FIRST 24–72 HOURS
Stabilize the immediate situation
- Follow the hospital, hospice, medical examiner or funeral provider’s process for the situation.
- Notify close family and people responsible for dependents, pets, housing or immediate care.
- Secure the home, vehicles and other property without removing or distributing estate items.
- Locate the most recent will, trust information, funeral instructions and existing professional contacts.
- Start one dated activity log for calls, decisions, documents received and promised follow-up.
- Record necessary expenses and preserve receipts, including who paid and from which account.
Confirm the death-reporting process
The Social Security Administration says funeral homes generally report a death. Give the funeral director the deceased person’s Social Security number for that purpose. If a funeral home is not involved or does not report the death, follow SSA’s current instructions.
Use USAGov’s death-of-a-loved-one hub to identify government programs and benefits that may need attention. Keep confirmation numbers, dates, names and copies of correspondence in the activity log.
Build a real death-certificate list
Avoid relying on a universal estimate. List the court, financial institutions, insurers, title agencies and government programs that may require proof of death. Ask each whether it needs a certified copy, whether the copy will be returned and whether another form of proof is accepted.
USAGov directs families to the vital-records office in the state where the death occurred for certified copies. Requirements, eligibility, cost and timing vary by state.
FIRST WEEK
Locate authority before moving assets
Being named in a will may not by itself establish authority for every action. Court appointment, trust documents, beneficiary designations, joint ownership and state law can lead to different procedures. Confirm the role and required documents with the appropriate court or qualified professional before selling, transferring, distributing or closing estate property.
- Locate the original will and any amendments.
- Identify a trust, payable-on-death designation, joint owner or named beneficiary where applicable.
- Record the probate court or local procedure that applies.
- List attorneys, accountants, financial professionals and insurance contacts already involved.
- Keep personal property in place unless preservation, safety or a lawful instruction requires action.
Protect cash flow without blindly canceling everything
List deposits, automatic payments, utilities, insurance, housing costs, subscriptions and debt payments. Mark each item as continue temporarily, investigate, stop when authorized or transfer when authorized.
Canceling a phone, email account, insurance policy or utility too quickly can interfere with records, property protection or account recovery. Verify the consequence and the authorized person before making the change.
FIRST 30 DAYS
Create the estate inventory and evidence trail
- List known real estate, vehicles, financial accounts, business interests, personal property and digital property.
- Record ownership, beneficiary information, approximate value source and document location without guessing.
- List debts, recurring bills, taxes, insurance and possible claims separately from assets.
- Photograph meaningful property and preserve statements or records showing the date and source of each value.
- Use a dedicated ledger for estate money only after the proper account and authority are established.
Set a beneficiary communication rhythm
Use factual updates: what has been confirmed, what remains unknown, which professional or court step controls next and when another update is expected. Do not promise a distribution amount or date before debts, expenses, taxes, title and authority are understood.
Put tax work on the calendar
The IRS identifies the personal representative as the executor, administrator or other person in charge of the deceased person’s property. That representative may be responsible for final individual returns and, when applicable, estate filings. Record the last filed return, year-of-death income documents, tax preparer, filing deadlines and questions that need professional review.
Keep funeral pricing and choices documented
The FTC Funeral Rule gives consumers rights to select the goods and services they want and to receive itemized price information. Preserve the general price list, signed statement of goods and services, contracts and payment receipts with the estate records.
Five mistakes to avoid
- Do not distribute property because family members agree informally.
- Do not mix estate transactions with an undocumented personal ledger.
- Do not assume every account belongs to the probate estate.
- Do not cancel services before checking property, security and record-access consequences.
- Do not state uncertain values, debts or deadlines as confirmed facts.
Keep an executor expense record before deciding how an expense is treated
Separate recording an expense from deciding whether it is authorized, reimbursable or deductible. Keep the original receipt and the reason for the payment. Those decisions depend on the facts and appropriate professional guidance; the log should make the evidence easier to review.
| Field | What to record | Why it helps |
|---|---|---|
| Date and reference | Transaction date and receipt identifier | Matches the entry to its evidence |
| Purpose | Plain description of the expense | Avoids reconstructing the reason later |
| Paid by and amount | Payer, amount and currency | Separates personal outlay from estate payments |
| Review status | Unreviewed, question raised or decision recorded | Does not imply automatic reimbursement |
| Decision evidence | Who confirmed the treatment and where it is recorded | Keeps the determination separate from the working note |
For an illustrative $18 mailing expense, record the date, payer, purpose and receipt. Do not mark it reimbursable just because it appears in the log. If reimbursement is later authorized, link that separate payment rather than counting the original expense twice.
Use your browser's Print command for a paper copy. The table works without a purchase or account.
Updated September 9, 2026: practical reference table added.
NEED THE COMPLETE SYSTEM?
Run the estate from one evidence-based record.
If you want reusable connected records instead of a one-time guide, the After a Death Executor System works as a executor checklist and estate tracker. Organize the administrative work after a death with phased tasks, records, calls, expenses, assets, debts and distribution tracking.
See the Executor SystemCOMMON QUESTIONS
Executor checklist FAQ
What should an executor do first after someone dies?
Address immediate family, dependent, pet and property needs; locate the will and key records; identify urgent deadlines; start a contact and expense log; and confirm who has legal authority before handling estate property.
Can a named executor act immediately?
Being named in a will may not establish authority for every action. Court appointment, document language and state law can matter, so confirm authority before moving, selling, distributing or closing estate property.
How many death certificates should be ordered?
Make a list of the organizations and proceedings that may require a certified copy, ask whether they return it or accept another form of proof, then order based on the actual need and your state’s process.
AUTHORITATIVE SOURCES
Sources used for this checklist
- USAGov — Dealing With the Death of a Loved One
- Social Security Administration — What to Do When Someone Dies
- IRS — Topic No. 356, Decedents
- Federal Trade Commission — The Funeral Rule
This checklist is an organizational and educational starting point. Estate, probate, tax and property requirements vary. Use current instructions from the controlling institution and qualified professionals.