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Step-by-Step: How to Appoint a Professional Fiduciary
Decide which roles you want a professional to fill
- Common roles: Successor Trustee, Personal Representative/Executor, Financial Power of Attorney, Health Care Power of Attorney, and (when court-appointed) Conservator/Guardian.
- Choose who is Primary and who is Backup for each role.
Select the fiduciary
- Meet or consult to confirm scope, availability, and how they coordinate with your attorney, CPA, and care providers.
- Gather the fiduciary’s legal name and any required identifiers (e.g., license number), plus preferred nomination language (many corporate fiduciaries provide exact wording).
Tell your attorney whom you’re naming (and in which roles)
- Provide the fiduciary’s legal name, license/ID (if applicable), and preferred nomination language.
- Clarify priorities: e.g., “Professional fiduciary is primary for Trustee and PR; my son is backup; I want my friend to remain medical POA,” etc.
Attorney drafts the documents
- Trust, Will (with PR nomination), Financial POA, Medical POA/Advance Directive, and any state-specific HIPAA releases.
- Ask your attorney to mirror the same order of agents across documents when appropriate (reduces confusion later).
Review the drafts together
- Verify the fiduciary’s name appears correctly in every place intended (trustee clauses, PR clause, POA agents, HIPAA, disposition instructions, backups).
- Check that powers match your intent (real estate, digital assets, tax elections, gifting limits, special-needs provisions, care directives).
- Confirm successor order (primary → backups) is consistent.
Execute (sign and witness/notarize)
- Follow your state’s execution rules (e.g., notary/witnesses).
- If your state allows, sign HIPAA and Final Disposition forms at the same time to avoid gaps.
Provide copies to the fiduciary and key professionals
- Send finalized, signed copies (PDF and/or paper) of the trust, will, POAs, HIPAA, and any memoranda.
- Share a client information sheet with current contacts, doctors, advisors, accounts (at a high level), and preferences.
- Give your primary healthcare providers the medical POA/HIPAA.
Schedule a brief review (optional but recommended)
- Walk through where the fiduciary is named, your priorities (care, housing, beneficiary considerations), and any special instructions.
Store & share access info
- Keep originals in a safe place; let your fiduciary and attorney know how to access documents in an emergency.
- Consider a secure digital vault for quick retrieval (trust, POAs, ID, insurance, medication list).
Keep the plan current
- Revisit documents after major life events (marriage, divorce, move, diagnosis, beneficiary changes)
How It Works
Client/Family
Choose roles and backups; approve language; sign documents; share copies and contacts.
Fiduciary
Provides legal name/preferred language; confirms roles; reviews copies; maintains readiness; coordinates with CPA/real estate/medical teams when activated.
Attorney
Drafts/updates documents; ensures correct naming & powers; advises on state requirements.
I can summarize my experience with Certified Fiduciary Services in just a few words: Professional, caring and kind. I had experience with professional fiduciaries in my work as an attorney. I interviewed several professional fiduciaries … More
I recommend CFS whole-heartedly. As an attorney, I have referred my clients and others in my personal circle to use CFS for any of their fiduciary needs, whether that be nominating CFS to serve as a fiduciary, or utilizing their assistance … More
I recommend CFS whole-heartedly. As an attorney, I have referred my clients and others in my personal circle to use CFS for any of their fiduciary needs, whether that be nominating CFS to serve as a fiduciary, or utilizing their assistance … More
CFS does a fantastic job representing their client’s needs/estate. They are very careful to ensure they make the best decisions for the estate and work tirelessly to resolve all issues. They are very trustworthy and caring in all aspects of their fiduciary duties.
Cypress Homecare Solutions loves working with the Kallie and her Team at Certified Fiduciary Services, as they are caring, compassionate, and go the extra mile for their clients. If you or a loved one are not sure where to turn when … More
Absolutely thrilled with CFS! The entire staff is educated, professional, honest and all around have a very good work ethic! I am extremely pleased with CFS, and cannot recommend them enough. If you’re looking for a service they provide look no further, they’re the best!
At CFS, client feedback plays a vital role in shaping the quality and effectiveness of our services. Each review provides valuable insight into the client experience, allowing us to continuously improve and adapt to meet individual needs. Our team takes pride in the positive relationships we’ve built, and we’re committed to transparency, accountability, and delivering exceptional support. Whether through testimonials, surveys, or direct feedback, client reviews help us ensure that our services remain responsive, respectful, and results-driven.
CFS Resources
Aging with Dignity: Our Promise at Certified Fiduciary Services
Reading Time: 0:55 min
At Certified Fiduciary Services, we believe aging should be defined by dignity, independence, and peace of mind. Our compassionate team provides trusted fiduciary guidance to help clients preserve their autonomy,…
Future Nominations Under Estate Plans
Reading Time: 1:4 min
These are individuals designated in advance to assume responsibility in the future, often outlined in legal documents like wills, trusts, or powers of attorney. They are not active yet but…
Active Nominations/Appointments
Reading Time: 0:53 min
These are individuals who currently hold legal authority over a person’s affairs, assets, or decisions, typically through court appointment or formal designation. They are actively managing responsibilities now.
