Being named executor can feel overwhelming. Most estates follow the same early rhythm, but every situation is unique, and the details matter. Use this guide to get oriented, then confirm the proper steps for your situation with counsel.
In the first month, aim to accomplish four tasks:
- Get officially appointed as executor by the probate court so you have authority to administer estate assets;
- Establish record-keeping and money management protocols for the estate;
- send initial notices and, and;
- Start preparing a list of estate assets.
In Ohio, after you are officially appointed as executor, the first three items to mark on your calendar are:
- The notice of probate of a will must be sent within two weeks after admission of the will to probate.
- An inventory must be filed with the Court within three months after the appointment.
- Most creditor claims must be presented within six months of death.
Each estate is different, so treat these as guideposts, not one-size-fits-all rules.
Days 1-3: Get your footing
Track down the original will, along with any codicils, and order a certified death certificate. Confirm you are the named executor, and identify which probate court will handle the case. File for appointment so you can receive Letters of Authority. Without Letters of Authority, you legally do not have authority to administer the estate. Secure the residence, check insurance, consider mail forwarding, and start a running list of assets, including real estate, bank and investment accounts, retirement benefits, life insurance, business interests, and valuable personal property.
Days 4-10: Set up the financial lane
Create a clean paper trail, as record-keeping is crucial in the administration of an estate. Apply for an estate EIN online or with Form SS-4. File IRS Form 56 so the IRS knows you are acting as a fiduciary. Open an estate checking account and deposit all estate funds there, rather than using personal accounts. Gather income owed to the estate and turn off automatic payments that no longer make sense.
Days 11-20: Notices, records, and a working calendar
If there is a will, send the statutory notice of admission to probate within two weeks after the court admits the will to probate. Put key dates on your calendar. In Ohio, the Inventory and Appraisal is due within 3 months after your appointment, unless the court grants more time. Request account statements showing balances on the date of death to ensure you accurately reporting values on the inventory. Build a creditor list and organize incoming bills; most Ohio creditor claims must be presented within six months of death. If your facts are unusual (business interests, multi-state assets, family conflict), check in with counsel before you act.
Days 21-30: Build your Inventory and your file
Support values with evidence you can present to the court, such as appraisals or reliable statements, and keep an index of what supports each number. Separate estate expenses from everything else, pay only from the estate account, and save receipts. Talk with a tax professional about the decedent’s final Form 1040 and whether an estate Form 1041 is needed if the estate earns income. Draft the court Inventory, and if you will need extra time, request an extension before the three-month deadline.
Practical notes
Work from a single checklist and a single calendar tied to the estate file. Avoid fronting costs from personal funds, if possible. Hold distributions until you understand the complete picture of assets, debts, and taxes. Keep updates to heirs consistent and straightforward, in short written summaries. When in doubt, pause and ask—early advice is usually faster and less costly than fixing mistakes later.
If you would like a quick review of your timeline, notices, or Inventory plan based on your specific facts, CPM’s Family Wealth & Estate Planning team can help you prioritize next steps.
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