Estate Settlement Checklist: What to Do After Someone Dies

Settling an estate after someone dies takes an average of 570 hours. That's roughly 14 weeks of full-time work — except you're not getting paid, you're probably not trained for it, and you're doing it while grieving.

Most people don't know where to start. Banks need paperwork. Courts need filings. Insurance companies need forms you've never heard of. And everyone needs a death certificate — usually an original, not a copy.

We built this checklist to cut through the noise. It walks you through what to do and when, from the first hours after a death through the final steps of closing the estate. Whether you're an executor, administrator, next of kin, or just the person who stepped up — this is your roadmap.

The First 24–72 Hours

The first few days are about taking care of the person, securing what matters, and starting the paperwork trail that everything else depends on.

Get a legal pronouncement of death. If your loved one passed in a hospital or hospice, this happens automatically. If they died at home, call 911 — a physician, coroner, or medical examiner will need to make it official. This must happen before anything else.

Contact a funeral home or cremation provider. They'll coordinate transportation and guide you through disposition decisions. If there's no pre-arranged plan, you can call multiple providers and compare pricing. Under the FTC Funeral Rule, they're required to give you itemized prices over the phone.

Locate the will and estate planning documents. Check their home, safe deposit box, or ask their attorney. The will names the executor (the person legally responsible for settling the estate). If there's no will, the court will appoint an administrator — usually the surviving spouse or nearest relative.

Order death certificates. This is the single most important administrative step. Order 10–15 certified copies from the funeral home or your state's vital records office. Every bank, insurance company, government agency, and court will need their own original certified copy. They typically cost $10–$25 each depending on the state. It's much cheaper and easier to order extra upfront than to go back later.

Secure the property. Lock the house, collect mail, adjust the thermostat, check on pets. If there's a vehicle, move it somewhere safe. You're not just protecting belongings — you're protecting the estate from liability.

Notify immediate family and close friends. People want to know. You don't have to do this alone — ask one family member to be the point person for spreading the word.

The First 1–2 Weeks

Once the immediate arrangements are handled, the administrative machinery starts to turn.

Notify the employer. If the deceased was working, contact their HR department. Ask about final paychecks, unused PTO, life insurance through work, pension or retirement benefits, and COBRA health coverage for dependents.

Contact Social Security. Call 1-800-772-1213 to report the death. If the deceased was receiving benefits, payments need to stop. Surviving spouses and dependents may be eligible for survivor benefits. The funeral home can sometimes file this notification on your behalf.

Notify banks and financial institutions. Contact every bank, credit union, brokerage, and retirement account provider. You'll need a death certificate and your letters testamentary (or letters of administration) from the court. Don't close accounts yet — just notify them and ask what's needed to eventually transfer or close.

Contact life insurance companies. File claims on any policies. You'll need the policy number, a certified death certificate, and a completed claim form. Payouts typically arrive within 30–60 days. Check the employer too — many people have group life insurance through work that they forgot about.

Notify the mortgage company, landlord, and utility providers. Let them know the situation. Mortgage payments still need to be made during probate to avoid foreclosure. Utilities should stay on if the property needs to be maintained or sold.

Begin the probate process (if needed). Probate is the court-supervised process of validating the will and distributing assets. Not every estate needs full probate — small estates and certain account types (like those with named beneficiaries) can often bypass it. File the will with your local probate court and petition to be appointed executor or administrator. The court will issue "letters testamentary," which is your legal authority to act on behalf of the estate.

In Texas specifically: Many estates qualify for an Independent Administration, which is much simpler and cheaper than the standard process in most states. Texas also allows a Muniment of Title (will-only probate without a full administration) and Small Estate Affidavits for estates under $75,000. If you're in Texas, our guide on what to do in the first 30 days after someone dies in Texas covers the state-specific process in detail.

The First 1–3 Months

This is where the real work happens. You're gathering information, notifying everyone, and starting to make decisions about assets.

Get an EIN (Employer Identification Number) for the estate. If the estate will earn income (from investments, rental property, or asset sales), it needs its own tax ID number. You can apply for free at irs.gov — it takes about 10 minutes. This is one of those small steps people skip and then regret later when tax time comes.

Open an estate bank account. Use the EIN to open a checking account in the name of the estate. All estate income should go into this account, and all estate expenses should be paid from it. This clean separation makes everything simpler — for probate, for taxes, and for your own sanity.

Inventory all assets. Make a complete list of everything the deceased owned: real estate, vehicles, bank accounts, investment accounts, retirement accounts, life insurance policies, business interests, personal property of value, digital accounts, and debts. This inventory is required by the probate court and is the foundation for everything that comes next.

Notify credit card companies and creditors. Contact each creditor and provide a death certificate. In most states, the estate (not the family) is responsible for paying legitimate debts. Don't pay anything from your personal funds — debts should be paid from the estate account.

File for benefits. Check if the deceased was a veteran (VA benefits), had a pension, or had any other benefits that survivors might be eligible for. The deceased's employer may owe final commissions, bonuses, or stock options.

Manage property and belongings. If there's a house, keep up maintenance, insurance, and mortgage payments. Start thinking about whether to sell, rent, or transfer the property. For personal belongings, refer to the will for specific bequests. For everything else, consider hiring an estate clean-out company — dealing with a lifetime of possessions is one of the most time-consuming and emotionally taxing parts of the entire process.

Cancel subscriptions, memberships, and services. Go through bank and credit card statements to find recurring charges: streaming services, gym memberships, magazine subscriptions, cloud storage, app subscriptions. Cancel them to stop the financial bleed.

Redirect mail. Set up mail forwarding with USPS to the executor's address. This catches bills, statements, and correspondence you might not know about.

3–6 Months After Death

By now you're deeper into probate and starting to distribute assets.

Pay estate debts and expenses. Once you have a clear picture of the estate's debts and assets, start paying legitimate claims. Priority typically goes to funeral expenses, taxes, secured debts (like mortgages), and then unsecured debts. Check your state's priority order — paying creditors out of order can make you personally liable.

File final income tax returns. The deceased's final federal and state income tax returns (Form 1040) are due by April 15 of the year following death. If the estate earned income, you'll also need to file an estate income tax return (Form 1041). Consider hiring a CPA — estate taxes are not intuitive, and mistakes can be expensive.

Get property appraised. If the estate includes real estate, vehicles, jewelry, art, or other valuables, get professional appraisals. These establish fair market value for both tax purposes and equitable distribution among heirs.

Sell property if needed. Real estate sales during probate require court approval in some states (but not in Texas independent administrations). Work with a real estate agent experienced in estate sales, and be aware of the "stepped-up basis" — heirs typically owe capital gains taxes only on appreciation after the date of death, not the original purchase price.

6–12 Months After Death

The final stretch.

Distribute assets to beneficiaries. Once debts are paid, taxes filed, and any disputes resolved, you can distribute the remaining assets according to the will (or state intestacy laws if there's no will). Get receipts or signed releases from each beneficiary.

File the final estate accounting. Prepare a detailed accounting of all income received, expenses paid, and distributions made. This may need to be filed with the probate court and shared with beneficiaries.

Close the estate. File a petition with the probate court to officially close the estate. Once approved, your legal duties as executor are done. Close the estate bank account and keep your records for at least 3–7 years (your CPA can advise on exactly how long).

Take care of yourself. Seriously. Settling an estate is one of the most stressful things a person can do. By the time you're closing it out, you've been carrying this weight for months. It's okay to feel relief. It's okay to feel grief hitting fresh. It's okay to ask for help at any point along the way.

How Good Grief Can Help

We built Good Grief because no one should have to figure this out alone — especially while grieving.

Good Grief gives you a personalized estate settlement checklist based on your specific situation, secure document storage so all your certificates, court filings, and financial records are in one place, and a marketplace of vetted vendors — from estate attorneys to clean-out companies — so you don't have to spend hours researching who to trust.

Think of it as your command center for settling an estate. You focus on your family. We'll help you navigate the process.

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Frequently Asked Questions

What is the first thing you should do when someone dies?

The very first step is getting a legal pronouncement of death. If the person died in a hospital or hospice facility, the staff handles this. If they died at home, call 911. Once the death is legally pronounced, contact a funeral home to arrange transportation, and begin locating the will and estate planning documents.

How many death certificates do I need?

Most estate settlement experts recommend ordering 10 to 15 certified copies. Each bank, insurance company, government agency, and court typically requires its own original certified copy — not a photocopy. Certified copies cost $10–$25 each depending on the state, and it's much easier to order extra upfront from the funeral home or vital records office than to request more later.

How long does it take to settle an estate?

The timeline varies depending on the complexity of the estate, but most take 6 to 18 months. Simple estates with clear wills, no disputes, and straightforward assets can sometimes be resolved in a few months. Complex estates involving real estate, business interests, or family disagreements can take two years or more. The administrative work itself averages around 570 hours.

Do I need a lawyer to settle an estate?

Not always, but it depends on the complexity. If the estate is straightforward — a clear will, cooperative heirs, no real estate in multiple states — you may be able to handle it yourself with the right guidance. However, if there are disputes, complex tax situations, real property, or business interests involved, an estate attorney can save you significant time and protect you from personal liability as executor.

What happens if there is no will?

When someone dies without a will (called "dying intestate"), state law determines who inherits. Each state has its own intestacy rules, but generally assets go to the surviving spouse and children first, then to parents, siblings, and more distant relatives. The probate court will appoint an administrator (usually the closest relative) to manage the estate. The process is the same as with a will — just without the deceased's specific wishes guiding distributions.

What is probate and does every estate go through it?

Probate is the legal process of validating a will, paying debts, and distributing assets under court supervision. Not every estate requires full probate. Assets with named beneficiaries (life insurance, retirement accounts, payable-on-death bank accounts) pass directly to beneficiaries outside of probate. Joint property typically transfers automatically to the surviving owner. Many states also have simplified procedures for small estates. In Texas, for example, estates can often use a Muniment of Title or Small Estate Affidavit to avoid full administration.

Can I be held personally liable as executor?

Yes, executors can be personally liable if they mismanage the estate — for example, paying debts out of the wrong priority order, distributing assets before all creditors are paid, or failing to file required tax returns. This is why keeping meticulous records, opening a separate estate bank account, and consulting professionals when needed is so important. You're a fiduciary, which means you have a legal duty to act in the best interest of the estate and its beneficiaries.