Your dad passed away on a Tuesday. By Thursday, you're fielding calls from his landlord, his bank, his insurance agent, and your aunt who wants to know when she's getting the china cabinet. Nobody handed you a manual. Nobody told you there'd be a quiz.
Being named executor is an honor — it means someone trusted you. It's also, frankly, a part-time job that lasts anywhere from six months to two years. This checklist breaks down what you actually need to do, in the order you actually need to do it, with enough context so you're not just checking boxes blindly.
For a comprehensive overview of the entire probate process, see our Executor's Complete Guide to Probate.
Phase 1: The First 72 Hours
When you're still in shock and the world won't wait
This phase is brutal. You're grieving and suddenly you're also a project manager. Here's what can't wait. If you're feeling overwhelmed about whether you should even take this on, our guide on whether you should say yes to being executor can help you think it through.
1. Get multiple certified copies of the death certificate. Not photocopies — certified copies with the raised seal. Order at least 10, maybe 15. You'll need them for banks, insurance companies, the DMV, Social Security, real estate transfers, and more. Every institution wants an original. Ordering extras now is much cheaper than ordering them later.
2. Locate the will. Check their home office, a fireproof safe, a safe deposit box, or with their attorney. If you can't find one, check with the probate court in the county where they lived — some people file their will there for safekeeping.
3. Read the will, but don't distribute anything yet. Seriously. Not even the small stuff. You need court authorization first (in most cases), or you could be personally liable for the difference if creditors come knocking later. Understanding what executors can be sued for will help you avoid costly mistakes early.
4. Secure the property. If they owned a home, make sure it's locked, alarmed if possible, and not sitting empty with a pile of mail signaling vacancy. Change the locks if needed. Notify the homeowner's insurance company of the death — policies can lapse or become invalid if the property sits unoccupied and they're not informed.
5. Notify immediate family. You don't need to have all the answers. Just communicate. Let people know what you know. A centralized dashboard like HeirPortal can help you stop the endless phone calls by giving everyone visibility into the same information.
6. Arrange for pet care. Sounds obvious, but it's easy to forget when you're overwhelmed. If they had pets, someone needs to step up immediately.
7. Pause automatic bill payments — carefully. Don't cancel everything. Just be aware of what's auto-drafting so nothing important lapses (mortgage, utilities, insurance). You'll sort this out more thoroughly later.
8. Collect mail and hold it. Go to the post office and set up mail forwarding to your address or arrange to collect it regularly. Bills, financial statements, and legal notices will arrive, and you need to see them.
Ready to simplify estate communication?
Keep your family informed throughout probate without the endless phone calls. Start your free 14-day trial today.
Phase 2: The First Two Weeks
The administrative sprint begins
9. File the will with the probate court. In most states, you're legally required to file the original will with the probate court within a set time (often 30 days, sometimes less). Don't assume you can skip probate — even if the estate is small, you typically need at least a brief court process to get authority to act. Check your state's specific requirements for timelines.
10. Petition to be formally appointed executor. If the will names you, you still need the court to issue "Letters Testamentary" — the actual legal document that proves you have authority to act on behalf of the estate. Banks, brokers, and real estate title companies will ask for this. Without it, you can't do much.
11. Notify Social Security. If the deceased was receiving benefits, those stop at death. Any payment made after the date of death must be returned. Call 1-800-772-1213 or go in person.
12. Notify their employer (if applicable). There may be a final paycheck, unused vacation payout, pension, 401(k), or life insurance through work. HR departments are used to these calls — they'll walk you through it.
13. Notify banks and financial institutions. Bring your Letters Testamentary and certified death certificates. Ask about account balances, beneficiary designations (some accounts transfer outside of probate — those go directly to named beneficiaries), and outstanding loans.
14. Notify life insurance companies. File claims. Most pay out within 30-60 days. You'll need the death certificate and the policy number.
15. Notify pension providers and annuity companies. These may have survivor benefits or rollover options that beneficiaries need to claim within a specific window.
16. Begin the inventory. You're legally required to create a complete inventory of the estate's assets. Start now — it takes longer than you think. This includes real estate, bank accounts, investment accounts, vehicles, valuable personal property, business interests, and yes, that coin collection in the basement.
17. Identify all debts. Pull credit reports (you can do this for deceased persons), collect statements, and make a list. Mortgages, car loans, credit cards, medical bills, personal loans — everything. Our guide on what happens to debt when someone dies explains which debts the estate is responsible for and which ones aren't.
18. Notify the post office with a formal change of address. If you haven't already, do this now so all mail routes to you.
Phase 3: The First Month
Getting your infrastructure in place
19. Open an estate bank account. This is non-negotiable. All estate income and expenses flow through this account. Do not commingle estate funds with your own money — that's how executors get personally sued. You'll need your Letters Testamentary and the estate's EIN to open this account.
20. Get an EIN from the IRS. The estate is its own tax entity and needs its own Employer Identification Number (EIN). Get it free at IRS.gov — takes about 10 minutes online. You'll need it to open the estate bank account and file estate tax returns.
21. Send formal notice to creditors. Another commonly missed step. Most states require you to publish a notice to creditors in a local newspaper for a set number of weeks. This starts the clock on a "claims period" — typically 2-6 months — after which most claims are barred. Skipping this step can leave the estate open to claims indefinitely. Check your state's specific rules.
22. Notify the credit bureaus. Send a letter to Equifax, Experian, and TransUnion with a certified death certificate. This reduces the risk of identity theft and stops pre-approved credit offers.
23. Cancel subscriptions and recurring services. Netflix, Spotify, gym memberships, newspapers, Amazon Prime, magazine subscriptions. Call to cancel and request refunds for unused prepaid periods where applicable.
24. Notify utilities (for property you're managing). Transfer accounts to the estate or set up payment so nothing gets shut off while you're still managing the property.
25. Notify the DMV. Vehicles need to be either transferred to beneficiaries or sold as part of the estate. Either way, the title needs to change. The DMV in most states has a process for this.
26. Notify the VA (if applicable). Veterans may have benefits that need to be stopped or survivor benefits that eligible family members should claim.
27. Notify Medicare/Medicaid (if applicable). Medicare should stop payments. If Medicaid was involved, the state may have a recovery claim against the estate — yes, this is a real thing.
28. Secure digital assets. Social media accounts, email, cloud storage, cryptocurrency, online banking. Most platforms have a process for "memorialization" or account closure. Some assets (like crypto) may have real financial value — look for seed phrases or hardware wallets. Our complete guide on digital assets for executors walks through this in detail.
29. Review and maintain insurance on all property. Home, vehicles, and valuables need to stay insured while the estate is open. Insurance companies may reduce or cancel coverage on property not actively occupied — notify them and ask about their estate policies.
Get executor tips in your inbox
Weekly guidance for navigating the probate process with confidence. Unsubscribe anytime.
Join 500+ executors who receive our weekly newsletter
Phase 4: Months 2-6
The long middle — managing, paying, communicating
30. Manage estate assets actively. If the estate includes a rental property, someone has to collect rent and handle maintenance. If it includes a business, you may need to keep it running. If it includes an investment portfolio, you need to be careful about making changes — document everything and consider consulting a financial advisor.
31. Pay valid debts. Once the creditor notice period has run, review all claims and pay what's valid from the estate account. Pay in the right order — most states have a priority hierarchy (funeral expenses, taxes, secured debts, then unsecured debts). Don't pay Aunt Carol's "personal loan" first and then find out you don't have enough for the IRS.
32. Reject invalid claims (in writing). If a creditor submits a claim that's bogus or past the deadline, you can — and should — formally reject it in writing. Most states have a specific procedure for this.
33. Handle real estate. Decide: sell, transfer to a beneficiary, or rent. Each option has different tax implications and probate steps. If selling, you'll need court approval in many states. If transferring, you'll file a new deed. For practical guidance on selling a parent's home as executor, we have a dedicated guide.
34. File the final individual income tax return. Someone has to file a tax return for the year the person died — a regular 1040 covering January 1 through date of death. If you're not a tax professional, hire one. You could be held personally responsible for unpaid taxes.
35. File any missing prior-year returns. If they were behind on taxes, you'll need to catch up. The IRS doesn't forget just because someone died.
36. Keep beneficiaries informed. Beneficiaries have a legal right to information about the estate's administration. Keeping people in the loop isn't just polite — it prevents disputes, accusations, and the kind of family drama that ends up in probate court. Regular updates go a long way. A shared family dashboard through HeirPortal makes this automatic rather than another task on your list.
37. Document every decision and every dollar. Keep receipts. Keep notes. Keep records of every phone call. If a beneficiary later questions your decisions, your paper trail is your protection.
38. Prepare an interim accounting. An interim accounting is a snapshot of what's come into the estate and what's gone out. Some states require it; even where it's optional, sharing one with beneficiaries is good practice and builds trust. It's basically a financial report card on your work so far.
39. Resolve any disputes. Disagreements over who gets the jewelry, whether the house should be sold, whether a debt is valid — these happen. Try to resolve them informally first. If that fails, the probate court can step in, but that's slow and expensive. Our guide on handling family conflict as executor has strategies for navigating these tough conversations.
Phase 5: Final Steps
Getting everyone paid and closing the books
40. Determine if an estate tax return is required. The federal estate tax exemption is currently $13.61 million. Most estates won't owe federal estate tax. But some states have much lower thresholds — Massachusetts and Oregon, for example, kick in at $1 million respectively. Check your state's rules.
41. File the estate income tax return (Form 1041). If the estate earned any income while open — interest, rent, dividends — the estate itself may owe income tax. This is separate from the individual's final 1040.
42. Get a "closing letter" from the IRS (if applicable). If you filed an estate tax return, wait for IRS clearance before distributing assets. Distributing before you have this can leave you personally on the hook for unpaid taxes.
43. Prepare the final accounting. A complete summary of all assets received, all income earned, all expenses paid, and what's left for distribution. In formal probate, this often requires court approval. Beneficiaries get to review it and object if they think something's off.
44. Get court approval for distribution (where required). In many states, you need the court's blessing before you cut any checks or transfer any assets. Don't skip this step.
45. Distribute assets to beneficiaries. Finally. Transfer cash, property, and personal belongings per the will's instructions (or per state intestacy law if there's no will). Get signed receipts from each beneficiary — this protects you.
46. Pay yourself. Executors are entitled to reasonable compensation. Most states have a formula or guideline. This is taxable income to you, by the way — report it. Our guide on executor compensation breaks down how much you can claim and the process for getting paid.
47. File to close the estate with the court. Submit your final accounting, proof of distribution, and a petition to close. The court issues a final order, your authority as executor ends, and you are done.
One More Thing: You Don't Have to Track All This in Your Head
Forty-seven steps across potentially two years, with deadlines, family members watching your every move, and the IRS lurking in the background. Keeping all of this organized is genuinely hard — especially when you're also, you know, grieving.
This is where HeirPortal comes in. It's built specifically for this process — tracking milestones across all five phases, organizing estate documents, and keeping beneficiaries informed with structured updates instead of frantic group texts. Rather than a shared Google Doc that turns into chaos or an email chain nobody can follow, it gives everyone visibility into where things stand without you having to answer the same question fifteen times a week.
The most common executor mistakes — missing the creditor notice, skipping the EIN, forgetting the interim accounting — are much harder to make when you've got a system telling you what comes next. HeirPortal even auto-populates state-specific deadlines based on where the deceased lived, so you're not guessing at timelines. You're already doing the hard work. Having one place where everything lives makes the job a lot less lonely.
If you're feeling stuck somewhere in the middle of this process, you're not alone — our post on being six months into probate and feeling stuck addresses exactly that.
State-Specific Executor Checklists
Every state has different probate rules, forms, fees, and deadlines. For a checklist tailored to your state's specific requirements, see our state guides:
Alabama | Alaska | Arizona | Arkansas | California | Colorado | Connecticut | DC | Delaware | Florida | Georgia | Hawaii | Idaho | Illinois | Indiana | Iowa | Kansas | Kentucky | Louisiana | Maine | Maryland | Massachusetts | Michigan | Minnesota | Mississippi | Missouri | Montana | Nebraska | Nevada | New Hampshire | New Jersey | New Mexico | New York | North Carolina | North Dakota | Ohio | Oklahoma | Oregon | Pennsylvania | Rhode Island | South Carolina | South Dakota | Tennessee | Texas | Utah | Vermont | Virginia | Washington | West Virginia | Wisconsin | Wyoming
We have detailed executor checklists for all 50 states plus DC. Check our state coverage page for probate requirements, forms, and timelines.
FAQ
How long does the entire probate process take?
Most estates take between six months and two years to fully settle, depending on complexity, state laws, and whether any disputes arise. Simple estates with no real property and cooperative beneficiaries can sometimes close in under six months. Estates with real estate, business interests, or family disagreements often take longer. Our probate timeline guide breaks this down in more detail.
Can I hire professionals to help with some of these tasks?
Absolutely. Most executors work with a probate attorney, and many also hire CPAs for tax filings, appraisers for property valuations, and real estate agents for home sales. These are estate expenses — paid from the estate, not your pocket. Hiring help doesn't mean you've failed; it means you're managing the estate responsibly.
What if I'm managing the estate from out of state?
It's more common than you'd think, and it adds logistical complexity — especially for tasks like securing property, meeting with local attorneys, and handling court appearances. Our guide on managing an estate from out of state covers strategies for handling this remotely.
Do I need to keep beneficiaries updated throughout the process?
Yes, and it's not just good practice — in most states, it's a legal requirement. Beneficiaries have the right to reasonable information about the estate's administration. Regular, structured updates prevent misunderstandings and reduce the risk of formal complaints or legal challenges.
What happens if I miss a step on this checklist?
Some steps carry more consequence than others. Missing the creditor notice deadline can leave the estate open to claims for years. Failing to file tax returns can result in personal liability for the executor. Skipping the EIN means you can't properly manage estate finances. When in doubt, consult a probate attorney in your state.
Can I get paid for serving as executor?
Yes. Every state recognizes that executors are entitled to reasonable compensation for their time and effort. The amount varies by state — some use fixed percentage schedules, others use a "reasonable compensation" standard. See our complete guide on executor compensation for details.
What if the estate has more debts than assets?
This is called an insolvent estate. You still need to follow the probate process, but debts are paid in a specific priority order set by state law, and beneficiaries may receive little or nothing. The key thing to know: as executor, you are generally not personally responsible for the deceased's debts — as long as you follow proper procedures.
What's the difference between an executor and an administrator?
An executor is named in the will. An administrator is appointed by the court when there's no will (or the named executor can't serve). The duties are essentially the same — the title just reflects how you got the job.
This post is for general informational purposes. Estate laws vary by state. If your estate is complex — significant assets, business interests, family disputes, or potential estate taxes — work with a probate attorney. Executor mistakes can result in personal liability, and that's not a fun way to end a process you're doing out of love.