payment for final estate liabilities and expenses.
9. Confirm releases from beneficiaries. If beneficiaries signed releases (common after distributions), ensure you have those releases. Many courts require receipt and release forms before the court approves final distribution.
10. Look for the court’s final accounting approval. If the probate required a formal accounting, confirm the court approved the accounting and signed an order of settlement. That approval is strong proof the court accepted the representative’s actions.

How to document and prove each transfer

• Gather certified court orders and letters from the clerk.
• Collect recorded deeds from the county recorder for real property transfers.
• Get written retitling confirmations or account statements from banks, brokerages, and insurers.
• Secure trustee certifications and written acceptance of trust assets.
• Keep copies of receipts, canceled checks, and signed releases from beneficiaries.
• Maintain a contemporaneous spreadsheet or filing system showing each asset, how it was transferred, the supporting document, and where that document is stored.

Where to look for official Kansas resources

Helpful official resources include the Kansas Judicial Branch for general probate information and local court clerks for access to the case file and certified copies: Kansas Judicial Branch. For state statutes and legal text, the Kansas Legislature and Revisor sites provide statute search tools: Kansas Legislature and Kansas Revisor of Statutes. These sites help you locate applicable Kansas probate and trust law and court rules.

When to get legal help

Consider consulting an attorney if you encounter any of these situations: a beneficiary disputes the distribution, the court did not enter a clear final order, assets are missing or cannot be located, financial institutions refuse to retitle accounts, or tax issues arise. A Kansas attorney can request court guidance, file a petition for instructions, or move to enforce a court order if necessary.

Helpful hints — Quick checklist for a personal representative

• Obtain certified copies of: letters testamentary/administration, final decree, and discharge order from the probate clerk.
• Ask the trustee for a written trustee certification listing received assets.
• Search county recorder records to confirm deeds recording under the trust or trustee name.
• Request written retitling or transfer confirmations from banks, brokerages, and insurers.
• Keep signed receipts/releases from beneficiaries for any distributions.
• Keep a final accounting and proof of tax filings in the estate file.
• Use certified court documents and recorded deeds as your strongest evidence.
• If in doubt, get a short consultation with a Kansas probate/trust attorney to prepare a packet that institutions will accept.