Removing a Trustee Due to Incapacity

April 21, 2025

A trustee is responsible for managing and distributing assets according to the terms of a trust. However, when a trustee becomes mentally or physically incapacitated, they may no longer be able to fulfill their legal and fiduciary responsibilities. In such cases, the beneficiaries or co-trustees may need to take steps to remove the incapacitated trustee and appoint a capable replacement. Removing a trustee due to incapacity is a sensitive legal matter. It requires careful planning and adherence to the terms of the trust.

Understanding the process and potential challenges can help protect the trust and ensure that assets continue to be appropriately managed.

Identifying Signs of Trustee Incapacity

A trustee’s incapacity is typically related to cognitive decline, physical illness, or other conditions that prevent them from effectively managing the trust. Common signs that a trustee may no longer be fit to serve include:

Forgetting important financial obligations or failing to distribute assets as required
Making poor financial decisions that jeopardize the value of the trust
Neglecting record-keeping responsibilities, leading to missing or inaccurate financial reports
Becoming unresponsive to beneficiaries or failing to communicate about trust matters
Receiving medical diagnoses, such as dementia or severe physical impairments, that prevent them from fulfilling their duties

Incapacity can be gradual or sudden, so it is crucial to monitor the trustee’s ability to manage the trust effectively and act when necessary.

Reviewing the Trust Document for Removal Provisions

Most well-drafted trusts include guidelines for removing a trustee in the event of incapacity. These provisions often specify:

Who has the authority to remove a trustee (e.g., beneficiaries, co-trustees, or a trust protector)
What evidence is required to prove incapacity, such as a physician’s certification or court determination
The process for appointing a successor trustee to take over management responsibilities

If the trust document clearly outlines removal procedures, the process can be relatively straightforward. However, if the document does not specify incapacity procedures, court intervention may be required.

Seeking Medical and Legal Evidence of Incapacity

In cases where a trustee’s incapacity is disputed, gathering medical and legal evidence is necessary. This often includes:

Medical documentation from a licensed physician stating that the trustee is no longer capable of making financial decisions
Statements from beneficiaries or co-trustees detailing instances of mismanagement or neglect
Court petitions, if necessary, to legally establish the trustee’s incapacity and authorize their removal

Having clear documentation can prevent unnecessary legal disputes and ensure a smooth transition of trustee responsibilities.

Initiating the Removal Process

If the trust document provides a process for removal, the first step is to follow the outlined procedures. This may involve notifying the incapacitated trustee, obtaining required medical opinions and formally naming a successor trustee.

If no removal process is specified in the trust, the beneficiaries or co-trustees may need to file a petition in probate court to request judicial intervention. The court will review medical evidence, evaluate the trustee’s condition, and determine whether removal is in the best interest of the trust and its beneficiaries.

Appointing a Successor Trustee

After the incapacitated trustee is removed, a new trustee must be appointed to manage the trust. The trust document typically designates a successor trustee. However, if no successor is named, the beneficiaries or the court may need to appoint one.

Choosing a responsible and qualified individual or corporate trustee ensures that the trust remains properly managed and continues to serve its intended purpose.

Preventing Future Issues with Trustee Incapacity

Removing a trustee due to incapacity is never easy. To avoid future complications, it is essential to include clear incapacity provisions in a trust. These provisions should outline who has the authority to remove a trustee, what documentation is required and the process for appointing a successor.

Families can also consider appointing co-trustees or a trust protector who can step in if the primary trustee becomes incapacitated. Taking these steps ensures that the trust remains in capable hands and that assets are protected for beneficiaries. If you would like to learn more about the role of the trustee in estate planning, please visit our previous posts.

Reference: ACTEC Foundation (January 2024) “Practical Considerations in Dealing with Incapacity”

Photo by Andrea Piacquadio

Tell Designated Representative Where to Access Your Estate Planning Documents

April 15, 2025

Estate planning ensures that your assets, medical decisions and financial affairs are handled according to your wishes. Those plans can only be carried out if your designated representative—whether an executor, trustee, or power of attorney—knows where to access critical documents. If estate planning materials are lost, misplaced, or inaccessible, it can create confusion, legal delays and unnecessary stress for your loved ones. Taking the time to securely store your plan and tell your designated representative where to access your estate planning documents ensures that your estate plan functions as intended when the time comes.

Why Document Accessibility Matters

Many families assume that having a will or trust in place is enough. However, if those documents cannot be located, probate courts may default to intestacy laws, meaning assets could be distributed in a way that contradicts your wishes. Similarly, if a healthcare proxy or financial power of attorney cannot be found in an emergency, your designated representative may be unable to make urgent decisions on your behalf.

Common problems arise when:

Family members are unaware that estate planning documents exist
Digital copies are stored without providing access credentials
The original signed documents are locked away in a place no one can reach
The wrong version of a will or trust is used because outdated copies were not replaced

Avoiding these pitfalls requires proactive planning and clear communication with the individuals responsible for managing your estate.

Where to Store Estate Planning Documents

Estate planning documents should be secure yet accessible to those who will need them. Some of the best storage options include:

A fireproof and waterproof home safe – Provides security while allowing easy access for trusted individuals
A safe deposit box at a bank – Offers high security but may require legal documentation to access after death
With an estate planning attorney – Ensures documents are professionally stored and available when needed
Secure digital storage – Online vaults or encrypted cloud storage can provide a backup. However, access credentials must be shared

The chosen storage location should be clearly communicated to the executor, trustee, or agent named in your estate plan to prevent any complications.

Documents to Keep Readily Available

While some documents, such as property deeds or financial statements, may not require immediate access, others are time-sensitive and should be readily retrievable. Key estate planning documents include:

Last Will and Testament – Guides asset distribution and executor responsibilities
Revocable or Irrevocable Trust Documents – Directs how assets in a trust are managed and distributed
Power of Attorney Forms – Authorizes financial decisions in case of incapacity
Healthcare Proxy or Medical Power of Attorney – Grants decision-making authority for medical care
Advance Directives (Living Will) – Outlines medical treatment preferences
Insurance Policies and Beneficiary Designations – Ensures quick access to life insurance claims
Funeral and Burial Instructions – Prevents family disputes and provides clarity on end-of-life wishes

Providing copies or access to these documents ensures that designated representatives can act swiftly when needed.

How to Inform Your Designated Representative

Choosing someone to manage your estate and medical decisions is a crucial part of estate planning. However, they must be properly informed about their role. Have a conversation to discuss:

The responsibilities and expectations of their position
Where estate planning documents are stored
Who else should be involved in financial or medical decisions
The process for updating or modifying documents in the future

If digital records are used, ensure that you share any necessary login credentials or security codes to prevent access issues. Many people choose to provide their attorney or executor with copies of their estate documents, ensuring that the most up-to-date versions are readily available. Telling your designated representative where to access your estate planning documents will give you and your loved ones the peace of mind knowing that your planning will be addressed properly. If you would like to learn more about the role of the executor, or trustee, please visit our previous posts.

Reference: Charles Schwab (Jan. 21, 2025) “How to Store Estate Planning Documents”

Image by Kris

There are Important Steps involved in Changing a Trustee

December 30, 2024

A revocable living trust is a flexible estate planning tool that allows you to maintain control over your assets, while simplifying their distribution after your passing. However, circumstances may arise where the trustee you initially appointed is no longer the best fit to manage the trust. Whether due to personal reasons, incapacity, or a breach of fiduciary duty, replacing a trustee may be necessary to ensure that your trust operates effectively. There are important steps involved in changing a trustee. This article explains the process for changing a trustee.

What Is a Revocable Living Trust?

A revocable living trust is a legal arrangement that holds assets during your lifetime and distributes them according to your wishes after death. As the grantor (creator of the trust), you typically serve as the initial trustee, retaining complete control over the assets. This type of trust is highly adaptable, allowing changes to trustees, beneficiaries, or terms as circumstances evolve.

Understanding the Role of a Trustee

The trustee is responsible for managing the trust’s assets, ensuring that they are handled by the grantor’s wishes and for the benefit of the beneficiaries. Duties may include:

Managing investments and property held in the trust.
Filing taxes on behalf of the trust.
Communicating with beneficiaries about distributions and other trust-related matters.
Adhering to the trust’s terms with the utmost integrity and professionalism.

Selecting the right trustee is critical. They must act in a fiduciary capacity, meaning they are legally bound to prioritize the interests of the beneficiaries over their own.

Common Reasons for Changing a Trustee

Circumstances that may warrant changing the trustee include:

Incapacity or Death: If a trustee becomes incapacitated or passes away, they must be replaced immediately to ensure smooth trust management.
Personal Request: A trustee may request removal due to lack of time, energy, or desire to continue their responsibilities.
Breach of Fiduciary Duty: If a trustee mismanages funds, uses trust assets for personal gain, or neglects their duties, they can be removed for violating their fiduciary obligations.
Relationship Changes: Personal or professional conflicts may make it necessary to appoint a new trustee better aligned with the grantor’s goals and beneficiaries’ needs.

Steps to Change the Trustee of a Revocable Living Trust

1. Review the Trust Agreement

The trust document should outline removing and appointing a new trustee. This language often specifies who can make changes, such as the grantor, a co-trustee, or the beneficiaries.

2. Amend the Trust

If you are the grantor and retain the right to amend the trust, you can modify the trustee designation directly. This involves drafting a trust amendment, naming the new trustee and outlining any terms related to the transition.

3. Notify the Current Trustee

Once the decision is made, notify the current trustee in writing. This ensures transparency and provides an official record of the change.

4. Consult an Estate Planning Attorney

An estate planning attorney can ensure that the amendment is legally sound and complies with state laws. They can also help navigate situations where court intervention is required.

When Court Intervention Is Necessary

In some cases, trustee removal requires filing a petition in probate court, particularly if the trustee refuses to step down or misconduct allegations arise.

The process typically involves:

Gathering Evidence: Collecting documentation, such as financial records or communication, to substantiate claims of mismanagement or negligence.
Filing a Petition: Submitting a formal request to the court outlining the reasons for the trustee’s removal.
Attending a Hearing: Presenting evidence and arguments to the court will decide whether to remove the trustee and appoint a replacement.

Court proceedings can be time-consuming and costly. An experienced estate planning attorney can guide you through this process and advocate for your interests.

Preventing Trustee Issues

While trustee changes can be necessary, they are often avoidable with careful planning:

Choose the Right Trustee: Select someone trustworthy, organized and financially responsible. Consider naming a corporate trustee or professional fiduciary, if no suitable individual is available.
Include Clear Terms: Clearly define the trustee’s duties and the process for removal within the trust document.
Communicate Expectations: Discuss the role with your trustee beforehand to ensure that they understand and accept their responsibilities.

The Role of an Estate Planning Attorney

There are important steps involved in changing a trustee. Changing a trustee is a significant decision that can have long-term implications for your estate plan. An experienced estate planning attorney can help you navigate the legal and procedural complexities, ensuring that your trust functions smoothly and aligns with your goals. If you would like to learn more about the role of the trustee, please visit our previous posts.

Reference: Smart Asset (Aug. 3, 2023) “How to Change the Trustee on a Revocable Trust”

Image by Juan Ospina

Successor Trustee is an Important Element of a Revocable Trust

August 12, 2024

Creating a revocable trust can be a smart way to manage how your assets are distributed after you pass away. One important element of a revocable trust is the successor trustee. SmartAsset makes the case that you should name one if you have any revocable trusts. This can help carry out your wishes when you’re indisposed or deceased.

When you set up a revocable trust, you serve as both the creator (settlor) and the trustee. This means you can move assets in and out of the trust, change its terms and even dissolve it. The trust is “revocable” because you can change it while alive.

A successor trustee is the person you name to manage your trust when you can no longer do so, typically upon your death. The successor trustee enforces the terms of the trust and distributes assets according to your wishes.

A successor trustee can manage your trust without probate court intervention. Once you, as the primary trustee, pass away, the successor trustee can immediately manage your trust and avoid any delay in execution.

The duties of a successor trustee begin once you can no longer serve as the trustee, typically upon your death. Their responsibilities include:

Managing Trust Assets: The successor trustee must responsibly manage and invest the trust assets.
Appraising and Distributing Assets: They must appraise the value of the trust’s assets, pay any taxes or debts and distribute the remaining assets to the beneficiaries according to the trust’s terms.
Handling Administrative Tasks: If the trust includes life insurance policies, the successor trustee must collect these. They also set aside funds for any expenses related to the trust’s administration.

An executor is responsible for managing your estate through the probate process after you die. This includes locating and collecting assets, paying debts and taxes and distributing the remaining assets as directed by your will. This role ends once the probate process is complete.

A successor trustee manages your trust according to its terms and does not need court approval for their actions. Their responsibilities can last much longer, especially if the trust specifies conditions for distributing assets over time.

In the case of irrevocable trusts, you cannot serve as your own trustee. You instead appoint someone else to manage the trust. If this original trustee can no longer serve, a successor trustee takes over. The duties and powers of a successor trustee in an irrevocable trust are the same as those of the original trustee.

Selecting the right person to serve as your successor trustee is vital. This person should be trustworthy, competent and preferably younger to ensure that they can manage the trust for many years, if needed. This role can be demanding, so choosing someone to handle the responsibilities is important.

Appointing a successor trustee is an important element of a revocable trust. It prevents any delay in your trust going into effect. If you’re considering setting up a revocable trust or need help to appoint a successor trustee, an experienced estate planning attorney can help. If you would like to learn more about the role of the trustee, please visit our previous posts.

Reference: SmartAsset (May 30, 2023) “Successor Trustee: Duties, Powers and More”

Image by Shelley Wiart

Category: Successor Trustee

Removing a Trustee Due to Incapacity

Tell Designated Representative Where to Access Your Estate Planning Documents

There are Important Steps involved in Changing a Trustee

Successor Trustee is an Important Element of a Revocable Trust

Reference: SmartAsset (May 30, 2023) “Successor Trustee: Duties, Powers and More”

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