Estate Administration Checklist

After a Loss — lossmanual.com · For informational purposes only, not legal or financial advice.

How to use this checklist. Tasks are organized by when they typically need to happen. Not every task applies to every estate — skip what doesn't apply to your situation. Check your state guide for local deadlines and agency names.

Your state details

State

Probate threshold

Death cert cost (each)

Creditor claim deadline

Probate court county

Attorney contact

Executor Tasks requiring executor authority Spouse Applies to surviving spouses State-specific Check your state guide for details

Within 24–48 hours Immediate

Obtain legal pronouncement of death — from a doctor, hospice nurse, or coroner depending on circumstanceIf at home, call hospice (if applicable) or 911. Do not call funeral home until a pronouncement has been made.

Contact a funeral home and make initial arrangementsYou don't need to finalize everything immediately. Get a price list — they're required by law to provide one.

Locate and review the will (if one exists)The will names the executor and may specify funeral wishes. Original is typically in a fireproof safe, safety deposit box, or with an attorney.

Notify immediate family and close friends

Secure the home — change locks if no one is living there, arrange for mail pickup, pause deliveriesAn unsecured vacant home is a target for theft. This is urgent if the death was at a hospital or care facility.

Arrange care for dependents and pets

First week Days 1–7

Order certified death certificates — typically 10–15 copiesThe funeral home usually files the original and can order copies. Each bank, insurer, and agency will require one. Order more than you think you need — reordering later adds delays. State-specific

File the will with the probate courtExecutorMost states require the will to be filed within a set window (often 30–90 days). Filing is not the same as opening probate — you can file without starting the full process.

Notify the Social Security AdministrationCall 1-800-772-1213. If the deceased was receiving benefits, SSA must be notified immediately — any payment received in the month of death or after must be returned. If you're a surviving spouse, ask about survivor benefits.

Notify employer or pension administrator ExecutorAsk about final paycheck, accrued vacation payout, pension benefits, and group life insurance.

Locate and inventory financial accounts, property, and debtsCheck: bank statements, investment accounts, mortgage statements, car titles, safe deposit boxes, tax returns (shows income sources), mail, and email for account notices.

Notify life insurance companies and file claimsEach insurer requires a death certificate and a completed claim form. Most policies pay within 30–60 days of claim submission.

Arrange funeral or memorial serviceConfirm details with funeral home: burial vs. cremation, service date and location, obituary submission. You can arrange an obituary through the funeral home or directly with the newspaper.

Continue paying essential bills — mortgage, utilities, insurance premiumsEstate assets must be preserved. Letting insurance lapse or a mortgage go delinquent during administration creates complications.

1–3 months Months 1–3

Complete a full inventory of estate assets and their fair market values ExecutorInclude real property (get an appraisal), investment accounts, vehicles, personal property, and business interests. Some courts require a formal inventory to be filed.

Prepare and file the decedent's final income tax return (Form 1040)Due April 15 of the year following death (extensions available). If married, a joint return may be filed for the year of death. Mark "deceased" on the return and include a death certificate if filing by mail.

Obtain an Employer Identification Number (EIN) for the estate ExecutorApply free at IRS.gov. Needed to open the estate bank account and to file estate tax returns.

Transfer or retitle real property Executor State-specificRequires probate court order or deed transfer, depending on how the property was titled. Consult a real estate attorney for property in multiple states.

Notify credit bureaus (Equifax, Experian, TransUnion) to place a deceased noticeThis prevents new credit from being opened in the deceased's name. Send a letter with a copy of the death certificate to each bureau.

Cancel driver's license and passportNotify your state DMV and, for passports, submit the original passport to the State Department with a completed DS-64 form.

Close or transfer digital accountsGoogle, Apple, and Facebook each have memorialization or account closure processes. For accounts with financial value (PayPal, Venmo, domain registrations), executor authority may be required.

Review health insurance and COBRA options SpouseIf covered under the deceased's employer plan, COBRA continuation is available for 36 months. You have 60 days to elect coverage. Compare cost to marketplace plans.

3–6 months After creditor notice window closes

Review and resolve creditor claims ExecutorExecutors must pay valid debts from estate assets before distributing to beneficiaries. Paying beneficiaries before debts creates personal liability. Dispute invalid claims in writing.

File estate income tax return (Form 1041) if required ExecutorRequired if the estate earned more than $600 in gross income during the tax year. Common sources: interest on estate accounts, rental income, dividends from unsold investments.

Sell estate assets if needed to pay debts or per will instructions ExecutorMay require court approval depending on your state and the type of asset. Real estate sales during probate often require a court confirmation hearing.

Determine if federal estate tax return (Form 706) is required ExecutorOnly required if the gross estate exceeds the federal exemption (~$13.6M in 2024). Due 9 months after death; a 6-month extension is available. Consult a CPA or estate attorney.

Determine if state estate or inheritance tax applies State-specific12 states plus DC have an estate tax; 6 states have an inheritance tax. Several have lower exemptions than the federal threshold. Check your state guide.

Closing the estate Typically 9–18 months after death

Prepare a final accounting of all estate income, expenses, and distributions ExecutorDocument every dollar that came in and went out. Beneficiaries are typically entitled to receive and approve the accounting before distribution.

Distribute remaining assets to beneficiaries ExecutorGet a signed receipt from each beneficiary. For real property, record the deed transfer with the county.

File petition to close the estate with the probate court Executor State-specificRequirements vary. Some courts require a formal hearing; others accept a sworn statement. Your probate court clerk can explain the local procedure.

Close the estate bank accountAfter final distributions and court closure, close the account and transfer any remaining balance per the court's direction.

Retain estate records for 7 yearsKeep tax returns, financial statements, court documents, receipts, and correspondence. The IRS can audit up to 3 years after filing; 6 years if income was substantially underreported.

Ongoing / survivor tasks For surviving spouses and dependents

Update your own will, beneficiary designations, and advance directive SpouseYour estate plan likely named the deceased as primary beneficiary or executor. All of these need to be updated now.

Review and update insurance beneficiaries SpouseLife insurance, retirement accounts (IRA, 401k), and annuities all have separate beneficiary designations. These pass outside your will and must be updated separately.

File for any remaining one-time benefitsSocial Security lump-sum death benefit ($255), VA burial benefits, union death benefits, alumni association death benefits.

Adjust tax filing status for the following year SpouseYou may qualify for "qualifying surviving spouse" status for up to two years after death if you have a dependent child, which preserves the married filing jointly rates.

State-specific tasks

Every state has different probate thresholds, creditor notice requirements, small estate procedures, and agency contacts. Before you begin, find your state's details in the State Guide — it will tell you exactly which tasks apply, the dollar thresholds, and where to file.

For estates with real property in multiple states, separate probate proceedings (called ancillary probate) may be required in each state where property is located.