Audits and recordkeeping: Bail bonds
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Recordkeeping requirements
By law, you must:
- Maintain all the following types of records for at least 3 years.
- 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
- RCW 18.185.100: Records — Finances — Disposition of security
- WAC 308-19-240: Bail bond agency and branch office required records
- WAC 308-19-250: Bail bond agency audits and inspections
