Executor’s checklist: Your duties in estate Administration
Becoming the executor of an estate is both an honour and a responsibility. Executors in Queensland are entrusted with carrying out the wishes of a loved one who has passed away, managing the administration of the estate, and ensuring that all assets and liabilities are handled correctly. But what exactly does this involve — and how do you make sure nothing is overlooked?
This estate executor checklist outlines each stage of the process so you can understand your role, avoid delays, and feel confident in fulfilling your legal duties under the Succession Act 1981 (Qld).
An experienced estate administration lawyer can provide guidance and support throughout this process, ensuring all legal obligations are met smoothly. Call us today on (07) 3703 1888 or book a consultation to get trusted advice and support.
Understanding the role of an executor
The role of executor is to manage the estate according to the deceased’s will and Queensland law. You’re essentially a personal representative of the deceased person, responsible for collecting their assets, paying debts, and distributing what remains to beneficiaries.
If there is no valid will, the court will appoint an administrator through letters of administration, who takes on similar duties.
Executors in Queensland must:
Locate the original will and confirm its validity.
Identify and secure the assets of the estate (such as property, vehicles, investments, and bank accounts).
Arrange funeral arrangements with the funeral director and family members.
Apply for a grant of probate through the Supreme Court if required.
Pay outstanding debts, taxes, and liabilities.
Administer the estate and distribute assets according to the will.
It’s a significant job — but with clear guidance and professional support, it doesn’t have to feel overwhelming.
Step 1: Locate the will and secure the estate
After a death, the first step is to locate the most recent valid will. You may find it:
With the deceased person’s solicitor.
Stored safely at home.
Registered with the Public Trustee.
Once the will is found, ensure all properties, valuables, and financial documents are secured. Protecting the real estate, vehicles, and important paperwork prevents loss or unauthorised access while you begin administering the estate.
Step 2: Register the death and organise the funeral
Before you can begin any formal estate administration tasks, you’ll need an official death certificate issued by Births, Deaths and Marriages. This document is required for most probate and financial applications.
As executor, you’ll work with the funeral director and family members to arrange funeral arrangements in accordance with the deceased’s wishes. The costs of the funeral are paid from estate funds once access is available.
Step 3: Identify and value the estate’s assets and liabilities
Next, you’ll need to prepare an inventory of the assets and liabilities. This includes:
Real estate
Bank accounts and investments
Superannuation and insurance policies
Vehicles and personal possessions
Debts, mortgages, and credit cards
This information will be required when applying for probate or letters of administration. You may need professional valuations for property, shares, or business interests to determine the total value of the estate.
If you’re uncertain about when probate is required, our article What Really Happens During Probate explains the whole process clearly.
Step 4: Apply for probate (or letters of administration)
In most cases, executors must apply to the Supreme Court for a grant of probate before they can access estate assets. This formal court order proves the will is valid and authorises you to act as executor.
If there is no will, or the executor named in the will cannot act, the court may issue letters of administration to an appropriate person.
The probate process in Queensland generally takes several weeks. For a breakdown of typical timeframes, see our guide on How Long Does Probate Take in Queensland? Timelines Explained.
Once the grant is issued, you can collect funds, transfer ownership of real estate, and begin settling the estate’s debts.
Step 5: Notify relevant institutions
After receiving the grant of probate, contact the relevant organisations to inform them of your authority as executor. These may include:
Banks and financial institutions
The Australian Taxation Office
Insurance companies
Superannuation funds
Service providers and utilities
Each institution will have its own process for releasing funds or closing accounts. Always provide certified copies of the grant of probate and the death certificate to confirm your authority.
Step 6: Pay debts and finalise financial matters
Before any distributions are made to beneficiaries, all estate liabilities must be finalised. This includes:
Funeral and medical expenses
Credit card and loan repayments
Outstanding tax obligations
Executors should also lodge the deceased’s final tax return and, if applicable, pay estate income tax. Managing this process correctly ensures compliance with both taxation and probate requirements.
Step 7: Distribute assets to beneficiaries
Once all debts and obligations are settled, you can administer the estate and distribute assets to the beneficiaries named in the will.
Typical distributions include:
Cash transfers from bank accounts
Sale or transfer of real estate
Delivery of personal possessions or heirlooms
Executors in Queensland are generally advised to wait around 12 months from the date of death before finalising distributions. This allows time for any family members to lodge family provision claims, which could otherwise delay or complicate the process.
Step 8: Keep detailed records
Every executor must keep thorough records of transactions, correspondence, and decisions made during the administration of the estate. These include:
Receipts and invoices for estate expenses
Bank statements
Copies of legal documents and court filings
Accurate record-keeping protects you from disputes and helps maintain transparency with beneficiaries.
Step 9: Seek Professional legal guidance
The executor duties Queensland law outlines can be complex — and mistakes can lead to personal liability. That’s why many executors choose to seek help from an experienced estate administration lawyer.
At Direct Lawyers, our professional team, led by Dion McCurdy and Liam Ellery, guides executors through every step, from applying for probate to administering the estate efficiently and in accordance with the law.
If you’re still learning about the process, see our related resources:
Do You Need a Probate Lawyer? Here’s How They Help Executors
Estate Administration Costs in Queensland: What Executors Should Know
Step 10: Finalise the estate
The final step in the estate executor checklist is to close any remaining accounts and provide a full distribution report to beneficiaries. This ensures every asset and expense has been accounted for.
If disputes arise or beneficiaries challenge your decisions, professional advice can help you respond appropriately and remain compliant with the Succession Act 1981 (Qld).
After the estate is finalised, keep copies of all documents for several years in case questions arise later. You may also wish to consult a solicitor about updating your own estate plan — ensuring your family members and chosen executor are protected in the future.
Common questions about executor duties
Do executors get paid in Queensland?
Executors are entitled to claim reasonable commission from the estate for their time and effort. However, payment must be approved by the beneficiaries or authorised by the Supreme Court.
What if there are multiple executors?
Co-executors share responsibilities and must act jointly when managing the estate. If disagreements occur, legal guidance can help prevent delays.
What happens if an executor can’t act?
If an executor cannot fulfil their role, the court may appoint a substitute executor or grant letters of administration to another eligible person.
For further reading, see the Queensland Law Handbook – Executors and Administrators.
Key takeaways for executors
Acting as an executor is a serious legal responsibility, not just an administrative role.
Always work transparently with beneficiaries and keep accurate financial records.
Seek professional help early to avoid mistakes and delays.
Remember: Executors have 12 months to complete most estate tasks before potential claims or disputes arise.
Managing an estate can feel overwhelming, but with the right support, it becomes a clear, step-by-step process. Direct Lawyers is here to help executors in Queensland navigate their responsibilities confidently and efficiently.
