Guide to Letters of Administration in

Victoria

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 VIC 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 VIC. 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 proposed Administrator.

The Notice is published on the Supreme Court of Victoria’s website. The fee for publishing the Notice is $24.50 (as at time of publication). You will need to enter all required information and provide your credit card details to pay for the Notice online, if you are publishing it yourself.

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.

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.

This information is required for the Letters of Administration application and can take some time to collate. In VIC, the Inventory of Assets and Liabilities must contain details of all assets the deceased held either solely, or as tenant in common. You do not need to include jointly held assets in the Inventory.

Here are some examples of the details required for different types of assets you may come across:

• Real estate – Address, Certificate of Title Folio Identifiers, and value as at date of death
• Bank accounts – Bank name, branch, BSB, account number(s) and value as at date of death
• Shares – Name of company, name of share registry, number of shares held at date of death and value as at date of death

The Inventory of Assets and Liabilities also requires you to list all liabilities held in the sole name of the deceased as at the date of death. You do not need to include jointly held liabilities (such as a home loan or mortgage held jointly with a spouse or de facto partner). To prepare this section of the Inventory of Assets and Liabilities, you must identify:

• Name of the creditor (whether it be a person or company)
• The type of liability (i.e. mortgage, credit card debt, personal loan)
• The value of the liability as at the date of death

Estate expenses, such as funeral and burial costs, are not considered liabilities of the deceased as they were incurred after death. These types of liabilities do not need to be included in the Inventory of Assets and Liabilities.

Court

application

Required

forms

The forms required for a standard Letters of Administration application in VIC are as follows:

• Affidavit of Administrator
• Inventory of Assets and Liabilities
• Certificates of Exhibits

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 of Administrator. 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.

Letters of Administration 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

You must pay the correct filing fee when you lodge the documents. The filing fee is calculated based on the value of the assets in the estate.

The scale of Letters of Administration filing fees in VIC (effective from 1 July 2022 to 30 June 2023) is as follows:

Letters of Administration filing fees in VIC

Value of assets	Filing fee
Less than $500,000	$64.20
Between $500,000 and $1,000,000	$344.00
Between $1,000,000 and $2,000,000	$642.20
Between $2,000,000 and $3,000,000	$1,406.70
Greater than $3,000,000	$2,171.20

Your Letters of Administration application will not be processed until the filing fee is paid.

The filing fee is paid via PayPal through the VIC Supreme Court’s RedCrest online Letters of Administration filing system.

Lodgement

Once the application has been signed, you need to scan and upload the signed application to RedCrest.

Once the application has been uploaded and the filing fee paid, RedCrest will automatically generate an Origination Motion.

If you are applying for Letters of Administration with the Will annexed, you must print the Originating Motion, and post it together with the original Will and original Codicil(s) (if applicable) to the Victorian Supreme Court.

We highly recommend you post the Originating Motion and original documents via either registered or express post. The court will not review your application until they receive these documents via post.

If you are applying for Letters of Administration with no Will, then you do not need to print and post the Originating Motion. The court will review your application once it has been lodged and paid for online.

Time

frame

It normally takes the VIC Supreme Court 1-2 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 in the form of an electronic PDF document. The Grant takes the form of a cover page, known as the ‘Parchment’. If you applied for Letters of Administration with the Will annexed, the Parchment will be followed by a copy of the Will (and any Codicils, if applicable). There will be a (electronic) red sticker on the front page, which is the official seal of the court, together with a signature from the Letters of Administration Registrar.

Please note: The VIC Supreme Court no longer issues hard copy Grants. The electronic Grant you receive is the ‘original’ document. If asset holders wish to view the original Grant online, you may provide them with the matter number (shown on the top right-hand corner of the Grant, starting with S PRB) and the Unique Identifier number (shown bottom right-hand corner of the Grant).

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 Victoria, it is highly recommended that you do not distribute any estate assets to beneficiaries until the expiration of six (6) months from the Grant of Letters of Administration. 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.