What Is a Probate Inventory—and Why It Matters More Than You Think

When someone passes away, their assets don’t simply vanish into the hands of loved ones. Before heirs receive anything, the estate often goes through probate—a legal process for verifying the will (if one exists), identifying and appraising assets, and distributing them in accordance with the law.

One of the earliest and most essential steps in this process is compiling the probate inventory: a comprehensive list of everything the deceased owned. It sounds simple enough—until you’re in the middle of it, sorting through decades of belongings, from checking account statements to shoeboxes of old photographs.

This inventory process is where many families hit emotional and logistical walls, especially when it comes to tangible personal property like furniture, jewelry, collectibles, and family heirlooms. Here’s why the probate inventory matters so much—and how to prepare for it thoughtfully and efficiently.

What Exactly Is a Probate Inventory?

A probate inventory is a formal document submitted to the probate court that lists all the assets owned by the deceased at the time of death. These assets fall into two main categories:

1. Probate Assets

These are items that do not automatically transfer to a joint owner or named beneficiary. They go through probate and must be included in the inventory. This includes:

• Solely-owned real estate

• Bank accounts without a payable-on-death (POD) designation

• Personal property (art, jewelry, household items, collectibles)

• Vehicles and business interests

2. Non-Probate Assets

These typically bypass the probate process:

• Jointly owned property with rights of survivorship

• Life insurance policies with named beneficiaries

• Retirement accounts with designated beneficiaries

• Trust assets (if properly titled)

Most probate courts require this inventory to be filed within 30 to 90 days after the executor is appointed. Failure to file can delay estate settlement—or even lead to personal liability for the executor.

The Legal Reason It’s So Important

The probate inventory serves several key purposes:

• Confirms the scope of the estate so that debts, taxes, and distributions are accurate

• Prevents fraud by ensuring all assets are accounted for

• Enables appraisals for items that need valuation (e.g., antiques, real estate)

• Guides estate taxes—especially if the estate exceeds the federal or state exemption thresholds

According to the American Bar Association, one of the most common probate missteps is undervaluing or omitting personal property, which can trigger tax problems or family disputes.

Tangible Personal Property: The Hidden Headache

It’s easy to inventory a bank account. But what about:

• The collection of antique china?

• Grandpa’s tool bench with 87 wrenches?

• The gold bracelet your mom said you’d inherit but never wrote down?

Tangible personal property is often overlooked, but it’s also the most emotionally charged and disorganized category. In a 2020 Caring.com survey:

• Only 32% of Americans had an up-to-date estate plan

• Among those, less than 20% had itemized their personal belongings

This is why probate inventory gets messy. Executors are left to sort through items they don’t recognize, value, or know how to distribute—often while grieving.

Tools That Can Help: Modernizing the Inventory Process

Traditionally, probate inventory was done with spreadsheets or handwritten lists—an inefficient and error-prone process. But today, tools like SaveOr are helping families and professionals digitize and simplify this critical task.

With platforms like SaveOr, individuals can:

• Take photos and videos of each item

• Assign notes, stories, and estimated value

• Invite family members to indicate interest or share memories

• Organize assets room-by-room or category-by-category

• Automatically generate reports that help with probate inventory submissions

This not only makes the executor’s job easier but helps avoid conflict and provides peace of mind.

Do You Need to Appraise Everything?

Not all items require a formal appraisal, but many do, especially if they have significant value.

According to IRS guidelines for estate tax filings:

• Estates worth over $13.61 million (2024 exemption) must file a federal estate tax return, which includes substantiated values for personal property.

• Jewelry, artwork, and collections often require a professional appraiser.

• States may have lower thresholds for taxable estates, and local probate courts may have stricter rules.

Even when estate taxes aren’t an issue, accurate valuations can avoid fights, especially when multiple heirs are entitled to “equal shares.”

Real-World Insight: When Inventory Is Done Right

Professional move managers and estate planners increasingly advocate for early documentation of belongings. In a case shared by a Maryland-based downsizing consultant, a couple moving from a 5-bedroom home to senior living used SaveOr to document each room. Their children, living in different states, could log in, see each item, and express interest.

This not only created a clean inventory for probate, but also facilitated a peaceful and fair distribution of family heirlooms—before anyone passed away. The executor later used the digital records to complete the probate filing in under two weeks.

How to Start Your Probate Inventory Now

Even if you’re not the executor, you can help future-proof your estate by:

1. Making a digital inventory of major items in your home

2. Assigning recipients or noting “undecided” for later review

3. Documenting stories or notes (e.g., “Grandpa built this table in 1954”)

4. Consulting an estate planner to ensure your will references this inventory

Final Takeaway: Probate Inventory Is More Than Paperwork

It’s a roadmap for legacy, fairness, and family peace. Done thoughtfully, it ensures that the process of settling an estate doesn’t become a second source of grief. Whether you’re preparing your own affairs or helping a loved one, the earlier you start organizing personal property, the smoother probate—and family relationships—will be.

Author:

Matthew Scola

Founder of SaveOr, an estate planning platform focused on helping families through challenging life events. His insights come from interviewing and working with families and professionals to find a solution to the challenges of downsizing, estates, and estate management.