Executor of Estate Checklist: Step-by-Step Guide

Being named executor of an estate is a real responsibility, and most people don’t realize the actual scope of it until they’re in the middle of the work: managing accounts, dealing with the courts, handling creditors, selling property, and keeping peace among beneficiaries, all while grieving.

This checklist gives you a clear, phase-by-phase roadmap of your actual duties as executor, in the order you’ll need to do them. Bookmark this page. You’ll come back to it.

If you just found out you’re the executor and want the bigger picture before diving into the checklist, start with our executor orientation guide.

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What Does an Executor Actually Do?

At the highest level, an executor has four jobs:

1. Gather and inventory all assets the deceased owned
2. Notify and pay creditors and settle outstanding debts and taxes
3. Distribute what remains to the beneficiaries named in the will
4. Keep records of every single step and account to the court and beneficiaries

The process typically takes 9–12 months for average estates. Simple estates with few assets and no real property can wrap up in 4–6 months. Complex or contested estates can take 2+ years. Your job isn’t to rush it. It’s to do it right.

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Do You Need an Estate Attorney?

Not always required, but strongly recommended in most situations. You should consult an estate attorney if:

• The estate includes real estate titled solely in the deceased’s name
• There are significant debts or disputes with creditors
• The estate value exceeds $50,000 (varies by state)
• Any beneficiaries are challenging the will
• The estate has assets in multiple states
• You’re unfamiliar with probate procedures in your state

Many estate attorneys offer an initial consultation for a flat fee of $150–$300. The cost of getting something wrong (missed deadlines, improper distributions, creditor disputes) almost always exceeds attorney fees. For a full breakdown of hourly rates, flat fees, and what drives costs up, see How Much Does an Estate Attorney Cost?

Not sure where to start? An estate attorney can review your situation, explain your obligations, and keep you out of legal trouble.

Find estate attorneys near you →

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Phase 1: Immediately (First 7 Days)

Your Phase 1 Checklist

1. Locate the original will. Not a copy. The original signed document is what gets filed with the court. Check home safes, filing cabinets, safe deposit boxes, and contact any attorneys your parent worked with.
2. Order 10–15 certified death certificates. Every institution requires an original. Order more than you think you need from the funeral home or county vital records office.
3. Notify immediate family and beneficiaries. Inform them of the death and that you are the named executor.
4. Secure and inventory all property. Change locks if the home will be unoccupied. Photograph all valuables. Don’t let anyone remove items until the estate inventory is complete.
5. Stop mail and utilities or redirect them. Set up a USPS mail hold or forward mail to your address. Don’t let bills go unpaid or important documents get lost.
6. Contact a probate attorney for an initial consultation. Even a 30-minute phone call can clarify whether probate is required and what your immediate obligations are.
7. Notify Social Security immediately. Call 1-800-772-1213. Any Social Security payment received after the month of death must be returned. The SSA will want this done quickly.
8. Start keeping records from day one. Create a log of every phone call, every expense, every decision. A simple spreadsheet is fine. You may need to account for everything later.

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Phase 2: First 30 Days

Your Phase 2 Checklist

1. Open an estate bank account. All money coming into the estate and all estate expenses must flow through this account. Never mix estate funds with your personal finances. This is one of the most important protections you have as executor.
2. File the will with the probate court. Even if formal probate isn’t required, most states require the will to be filed (or “lodged”) with the local court. Your attorney can tell you the specific rules in your state.
3. Notify banks, investment accounts, and retirement accounts. Bring the death certificate and your Letters Testamentary (court documents confirming your executor status, obtained from the probate court).
4. Contact life insurance companies to initiate claims. Each policy requires a separate claim submission with the death certificate and policy number.
5. Notify the employer or HR department. Ask about unpaid wages, pension benefits, employer-provided life insurance, and any COBRA options for surviving dependents.
6. Cancel credit cards and notify creditors. Close credit card accounts to stop interest and fees. Begin compiling a list of all outstanding debts.
7. Set up mail forwarding to your address if not already done.
8. Notify Medicare, Medicaid, and the VA. Stop benefit payments and inquire about any survivor benefits.
9. Take a complete inventory of all assets. Everything the estate owns, with estimated values. Include:

• Real property (with estimated current market value)
• Bank and investment accounts (with current balances)
• Retirement accounts
• Vehicles (check Kelly Blue Book for estimates)
• Personal property of significant value (jewelry, art, collectibles, furniture)
• Business interests if any

1. Take a complete inventory of all debts. Mortgages, car loans, credit cards, medical bills, personal loans, and any known upcoming tax liabilities.
2. Consult with an appraiser for valuable items. Jewelry, art, antiques, and collectibles should be professionally appraised before being sold, distributed, or listed as estate assets. This also protects you from accusations of undervaluation.

Need to establish accurate values for estate assets?

Find certified appraisers near you →

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Phase 3: 30–90 Days

By this point you should have a clear picture of what the estate owns and owes. Phase 3 is about formally moving through the legal process and handling the physical estate.

Your Phase 3 Checklist

1. Open probate proceedings with the court if required. Your attorney will file the necessary paperwork and get you your Letters Testamentary, which allow you to act on behalf of the estate.
2. Publish notice to creditors. Most states require you to publish a legal notice giving creditors a set period (typically 2–6 months) to come forward with claims against the estate. Your attorney handles this.
3. Continue paying ongoing estate expenses. Mortgage, property insurance, utilities, HOA fees. These are legitimate estate expenses, paid from the estate account.
4. Pay validated debts. Once the creditor notice period closes, review all claims and pay legitimate debts from the estate account. Disputes go through your attorney.
5. File the estate income tax return (Form 1041) if the estate earns income during administration (interest, dividends, rent, etc.). Work with a CPA who handles estate tax.
6. Begin dealing with the personal property. This is often the most labor-intensive step. Options include:

• estate sale (professional company handles pricing, staffing, and marketing)
• Online auction (good for select high-value or collectible items)
• Direct distribution to beneficiaries of items they want
• Donation of remaining items to charity

For a houseful of belongings, a professional estate sale company will save you weeks of effort and typically yield better results than selling items yourself.

Find estate sale companies near you →

1. Begin real estate process. If the estate includes a home, work with an estate attorney and real estate agent familiar with estate sales to begin the transfer or sale process.

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Phase 4: Final Steps (Months 6–12)

Your Phase 4 Checklist

1. File the estate tax return. Consult your attorney to determine if a federal estate tax return (Form 706) is required. For 2026, the federal exemption is $15 million per person, so most estates won’t owe federal estate tax. State estate taxes have lower thresholds and vary significantly.
2. File the deceased’s final personal income tax return (Form 1040). Due by April 15 of the year following the death (or October 15 with an extension). This covers income earned in the year of death.
3. Get court approval of your final accounting. In formal probate, you’ll submit a detailed accounting of all estate income, expenses, and proposed distributions for the court’s approval.
4. Distribute assets to beneficiaries per the will (and court approval if in formal probate).
5. Get signed receipts from each beneficiary. Document that each beneficiary received what they were entitled to under the will. This protects you from future disputes.
6. Close the estate bank account. After all debts are paid and distributions are made, close the account.
7. File a final accounting with the probate court and receive your discharge as executor. This formally closes the estate and releases you from your duties.

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Common Executor Mistakes to Avoid

Mixing personal and estate finances.. This is the most common and most damaging mistake. Open an estate account and use it exclusively for estate transactions.

Making distributions too early.. Don’t distribute assets to beneficiaries before all creditors have been paid. If you distribute assets and a legitimate creditor comes forward afterward, you can be personally liable for the shortfall.

Failing to notify all creditors.. If a creditor isn’t properly notified and later files a claim after you’ve already distributed assets, you may have to make up the difference out of your own pocket.

Not keeping records.. Every action, every expense, every decision. If a beneficiary questions your conduct or a court asks for an accounting, your records are your defense.

Underestimating the timeline.. Most executors dramatically underestimate how long estate settlement takes. Build realistic expectations with beneficiaries from the start.

Trying to do everything alone.. Estate attorneys, appraisers, estate sale companies, and accountants exist specifically to help executors. Using professionals protects you legally and typically produces better financial outcomes for the estate.

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Being executor is a significant responsibility, but you don’t have to handle it alone. The right professionals (a good estate attorney, an appraiser for valuables, an estate sale company for personal property) can make the process manageable and protect you from costly mistakes. Not sure which one you need first? Our guide to choosing the right professional can help.