Skip to main content

Executor Checklist: The Step-by-Step Task List After a Death

Serving as an executor, or personal representative as the role is called in many states, is one of the most demanding responsibilities a person can take on. The checklist below organizes every major task into four phases that cover the typical 9 to 18 months of estate administration. Working through a structured checklist helps make sure nothing gets missed, lowers the risk of personal liability, and gives beneficiaries confidence that the estate is in good hands.

How to Use This Executor Checklist

This checklist is organized into four time-based phases. Not every item applies to every estate. A simple estate with few assets and no real estate will skip many mid-term and final tasks. It is better to review each item and decide it does not apply than to overlook something that matters.

As you work through this checklist, keep a dated log of every action taken. That written record protects you against later claims by beneficiaries or creditors. Use our estate value calculator to estimate the estate's value and determine which simplified probate procedures may be available.

1

Phase 1: Immediate Tasks (First Two Weeks)

The first two weeks after a death are the most time-sensitive. For a broader overview of the immediate steps any family member should take, see our first steps after a death guide. Several government agencies and financial institutions need prompt notification. Waiting too long can create complications, including difficulty recovering Social Security payments that should not have been issued after the month of death. The IRS publication for survivors, executors, and administrators is a useful federal reference point once those notifications begin.

  • Obtain 10–15 certified copies of the death certificate from the county vital records office
  • Locate the original will and any codicils; store in a fireproof safe or safe deposit box
  • Notify the Social Security Administration (SSA) at 1-800-772-1213 to stop payments
  • Contact the deceased’s employer to notify HR of the death and inquire about final pay, pension, or group life insurance
  • Contact any pension plan administrator or annuity provider
  • Notify the deceased’s bank of the death (do not close accounts yet)
  • Secure all real property: change locks, ensure insurance coverage continues, arrange for maintenance
  • Arrange for care of any pets or dependents
  • Collect and forward the deceased’s mail
  • Begin a running log of all estate-related expenses (keep every receipt)

Important: Any Social Security payment received for the month of death or a later month must be returned. Contact SSA right away so they can stop direct deposit. Keeping a payment you are not entitled to can create legal complications.

2

Phase 2: Short-Term Tasks (Weeks 2 Through Month 3)

The short-term phase is when you formally establish your legal authority over the estate. Opening probate, obtaining Letters Testamentary, and setting up a dedicated estate bank account are the foundation of sound estate administration. The CFPB's guide to managing someone else's money gives practical guidance on the fiduciary responsibilities that come with this role. See our death certificates guide for how to order additional certified copies if you run short.

  • File the will with the probate court in the county where the deceased lived
  • File a petition to open probate and be appointed executor (personal representative)
  • Obtain Letters Testamentary from the probate court
  • Open a dedicated estate bank account (do not co-mingle estate funds with your personal funds)
  • Apply for a federal Employer Identification Number (EIN) for the estate
  • Notify all known creditors by mail and arrange for publication of creditor notice if required
  • Notify the IRS of the deceased’s death and update correspondence addresses
  • Contact all financial institutions to inventory accounts
  • Contact transfer agents for stock certificates or brokerage accounts
  • Prepare a comprehensive inventory of all estate assets with date-of-death values
  • Arrange professional appraisals for real estate, jewelry, art, and business interests
  • Notify all beneficiaries as required by state law
  • Cancel subscriptions, memberships, and recurring charges
  • Notify the deceased’s attorney, financial advisor, and accountant

Why a Separate Estate Bank Account Matters

Keeping estate funds completely separate from your personal accounts is one of the most important items on this checklist. Co-mingling estate and personal funds is a breach of fiduciary duty that can expose you to personal liability even if no money is misappropriated. Open a new checking account in the name of the estate, using the estate's EIN rather than your Social Security number, and route all estate income and disbursements through that account.

3

Phase 3: Mid-Term Tasks (Months 3 Through 9)

The mid-term phase is typically the longest and most demanding stretch of estate administration. This is when creditor claims are evaluated and paid, tax returns are filed, and the estate's assets are managed while the court process continues. Write down every significant payment, decision, or communication. Your records will protect you if anyone questions your actions later. Our probate costs guide explains what each category of expense typically runs so you can plan accordingly.

  • Review all creditor claims against the estate; accept valid claims and dispute improper ones
  • Pay valid creditor claims in the order of priority required by state law
  • File the deceased’s final federal and state income tax returns (Form 1040)
  • Determine whether an estate income tax return (Form 1041) is required
  • Determine whether a federal estate tax return (Form 706) is required
  • Manage estate investment accounts in a prudent manner (do not let funds sit idle)
  • Collect any money owed to the estate (outstanding loans, rent, wages)
  • Continue maintaining and insuring all real property owned by the estate
  • List and market any real estate to be sold, if applicable
  • Keep beneficiaries reasonably informed of estate administration progress
  • Document all significant decisions with written records and dated notes

Understanding Tax Obligations During Estate Administration

Tax compliance is one of the most consequential items on any executor checklist. At minimum, the executor must file the deceased person's final federal income tax return on Form 1040, covering January 1 through the date of death. If the estate earns income during the administration period from interest, dividends, rental income, or asset sales, a federal estate income tax return on Form 1041 is also required.

Federal estate tax on Form 706 is only required for estates exceeding the federal exemption amount, which for 2026 is $15 million per individual. Estates below this threshold do not owe federal estate tax. The executor should still get a closing letter or transcript from the IRS confirming no estate tax is owed before distributing assets. See the IRS estate and gift tax guidance for current filing requirements and deadlines.

Use our probate fee calculator to estimate the total cost of estate administration in your state and county.

4

Phase 4: Final Tasks (Months 9 Through 18+)

The final phase centers on distributing assets to beneficiaries and formally closing the estate. Before any distributions go out, make sure all creditor claims are resolved and all tax obligations are satisfied. Distributing assets before creditors are fully paid can expose the executor to personal liability for the shortfall. Use our probate forms finder to locate the court-required distribution and closing forms for your state.

  • Prepare a final accounting of all estate receipts, disbursements, and proposed distributions
  • Obtain signed receipts from each beneficiary acknowledging the proposed distribution
  • Distribute assets to beneficiaries according to the will or intestacy law
  • Transfer real estate deeds to beneficiaries or new purchasers
  • Re-title vehicles and other titled property
  • Close the estate bank account after all transactions are final
  • File a final accounting and petition to close the estate with the probate court
  • Obtain the court’s final order discharging you as executor
  • Retain copies of all estate records for at least three years after closing

The Final Accounting

The final accounting is a formal document listing all assets that came into the estate, all disbursements made covering debts paid, taxes paid, and administrative expenses, and the proposed distribution to each beneficiary. It gets filed with the probate court and provided to each beneficiary for review. Beneficiaries have the right to object before the court approves it. Once the court enters its approval order and issues a discharge, the executor's legal responsibility ends.

Understanding Your Fiduciary Duties as Executor

Every item on this checklist flows from one underlying legal principle: the executor is a fiduciary. As a fiduciary, you are legally required to act solely in the interest of the estate and its beneficiaries, not in your own interest or in the interest of any particular beneficiary over another.

The duty of loyalty requires that you avoid conflicts of interest. You must not purchase estate assets for yourself at below-market prices, favor one beneficiary over another without legal justification, or benefit personally from information you learned as executor. The duty of care requires that you manage estate assets prudently, which means keeping insurance on real property, avoiding speculative investments with estate funds, and not letting assets deteriorate or be lost.

The duty of impartiality is particularly important in estates with multiple beneficiaries. It requires balancing the interests of current and remainder beneficiaries. If the estate holds income-producing assets such as rental property or bonds, you must manage them in a way that treats all beneficiaries fairly, not just the one who will eventually receive the asset.

For a full explanation of executor responsibilities by state, see our executor duties guide. For an overview of the full probate process, see our state-specific probate guides.

Frequently Asked Questions About the Executor Checklist

What is the first thing an executor should do?

The very first thing an executor should do is obtain multiple certified copies of the death certificate, typically 10 to 15 copies. You will need these for every financial institution, government agency, insurance company, and court filing. Next, locate the original will and store it somewhere safe. Notify the Social Security Administration at 1-800-772-1213 promptly, as any Social Security payments received after the month of death must be returned. These first steps should happen within the first two weeks after the death.

How long does an executor have to settle an estate?

There is no single universal deadline, but most states require an executor to file for probate within a certain period, often 30 to 90 days after receiving the original will. Full estate settlement typically takes 9 to 18 months for an average estate. The final tax return is due April 15 of the year following the death, or October 15 with an extension. Federal estate tax returns on IRS Form 706, if required, are due nine months from the date of death. State law may add deadlines for creditor claim periods, inventory filings, and the final accounting.

Can an executor be held personally liable?

Yes. An executor, also called personal representative or administrator, is a fiduciary and can be held personally liable for breach of fiduciary duty. Common causes of executor liability include: distributing assets to beneficiaries before paying creditors; failing to file required tax returns; self-dealing or conflicts of interest; failing to maintain or insure estate property; and improperly investing or depleting estate assets. Executors who act in good faith, keep careful records, and follow proper probate procedures generally avoid personal liability. Bonding and professional liability insurance are available for executors who want additional protection.

Does an executor have to notify all beneficiaries?

Yes. State law requires executors to formally notify all beneficiaries named in the will, as well as all known heirs who would inherit under intestacy law, even if they are not beneficiaries under the will, within a specified period after the will is admitted to probate. The notice typically includes a copy of the will, information about the probate proceeding, and an explanation of the beneficiary's rights. Failing to provide required notices can invalidate estate actions and expose the executor to personal liability.

What if a beneficiary disputes the executor's actions?

Beneficiaries have the right to petition the probate court to review the executor's conduct at any time during the administration period. If a beneficiary believes the executor is mismanaging the estate, breaching fiduciary duties, or acting in self-interest, they can file a petition for surcharge seeking personal liability against the executor, or petition for removal of the executor. To reduce disputes, executors should communicate regularly with beneficiaries, document every significant decision, and provide transparent accounting of all estate transactions. When disputes cannot be resolved informally, mediation is often a faster and less expensive path than litigation.

Related Executor Resources

Information current as of April 11, 2026

This content is for informational purposes only and does not constitute legal advice. Probate laws and procedures in your state can change. Consult with a qualified attorney for advice specific to your situation. Full disclaimer.