Executor's Checklist & Estate Timeline

Published December 4, 2025 | Estimated read time: 11 minutes

Serving as an executor is both an honor and a significant responsibility. From securing the property to settling debts and distributing assets, executors manage a complex process with legal deadlines and fiduciary duties. This checklist outlines critical tasks and realistic timelines to keep the estate on track.

Immediate Tasks (First 1-2 Weeks)

Secure the Property

• Change locks if needed
• Notify utilities and arrange for continuation of service
• Contact insurance company; verify coverage is active
• Make sure property is secure (windows, doors, valuables)

Locate Important Documents

• Original will and any codicils (amendments)
• Trust documents (if applicable)
• Financial account statements (bank, investments, retirement accounts)
• Insurance policies (life, homeowner, auto)
• Property deeds and titles
• Tax returns (last 3-5 years)
• Loan documents and debts

Open Estate Records

• Get certified copies of the death certificate (order 10-15 copies)
• File the will with the probate court if required by state law
• Begin probate proceedings (if estate is large enough to require it)
• Notify banks, investment firms, and creditors of the death

Notify Beneficiaries & Creditors

• Contact all named beneficiaries in the will
• Publish legal notices in local newspapers (requirements vary by state)
• Send required notifications to known creditors

Short-Term Tasks (Weeks 2-8)

Financial Management

• Open an estate bank account for centralized asset management
• Notify Social Security if needed
• File final income tax return for deceased (Form 1040)
• File estate income tax return if applicable (Form 1041)
• Identify and settle all debts (credit cards, loans, mortgages)
• Pay property taxes and ongoing utility bills

Asset Inventory & Appraisal

• Create detailed inventory of all estate assets
• Get professional appraisals for valuable items (art, jewelry, antiques)
• Obtain valuations for real estate and vehicles
• Document digital assets (online accounts, cryptocurrency, etc.)

Property Management

• Maintain the property (repairs, lawn, pest control if needed)
• Address any immediate code violations
• Consider if property will be sold, retained, or transferred to beneficiary

Medium-Term Tasks (Months 2-6)

Estate Sale & Liquidation

• Decide on method: estate sale, auction, liquidation, donation
• Get professional quotes from estate sale companies
• Schedule and oversee property cleanout/liquidation
• Track proceeds from sales for distribution

Legal & Tax Compliance

• Obtain a federal Tax ID for the estate (EIN)
• File all required estate and income tax returns
• Pay any estate taxes owed (Federal, state if applicable)
• Work with an estate attorney on probate court filings

Creditor Claims & Debt Settlement

• Review all creditor claims for validity
• Pay legitimate debts in priority order (taxes, then secured debts like mortgages)
• Handle disputed claims

Long-Term Tasks (Months 6-12+)

Final Distribution

• Confirm all debts, taxes, and expenses have been paid
• Prepare accounting for beneficiaries showing all transactions
• Obtain written consent or court approval for final distribution
• Distribute assets to beneficiaries per the will or trust

Closing the Estate

• File final estate tax return (Form 1041, Part IV)
• Get receipts/waivers from beneficiaries acknowledging distributions
• Close the estate bank account
• Close any remaining utilities or services associated with the property
• File final accounting with probate court (if required)
• Request formal discharge from the court as executor

Realistic Estate Timeline

Simple estate (no real property, small assets, no disputes): 6-9 months

Moderate estate (house, investments, straightforward will): 12-18 months

Complex estate (multiple properties, business interests, or disputes): 18-36+ months

With probate court involvement: Add 3-12 months depending on state and case complexity

Key Legal Deadlines by State

Note: These vary significantly by state. Consult an estate attorney for your specific state requirements.

• Death certificate filing: Typically within 1-2 weeks
• Will filing with probate court: 30 days (varies by state)
• Notifying beneficiaries and heirs: 30-45 days
• Publishing creditor notices: Usually 30-60 days
• Final accounting to beneficiaries: Within 12 months (varies)
• Estate tax return (Form 1041): Annually while estate is open
• Federal estate tax return (Form 706): 9 months from death (may extend)

Executive-Specific Resources

• Estate Attorney: Non-negotiable for complex estates or probate matters
• CPA or Tax Professional: Help with tax returns and filing requirements
• Estate Liquidators: Handle property cleanout and asset sales
• Probate Court: Provides forms, deadlines, and local requirements
• State Bar Association: Referrals to estate attorneys in your area

Common Executor Mistakes to Avoid

• Delaying action: Legal deadlines won't wait; start immediately
• Mishandling finances: Always use a separate estate account; keep detailed records
• Paying debts out of pocket: Reimburse yourself from estate funds
• Skipping professional help: An attorney or CPA often saves money vs. mistakes
• Failing to communicate: Keep beneficiaries informed to prevent disputes
• Ignoring property maintenance: Deteriorating property loses value fast

Key Takeaways

• Executors have fiduciary duties and legal deadlines – missing them can result in liability
• Simple estates take 6-9 months; complex ones take 18-36+ months
• Organize immediately: secure property, find documents, open estate bank account
• Hire professionals (attorney, CPA, estate liquidators) early – they pay for themselves
• Keep detailed records of all transactions for tax and legal compliance
• Communicate regularly with beneficiaries to prevent disputes