The Executor Checklist

A companion guide for Canadian executors

If you're reading this, someone you cared about has died — and you've been asked to step into the role of executor. First: take a breath. This is going to take time, and that's okay.

Being named as an executor is a sign of deep trust. It's also a real job — one that can stretch from several months to a few years depending on the estate. You don't need to do it all at once, and you don't need to do it alone. Cherry Hill is here to help with the financial pieces, and this guide walks through the rest.

No two estates are the same. What follows is the path most Canadian executors will follow, in roughly the order things tend to happen. Your professional team — lawyer, accountant, financial advisor — will help you adapt it to your situation.

This checklist walks through the major steps of settling an estate in Canada, roughly in the order they happen. A few things to know:

You don't need to do this in one sitting. Your progress saves automatically. Come back whenever you're ready — everything will be where you left it.

Check items off as you go. Each task has a checkbox. When you complete something, mark it done. You can also add notes to any item — useful for tracking dates, names, or follow-up details.

The phases are a guide, not a strict sequence. Some tasks overlap. Some won't apply to your estate at all. Your professional team will help you figure out what matters for your situation.

You can share this. Use the Share link to give a co-executor or family member access to your checklist so everyone can see where things stand.

Need a paper copy? Use the Blank PDF button for a clean printable version, or My Progress to print your current state with all your checks and notes visible.

Questions at any point? Reach out to your Cherry Hill team — that's what we're here for.

Understanding the Executor Role

An executor (also called an estate trustee in Ontario or a liquidator in Quebec) is the person named in a will to manage and settle the deceased's estate. At a high level, the role involves:

  • Managing and settling the estate
  • Handling debts, distributing assets, and filing final taxes
  • Coordinating funeral arrangements and managing assets in the meantime
  • Applying for probate where required

In practice, a typical estate settlement involves up to 70 individual tasks spread across 12–18 months. That's not meant to scare you — it's meant to recalibrate expectations. You're not behind if it's taking time. It takes time.

Before You Say Yes

A few things to know before you take on the role:

  • You don't have to do it. Being named in the will doesn't obligate you. You can renounce the role — but you have to do it before you take any action on the estate.
  • Think about conflicts. If you have your own claim against the estate (for example, under Family Law Act provisions), that may conflict with your duties as executor.
  • Consider co-executors. If the will names you alongside someone else, can you actually work together on this?
  • Understand the liability. Executors can be held personally responsible for losses caused by failing to carry out their duties properly.
  • Consider executor insurance. Worth looking into before you begin.

If any of this is giving you pause, talk to the estate lawyer before you start. It's much harder to step back once you've taken action.

You've completed 0 of 0 items.

Within 7–10 days of death

The First Week or Two

The first week or two after someone dies is overwhelming. You don't need to be superhuman. Here are the things that actually need attention right away — everything else can wait.

Locate and review the will

Find the original will and any codicils (amendments)
Read through it carefully, and get legal advice if anything is unclear
Check whether there are multiple wills (sometimes for different jurisdictions or types of assets)

Funeral arrangements

Check the will for any specific funeral instructions
Make or assist with funeral arrangements as needed
Get copies of the funeral director's Statement of Death

Secure the assets

Take immediate control of valuable, perishable, or movable assets
Arrange care for pets, livestock, or crops
Make sure the property is secure — change locks if you need to
Confirm adequate insurance is in place for estate properties

Meet immediate financial needs

Make sure the family's immediate financial needs are covered
Check whether any business interests need interim management

Start your records

Begin keeping complete, accurate records of every estate activity and transaction
Hold onto receipts and documentation for all expenses
Within 30–60 days

Early Administration

With the immediate fog starting to lift, the next month or two is about gathering information and getting the right people notified. Take it one item at a time.

Gather information and documents

Collect information on assets, liabilities, and creditors
Locate at least three years of tax returns
Gather information on co-executors, trustees, and beneficiaries
Obtain the original death certificate and certified copies
Forward the mail or set up mail redirection

Notify the key parties

Let the named beneficiaries know they're named in the will
Inform financial institutions and insurance companies of the death
Contact credit card companies to cancel cards and stop preauthorized payments
Notify government agencies to cancel benefits (CPP, OAS, veterans affairs)
Cancel the provincial health card, SIN card, driver's licence, etc.
Notify current and former employers about pensions or benefits

Begin the asset and liability inventory

Identify all savings and chequing accounts
Locate statements for all assets and liabilities
Access and list the contents of any safety deposit boxes
Ask banks to freeze accounts where appropriate
Identify digital assets and social media accounts that need managing

Legal steps

Retain an estate solicitor if needed
Apply for Letters Probate or Letters of Administration if required
Advertise for creditors if necessary
Open an estate bank account to deposit income and pay bills
60–90 days and beyond

Managing the Estate

By now you're settling into the role. This phase is less urgent but more detailed — valuations, ongoing management, and the financial groundwork for everything that comes after.

Complete the asset inventory and valuations

Arrange valuations of property from qualified appraisers
Obtain valuations of significant personal property (art, collectibles, vehicles)
Get up-to-date valuations of any real property
Review investment portfolios and obtain original cost information
Prepare a detailed statement of assets and liabilities
Gather all insurance policies and determine amounts payable

Manage ongoing matters

Review insurance coverage on estate assets
Handle any leases or tenancy agreements
Arrange for safe custody of personal valuables
Organize interim management of any businesses

Financial administration

Review investments and consider the appropriate risk level for an estate
Meet with the deceased's financial advisor
Discuss in-kind versus cash distribution with the beneficiaries
Safeguard surplus cash until the estate is finalized
Varies — often 6–12 months in

Settling Debts and Taxes

This is one of the most technical parts of the process, and it's where working with good professionals pays off. Your accountant and lawyer will carry most of this — your job is to stay organized and make sure nothing falls through the cracks.

Paying debts

Investigate and pay all legitimate debts before distributing assets
Settle all valid debts and obtain receipts
Pay funeral expenses, legal fees, and other estate expenses

Tax matters

Notify the accountant and arrange preparation of the tax returns
File any outstanding income tax returns for the deceased
File the terminal tax return (January 1 of the death year to the date of death)
Prepare and file estate tax returns as required

Obtain clearance certificates

Apply for a Clearance Certificate from the Canada Revenue Agency (CRA)
In Ontario, file an Estate Administration Tax return if probate was obtained
Before you distribute anything

Never distribute assets before receiving the CRA Clearance Certificate. If you distribute early and the estate owes taxes, you are personally liable for the shortfall.

After clearance received

Distribution and Closing

You're nearing the finish line. This phase is mostly about careful execution — transferring what's owed, documenting everything, and closing the file cleanly.

Prepare for distribution

Confirm when distributions will be made and communicate with beneficiaries
Complete the documentation required to transfer assets
Prepare accounts for passing or approval by the beneficiaries
Obtain releases from beneficiaries

Distribute the assets

Distribute personal belongings and specific legacies as outlined in the will
Oversee the establishment of any trusts specified in the will
Transfer or liquidate investments as appropriate
Prepare a final report and account of all estate transactions
Calculate and take executor compensation if applicable

Final steps

Close the estate accounts
Pay any final estate expenses
Make final distributions to beneficiaries

Communicating with Beneficiaries

Beneficiary communication is one of the most challenging parts of estate administration. Getting it right reduces conflict, protects you legally, and helps the family move forward. Getting it wrong can lead to disputes, mistrust, and even litigation.

What you're required to disclose

As executor, you have specific legal obligations to beneficiaries named in the will:

  • Notify beneficiaries that they've been named in the will and of their general entitlement
  • Provide a copy of the will (or the relevant provisions) to named beneficiaries once probate is granted
  • Account for your administration if a beneficiary formally requests it — this means a detailed record of all estate assets, debts paid, income received, expenses incurred, and distributions made
  • Disclose material information that affects a beneficiary's entitlement (e.g., if the estate may be insolvent, or if a claim has been made against it)

What you're not required to disclose

  • The specific entitlements of other beneficiaries — each person is only entitled to know about their own share
  • Your executor compensation (unless a formal accounting is requested or required by the court)
  • The estate's full financial picture to every beneficiary — unless they request a formal passing of accounts
  • Running updates on every decision — you owe periodic communication, not a play-by-play
  • Reasons for the testator's decisions — it's not your job to explain or justify why the will says what it says
Important

If a beneficiary requests a formal accounting, take it seriously and consult the estate lawyer. You may be compelled by the court to provide one.

Timeline: when can beneficiaries expect their inheritance?

This is the single most common source of conflict. Most beneficiaries expect their inheritance within weeks. The reality is very different:

Estate TypeTypical TimelineWhat Drives the Timeline
Simple estate6–12 monthsProbate processing, creditor notice period, CRA clearance certificate
Moderate estate12–18 monthsMultiple accounts, real estate sales, tax returns to file, professional coordination
Complex estate18 months – 3+ yearsBusiness interests, cross-border assets, trust establishment, disputes or claims, multiple tax years

The "Executor's Year" is a common guideline in Canadian estate law — executors are generally given one year from the date of death to administer a standard estate before beneficiaries can take legal action for delay. Plenty of estates legitimately take longer.

Communication best practices

  1. Set expectations early. Within the first 30 days, send a brief written note to all named beneficiaries confirming that you're acting as executor, that the administration has begun, and that it will take time. Give a general timeline range — not a specific date.
  2. Provide periodic updates. Every two or three months, send a short update on where things stand. You don't need to share financial details — just that things are moving forward, and what the next major milestone is (e.g., "probate has been granted" or "we're waiting for the CRA clearance certificate").
  3. Put everything in writing. Even when you communicate verbally, follow up with an email or letter confirming what was discussed. This protects you if disputes arise later.
  4. Be honest about delays. If the timeline extends beyond what you initially communicated, explain why. Silence breeds suspicion — a brief, honest update prevents most conflict.
  5. Don't make promises about amounts or timing. Until the estate is fully settled and clearance is received, the final distribution amounts may change. Avoid giving specific figures or dates until you're certain.
  6. Keep your own opinions out of it. Your role is to execute the will as written. If a beneficiary is unhappy with what the will says, that's not yours to resolve. Point them to their own lawyer if they want to challenge it.

Handling Difficult Situations

A few of the hardest scenarios you're likely to face — and how to move through them.

SituationHow to handle it
Unequal distributionsThis is one of the harder conversations. The good news: you don't have to defend or explain the testator's reasoning — that's not your job. Your role is simply to confirm each beneficiary's entitlement as the will sets it out. If someone pushes back, direct them to the estate lawyer.
Beneficiary demanding early paymentThis comes up often, and usually from a place of real need or anxiety. Be honest: distributions can't happen until debts are settled, taxes are filed, and the CRA clearance certificate is in hand. An interim distribution is sometimes possible — check with the estate lawyer.
Family conflict or disputesStay neutral. Give every beneficiary the same information. If things escalate, bring in the estate lawyer — and if disputes can't be resolved, a formal passing of accounts through the court is the right next step. You don't have to referee this alone.
Beneficiary requesting full estate detailsEach beneficiary is entitled to information about their own share, not the whole picture. If someone wants a full accounting, they can request one formally. Before you share detailed financials, check in with the estate lawyer about what you're obligated to provide.
Beneficiary who can't be locatedMake reasonable efforts to find them — last known address, family contacts, social media, public records. Document what you tried. Then talk to the estate lawyer about next steps; there are established options when someone genuinely can't be found.

Your financial advisor can help you coordinate professional communication and make sure the financial pieces of the estate are conveyed clearly and accurately to the beneficiaries.

Tips for a Smoother Estate Administration

Communication is key

  • Stay in regular touch with beneficiaries and family members
  • Be transparent about the process and what to expect from the timeline
  • Schedule regular updates to prevent speculation and suspicion

Work with professionals

  • Don't hesitate to bring in lawyers, accountants, and financial advisors
  • Consider using a trust company as an agent if the estate is complex
  • Remember — even when you hire professionals, you retain oversight and responsibility

Stay organized

  • Keep detailed records of every transaction and communication
  • Create a filing system for important documents
  • Use the "Executor's Year" as a guideline — executors typically have about a year to administer an estate of average complexity

Follow the will as written

  • Your duty is to carry out the wishes as expressed in the will, not to change unpopular parts
  • Get legal advice if provisions seem unclear or contradictory

Protect yourself

  • Deal with debts and taxes before paying beneficiaries to avoid personal liability
  • Always get a clearance certificate from CRA before final distribution
  • Consider executor insurance to protect against potential claims
  • Keep beneficiaries informed, but avoid making promises about timing or specific amounts

Look after yourself too

  • This role is stressful and time-consuming — acknowledging that matters
  • Take breaks when you need them, and pace yourself
  • Don't hesitate to ask for help when things feel overwhelming

A Final Note

You don't have to be perfect. You have to be consistent, careful, and honest. Keep records. Ask for help when you need it. Don't rush — shortcuts create liability.

And if this ever starts to feel like too much, talk to us. There are professional executor services — trust companies, law firms — that can take some or all of this off your plate while you keep oversight. Cherry Hill can help you figure out whether that makes sense for your situation.

Your Cherry Hill Team

Questions at any point? Reach out — that's what we're here for.

cherryhill@chpw.ca  |  289-812-1170

Cherry Hill Private Wealth • Harbourfront Wealth Management

Kelowna, BC  |  Burlington, ON

www.cherryhillprivatewealth.ca

Disclaimer
This guide is prepared by Cherry Hill Private Wealth for informational purposes only. It does not constitute legal, tax, or financial advice. The information provided is general in nature and may not apply to your specific circumstances. Always consult with qualified professionals regarding your specific situation. Laws vary by province and territory and are subject to change.