Virginia Guardianship Annual Report: What to File, When, and How

The Reporting Calendar Starts Immediately

The moment you qualify as a guardian in Virginia, the compliance clock starts. Missing a filing deadline can result in court review, personal liability, and removal as guardian. Here is the complete reporting schedule.

Initial Guardian Report (First Six Months)

Form CC-1644 — Report of Guardian for an Incapacitated Person. Due to the local Department of Social Services (DSS) within six months of the date you qualified. This initial report covers the first four months of the guardianship.

Include a $5.00 filing fee with the report. Send it to the DSS office in the county or city where the ward resides — not where the court is located (these may differ if the ward has moved since the guardianship was established).

Annual Guardian Reports (Every Year After)

After the initial report, Form CC-1644 is due annually. The filing deadline is within four months after the anniversary of the ending date of the prior report.

The report must document:

• The ward's current mental and physical health status
• Any changes in medical diagnoses or treatment
• The ward's living situation and any changes in residence
• Social, educational, and vocational activities
• Whether the guardianship should continue, be modified, or be terminated
• Confirmation of mandatory visitation compliance

A $5.00 filing fee accompanies each annual report.

Mandatory Visit Requirements

Virginia law requires guardians to maintain regular contact with the ward — at least three contacts per year:

1. One in-person visit — the guardian must physically see the ward
2. One virtual video visit — a video call satisfies this requirement
3. One additional contact — can be in-person, virtual, or conducted by a monitored agent on the guardian's behalf

Document every visit in your records. The annual report asks you to confirm compliance, and the DSS reviews these entries.

DARS Guardian Training

The Department for Aging and Rehabilitative Services (DARS) administers a mandatory training program for newly qualified private guardians. You must complete this training within four months of your appointment.

The Form CC-1644 (updated July 1, 2025) now includes an acknowledgment section confirming that you have completed or are in the process of completing the DARS training. The training covers guardian duties and responsibilities, reporting requirements, and the rights of the person under guardianship.

Contact DARS directly for the current training schedule and format — they offer both online and in-person options depending on availability.

Conservator Financial Reporting

If you were also appointed as conservator, you have a separate and more demanding reporting track through the Commissioner of Accounts (not the DSS).

Four-month inventory (Form CC-1671): Due within four months of qualification. Lists every asset under your control — bank accounts, investments, real property, vehicles, personal property, and projected income.

Annual accounting (Form CC-1682): Due within six months of the end of each accounting period. Every dollar in and every dollar out, supported by bank statements and receipts. The Commissioner of Accounts will audit this filing and charge audit fees from the ward's estate.

The Commissioner is a privately maintained law office, not a government agency. They can reject non-compliant filings and assess the applicable auditing fees.

What Happens If You Miss a Deadline

If you fail to file the annual guardian report:

• The DSS may flag the case for review
• The court may issue a show-cause order requiring you to explain the lapse
• Persistent non-compliance can result in removal as guardian and appointment of a replacement

If you fail to file conservator accountings:

• The Commissioner of Accounts notifies the court
• The court can hold you in contempt
• You may be personally liable for any losses to the estate during the unreported period
• Your surety bond company may pursue you for recovery

Practical Tips for Staying Compliant

Set calendar reminders for every deadline — the initial report, each annual report, conservator inventory and accountings, and mandatory visits. Do not rely on the court or DSS to remind you.

Keep a running log of every interaction with the ward, every medical appointment, every expenditure. The annual report asks for specific details, and reconstructing a year's worth of events from memory is where most guardians struggle.

Open a dedicated bank account for conservatorship funds. Commingling the ward's money with your personal accounts is the fastest route to audit problems and personal liability.

The Virginia Adult Guardianship & Alternatives Guide includes a compliance calendar template, a document retention checklist, and instructions for completing every required form.

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