Executor's Checklist

An executor is a person (or institution) appointed by an individual to carry out the terms of that individual's will after death. The executor is now called a personal representative in Alberta, although most people commonly still use the term executor.
PRELIMINARY STEPS
  • Locate and examine the Will; review for specific instructions concerning the funeral; locate witnesses, if necessary
  • Make funeral arrangements, if necessary 
  • Obtain original copies of proof of death certification.
  • Assess financial needs of immediate family and of the estate
  • Forward mail, discontinue telephone, newspaper, magazine subscriptions, etc.
  • Contact all persons properly interested in the estate - set expectations and give them an overview of the process, from probate to distribution.
  • Arrange for care and adoption of pets

SAFEGUARDING THE ESTATE ASSETS
  • Verify that adequate insurance is in place to protect all real assets
  • Obtain a vacancy permit for any real property
  • Re-direct utility bills to executor
  • Notify the banks and financial institutions where the deceased held accounts or had other dealings
  • Open an estate account to deposit income and pay expenses (may need probate for this)
  • Arrange for safekeeping of deceased’s valuables
  • Arrange for the residence to be emptied and cleaned, locks to be changed, and if required, the property to be sold.

INVENTORY ESTATE ASSETS
  • Search for assets, contact banks and investment firms, investigate past tax returns for asset information
  • Initiate settlement of life insurance or group insurance policies and pension benefits
  • Contact deceased’s employer to verify salary and/or benefits owing and to determine any health, pension, retiree, or death benefits to which the spouse or family may be entitled
  • List contents of safe-deposit box
  • Inspect real estate titles, leases, mortgages, etc.
  • Cancel CPP and OAS benefits, Alberta Seniors Benefit, Alberta Health Care, if applicable
  • Apply for and collect CPP death benefit
  • Contact Canada Revenue Agency (CRA) to cancel GST and child tax benefits, if applicable
  • Arrange for valuing assets – determine market value as at date of death and original purchase price for each asset for taxation purposes
  • Arrange for Notice to Creditors
  • Cancel credit card accounts and either return credit cards to issuers or destroy them
  • Cancel social insurance card, passport, driver’s license, and health insurance card, if required
  • Locate all original investment certificates, stocks, bonds, property deeds, etc.
  • Identify, value and record estate assets as of the date of death
  • Investigate all debts owed by the deceased

OBTAIN GRANT OF PROBATE
  • Instruct lawyer to draft Application, Affidavits and other necessary documents for submissions to Surrogate Court
    *Note: the Grant of Probate attests to the validity of the Will and confirms who is acting as executor

ADMINISTER ESTATE
  • Receive Grant of Probate or Administration
  • Close out bank accounts and place funds in estate account
  • Close out safety deposit box
  • Distribute specific bequests/personal belongings to respective beneficiaries according to the terms of the Will – arrange for sale if advisable
  • Register securities and bonds in Executor’s name; determine whether such should be held, sold or transferred to beneficiaries
  • Obtain transmission of estate real property into Executor’s name – sell or manage property as required
  • Submit necessary claims for insurance and annuities payable to estate
  • Determine validity of creditor claims and discharge estate debts where and when appropriate
  • Review the suitability of investments held in the estate and recommend assets to be sold to meet cash requirements
  • Invest any surplus cash until estate is finalized, selecting from allowable investments
  • Complete documentation and arrange to transfer employment, health, pension and retiree benefits
  • Pay all debts and settle all legitimate claims prior to final distribution of assets, obtaining receipts for any payments made

TAXES
  • T1 Terminal tax return to be filed April 30 of the year following death or 6 months following the date of death, whichever date is later
  • Obtain copies of prior tax returns (3 years) filed by the deceased
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Please note that this document provides general information only, and is not intended to provide specific legal advice. You should consult with a lawyer before acting on any information obtained from the use of this document.