Property tax prorations can look like simple arithmetic, yet estate transactions often involve partial-year bills, exemptions, reassessments, delinquency notices, and unclear closing instructions. A source check makes the calculation reproducible. It does not decide tax liability or the legal effect of an exemption; it shows the figures, dates, assumptions supplied by the file, and questions requiring professional attention.
Identify the tax year
Record county, parcel number, tax year, bill number, installment, due date, and status. Link the bill or official record. Do not rely on a street address where neighboring parcels or multiple units exist. If the estate owns several parcels, create a separate schedule for each and preserve the source date because the public record may update after the initial search.
Capture the contract rule
Find the clause or closing instruction addressing taxes, assessments, exemptions, delinquency, and proration date. Copy the relevant language and note the contract version. A statement that taxes are prorated does not by itself supply the period, day-count convention, or treatment of unpaid prior years. Those details should be recorded as questions where the file does not answer them.
Reconcile the bill
Compare billed amount, paid amount, balance, installment, payment date, and receipt. Keep current taxes separate from delinquent taxes, penalties, municipal charges, and special assessments. A closing statement may combine categories that the county record separates. Link each closing figure to its source and flag unexplained combinations instead of forcing them into one total.
Note exemptions and changes
Record homestead, senior, agricultural, disability, or other exemption references only when the source states them. Note whether the exemption is current, pending, removed, or unknown. Do not assume an estate transfer preserves an exemption or creates a new one. Route eligibility and transfer questions to the appropriate professional or tax authority.
Show the arithmetic
Write the period covered, annual or installment basis, daily figure if supplied, number of days, credits, debits, and rounding. A spreadsheet should retain the input values and formula. If the closing statement differs, preserve both calculations and identify which instruction produced each. Arithmetic can be correct while the underlying rule remains disputed.
Check later statements
After closing, a revised bill or reassessment may arrive. Add it as a later event linked to the original schedule. Do not rewrite the closing snapshot. Record who received the notice, whether it was paid, and which person owns follow-up. The index helps the fiduciary understand a new demand without declaring who ultimately owes it.
Prepare a question list
Useful questions include whether a special assessment is included, whether an unpaid installment was disclosed, whether the contract uses a stated closing date, and whether a corrected bill supersedes the first. Phrase questions with sources and numbers. Avoid writing “seller owes” or “buyer owes” until the responsible professional has made that determination.
| Review field | Evidence to retain |
|---|---|
| Parcel and bill | Official tax record |
| Contract rule | Signed clause or instruction |
| Payment status | Receipt, ledger, or confirmation |
| Calculation | Inputs, formula, and dates |
| Exception | Difference, source, and owner |
The completed schedule is a transparent record for closing coordination. It is not tax advice, a title determination, or a legal conclusion about allocation.
Protect account details
Tax records and payment confirmations may contain account identifiers or personal information. Store the full source in the approved restricted location and keep only necessary references in the working table. A source link should allow an authorized reviewer to find evidence without distributing sensitive material to every participant.
Recheck before closing
If the closing agent supplies a proration worksheet, retain its inputs and version date. Compare it with the county source and the contract instruction. A worksheet is evidence of a calculation, not proof that the selected rule is correct. Record the exact variance so the next reviewer can address one issue at a time.
When an estate property receives a partial exemption or supplemental assessment, keep the notice, bill, and calculation together. Record whether the amount is recurring tax, a one-time charge, or a category the closing statement labels differently. If a source does not identify the period or parcel, mark that missing fact. A careful schedule gives the decision-maker enough context to ask the county, closing agent, or tax professional a precise question.
Keep a copy of the source query or parcel search result when the county system permits it. Record the search date and the exact parcel identifier used. Public portals can change presentation, hide older installments, or return several similar properties. A reproducible search note helps another reviewer understand why a bill was selected and what the search did not establish.
Keep the calculation snapshot with the bill used. If the county posts a corrected amount, add a new row showing the old and new figures, publication dates, and resulting variance. A later bill may explain a difference without proving who bears it. The fiduciary or tax professional can then evaluate the contract instruction against a transparent set of inputs rather than an unexplained closing adjustment.
Compare the latest contract, latest tax source, and latest closing statement. Confirm that parcel identity and tax year match. List every unresolved variance and its owner. Date the review and record the cutoff. A source-checked proration is easier to correct because it exposes exactly which input changed.