The most important early determination is which assets require probate and which do not. Probate is triggered by how an asset is titled at the moment of death — not by whether a will exists. An asset requires probate only if it is titled solely in the decedent’s individual name with no beneficiary designation, no joint ownership, and no trust ownership.

• Bank account in decedent’s name only → requires probate
• Bank account with POD designation → no probate; passes directly to named beneficiary
• Home titled in trust name → no probate; successor trustee handles
• Home titled in decedent’s name only → requires probate
• IRA with named beneficiary → no probate; passes directly
• Investment account with no TOD designation → requires probate

If the total value of probate-only assets is $40,000 or less, Missouri’s Small Estate Affidavit process may be available — eliminating the need for formal probate entirely. See our complete guide on Missouri Small Estate Affidavits.

At the moment of death, the decedent’s Social Security number can no longer be used for new financial activity. The estate (and any trust becoming irrevocable at death) requires a separate Employer Identification Number (EIN) from the IRS — obtainable online at IRS.gov at no cost.

Open a dedicated estate checking account using the EIN. All estate receipts and disbursements should flow through this account. This creates the clean transaction record you will need for the final accounting to beneficiaries and the court.

• Apply for EIN at IRS.gov — available immediately online
• Open estate checking account using EIN and Letters Testamentary (once issued)
• Keep personal funds completely separate from estate funds at all times
• Record every transaction with date, payee, amount, and purpose

If probate assets exist above the Small Estate threshold, you must file a petition with the Missouri Probate Division of the Circuit Court in the county where the decedent resided. The court then issues Letters Testamentary — the document that grants you legal authority to act on behalf of the estate.

Do not attempt to transfer or liquidate probate assets before receiving Letters Testamentary. Without court-issued authority, financial institutions will not cooperate, and acting without authority exposes you to personal liability.

• File in the county where the decedent was domiciled at death
• Bring original will, certified death certificate, and filing fee
• Court hearing typically scheduled within 2–4 weeks of filing
• Request multiple certified copies — every institution will require one

Missouri law imposes mandatory notice requirements that trigger critical limitation periods — for both creditor claims and trust challenges.

• Probate creditor notice: Publication in a local newspaper in the county of the probate court. Creditors then have 6 months from first publication to file claims. Claims not filed within this period are generally barred.
• Trust beneficiary notice: As trustee, you must send formal written notice to all beneficiaries within a reasonable time of assuming your duties. This starts a 3-month period during which beneficiaries may contest the trust’s validity. Distributing before this period closes exposes you to personal liability.
• Known creditors: Provide direct written notice to all known creditors — medical providers, credit card companies, mortgage lenders, and any other parties with a potential claim.

These notice periods protect you as fiduciary. Distributing before creditor and challenge periods close is one of the most common and costly executor errors in Missouri.

A complete, documented inventory of all assets — both probate and non-probate — is the foundation of the entire administration. Without it, you cannot calculate the estate’s value, identify creditor obligations, determine tax liability, or make accurate distributions.

• Real estate: obtain professional appraisal establishing fair market value at date of death — required for tax purposes and for establishing stepped-up cost basis for beneficiaries
• Bank and investment accounts: obtain date-of-death statements from every institution
• Retirement accounts: identify beneficiaries and date-of-death values
• Personal property: document vehicles, jewelry, art, collectibles, and furniture of significant value
• Business interests: may require formal business valuation
• Digital assets: cryptocurrency, online accounts, domain names, digital intellectual property

Once appointed and inventoried, the substantive work of collecting and managing estate assets begins. This phase runs concurrently with creditor notice periods and tax preparation.

• Collect financial accounts: transfer individually-titled accounts into the estate account using Letters Testamentary; collect non-probate accounts by presenting the beneficiary designation and death certificate directly
• Manage real estate: maintain insurance, utilities, security, and upkeep; court approval may be required before selling property in formal probate
• Collect life insurance and retirement accounts: file claims with each insurer and plan administrator using the death certificate
• Handle creditor claims: evaluate each claim, pay valid debts in Missouri’s statutory priority order, and formally reject invalid claims in writing
• Manage business interests: if the decedent owned a business, ongoing operation or wind-down may be required; consult a business attorney about operating authority

Tax compliance is the area of estate administration where fiduciary liability is most acute — and where well-intentioned mistakes are most common and most costly. As executor or trustee, you are personally responsible for ensuring all required returns are filed and all taxes are paid before making final distributions.

• Decedent’s final personal income tax return (Form 1040): due April 15 of the year following death. Covers income earned from January 1 through the date of death.
• Estate income tax return (Form 1041): required if the estate earns more than $600 in income during administration — interest, dividends, rental income, or gains from asset sales.
• Trust income tax return (Form 1041): required for any trust becoming irrevocable at death that earns income during administration.
• Federal estate tax return (Form 706): required only if the gross estate exceeds the federal exemption (currently $13.99 million per individual). Most Missouri estates do not require this return.
• IRS clearance letter: obtain written confirmation from the IRS that no taxes are outstanding before making final distributions.

Once creditor periods have closed, all assets have been collected, and tax returns have been filed and cleared, the estate is ready for distribution. The sequence matters — each step must be completed before the next begins.

• Prepare a formal accounting: a complete statement of all assets received, income earned, expenses paid, taxes paid, and assets available for distribution. In probate, this is filed with the court. In trust administration, it is delivered to beneficiaries. Every beneficiary is entitled to this accounting.
• Make initial distribution: distribute the bulk of the estate while retaining a reasonable reserve for remaining fees, pending tax matters, or unexpected claims.
• Obtain IRS clearance: confirm all tax accounts are settled before final distribution.
• Make final distribution: distribute all remaining assets with a final statement of account sent to each beneficiary, confirming the estate is fully administered.
• Close probate: file a petition to close the probate estate with the court, including the final accounting. The court issues a final order discharging you from your duties as Personal Representative.