A Grant of Letters of Administration is required where someone has passed away without leaving a Will. This is known as ‘dying intestate’.
Letters of Administration is the approval granted to the deceased’s closest living next of kin (the Administrator) by the Supreme Court, allowing the Administrator to administer the deceased’s estate in accordance with the laws of intestacy. The laws of intestacy in each State set out who can apply for a Grant of Letters of Administration, and who inherits the estate, where there is no Will.
If the deceased left a Will, then the correct application would be for a Grant of Probate, rather than Letters of Administration.
In Victoria, to apply for a Grant of Letters of Administration you must be the deceased’s most of kin (i.e. their closest living relative). The hierarchy of next of kin, who are eligible to apply for a Grant of Letters of Administration, is identified in the following order:
Each category of next of kin must be exhausted before moving to the next level of the hierarchy.
In most cases, without a Grant of Letters of Administration, the deceased’s next of kin will be prevented from accessing and managing the assets of the estate (i.e. bank accounts, share accounts, property and other assets).
Occasionally, the deceased’s next of kin will not require Letters of Administration to access and distribute the estate’s assets, but a Grant is normally required. Letters of Administration may not be required in the following situations:
If you are the deceased’s next of kin and are applying for a Grant of Letters of Administration, you should be prepared to take on significant responsibilities in relation to dealing with the estate.
It is the Administrator’s responsibility to administer the estate. If there is more than one eligible next of kin, then all eligible next of kin should apply to be appointed as Administrators.
As an Administrator, you will generally be required to:
You can review a detailed list of tasks traditionally required of an executor by downloading our complimentary Executor Checklist.
There is no requirement that you use a lawyer to apply for Letters of Administration, and there are online resources that can help guide you through the process.
Most people, however, choose to use a lawyer because it is a technical legal process that can be complex, and if not done correctly could result in personal liability for the Administrator. Because of this, it is generally recommended to engage a lawyer for advice.
As part of preparing and lodging a Letters of Administration application, you will be required to swear or affirm an Affidavit and may require certified copies of documents. These are services that most lawyers offer as part of their Letters of Administration service and can help make the process of applying for Letters of Administration less complicated.
If there is a Will, you may still need to apply to the Supreme Court for authority to deal with a deceased person’s assets. If you have located a Will made by the deceased, then you will be required to apply for a Grant of Probate, rather than a Grant of Letters of Administration.
Please visit our VIC Guide to Probate to find out more about the process of applying for Probate [hyperlink to Guide].
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.
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.
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 $24.00 (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.
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:
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:
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.
The forms required for a standard Letters of Administration application in VIC are as follows:
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.
Only an authorised witness can witness you sign your Affidavit. Authorised witnesses include:
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.
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 2021 to 30 June 2022) is as follows:
|Value of assets||Filing fee|
|Less than $500,000.00||$63.10|
|$500,000.00 or more but less than $1,000,000.00||$338.20|
|$1,000,000.00 or more but less than $2,000,000.00||$631.30|
|$2,000,000 or more but less than $3,000,000||$1,382.80|
|$3,000,000.00 or more||$2,134.30|
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.
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.
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.
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).
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).
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.
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.
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.
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.
We’re here to offer you practical advice about your appointment as Administrator, and to do whatever we can to help you through it.
Safewill Legal is Australia’s most affordable, fixed-fee Letters of Administration service. We charge one fixed fee to obtain a Grant of Probate or Letters of Administration, regardless of the size of the estate.
Our team is local and ready to provide you with complimentary guidance about where to start. Start a live chat or call us on 1300 942 586