What documents does an executor need? A first-90-days list

Being named executor is an honour that arrives with a to-do list. Almost every task — closing accounts, filing the final tax return, transferring the house — starts with producing a document. Here is what you will be asked for, in the order you'll be asked.

First week

• Certified death certificates — order 10 to 15. Banks, insurers, pension administrators and the DMV each want an original.
• The original signed will (and any codicils) — the probate court needs the original, not a copy.
• Trust documents, if a trust exists.
• Photo ID for yourself and the deceased.
• Funeral wishes and any prepaid funeral contract.

First month

• Recent statements for every bank, brokerage and retirement account.
• Life-insurance policies and annuity contracts — claim with the policy number and a death certificate.
• Mortgage, deed, vehicle titles, loan agreements.
• Social Security number and the last two years of federal and state tax returns.
• Recurring bills (utilities, subscriptions, insurance premiums) so nothing lapses or keeps charging.
• Digital accounts list — email, cloud photos, social media — plus written authorization to access them.

Settling the estate (months 2–12)

• Letters testamentary from the probate court — your proof of authority.
• An estate EIN from the IRS and an estate bank account to pay expenses.
• Receipts for every estate expense — funeral, legal, probate fees, travel — for reimbursement and the final accounting.
• Appraisals for real estate, vehicles and valuable personal property.
• Beneficiary confirmation letters from each institution.

Three mistakes to avoid

1. Distributing money before debts and taxes are settled — executors can be personally liable.
2. Mixing estate money with your own — open the estate account first.
3. Losing receipts — keep every one; the beneficiaries are entitled to a full accounting.