Guide to Letters of Administration in

Queensland

Steps

required for Letters of Administration

The process of obtaining Letters of Administration requires the deceased’s closest living next of kin to make an application with the QLD Supreme Court, and generally involves publishing an online notice and lodging a set of documents with the Court. The Court will review the documents and if all the information has been correctly prepared, the Court will make a Grant of Letters of Administration.

Locate

important documents and information

As explained above, it is the Administrator’s role to obtain a death certificate, and contact financial institutions, service providers and government agencies to validate the deceased’s assets and liabilities.

These documents and important pieces of information will all be required for the Letters of Administration application. You should not lodge a Notice of Intended Application until you are in possession of the original death certificate.

As part of applying for Letters of Administration, you will be required to identify all eligible beneficiaries of the estate pursuant to the laws of intestacy in QLD. As part of this, you may require copies of death certificates for any beneficiaries who have predeceased the deceased, and/or birth certificates for any surviving children of beneficiaries who have predeceased the deceased.

Lodge

a Letters of Administration Advertisement

A Letters of Administration Advertisement publicises your intention to apply for a Grant of Letters of Administration on the basis that you are the deceased’s closest living next of kin. It also provides any creditors of the deceased with an opportunity to make their claims on the estate known to the Administrator.

The Notice should be prepared in line with the court-approved Form 103 – Notice of Intended Application for a Grant of Letters of Administration.

The Notice is published in the Queensland Law Reporter (QLR) and the fee for publishing the Notice is $161.70 (as at time of publication). The QLR is published every Friday, and the cut-off for being in the next edition is the Monday prior.

The relevant legislation requires that the Notice be published at least fourteen (14) days before an application for a Grant of Letters of Administration is made by the Administrator. This 14-day Notice period commences from the Friday the Notice is published in the QLR, not the day that it is submitted to their office.

Once the Notice is published in the QLR, a copy must be sent to the Public Trustee via email for their records.

Identify

assets and liabilities

As explained above, it is the Administrator’s responsibility to create an inventory of the estate including cash, real estate and securities, insurance policies, superannuation, outstanding work entitlements and any personal and household effects.

In QLD, there is no requirement to file an Inventory of Assets and Liabilities as part of the Letters of Administration application. However, you will require details of the deceased’s assets when it comes time to administer the estate.

Court

application

Required

forms

The forms required for a standard Letters of Administration application in QLD (where there is no Will) are as follows:

• Form 102 – Application for Letters of Administration on Intestacy
• Form 104 – Affidavit of Publication
• Form 109 – Affidavit Supporting Application for Letters of Administration (no Will)
• Form 47 – Certificate of Exhibit (required for each annexure)

The forms required for a standard Letters of Administration application in QLD (where there is a Will, but no available Executors to apply) are as follows:

• Form 101 – Application for Letters of Administration with Will
• Form 104 – Affidavit of Publication
• Form 106 – Affidavit Supporting Application for Letters of Administration (with Will)
• Form 47 – Certificate of Exhibit (required for each annexure)

It is important that you take great care when preparing these documents, or when reviewing them if they are prepared by a lawyer.

In particular, you need to pay close attention to the Affidavit Supporting Application for Letters of Administration. When you sign an Affidavit, you are swearing or affirming the truth of its contents. As such, you must carefully review and approve the document before signing it. If you do not agree with something in the Affidavit (or any of the documents), you should contact your lawyer so the document can be amended accordingly.

Signing

appointment

Only an authorised witness can witness you sign your Affidavit. Authorised witnesses include:

• Lawyers
• Barristers
• Notary Publics
• Justices of the Peace

You should pay careful attention to the instructions provided to you for signing the Letters of Administration application. Most errors with Letters of Administration applications arise in the signing of the documents because people do not follow the instructions provided.

Estate lawyers, such as the team at Safewill Legal, specialise in the preparation and signing of Letters of Administration applications. If you engage a Letters of Administration lawyer, you can feel confident that your application has been prepared and signed properly and in accordance with the relevant legislation and rules.

Filing

fee

In QLD, the court filing fee is fixed at $766.80 (as at time of publication). This fee does not change depending on the value of the estate.

The court filing fee can be paid by credit card over the phone, directly with the Supreme Court. When lodging the application, instructions should be provided to the court regarding who they should call, and on what telephone number, to obtain payment.

Alternatively, you may include a bank cheque for the sum of $766.80 with the application, made out to the “Department of Justice and Attorney-General”.

Lodgement

Once the documents have been signed, you will need to collate the documents for lodgement:

• Original signed Form 101 or Form 102 (as applicable) – Application for Letters of Administration
• Original signed Form 106 or 109 (as applicable) – Affidavit Supporting Application for Letters of Administration
• Original signed Form 47 – Certificate of Exhibit for Annexure A, with the original death certificate attached
• Original signed Form 47 – Certificate of Exhibit for all other relevant annexures (such as copies of death certificates for any predeceased next of kin), with the copy of the annexure attached
• Original signed Form 104 – Affidavit of Publication
• Original signed Form 47 – Certificate of Exhibit for Annexure A, with a copy of the QLR Notice attached

Time

frame

It normally takes the QLD Supreme Court 4 weeks to review the application and make a Grant of Letters of Administration.

If there are any issues with the application, or if further information is required, the court will send you a requisition. A requisition is a request for further information or documentation. Most requisitions can be resolved in a straightforward manner.

Obtain

the Grant

Once your application is approved by the court, you will obtain a formal Grant of Letters of Administration.

The Grant will be a document issued by the court bearing the court’s seal. If you applied for a Grant of Letters of Administration with the Will annexed, then the Grant will include a copy of the Will.

Administer

the estate

Open

estate bank account

In most situations, an Administrator may need to set up a bank account in the name of the Estate to fulfil their duties. To set up an estate bank account, the bank will likely require certified copies of the Grant of Letters of Administration and death certificate.

As assets of the estate are redeemed and accounts closed, you should have the funds from these accounts paid into the newly established estate bank account. This will assist with record-keeping and helps ensure that no funds are misappropriated for personal use (either by mistake or intentionally).

Estate

tax return

Depending on the assets of the estate, and how they are being dealt with in the administration of the estate, an estate tax return may be required.

It is recommended that you engage an Accountant to assess whether an estate tax return will be required, and if so, to prepare the relevant paperwork for lodgement with the Australian Tax Office.

Arrange

payment of liabilities

The Administrator is responsible for arrangement the payment of outstanding funeral and estate expenses, as well as any outstanding debts or liabilities of the deceased (including tax liabilities). These amounts can be paid from the estate bank account.

It is important to note that all liabilities and estate expenses must be paid before funds can be distributed to beneficiaries.

Distribute

the estate

In Queensland, it is highly recommended that you do not distribute any estate assets to beneficiaries until the expiration of six (6) months from the date of death. During this period, creditors of the estate or eligible persons who wish to commence a family provision claim, should come forward.

If this six (6) month period is not observed, and an Administrator distributes the estate too early, they may be personally liable to satisfy any outstanding estate liabilities and debts.

Once the six (6) month period has expired, all liabilities and estate expenses have been paid (and on the assumption no creditors have come forward, and no one has commenced a family provision claim), you may arrange to distribute the residuary estate to the beneficiaries named in the Will.

If there is an estate property to be transferred to a beneficiary (or beneficiaries), you will need to engage a property lawyer or conveyancer to complete the relevant transfer paperwork. Alternatively, it may be that you and/or the beneficiaries decide that the property should be sold. In this case, the proceeds of sale of the property would be distributed to beneficiaries in accordance with the Will.

Depending on the assets of the estate, there may be a need to engage other professionals to assist you in dealing with and distributing the assets of the estate. If you are unsure of any aspect of administering the estate, it is best to obtain legal advice.

End

of matter

Once Letters of Administration is granted, all liabilities of the estate have been paid, and all assets of the estate have been distributed, your role as Administrator will cease. However, it is important that you retain all documents and information relating to your administration of the estate somewhere safe in case they are ever required again.