If you've been appointed as an executor or administrator of an estate in Virginia, one of the first major tasks on your plate is completing the probate inventory form. This document lists everything the deceased person owned at the time of their death from bank accounts and real estate to furniture and jewelry. Getting it right matters because errors or omissions can delay the probate process, frustrate beneficiaries, and even expose you to personal liability. This guide walks you through every section of the form so you can file it with confidence.

What Is the Virginia Probate Inventory Form?

The probate inventory form (Form CC-1670) is a legal document required by Virginia's circuit courts. It itemizes all assets owned by the decedent at the time of death, along with their fair market values as of that date. The Commissioner of Accounts reviews this inventory to make sure the estate is being administered properly.

Think of it as a detailed snapshot of the estate. Every asset whether it's a checking account, a car, a piece of land, or a collection of baseball cards needs to be listed with an accurate value. The inventory doesn't include debts or liabilities; it focuses strictly on assets.

You can find the official form and instructions on the Virginia court system's forms page.

Who Has to File It and What's the Deadline?

The executor (also called the executor or personal representative) is responsible for filing the inventory. If you've already qualified as the executor through the probate court, this is your obligation.

Virginia law requires you to file the inventory within four months of your qualification date not the date of death. That distinction matters. If you qualified on March 1 but the person died on January 15, your deadline is July 1.

If you need more time, you can request an extension from the Commissioner of Accounts. But don't assume you'll get one file as soon as you reasonably can.

What Assets Do I Need to Include?

Virginia's probate inventory covers a broad range of property types. Here's what you'll typically need to list:

  • Real estate – Homes, land, rental properties, and timeshares located anywhere (though Virginia courts focus on Virginia property)
  • Bank accounts – Checking, savings, CDs, and money market accounts solely in the decedent's name
  • Investment accounts – Stocks, bonds, mutual funds, and brokerage accounts
  • Retirement accounts – IRAs, 401(k)s, and pensions (only if the estate is the named beneficiary)
  • Life insurance – Policies payable to the estate, not those with a named beneficiary
  • Vehicles – Cars, boats, motorcycles, RVs
  • Personal property – Furniture, electronics, jewelry, artwork, collectibles, clothing
  • Business interests – Ownership stakes in LLCs, partnerships, or sole proprietorships
  • Money owed to the decedent – Personal loans made to others, tax refunds, pending lawsuit settlements

One common point of confusion: assets with a named beneficiary or jointly held property with rights of survivorship typically pass outside probate and don't go on the inventory. Understanding this distinction is part of what makes the Virginia probate forms for executors process tricky for first-timers.

How Do I Determine Fair Market Value?

Every asset must be valued at its fair market value on the date of death not what was originally paid for it and not its current value months later.

Here's how to approach different asset types:

  • Real estate – Use the most recent tax assessment as a starting point, but consider getting a professional appraisal, especially for high-value properties
  • Bank accounts – Request a balance statement as of the date of death from the financial institution
  • Investments – Use closing prices from the date of death (your broker can provide these)
  • Vehicles – Check NADA Guides or Kelley Blue Book for the fair market value
  • Personal property – Use reasonable estimates for everyday items; get appraisals for jewelry, art, antiques, or anything unusually valuable

You don't need to appraise every fork and spoon. Group household goods together with a reasonable aggregate estimate. But if there's a $15,000 diamond ring in the mix, get it appraised by a professional.

Step-by-Step: Filling Out the Form

Step 1: Gather Your Documents

Before you touch the form, collect these items:

  • The death certificate (multiple copies are helpful)
  • Bank and investment statements
  • Property tax assessments
  • Vehicle titles
  • Insurance policies
  • Deeds and mortgage statements
  • Any prior appraisals
  • The decedent's most recent tax return (Schedule B and Schedule E are especially useful)

This step alone can take weeks if the decedent wasn't organized. Don't rush it thorough document gathering prevents headaches later.

Step 2: Identify All Probate Assets

Go through the documents and separate probate assets from non-probate assets. Remember: jointly owned property with rights of survivorship and assets with designated beneficiaries generally don't belong on the inventory.

When in doubt, list the asset and let the Commissioner decide. Over-including is safer than accidentally omitting something valuable.

Step 3: Obtain Values for Each Asset

Assign a fair market value to every asset using the methods described above. Document how you arrived at each number. If you used a professional appraisal, keep a copy in your records.

Step 4: Complete the Form Sections

The inventory form is organized into several categories:

  • Section A: Real Estate – Describe each property (address, legal description) and its value
  • Section B: Cash and Bank Accounts – List each institution and balance
  • Section C: Stocks, Bonds, and Investments – Include the number of shares and value
  • Section D: Retirement Accounts and Life Insurance – Only include policies payable to the estate
  • Section E: Vehicles and Tangible Personal Property – Itemize vehicles separately; you can group household items
  • Section F: Other Assets – Business interests, money owed, tax refunds, etc.

Each section has a subtotal, and the final page shows the total estate value. Double-check your arithmetic a simple addition error can raise questions from the Commissioner.

Step 5: Sign and Notarize

Virginia requires the executor to sign the inventory under oath. This means you'll need to have it notarized before filing. Some courts have notaries available, but don't count on it arrange your own.

Step 6: File with the Commissioner of Accounts

Submit the completed, signed, and notarized form to the Commissioner of Accounts assigned to your case not directly to the circuit court clerk. Keep a copy for your records. If you're unsure about the filing process, working with a probate attorney for form filing assistance can prevent delays.

What Happens After I File?

The Commissioner of Accounts reviews the inventory for completeness and accuracy. They may:

  • Approve it as filed – You're done with this step
  • Request corrections or additional information – Respond promptly
  • Request an independent appraisal – This sometimes happens with high-value real estate or unusual assets

Once approved, the inventory becomes part of the public probate record. Beneficiaries and interested parties can review it.

Common Mistakes That Cause Problems

After helping many Virginia executors, we see the same errors come up repeatedly:

  • Forgetting assets – Small bank accounts, safe deposit boxes, and digital assets (cryptocurrency, online payment accounts) get overlooked often
  • Using incorrect valuations – Listing the purchase price instead of fair market value, or using values from the wrong date
  • Mixing up probate and non-probate assets – Including a life insurance policy that has a named beneficiary, for example
  • Missing the deadline – The four-month window goes faster than you'd think
  • Not notarizing the form – An unsigned or unnotarized inventory gets rejected
  • Poor record-keeping – If you can't show how you arrived at a value, the Commissioner may question it

Many of these mistakes stem from unfamiliarity with the forms rather than carelessness. Reviewing all the forms executors need to handle before you start can save significant time.

Tips for Making This Easier

  • Start early. Begin gathering documents the week after you qualify. Don't wait until month three.
  • Use a spreadsheet. Track each asset, its location, estimated value, and source of that estimate before transferring the data to the official form.
  • Photograph personal property. If there's ever a dispute about what existed in the estate, photos are your best defense.
  • Open a separate estate bank account. This keeps estate funds distinct from your personal funds and makes accounting easier throughout the process.
  • Don't distribute anything before filing. Distributing assets before the inventory is filed and approved can create serious legal issues for you as executor.
  • Consider professional help. If the estate includes a business, significant real estate, or unusual assets, the cost of an appraiser or attorney is almost always worth it.

Some executors choose to compare probate form completion services to find affordable help, especially when the estate is straightforward but they want professional guidance on the paperwork.

Do I Need a Lawyer for This?

Virginia doesn't require you to hire an attorney, but it's worth considering one if:

  • The estate has significant assets (over $500,000)
  • There are disputes among beneficiaries
  • The estate includes a business or out-of-state property
  • You're unsure which assets are probate vs. non-probate
  • You simply feel overwhelmed by the process

An experienced Virginia probate attorney can handle the inventory filing on your behalf or review your work before submission. The expense is typically paid from estate funds, not your personal pocket.

Quick-Reference Checklist

Use this checklist to track your progress:

  • ☐ Qualified as executor and noted your qualification date
  • ☐ Calculated your four-month filing deadline
  • ☐ Gathered all financial documents (bank statements, deeds, titles, policies)
  • ☐ Separated probate assets from non-probate assets
  • ☐ Obtained fair market values for each asset (appraisals where needed)
  • ☐ Completed all sections of Form CC-1670
  • ☐ Verified all subtotals and the grand total
  • ☐ Signed the form in the presence of a notary
  • ☐ Made a copy for your personal records
  • ☐ Filed the original with the Commissioner of Accounts

Take it one step at a time. Most executors who stay organized and start early file their inventory without major issues. If you hit a snag at any point, reaching out to a local Virginia probate professional is a smart move not a sign of failure.