Estate Executor Checklist: A Step-by-Step Guide

Locate and secure the original will

Check the deceased's home, safe deposit box, attorney's office, and with the local probate court. A copy may be useful initially but the original is needed for probate.

Obtain 10-15 certified copies of the death certificate

You will need certified copies for banks, insurance companies, government agencies, and more. Order extras since some institutions will not return them.

Contact the attorney who drafted the will

They can explain the will's provisions, advise on the probate process in your state, and may have other important documents.

Identify and secure all assets (home, vehicles, valuables)

Change locks if needed, ensure insurance is current, collect mail, and safeguard jewelry, art, and other portable valuables.

Notify banks and financial institutions

Contact each bank, brokerage, and financial institution to report the death and freeze accounts from unauthorized access.

Set up a dedicated estate bank account

All estate income and expenses should flow through this account. This creates a clear record for the court and beneficiaries.

Begin an expense log for all estate-related costs

Track every expense from day one, including mileage, postage, and phone calls. These may be reimbursable from the estate.

File the will with the local probate court

In most states, you are legally required to file the will within a certain period (often 30 days) after the death, regardless of whether you plan to open probate.

Apply for Letters Testamentary (legal authority to act)

This document, issued by the probate court, gives you the legal authority to act on behalf of the estate. Without it, institutions will not release information or funds to you.

Notify all beneficiaries named in the will

Beneficiaries are typically entitled to receive a copy of the will and information about the probate process. Send written notice and keep copies.

Identify and notify all creditors

Review the deceased's mail, email, and financial records to identify all debts. Known creditors must be notified directly.

Publish a notice to creditors (required in most states)

Most states require a notice in a local newspaper giving unknown creditors a deadline (typically 3 to 6 months) to file claims against the estate.

Obtain an EIN (Employer Identification Number) for the estate

Apply online at IRS.gov. The estate needs its own tax identification number for bank accounts, tax filings, and other financial transactions.

Inventory all assets (real estate, bank accounts, investments, personal property)

Create a comprehensive list of everything the deceased owned, including accounts, property, vehicles, jewelry, collectibles, and digital assets.

Get appraisals for real estate and valuable personal property

Professional appraisals establish fair market value as of the date of death, which is needed for tax purposes and equitable distribution.

Pay valid debts and ongoing bills from estate funds

Pay mortgage, utilities, insurance, and other necessary bills to protect assets. Verify creditor claims before paying. You are not personally responsible for the deceased's debts.

File life insurance claims

Contact each insurance company with a certified death certificate and claim form. Life insurance proceeds generally pass directly to named beneficiaries, outside of probate.

Contact Social Security about survivor benefits

Report the death to Social Security (1-800-772-1213). Surviving spouses and dependent children may be eligible for monthly benefits. The lump-sum death benefit is $255.

Cancel or transfer credit cards

Notify credit card companies of the death. The estate (not family members) is responsible for outstanding balances. Request account closure in writing.

Manage ongoing income (rental properties, dividends, etc.)

Redirect all income to the estate bank account. Ensure rental properties are maintained and tenants are notified of the new point of contact.

File the deceased's final federal income tax return

Due April 15 of the year following death. File Form 1040 for income earned from January 1 through the date of death. Write "DECEASED" across the top with the name and date of death.

File state income tax return if applicable

Most states that have an income tax require a final state return. Deadlines and requirements vary by state.

File estate income tax return (Form 1041) if the estate earns income

If the estate earns more than $600 in income after the date of death (from interest, rent, dividends, etc.), you must file Form 1041.

Determine if federal estate tax return (Form 706) is required

Required for estates exceeding the federal exemption threshold ($13.61 million in 2024, adjusted annually for inflation). Some states have lower thresholds for state estate tax.

Pay any taxes owed from estate funds

All taxes must be paid before distributing assets to beneficiaries. You may be personally liable if you distribute assets before paying taxes owed.

Distribute specific bequests as directed in the will

Specific bequests ("my gold watch to my daughter") should be distributed first. Document each distribution with a receipt.

Distribute remaining assets to beneficiaries

After debts, taxes, and specific bequests are handled, distribute the residuary estate according to the will's instructions. If the will is silent, state intestacy laws apply.

Get receipts and releases from beneficiaries

Have each beneficiary sign a receipt acknowledging what they received and a release waiving claims against the executor. This protects you from future disputes.

Keep detailed records of all distributions

Maintain a complete log of what was distributed, to whom, the date, and the value. You will need this for the final accounting.

File final accounting with the probate court

The final accounting details all assets received, debts paid, expenses incurred, and distributions made. Beneficiaries typically have the right to review and object.

Request discharge from the court

Once the court approves the final accounting and all beneficiaries have signed off, petition the court for a formal discharge releasing you from your duties.

Close the estate bank account

After all final transactions are complete and the court has approved the accounting, close the dedicated estate bank account.

Retain records for at least 7 years

Keep all estate records, tax returns, receipts, correspondence, and the final accounting for a minimum of 7 years. The IRS can audit estate tax returns for up to 6 years in some cases.