Closing an Estate Bank Account and Getting the Required Closing Statement — Kansas

Disclaimer: This is general information, not legal advice. I am not a lawyer. For decisions that affect legal rights, consult a licensed Kansas attorney who handles probate and estate matters.

Detailed answer: How to close an estate bank account and obtain the closing statement under Kansas law

When someone dies and a bank account becomes an estate asset, the personal representative (called an executor if there is a will, or an administrator if appointed by the court) is responsible for collecting assets, paying valid debts and taxes, distributing what remains to beneficiaries, and preparing and keeping records of those transactions. In Kansas this process follows the Kansas Probate Code (see Kansas statutes governing probate: K.S.A. Chapter 59 (Probate)).

The steps below explain both (A) how to get a bank to close an estate account and give you a bank-issued closing statement and (B) how to prepare and file the final accounting/closing statement required for the probate file.

A. Closing the estate bank account with the bank

Identify who can act: Only the bank will release estate funds to the person or persons with legal authority. That is typically someone holding Letters Testamentary or Letters of Administration issued by the Kansas probate court. If the account is payable-on-death (POD) or jointly titled, different rules apply — the bank will follow the title and its own policies.
Gather the bank’s document requirements: Most banks require some combination of: certified copy of the death certificate, original or certified copy of Letters Testamentary/Letters of Administration from the Kansas probate court, a personal ID for the representative, and a signature card for closing or transferring funds. Call the bank ahead to ask for their checklist so you bring exactly what they need.
Resolve outstanding items before closing: Before asking the bank to close the account, reconcile the account balance, clear outstanding checks or pending deposits, and make sure bills and taxes that must be paid from the account are addressed. If checks remain outstanding, the bank may keep funds available or return them to you until resolved.
Request a written bank closing statement: Ask the bank to provide a written, signed closing statement. At minimum it should show the account number (or last four digits), opening balance when the estate account was opened (if applicable), final balance, date closed, and the disposition of funds (e.g., transferred to check X or distributed to beneficiary Y). Ask the bank to print this on official letterhead and have an officer sign it. Banks usually call this a “final account statement,” “account closing confirmation,” or “written verification of account closure.”
Get itemized transaction records if needed: For the probate final accounting you will likely need an itemized transaction history (canceled checks, deposit slips, electronic transfers). Request copies or a statement covering the date range of the estate administration. The bank will usually supply these for a fee.
Keep originals and certified copies: Keep the original bank closing statement and any transaction history in the estate file. The probate court or beneficiaries may request them when you file the final accounting.

B. Preparing the estate closing statement (final accounting) for the Kansas probate file

The personal representative prepares a final accounting to show the court and the beneficiaries how estate assets were handled. Kansas probate rules require accurate accountings and may require filing an accounting with the court if beneficiaries request it or when the court orders it. For general Kansas probate procedures see K.S.A. Chapter 59.

What the final accounting should include:
- Opening statement of assets (what you started with in the estate bank account and other estate assets).
- All receipts collected by the estate (income, insurance, sale of assets, etc.).
- All disbursements: funeral costs, taxes, creditor payments, attorney and personal representative fees (if allowed), administrative costs, and any other expenses paid from estate funds.
- List of distributions to beneficiaries with dates, amounts, and how paid (check, transfer, etc.).
- Closing balance (should be zero if you distributed all funds or show where any remaining funds were deposited, e.g., into a guardianship, paid to heirs, or returned to court).
Supporting documentation: Attach the bank closing statement, transaction history, receipts, canceled checks, invoices, and copies of any checks or transfer confirmations used for distributions.
File and serve as required: File the final accounting in the probate case with the court clerk. Kansas rules may require notice to beneficiaries and certain creditors. If beneficiaries consent in writing to the accounting and distributions, you may file that consent with the court to help obtain discharge. If the court approves, the personal representative can be discharged and the estate closed.
If no probate case was opened: If the account was small or the bank released funds directly to beneficiaries (POD or joint accounts), keep the bank’s closing statement and any affidavits used to collect the funds. Those documents are your record of proper distribution in case a creditor or relative later questions the handling.

Special situations

Joint accounts or POD accounts: Accounts titled jointly may pass automatically to the surviving joint owner. POD accounts pay directly to the named beneficiary on proof of death. The bank will require a death certificate and identification; probate may not be required.
Taxes and liens: Do not close an account or distribute all funds if estate or income taxes remain unpaid or if liens exist. Consult Kansas tax resources (Kansas Department of Revenue: ksrevenue.gov) and a tax advisor or attorney.
Creditors: Kansas has creditor notice and claims procedures under the Probate Code. Make sure valid claims are paid before final distribution. See K.S.A. Chapter 59 for creditor procedures: K.S.A. Chapter 59.

What to say to the bank: sample request (short)

When you contact the bank, be clear and concise. Example text you can adapt:

“I am the personal representative for the estate of [Decedent]. I have attached a certified copy of the death certificate and a certified copy of my Letters Testamentary/Administration issued by the [name of Kansas probate court]. Please provide a written account closing statement on bank letterhead showing the final disposition of account number XXXX (last four digits), the date the account was closed, the final balance, and an itemized transaction history for the period [date] to [date]. Please let me know any forms or fees you require to complete this request.”

Typical timeline and costs

Bank response: a few days to a couple of weeks depending on the bank and whether they must obtain court documentation.
Obtaining certified copies of court documents or death certificates: may take several days to a week.
Bank fees: banks commonly charge for certified copies of statements, copies of canceled checks, or research fees; ask up front.

When to consult a Kansas attorney

Consult an attorney if:

You are unsure whether probate is required.
Creditors or potential creditors contest payments.
There are disputes among beneficiaries about distributions.
There are tax issues, unclear asset titles, or complex estate assets (business interests, real estate, out-of-state assets).

Helpful Hints

Call the bank first and request its probate/estate checklist — banks differ on requirements.
Obtain several certified copies of the death certificate early; banks and other institutions will require them.
Keep an organized estate file: bank statements, receipts, invoices, and correspondence. That makes the final accounting easier and protects you if someone later challenges the administration.
Ask the bank for both a final account-closing confirmation and a detailed transaction history. The court may want both.
If beneficiaries sign written acceptance of the final accounting and distributions, file those acceptances with the court to speed discharge of the personal representative.
Preserve records for the period required by law — often several years — in case of audits or disputes.

For statutory guidance, see the Kansas Probate Code (K.S.A. Chapter 59): https://www.ksrevisor.org/statutes/chapters/ch59/. For Kansas court forms and local procedures, visit the Kansas Judicial Branch at kscourts.org. If you need help deciding next steps, contact a licensed Kansas probate attorney.