If you’re serving as an executor for someone who died in Utah, filing an accurate inventory report isn’t just paperwork it’s a legal requirement that starts the probate process in the right direction. The Utah executor inventory report requirements exist to give the court, beneficiaries, and creditors a clear picture of what the estate owns and what needs to be managed, protected, or distributed.

What is the Utah executor inventory report?

The inventory report is a sworn list of all probate assets owned by the deceased at the time of death. It includes real property (like homes or land), personal property (vehicles, jewelry, furniture), bank accounts, investments, and business interests anything the estate controls and that passes through probate. It does not include assets with beneficiary designations (like payable-on-death accounts) or jointly held property with rights of survivorship.

You’ll file this with the Utah district court where the probate case is open. The form itself is simple: Form PR 040 – Inventory and Appraisement, available on the Utah State Courts website. You must sign it under oath, and it must be filed within 30 days after your appointment as executor.

When do you need to file it and why does timing matter?

You must file the inventory report within 30 days after the court officially appoints you as executor. That appointment happens after the judge signs your Letters Testamentary or if there’s no will, Letters of Administration. You can find more about how that appointment works in our guide to Utah court procedures for executor appointment.

Filing late doesn’t automatically penalize you, but it delays the whole case. Beneficiaries may ask questions. Creditors might push back on deadlines. And the court could require you to explain the delay especially if assets are at risk of loss or depreciation.

What goes into the inventory and what doesn’t?

Include fair market value as of the date of death not what you think the item might sell for today or what you paid for it. For example:

  • A home in Salt Lake City valued at $625,000 (based on a recent appraisal or county assessment)
  • A 2019 Honda Civic worth $14,200 (using Kelley Blue Book private-party value)
  • $8,750 in a Wells Fargo checking account (as shown on the statement dated the day of death)

Leave out non-probate assets like retirement accounts with named beneficiaries, life insurance proceeds, or transfer-on-death securities even if they’re part of the person’s overall financial picture. Those don’t belong on the inventory because they’re not controlled by the estate.

Common mistakes executors make with the inventory report

One frequent error is listing assets without values or using vague terms like “miscellaneous household goods” with no estimate. The court needs enough detail to understand what’s being reported. Another mistake is forgetting to update the inventory later if new assets surface (like an old savings account discovered six months in). You can file an amended inventory but it’s better to be thorough the first time.

Also, some executors mix up “probate assets” and “taxable estate.” They’re related but different. The inventory covers only probate assets. Federal estate tax or Utah inheritance rules don’t change what belongs on this form.

How to get help valuing assets

You don’t need a professional appraiser for everything. Bank statements, brokerage confirmations, and county property records often provide solid values. For real estate, a licensed real estate agent’s comparative market analysis (CMA) usually suffices no full appraisal needed unless the property is unusual or contested. For collectibles or high-value items (e.g., rare coins, fine art), consider a qualified appraiser familiar with Utah’s market.

Remember: your job is reasonable diligence not perfection. If you document how you arrived at each value, you’ve met your duty. That ties directly into your broader legal obligations as an executor in probate cases.

Where and how do you submit the report?

You file the completed Form PR 040 with the district court clerk in the county where the probate case is open. You can file in person, by mail, or electronically through the Utah Courts’ eFiling system if the court accepts e-filing for probate matters (not all do yet). Keep a copy with your other estate records. You’ll also need to serve a copy on all interested parties like beneficiaries named in the will or heirs under Utah law unless the court waives service.

For step-by-step instructions on getting documents accepted, see our page on the Utah probate court document submission process.

What happens after you file?

Once filed, the inventory becomes part of the public court record. Beneficiaries or creditors can review it and raise concerns so accuracy matters. The court won’t approve it or reject it outright, but it does rely on the inventory to monitor asset management. If you later sell or distribute something listed, you’ll report that in your accounting another required document later in the process.

Your responsibilities don’t stop here. You’ll also need to handle debts, taxes, distributions, and final accounting all covered in our overview of executor responsibilities after death in Utah.

Next step: Pull together bank statements, deeds, vehicle titles, and investment statements dated the day of death. Use Form PR 040, fill in each asset with its description and fair market value, sign it in front of a notary, and file it with the court before the 30-day deadline. If you’re unsure whether something belongs on the list, write it down and ask your attorney or check the court’s self-help resources before omitting it.