Losing someone you love is already one of the hardest things a person can go through. Being named their executor on top of that can feel like being handed a manual you were never given time to read. Most people have never done this before, and the responsibilities can pile up fast, often starting within the first 24 to 48 hours. The paperwork, the phone calls, the financial decisions, none of it waits for grief to pass.

What makes this role especially challenging is the timeline. Many of the most critical steps need to happen in the first few days, and deadlines vary widely by state. In Florida, for example, whoever is holding the original will must deposit it with the probate court clerk within 10 days of learning of the death under Florida Statute 732.901. Other states have their own filing windows and requirements, so the clock often starts ticking immediately regardless of where you live. Getting off to a slow or disorganized start can cause real financial damage to the estate and may create serious legal problems for the executor, especially if deadlines are missed or assets are mishandled under state law. This guide walks you through what to prioritize in the first 90 days so you can handle your responsibilities with clarity and confidence. Keep in mind that probate and estate administration laws differ from state to state, so the steps and timelines described here are general guidance. Always verify the specific rules that apply where the deceased lived.

The First Two Weeks: Secure Everything and Notify the Right People

Your most urgent job in the early days is making sure nothing falls through the cracks. Start by locating the original will, since most probate courts require the original signed document (not a copy) to open the case. Read through it carefully so you understand who the beneficiaries are and whether there are any specific funeral instructions. At the same time, contact the funeral home and order multiple certified copies of the death certificate. According to Fidelity, you may need as many as 6 to 12 copies to notify the appropriate authorities, close accounts, transfer assets, and settle the estate, since many institutions require their own certified copy. (Source: Fidelity)

Once you have those documents in hand, begin notifying key institutions. On Social Security: according to SSA.gov, funeral homes generally report the death to the Social Security Administration, so you typically do not need to report it yourself. That said, if a funeral home was not involved or did not make the report, you should call the SSA at 1-800-772-1213 as soon as possible. Keep in mind that SSA cannot pay benefits for the month of death, so any payment received for that month must be returned. For direct deposit payments, contact the bank and request that any funds received for the month of death or later be returned to the SSA. Reach out to the deceased's employer about any final wages, unused vacation, or pension benefits. Notify life insurance companies, retirement account administrators, and any other financial institutions. If the deceased owned property, secure it physically: lock the doors, cancel unnecessary subscriptions, and make sure utilities stay active to protect the home. (Source: SSA.gov; USAGov)

Days 14 to 45: Open the Estate and Begin Probate

Once the immediate notifications are handled, the next phase is about establishing your legal authority to act on behalf of the estate. In most cases, that means filing the will and a probate petition with the appropriate court in the county where the deceased lived, if probate is required under your state's law. After the court reviews and approves the petition, it will issue a document granting you legal authority to act on behalf of the estate. This document is commonly called Letters Testamentary, though terminology varies by state and by whether a will existed. Without this court-issued authority, financial institutions will not grant you access to accounts, and you cannot legally sell property or manage estate assets. (Source: IRS.gov)

Once you have that authority, apply for an Employer Identification Number from the IRS for the estate. It takes about 10 minutes online and functions like a Social Security number for the estate itself. Use that EIN to open a dedicated estate bank account. Never mix estate funds with your personal accounts, since doing so creates serious accounting complications and can expose you to accusations of misappropriation. All estate income and expenses should flow through this account with full documentation.

This is also the time to begin a thorough inventory of the estate's assets. That includes real estate, bank accounts, investment portfolios, vehicles, personal property of value, and digital assets. Many states require executors or personal representatives to prepare and, in some cases, file a formal inventory on a state-specific deadline, often based on values as of the date of death. Probate costs in the U.S. vary widely by state and by estate complexity, and can include court filing fees, attorney fees, executor fees where allowed by state law, appraisal costs, and other administration expenses. Getting organized early and keeping detailed records is one of the most effective ways to keep those costs from climbing unnecessarily. (Source: IRS.gov)

Days 45 to 90: Handle Debts, Taxes, and Ongoing Obligations

Once the estate account is active and the inventory is underway, attention shifts to debts and taxes. As executor, you are legally responsible for notifying creditors of the death and giving them an opportunity to file claims against the estate. States generally set a creditor claim period after required notice is given, but the length, notice rules, and deadlines vary significantly by state. Do not rush to pay debts before understanding your state's creditor rules and priority-of-payment laws, and before confirming which claims are valid and legally payable by the estate. Paying the wrong obligations first can create serious problems for you and for the beneficiaries.

On the tax side, the estate's income tax return is filed on IRS Form 1041, and the final individual income tax return for the deceased is filed on Form 1040, marked "Deceased." Federal estate tax returns on Form 706 are due nine months after the date of death, though a six-month extension can be requested. For decedents dying in 2026, the federal basic exclusion amount is $15,000,000 per person, meaning most estates will not owe federal estate tax. However, according to the Tax Foundation, 12 states plus the District of Columbia impose their own estate taxes, and following Iowa's repeal of its inheritance tax effective January 1, 2025, five states currently levy an inheritance tax: Kentucky, Maryland, Nebraska, New Jersey, and Pennsylvania, each with thresholds far below the federal level. Always confirm the current rules in your state with a local probate or tax professional. For Form 1041, IRS instructions confirm that a failure-to-file penalty applies at 5% of the tax due for each month the return is late, up to a maximum of 25%, so filing on time matters. (Source: IRS.gov; Tax Foundation)

Throughout all of this, continue paying ongoing estate expenses: the mortgage, utilities, insurance premiums, and any necessary maintenance on real property. The estate is financially responsible for these costs until assets are distributed, and letting them lapse can reduce the estate's value and create problems for beneficiaries.

Setting Your Family Up So the Next Executor Doesn't Face This Alone

Completing these duties is genuinely difficult work, and most people are doing it while managing grief at the same time. What helps enormously is when the person who passed had a proper estate plan in place, including a living trust, clear beneficiary designations, and organized records. Assets that are properly titled in a living trust often avoid probate entirely, which can reduce court involvement, public filings, delays, and stress for the family left behind. Other assets may still require probate depending on how they are owned and designated, which is exactly why having a complete and well-structured plan matters so much.

At Legacy Promises Network, we help families build estate plans that make the executor's job as manageable as possible. From living trusts that sidestep probate to asset protection strategies that preserve what you've built, our attorney-guided process is designed to be straightforward and affordable. If you're currently managing an estate and finding the process overwhelming, or if this experience is making you think differently about your own planning, we'd love to help you take the next step.

Explore our blog hub for more practical guidance on estate planning, probate, and protecting your family, and when you're ready, book a complimentary consultation with one of our specialists. The right plan, put in place today, can spare your family from going through all of this the hard way.

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Disclaimer: This blog is for informational purposes only and does not constitute legal advice. Legacy Promises Network is not a law firm. All legal services are provided by affiliated licensed attorneys. Please consult a qualified professional for guidance specific to your situation.