Executor duties timeline: month-by-month checklist

Week 1: Immediate tasks after the funeral

Your first job is not legal; it's practical. Secure the person's home and property. Locate the will, any trust documents, and financial records—bank statements, tax returns, insurance policies, property deeds. You do not need to understand them yet; you need to know where they are.

If the person died with a will, that document names you as executor and tells you what the person wanted. If there is no will, probate is state law, and your county probate court's self-help center can tell you what happens next in your state. Contact your county court or ask a probate attorney if you're unsure whether you need one.

• Secure the home and vehicles; change locks if needed
• Locate the will and any trust documents
• Gather bank, investment, insurance, and property records
• Order 10–12 certified death certificates from the vital records office (you'll need these for banks, insurers, and government agencies)
• Notify the funeral home of the person's wishes regarding remains if not already done

You are not behind if you do nothing legal this week except answer the phone and gather papers.

Weeks 2–4: Notify and inventory

Now you begin the notification phase. Contact the person's employer (for final paycheck and benefits), Social Security Administration (for a one-time $255 lump-sum death benefit if the person had a spouse or minor child), insurance companies, banks, investment firms, and any creditors you can identify from the mail. You are not settling accounts yet; you are telling them the person has died and asking what happens next.

At the same time, make a detailed list of everything the person owned: bank and investment accounts (with balances), real property, vehicles, insurance policies, retirement accounts, digital assets, and any business interests. This inventory will guide everything that follows.

• Contact Social Security Administration
• Notify life insurance companies and request claim forms
• Contact banks and investment firms; ask about account access and probate procedures in your state
• Notify the person's employer
• Request a copy of the person's most recent tax return from their records or the IRS
• List all property, accounts, and debts

Month 2: Legal and tax setup

If the estate will go through probate (a court process that validates the will and transfers property), your state's probate court will guide the filing. Probate is state law, and timelines vary enormously by state—some courts require filing within weeks; others allow months. Contact your county probate court's self-help center or ask a probate attorney about your state's rules.

You may also need to apply for an estate EIN (a tax ID number for the estate itself) from the IRS at no cost. If the estate has income—from bank interest, rental property, or other sources—the estate will file its own tax return. A CPA or tax professional can tell you whether you need an EIN and when.

• File the will with your county probate court (or confirm whether probate is needed in your state)
• Apply for an estate EIN if the estate has income or will exist for more than one tax year
• Open an estate bank account to collect and distribute assets
• Notify creditors formally (your state has rules about this; your attorney or court self-help center can explain)
• Publish notice to creditors in a local newspaper if required by your state

Months 3–6: Manage debts and claims

Your state gives creditors a deadline to file claims against the estate—usually 30 to 90 days after notice. During this period, pay the person's final bills from the estate (property taxes, utilities, mortgage if the home is still mortgaged, and funeral expenses all come from estate funds). You are not paying from your own pocket.

Family members do not inherit a deceased person's debts; the estate pays them, and only if there is money. If debts exceed assets, the estate is insolvent, and your attorney will tell you which debts get priority. This is a signal to involve a lawyer if you haven't already.

• Pay the final income tax return (Form 1040) if the person had income in the year of death
• Pay property taxes and homeowners insurance on any real estate
• Pay utilities, mortgage, and other bills on property the estate owns
• Review creditor claims and object to any that seem wrong
• Keep detailed records of every payment you make from the estate

Months 6–12: Settle accounts and distribute

Once creditors' claims have been resolved and debts are paid, you can close accounts and prepare to distribute what remains to the beneficiaries named in the will or, if there is no will, according to your state's inheritance law. If the estate owned a home or other real property, you may need to sell it or transfer it to a beneficiary—each path has its own steps.

File a final estate tax return (Form 1041) if the estate had income during settlement. If the estate is large enough, there may be a federal estate tax return (Form 706) due—your CPA can tell you whether. Most estates owe no federal estate tax.

• Close bank and investment accounts once debts are paid
• Transfer or sell real property according to the will or state law
• File the final estate income tax return (Form 1041)
• Distribute remaining assets to beneficiaries
• Provide each beneficiary with a written accounting of what they received and when

Estate settlement commonly takes months; a year or more is not unusual, especially if property must be sold or disputes arise.

When should you ask for professional help?

You do not need to hire a probate attorney for every estate. Many small estates move through probate smoothly with an executor managing the steps. But certain situations call for counsel promptly: the estate is insolvent (debts exceed assets), beneficiaries are in conflict, the person owned a business, there is property in another state, or there are minor children and no clear guardian named.

A CPA becomes valuable if the estate has income, investment accounts, or business interests. An accountant can also handle the tax returns and make sure you're not missing deductions or obligations. Your role is to gather the information and work with professionals as allies—education makes the hours you buy far more efficient.