Audits and recordkeeping: Bail bonds

The Washington State Legislature has not yet approved state operating and capital budgets for the 2017–19 biennium, which begins July 1. If the Legislature does not approve budgets by June 30, several state agencies will go through full or partial operations shutdowns. To find out what services will be effected, see Possible suspension of services starting July 1.

Recordkeeping requirements

By law, you must:

  • Maintain all the following types of records for at least 3 years.
  • and
  • Keep these records readily available so we can audit them.

Records you must keep:

  • Bank trust account records
  • Duplicate receipt books or receipt journals
  • Prenumbered checks
  • Check registers or cash disbursement journals
  • Validated bank deposit slips
  • Reconciled bank monthly statement (client liability vs. bank statement)
  • All canceled checks and voided checks
  • Client information, including:
    • Defendant’s name
    • Application form
    • Transaction records, including transaction dates, amount received, amount disbursed, current balance, check number, and items covered
    • Indemnitor’s and indemnity agreements
    • Premium receipts
    • Collateral receipts
    • Letters of forfeiture or surrender forms
    • Letters of demand and affidavits, if surrendered before a forfeiture has occurred
    • Any written information or communications that may influence the bail bond or collateral
  • A transaction folder or file containing a copy of all agreements, invoices, billings, and related correspondence for each transaction
  • Records of all collaterals, securities, or monetary instruments received or held in the bail bond business transactions
  • Records of training and continuing education for each bail bond agent employed in the agency
  • Records of exoneration of all bail bond transactions, including:
    • Court, citation, or case number
    • Date the bail was issued
    • The defendant’s name, address, and telephone number
    • Amount of the bond
    • Name of the court
    • Date of exoneration of the bond

For an overview of recordkeeping requirements and audit procedures, see Audits and Recordkeeping Procedures.

Self audit checklist

Would you pass a recordkeeping audit? Use the Self Audit Checklist to see if you could pass the test.

Related laws and rules

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