Executor Checklist: Month-by-Month Plan

Serving as an executor represents both an honor and a significant responsibility. Administering an estate involves dozens of tasks across legal, financial, and administrative domains—often while processing your own grief. A systematic, month-by-month approach transforms this complex process into manageable steps, helping you fulfill your duties efficiently while reducing stress and potential liability.

Understanding the Executor's Role and Timeline

According to the Law Society, the executor's role combines several key responsibilities:

• Acting as the deceased's personal representative
• Gathering and protecting estate assets
• Paying debts and taxes
• Distributing remaining assets according to the will
• Maintaining detailed records throughout the process

"While each estate has unique elements, most follow a predictable timeline," explains Evaheld's executor guide. "Simple estates typically require 6-12 months for complete administration, while complex estates may take 18 months or longer."

Immediate Actions: The First Week

Before beginning the month-by-month plan, certain steps require immediate attention.

Critical First Steps

• Locate the original will
• Arrange for proper care of the deceased's remains
• Secure property and valuables
• Care for dependent individuals and pets
• Identify and address immediate financial concerns
• Begin collecting death certificates (12+ copies recommended)

The Australian Executor Trustees emphasize: "These initial actions protect the estate from potential loss while providing necessary support to dependents during the transition period."

Month 1: Assessment and Organization

The first month focuses on information gathering and planning.

Week 1-2: Document Collection

• Obtain 12-15 certified death certificates
• Locate and secure the original will
• Identify all beneficiaries and next of kin
• Begin creating asset and liability inventory
• Secure important documents (deeds, insurance policies, etc.)
• Notify close family members about your executor role
• Consider consulting with a solicitor/attorney for guidance

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Week 3-4: Estate Assessment

• Complete preliminary estate inventory
• Identify all bank accounts and financial assets
• Locate real property deeds and vehicle titles
• Identify ongoing bills and financial obligations
• Secure valuables and collections
• Open estate bank account (if appropriate at this stage)
• Begin notifying key institutions of the death

Australia-Specific Tasks:

• Contact Australian Taxation Office regarding tax matters
• Check for superannuation accounts and death benefits
• Consider state-specific probate requirements

UK-Specific Tasks:

• Report the death to the Department for Work and Pensions
• Check for pension schemes and death benefits
• Research Inheritance Tax implications

According to the State Trustees of Victoria, "The thoroughness of your initial estate assessment directly impacts the efficiency of later administration. Comprehensive documentation gathering in this first month prevents delays throughout the remaining process."

Month 2: Probate Application and Asset Protection

This month focuses on beginning the formal legal process while securing assets.

Week 1-2: Probate Preparation

• Complete full inventory of assets and liabilities
• Obtain professional valuations for significant assets
• Consult with solicitor/attorney about probate requirements
• Prepare probate application documents
• Notify all beneficiaries of their entitlement
• Begin contacting financial institutions regarding accounts
• Arrange for mail forwarding from deceased's residence

Week 3-4: Formal Applications

• Submit probate application to relevant court
• Pay probate application fees
• Place statutory notices for creditors if required
• Notify relevant government agencies of the death
• Continue identifying and securing all assets
• Begin closing unnecessary accounts and services
• Start organizing personal effects for later distribution

Australia-Specific Tasks:

• Lodge application with Supreme Court in relevant state/territory
• Publish notices to creditors as required by state law
• Consider state-specific time limits for contesting wills

UK-Specific Tasks:

• Submit Inheritance Tax forms even if no tax is due
• Apply for Grant of Probate or Letters of Administration
• Consider Inheritance Tax payment requirements and deadlines

The UK Government notes: "The probate application process varies significantly between simple and complex estates. Preparing thoroughly before submission helps prevent delays in receiving the grant of probate, which is necessary for accessing many estate assets."

Month 3: Financial Administration

With probate application in process, focus shifts to comprehensive financial management.

Week 1-2: Asset Management

• Continue gathering documentation for all assets
• Notify all relevant financial institutions of the death
• Cancel unnecessary services and subscriptions
• Maintain property (arrange lawn care, security, etc.)
• Pay ongoing bills from estate funds if available
• Register your executor status with relevant institutions
• Document all expenses related to estate administration

Week 3-4: Debt Assessment

• Create comprehensive list of all debts
• Determine legitimacy of any claims against the estate
• Develop strategy for debt payment once probate granted
• Maintain records of all correspondence with creditors
• Consider which subscriptions and services to maintain
• Continue regular property inspections
• Prepare for tax return requirements

Evaheld's debt management guide advises: "Proper categorization of debts is essential for appropriate payment. Certain debts take priority over others, and paying in the wrong order can create personal liability for the executor."

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Month 4: Probate Management and Tax Preparation

By month four, focus turns to receiving probate and addressing tax obligations.

Week 1-2: Probate Follow-up

• Follow up on probate application if not yet received
• Prepare to register probate with financial institutions
• Continue managing estate property and assets
• Gather documentation for tax preparation
• Update beneficiaries on estate progress
• Consider partial distributions if appropriate and permitted
• Address any challenges or questions from beneficiaries

Week 3-4: Tax Matters

• Begin preparing final income tax return
• Identify capital gains tax implications if applicable
• Consult with tax professional if estate is complex
• Gather prior year tax returns and documentation
• Determine estate or inheritance tax obligations
• Document all tax-related expenses
• Create tax payment strategy from estate funds

Australia-Specific Tasks:

• Prepare final tax return for the deceased
• Consider Capital Gains Tax implications for asset sales
• Investigate Medicare Levy obligations

UK-Specific Tasks:

• Address Inheritance Tax payment requirements
• Complete income tax returns to date of death
• Consider Capital Gains Tax implications for the estate

The Australian Taxation Office emphasizes: "Tax obligations continue despite a person's death. As the legal personal representative, the executor is responsible for lodging the deceased's final tax return and any necessary estate tax returns."

Month 5: Asset Liquidation and Debt Payment

With probate granted, the focus shifts to converting assets and addressing liabilities.

Week 1-2: Asset Liquidation Planning

• Determine which assets need to be sold
• Consult with professionals for significant sales
• Inform beneficiaries of planned liquidations
• Begin preparation of assets for sale
• Document all valuation and selling decisions
• Continue property maintenance and security
• Consider timing of sales for optimal returns

Week 3-4: Debt Resolution

• Begin paying legitimate debts from estate funds
• Maintain detailed records of all payments
• Resolve any disputed claims against the estate
• Address any tax obligations that are due
• Cancel remaining credit accounts
• Request written confirmation of paid debts
• Update accounting of estate assets and liabilities

The Law Society of New South Wales advises: "Executors should maintain clear documentation regarding the verification and payment of debts. This creates protection against future claims and questions from beneficiaries or creditors."

Month 6: Distribution Planning

The sixth month typically focuses on preparing for asset distribution.

Week 1-2: Distribution Strategy

• Finalize estate accounting to date
• Determine assets for specific bequests vs. residual estate
• Address any specific timing requirements in the will
• Consult with professionals about distribution method
• Prepare preliminary distribution schedule
• Consider tax implications of distributions
• Ensure sufficient reserves for final expenses

Week 3-4: Beneficiary Communication

• Update beneficiaries on distribution timeline
• Address any beneficiary questions or concerns
• Prepare necessary distribution documentation
• Arrange for delivery/transfer of specific bequests
• Document all beneficiary communications
• Consider obtaining releases from beneficiaries
• Plan for personal property distribution logistics

Evaheld's beneficiary guide notes: "Clear, consistent communication with beneficiaries prevents misunderstandings and potential disputes. A well-documented distribution plan provides transparency that benefits all parties."

Months 7-9: Distribution and Documentation

These months focus on executing the distribution plan and maintaining thorough records.

Primary Tasks

• Begin distributions according to will instructions
• Transfer titles and ownership of specific assets
• Distribute personal property and sentimental items
• Obtain receipts for all distributions
• Maintain detailed distribution records
• Address any issues that arise during distribution
• Update estate accounts to reflect distributions

Australia-Specific Considerations:

• Consider state-specific requirements for real property transfers
• Address stamp duty implications for property transfers
• Ensure superannuation distributions follow proper procedures

UK-Specific Considerations:

• Address any specific requirements for real property transfers
• Consider Assent documentation for property transfers to beneficiaries
• Ensure pension distributions follow proper procedures

The Society of Trust and Estate Practitioners recommends: "Methodical distribution with proper documentation protects both beneficiaries and executors. The receipt system should be established before any distributions begin."

Months 10-12: Estate Finalization

The final months focus on completing all executor responsibilities.

Primary Tasks

• Complete all outstanding distributions
• Finalize all tax obligations
• Prepare final estate accounts
• Obtain signed releases from beneficiaries
• Close estate bank account
• Retain copies of all important documents
• Prepare executor's report if required
• Address any final questions from beneficiaries

Final Administrative Steps

• Store estate records for recommended period (7+ years)
• Distribute any remaining funds
• Inform courts of estate completion if required
• Send final notifications to relevant institutions
• Complete any jurisdiction-specific closing requirements
• Consider executor fee processing if applicable
• Document storage plan for estate records

According to the Public Trustee of Queensland, "Complete estate records should be maintained for at least seven years after final distribution, as questions or claims may arise during this period. Proper documentation is the executor's best protection."

Special Considerations and Extended Timelines

Certain situations may extend the standard timeline.

Circumstances Requiring Additional Time

• Contested Wills: Legal challenges can extend administration by months or years
• Complex Assets: Business interests or international property require specialized handling
• Tax Complications: Estates with significant tax issues often require extended timelines
• Trust Establishment: Creating ongoing trusts requires additional setup time
• Missing Beneficiaries: Locating all beneficiaries can delay final distribution
• Real Estate Sales: Property transactions may extend the timeline significantly

The Supreme Court of Victoria advises: "Executors should communicate clearly with beneficiaries when special circumstances extend the administration timeline. Transparency about delays prevents misunderstandings and potential disputes."

Executor Self-Care Throughout the Process

The emotional and administrative burden on executors is significant.

Self-Care Recommendations

• Set reasonable boundaries around time commitment
• Consider delegating certain tasks to professionals
• Maintain clear communication to manage expectations
• Take breaks from executor duties when needed
• Seek emotional support from appropriate sources
• Consider professional help for complex estates
• Recognize the emotional impact of handling estate matters

Evaheld's executor wellbeing guide emphasizes: "Executor burnout is common but preventable. Building self-care practices into your administration schedule improves both your wellbeing and your effectiveness as an executor."

Conclusion: Adaptability Within Structure

While this month-by-month plan provides a framework, each estate requires flexibility and adaptation. Using this timeline as a guide rather than a rigid schedule allows you to maintain progress while accommodating the unique elements of your specific situation.

Remember that professional assistance is available and often advisable—solicitors, accountants, financial advisors, and professional executors can provide valuable support for complex aspects of estate administration. The additional cost is generally justified by the time saved, stress reduced, and potential liability avoided.

By approaching the executor role with organization, diligence, and appropriate support, you fulfill an important final service to the deceased while providing proper stewardship of their legacy for the beneficiaries.

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