Quick opening: why the first 90 days matter

The first 90 days after you’re named executor set the tone for the entire estate administration process. Acting promptly protects estate assets, reduces creditor claims, preserves tax positions, and builds trust with beneficiaries. In my practice advising executors, early organization and clear communication prevent most disputes and legal headaches.

A practical, day-by-day checklist

Below is a prioritized checklist you can use immediately. Timelines are approximate; your state’s rules may shorten or lengthen specific deadlines.

  • Days 1–7: Secure the scene

  • Locate and read the decedent’s original will, codicils and any trust documents.

  • Get certified copies of the death certificate (plan for 10–12 copies). Courts, banks, and insurers will require them.

  • Secure property: lock homes, notify neighbors, and arrange supervision for valuable items. If necessary, change alarm codes or rekey.

  • Notify close family members and the named beneficiaries that you are serving as executor.

  • Days 3–15: Early notices and paperwork

  • File the will with the probate court if probate is likely. Your court clerk can confirm required filings and local forms. (If the estate likely qualifies for a small‑estate or summary procedure, discuss alternatives with the court or an attorney.)

  • Obtain an Employer Identification Number (EIN) for the estate from the IRS — many financial institutions require it before you can open an estate account. (See IRS guidance on estate tax and estate reporting.)

  • Place a temporary hold on nonessential bill payments until you have an estate account; prioritize preserving cash for immediate expenses.

  • Days 7–30: Inventory and notifications

  • Create a detailed inventory of assets (bank accounts, retirement accounts, real estate, vehicles, life insurance, brokerage accounts, digital assets, and personal property). Note account numbers, approximate values, and ownership designations (sole, joint, POD/beneficiary).

  • Order appraisals for real property, collectibles, and business interests where needed.

  • Send required creditor notices per your state’s rules. Some states require a published notice; others require mailed notice. Follow local procedures to limit the period creditors can make claims.

  • Notify governmental agencies — Social Security, Medicare, and the Department of Veterans Affairs if applicable — and financial institutions. The Consumer Financial Protection Bureau’s guide is a practical checklist for these steps (see CFPB).

  • Days 15–60: Account setup, taxes, and debts

  • Open an estate bank account to receive income, pay valid debts, and disburse expenses. Keep estate receipts and invoices separate from personal records.

  • Identify and pay reasonable estate expenses and legitimate creditor claims. Be mindful: paying a claim later disallowed by the court could create personal liability.

  • Gather records for income-tax filings: the decedent’s final personal income tax return (Form 1040) and, if the estate earns income after death, the estate income tax return (Form 1041). If the estate is large or includes taxable gifts, you may need to file an estate tax return (Form 706) — check the IRS filing thresholds and deadlines.

  • Keep beneficiaries informed: send an initial letter explaining timing, how to contact you, and the general process. Transparent communication reduces questions and conflict.

  • Days 60–90: Prepare for mid-term administration

  • Finalize inventory and valuations you can reasonably obtain in this timeframe.

  • If probate is ongoing, prepare the estate accounting and court reports required by your jurisdiction.

  • Begin planning distributions only after debts, taxes, and allowances are resolved or properly reserved for by the court.

Recordkeeping and documentation: your best defense

Keep a master file (digital + physical) with:

  • Original will and estate court filings
  • Death certificate copies
  • Asset inventory with account statements and appraisals
  • Copies of all correspondence with beneficiaries, creditors, and professionals
  • Bank statements for the estate account and canceled checks
  • Receipts for estate expenses

In my experience, executors who assume “I’ll remember later” end up answering court questions and facing beneficiary disputes. Meticulous records are the simplest way to limit personal liability and demonstrate prudent administration.

Tax responsibilities and common deadlines

  • File the decedent’s final individual Form 1040 for the year of death and pay any tax due.
  • If the estate generates income after death, file Form 1041 for the estate; an EIN is required. See IRS instructions for executors on estate returns.
  • An estate tax return (Form 706) is due nine months after the date of death unless you request an extension; check current IRS exemption amounts and rules each year. Because estate tax rules change, consult a tax advisor before making large distributions.

When probate is required — and when it may be avoided

Not every estate requires a full probate. Small‑estate procedures, beneficiary‑payable-on-death accounts, jointly titled property, and trust assets can pass without probate. For a deeper primer on the probate process and strategies to limit probate, see our glossary entries on Probate 101: What to Expect and How to Avoid It and Probate Process.

Working with professionals: who to hire and when

  • Estate attorney: essential for complex estates, contested wills, or unclear title problems. They can file court paperwork and guide you on local procedures.
  • CPA or enrolled agent: useful for tax return preparation, especially if the estate has ongoing income, capital gains, or potential estate tax liability.
  • Appraisers and real estate agents: for market valuations of property or business interests.

In practice, a single bad valuation or missed tax filing creates delays and extra costs. Early professional help commonly saves time and legal exposure later.

Communication: keep it consistent and factual

Draft a simple initial communication to beneficiaries that includes: your contact info, an estimate of the timeline, a note that distributions will follow after debts and taxes, and how they can submit questions or claims. Avoid legal promises (e.g., exact payout amounts) until you have a completed inventory and debts evaluated. Clear, calm updates reduce family friction.

Common mistakes to avoid

  • Distributing assets before clearing debts and taxes. If a later creditor claim appears, the executor may be personally liable.
  • Ignoring required notices to creditors or failing to publish notices where required by state law.
  • Commingling estate funds with personal accounts.
  • Failing to get professional valuations for significant assets.

Special situations

  • No will (intestate): state intestacy laws govern distributions. The court will appoint an administrator — often a close relative.
  • Contested will or beneficiary dispute: notify counsel immediately; don’t act on claims that could trigger litigation.
  • Digital assets: locate passwords and online account instructions; consider digital estate services and check platform policies for post‑mortem access.

Short FAQs

  • How many death certificates should I order? Order 10–12 certified copies; some institutions require originals or certified copies for transfers.
  • Do I need to notify the IRS? Yes — obtain an EIN for the estate, file required income and estate tax returns, and retain records. The IRS provides executor guidance on estate and gift tax matters.
  • Can I be paid for serving as executor? State laws vary. Many allow reasonable compensation; check your state statutes and the will’s provisions.

Final practical tips from experience

  • Start a simple spreadsheet to track every asset and transaction from day one.
  • Photograph high‑value personal property before moving it.
  • Maintain a calm, neutral tone in beneficiary communications — emotional disputes often escalate when confidentiality is breached.

Resources and authoritative guidance

Disclaimer

This guide is educational and does not replace legal or tax advice. Rules and filing thresholds change and vary by state; consult a qualified estate attorney or tax professional about specifics for your jurisdiction and the estate you administer.