If you were named the executor of someone’s estate, then you have a lot of responsibility following someone’s death. The executor is in charge of the estate and will from the moment of the death until the will has completed probate and the contest period. In that time, the executor of the estate must do a number of admin tasks ranging from getting certified copies of the death certificate through to appearing in court on behalf of the estate.
Here are 8 tasks an executor will handle directly following the death.
1. Arrange For the Care of Dependents and Pets
The most urgent task is to ensure all dependents and pets are cared for. In most cases, the deceased will have named a guardian or caretaker in their will, but the executor may still need to arrange temporary care. Go to the deceased’s home directly following the death and check on the dependents and pets. As the executor, you may need to arrange temporary care by a family member or friend until the permanent guardian or caretaker can collect them. Keep all receipts and records of any expenses related to their temporary care as the estate will cover the costs.
The executor should also get the ball rolling on notifying the permanent caretaker or guardian of the death and of their role. This will give them time to sort things so they can arrange to collect the pets or dependents.
2. Maintain the Home
Until the property has been distributed, the executor is in charge of maintaining the property. This includes clearing the fridge out of perishables, watering plants, collecting mail, and checking for any answering machine messages. We recommend the executor changes the locks on the home unless a member of the deceased’s family currently lives there (like a spouse or dependent). This will stop relatives from trying to nab heirlooms before the reading of the will.
If the executor does not live near the deceased’s home, then they can conduct the initial clear-out and then ask a neighbor to pop around to water plants and collect mail. The executor should keep essential utilities on, like electricity and heating, to maintain the condition of the property. These bills will be reimbursed by the estate.
3. Notify Family and Friends
Depending on the family situation of the deceased, the executor may have to notify people of the death. No matter what, the executor should double-check that people are being informed and that all close family and friends are notified. After the initial notifications occur, emails or social media posts can be made to spread the word amongst other friends and extended family.
As the executor, you have many jobs to undertake, so it is best to try and delegate this task. Notify a few key people in the deceased’s life and ask them to make the notifications amongst their group. For example, notify the deceased’s sibling and ask them to notify all family. Notify the deceased’s best friend and ask them to notify all the friends in their group. Notify a key member of a social club or religious group and ask them to spread the word. This will ensure everyone gets notified in a timely manner. Try to spare the spouse and children from having to notify too many people. They are grieving and do not need to be making calls while they are grieving.
4. Make Funeral Arrangements
As the executor, you may need to help with the funeral arrangements. Most people have prepaid funeral plans, so look through the paperwork to see if the funeral arrangements have already been taken care of. If they had, you can call the funeral home and tell them where to pick up the body.
If there is no prepaid funeral arrangements, then the executor should delegate funeral arrangements to a close family member. The will may contain details about how the deceased wants their funeral to be, these are not legally binding. Pass that information onto the family member, so they are aware of the deceased’s wishes. As the executor you will need to collect receipts from the funeral cost so you can reimburse the family member from the estate.
As the executor, you can be as involved in the funeral arrangements, notifications, and obituary as you wish to be. Many executors are close friends and family members and therefore will want to be involved. Just remember, you have a lot of tasks you need to complete for months following the death, so don’t take on more than you can handle. Make sure you are clear with the family of what you can take on, and don’t be afraid to delegate. As the executor, you can take on more of an organizational role and guide the family through the things they need to do to organize a funeral or notify people of their death.
5. Order Death Certificates
Talk to the funeral home about getting death certificates for the deceased. You will need both original death certificates and certified copies. Make a list of the places that you need to send a death certificate to in order to notify them of death and look up if they need an original death certificate or a certified copy. The executor should order at least 10 death certificates, but more may be necessary for a complex estate.
6. Track Down the Important Documents
While it is obvious that the executor will need to find the will and file it with the probate court, they will need to find other documents too. As the executor, finding the following documents will make your life easier:
- List of assets and debts
- Investment statements
- Account details and/or bank statements for financial accounts
- Property deeds
- Titles to vehicles
- Code or keys to safes and deposit boxes
- Birth certificate
- Marriage certificate
- Divorce decree
- Social security details
- Retirement and pension accounts
- Life insurance details
7. Ask the Court to Recognize You As Executor
Even if you are named as executor in the will, you agree to be executor, and you have already collected all of the important documents, the court still needs to officially recognize you as the executor. You need to fill out an Application for Probate form and ask all the heirs to fill out a Waiver of Notice and Hearing (these can be emailed). The process for applying to be confirmed as executor can vary slightly in each state. You can hire a probate attorney and have the cost reimbursed by the estate. If you are creating a will and reading about an executor, you can hire an attorney in advance to help your executor with legal tasks and legal paperwork. This way, you have an attorney present to deal with any contest of the will and to walk your executor through the process.
8. Organize Employer Benefits
The employer of the deceased was probably notified during the time when family and friends were being notified. As an executor, you need to organize payment of any benefits or pension accounts from the employer. In some cases, the deceased may have a paycheck they weren’t able to pick up. Identify yourself as the executor and ask for information about:
- All insurance policies (health insurance, life insurance, etc.) You may need an IRS Form 712
- Pension accounts
- Benefits
- Paychecks that need to be picked up
The employer may need a copy of a death certificate or the executor may need to fill out some forms in order to access this information. Ask about the beneficiaries of any pension accounts and insurance policies and check them against any provisions in the will for these accounts.