Executor of Estate Checklist: Every Document and Step You Need

If you've just been named executor and you're staring at a pile of paperwork wondering where to even begin, this checklist is for you.

Being an executor is essentially managing a complex, months-long project with legal deadlines, financial responsibilities, and family members watching every move. The work is manageable, but only if you tackle it in the right order. Skip a step or miss a deadline and you can create delays, extra costs, or even personal liability.

This is the complete checklist, organized by phase, with every document and task you'll need from the first week through closing the estate.

Before You Begin: Two Things to Know

First, you have no legal authority yet. Being named in the will doesn't give you power to act. That comes only after the probate court appoints you and issues Letters Testamentary. Until then, you can organize and prepare, but you can't sign for the estate, access accounts, or sell anything. How to obtain Letters Testamentary

Second, you don't have to do everything at once. This process unfolds over 9 to 18 months. Trying to do it all in the first week leads to mistakes and burnout. Work the phases in order. What does an executor of a will actually do?

Phase 1: The First Two Weeks

The immediate priorities are securing the estate and gathering core documents. You don't need legal authority for any of this.

Locate critical documents

• The original will (not a copy) and any codicils
• Any trust documents
• Life insurance policies
• Recent bank and investment statements
• Property deeds and vehicle titles
• Recent tax returns (last 2–3 years)
• Birth certificate, marriage certificate, military discharge papers
• A list of debts, bills, and account login information if available

Order certified death certificates

• Request at least 10 certified copies from the funeral home or county vital records office — you'll need them for nearly every institution

Secure the estate

• Secure the deceased's home (change locks if necessary)
• Collect and forward mail
• Safeguard valuables, important documents, and any cash
• Ensure property insurance stays active (vacant homes may need special coverage)
• Take basic care of pets, perishables, and ongoing household needs

Notify close circle

• Inform immediate family and close friends
• Begin compiling a contact list of beneficiaries and heirs

Phase 2: Opening Probate (Weeks 2–8)

Now you establish your legal authority and formally open the estate.

File with the probate court

• Identify the correct probate court (county where the deceased lived)
• File the original will with the court (required in most states within ~30 days)
• File a petition for probate and to be appointed executor
• Pay the filing fee ($50–$570 depending on state)

Complete notifications

• Notify all beneficiaries named in the will
• Notify all legal heirs (even those not named in the will)
• Publish a notice to creditors in a local newspaper (if required)
• Attend the court hearing for your appointment

Receive your authority

• Obtain Letters Testamentary (request 10+ certified copies)
• Apply for an EIN (Employer Identification Number) for the estate from the IRS — this is free and can be done online

Set up estate finances

• Open a dedicated estate bank account using the EIN
• Redirect the deceased's income (pensions, etc.) and bills to the estate account
• Begin a detailed log of every dollar in and out — you'll need this for the final accounting

How to become executor of an estate

Phase 3: Notifications & Asset Inventory (Months 2–4)

With authority established, notify everyone who needs to know and catalog the estate.

Notify institutions and agencies

• Social Security Administration (stop benefits; report the death)
• The deceased's employer (final pay, benefits, life insurance)
• Banks and financial institutions
• Insurance companies (life, health, auto, home)
• Pension and retirement account administrators
• The three credit bureaus (to prevent identity theft)
• Mortgage and loan servicers
• Utility companies, subscriptions, and memberships
• The post office (mail forwarding)
• The DMV (vehicle titles)

Inventory and value the estate

• Identify and list every asset (real estate, accounts, vehicles, personal property, business interests)
• Determine which assets are probate assets vs. non-probate assets
• Arrange professional appraisals for real estate, valuables, and business interests
• File the inventory with the court (usually required within 60–90 days)
• Collect money owed to the estate (final paychecks, refunds, insurance payouts)

What assets go through probate?

Phase 4: Debts, Claims & Taxes (Months 4–12)

This is the longest phase, governed by the creditor claim period and tax deadlines.

Manage creditor claims

• Mail direct notice to all known creditors
• Wait out the creditor claim period (typically 4–6 months)
• Review each claim for validity
• Pay valid claims in the legally required priority order
• Formally reject invalid claims (follow your state's procedure)

Handle ongoing obligations

• Continue paying mortgage, insurance, property taxes, and utilities on estate property
• Manage and protect estate assets during this period

Address taxes

• File the deceased's final personal income tax return (Form 1040), due the following April 15
• File an estate income tax return (Form 1041) if the estate earns income during administration
• File a federal estate tax return (Form 706) only if the estate exceeds the exemption ($13.99M in 2025)
• File any required state estate or inheritance tax returns
• Consider hiring a CPA for estate tax matters

How long does an executor have to settle an estate?

Phase 5: Distribution & Closing (Months 9–18)

The final phase, distribute what remains and formally close the estate.

Distribute the estate

• Confirm all debts, taxes, and expenses are paid
• Confirm the creditor claim period has closed
• Distribute assets to beneficiaries per the will (or state intestacy law if no will)
• Obtain signed receipts from each beneficiary confirming what they received

Close the estate

• Prepare a final accounting (all assets, income, expenses, distributions)
• File the final accounting and petition to close with the probate court
• Attend any final hearing
• Receive the court's order discharging you as executor

After closing

• Close the estate bank account once everything clears
• Retain all estate records for at least 7 years
• Keep copies of the final accounting, tax returns, and distribution receipts

What Do I Do as Executor If There's No Will?

If the deceased died without a will, the checklist above still largely applies, with a few key differences:

You petition for Letters of Administration, not Letters Testamentary. Instead of being named in a will, you ask the court to appoint you (the court follows a priority list, spouse, then adult children, then other relatives).

A surety bond is usually required. Administrators of intestate estates typically must post a bond, unlike many executors named in a will.

State intestacy law replaces the will's instructions. Without a will directing who gets what, you distribute assets according to your state's intestacy statute, generally to the spouse and children first, then more distant relatives.

Heir identification is more involved. You must identify and notify everyone who could inherit under intestacy law, which can require more research if the family situation is complex.

Everything else, securing assets, notifying institutions, paying debts and taxes, the creditor period, the final accounting, works the same way. What to do when someone dies without a will

The Documents You'll Need (Master List)

Keep these organized and accessible throughout the process:

Common Mistakes Executors Make

Knowing what not to do is as valuable as the checklist itself:

Distributing assets too early. Never distribute to beneficiaries before the creditor period closes and debts/taxes are settled. If a valid claim comes in afterward, you can be held personally liable.

Commingling funds. Never mix estate money with your own. Always use the dedicated estate account. Commingling is one of the fastest ways to face a breach-of-duty claim.

Poor record-keeping. Every transaction needs documentation. "I think I spent about..." doesn't satisfy a court or skeptical beneficiaries.

Going silent with the family. The number-one source of executor disputes isn't wrongdoing, it's poor communication. Beneficiaries who don't hear from you assume the worst.

Missing tax deadlines. The deceased's final return and any estate returns have hard deadlines. Penalties come out of the estate (and reflect on you).

Acting before appointment. Don't sign anything or move assets before the court issues your letters. You have no authority until then.

How to Stay Organized Through All of This

Looking at the full checklist, the challenge becomes obvious: this is a lot to track across many months, multiple institutions, and several family members, all while documenting everything for the court.

This is exactly the problem Percorso was built to solve. Instead of juggling spreadsheets, paper files, and group texts, Percorso gives executors a single private dashboard to:

• Track every milestone and deadline across all five phases
• Store every document in one secure place
• Keep beneficiaries informed with shared updates (reducing the calls and texts)
• Maintain an audit log that doubles as documentation for the final accounting

The work of being an executor doesn't go away, but staying organized turns an overwhelming process into a series of manageable steps.

Frequently Asked Questions

The Bottom Line

Being an executor is a significant responsibility, but it's not an impossible one. The key is working through the process methodically, phase by phase, in the right order, rather than trying to tackle everything at once. Secure the estate, establish your authority, inventory the assets, settle the debts and taxes, then distribute and close.

The executors who navigate this most smoothly are the ones who stay organized and keep their families informed from day one. Percorso gives you everything you need to do exactly that, a private dashboard for milestones, documents, and family communication, built specifically for this process.