Chapter 25 — Practical Checklists and Documents

This chapter brings the practical records used throughout the book into one place. They can be copied into a notebook, document or spreadsheet and adapted to the estate. They are working aids, not substitutes for the forms required by the Probate Registry, HMRC, banks, insurers or other organisations.

Use one consistent reference system. Number each asset, liability, expense and document. Date every update and keep the supporting evidence with the matching entry. Where a figure is uncertain, mark it as estimated rather than presenting it as final.

Master administration checklist

Immediate matters

1. Follow the correct procedure for the place and circumstances of death.

2. Identify the person issuing the medical or coroner's paperwork.

3. Arrange the care of dependants, pets and vulnerable occupants.

4. Secure the home, vehicles, keys and valuable items.

5. Notify the property insurer if the home is unoccupied.

6. Take dated photographs or a video before possessions are moved.

7. Preserve post, paperwork, phones, computers and account information.

8. Record urgent expenses and who paid them.

Registration and funeral

1. Register the death when authorised to do so.

2. Obtain the certificates and reference information that will be needed.

3. Use Tell Us Once where available and record what it covers.

4. Check for funeral instructions, prepaid plans and relevant insurance.

5. Agree who is instructing the funeral director and what the estate can afford.

6. Keep the funeral invoice and all related receipts.

Authority and the will

1. Search carefully for the original will and any codicils.

2. Contact the solicitor or will-storage provider where relevant.

3. Check whether a later will exists.

4. Identify the executors and confirm who intends to act.

5. If there is no will, identify the person entitled to apply as administrator.

6. Do not alter, staple, mark or separate the original will.

7. Record any dispute, caveat or concern before applying for the grant.

Assets, liabilities and tax

1. Create a complete asset schedule.

2. Create a separate liabilities schedule.

3. Obtain date-of-death balances and valuations.

4. Identify jointly owned, nominated and trust assets separately.

5. Value the property and significant possessions appropriately.

6. Check mortgages, loans, credit cards and guarantees.

7. Review gifts and other information relevant to inheritance tax.

8. Complete the required tax reporting and arrange payment.

Grant and administration

1. Confirm whether a grant is required.

2. Check the names, will and estate figures before applying.

3. Keep the application acknowledgement and reference.

4. Check the grant carefully when it arrives.

5. Open or use a separate estate account.

6. Collect estate money and record every receipt.

7. Pay verified debts and administration expenses in the proper way.

8. Keep a suitable reserve for outstanding matters.

Property and possessions

1. Maintain insurance, security and inspection records.

2. Decide what must be retained, valued, sold, donated or removed.

3. Identify gifts and family keepsakes before clearance begins.

4. Obtain suitable valuations and clearance quotations.

5. Give written instructions to estate agents, auctioneers and clearance companies.

6. Record sale proceeds, credits, donations and disposal costs.

7. Keep the property file through exchange, completion or transfer.

Accounts and distribution

1. Reconcile the estate bank account regularly.

2. Separate capital, income and transfers.

3. Prepare the final estate accounts.

4. Verify the identity and bank details of each beneficiary.

5. Deal properly with children, trusts and missing beneficiaries.

6. Obtain receipts for money, property and possessions.

7. Secure approval of the final accounts where appropriate.

8. Close the bank account only after all transactions have cleared.

9. Retain the final records securely.

Family meeting record

Estate of:

Date of meeting:

People present:

Main family contact:

Known or possible executors:

Location of the original will, if known:

Solicitor or will-storage provider:

Urgent property, pet or dependant arrangements:

Keys held by:

Items requiring immediate protection:

Agreement on communication:

Agreement on mediation if a dispute arises:

Actions agreed, responsible person and target date:

Next review date:

This record is a practical family note. It does not appoint an executor, change the will or remove anyone's legal rights.

Contact and action log

For each contact, record:

Date and time:

Organisation or person:

Telephone number or email:

Account or reference:

Person spoken to:

Reason for contact:

Information provided:

Documents requested or sent:

Action promised:

Deadline or follow-up date:

Outcome:

Document reference:

Keep one line or page for each contact. Do not replace an earlier note when the position changes; add a dated update.

Key register

Property or vehicle:

Key description:

Number of copies:

Person holding each copy:

Date issued or collected:

Reason held:

Date returned:

Alarm, gate or access information:

Use the register for house keys, garages, sheds, storage units, vehicles, safes, alarm fobs and communal-entry devices.

Property visit log

Property address:

Insurer and policy number:

Visit date and time:

Person attending:

Doors, windows and outbuildings checked:

Heating, water and electricity checked:

Meter readings:

Post collected:

Signs of damage, entry, damp, leak or pests:

Photographs taken:

Action required:

Next visit due:

Follow the insurer's actual conditions. This template does not decide how often a property must be inspected.

Asset schedule

Use a separate entry for each asset.

Asset reference:

Type of asset:

Provider, location or description:

Account, policy or registration reference:

Sole, joint, nominated or trust ownership:

Evidence of ownership:

Value at date of death:

Valuation source and date:

Income or growth after death:

Grant required by provider:

Date collected, sold or transferred:

Gross amount received:

Costs or deductions:

Net amount received:

Estate bank reference:

Final destination:

Supporting document reference:

Liability schedule

Liability reference:

Creditor:

Account or reference:

Sole, joint, secured or unsecured:

Balance at date of death:

Current balance:

Interest or charges continuing:

Evidence received:

Insurance, guarantor or joint borrower:

Admitted or disputed:

Action required:

Amount paid:

Payment date and reference:

Final balance:

Closure confirmation:

Personal possessions inventory

Item reference:

Room or location:

Description:

Photograph reference:

Condition:

Estimated or professional value:

Valuer and date:

Specific gift under the will:

Person claiming an interest:

Decision: retain, transfer, sell, donate or dispose:

Authorised by:

Date removed:

Recipient, buyer or organisation:

Amount received or value credited:

Receipt or evidence reference:

Clearance instruction sheet

Estate and property address:

Personal representative giving instructions:

Clearance company and contact:

Agreed date and access arrangements:

Areas included:

Areas excluded:

Items that must remain:

Items to be delivered to beneficiaries:

Items to be valued or sold separately:

Confidential papers and photographs to retain:

Hazardous, specialist or restricted items:

Charity or reuse instructions:

Waste and disposal requirements:

Gross quotation:

Credit for saleable items:

Net amount payable:

Evidence required on completion:

Keys and security arrangements:

Final inspection by:

Do not instruct a clearance until the will, gifts, ownership and valuation requirements have been checked.

Valuation record

Asset or property:

Purpose of valuation:

Relevant valuation date:

Valuer's name and business:

Qualifications or relevant experience:

Basis of valuation:

Information supplied to valuer:

Value or range:

Comparable evidence:

Assumptions or limitations:

Fees paid:

Report date and reference:

Later sale or transfer figure:

Reason for material difference:

Expense and reimbursement record

Expense reference:

Date incurred:

Person or supplier paid:

Description and estate purpose:

Invoice or receipt reference:

Amount including tax:

Person who paid initially:

Approval:

Reimbursement date:

Estate bank reference:

Connected person or conflict disclosed:

Notes:

Beneficiary information record

Beneficiary's full legal name:

Previous or alternative name:

Address:

Date of birth where required:

Relationship to deceased:

Will clause or intestacy entitlement:

Identity evidence checked:

Contact details verified:

Bank details verified by:

Specific gifts:

Share of residue:

Interim payments:

Items received in kind:

Final amount:

Payment or transfer date:

Receipt or approval returned:

Special issue: child, trust, missing, vulnerable, deceased or disputed:

Interim distribution approval

Estate of:

Date:

Current estate account balance:

Known unpaid liabilities:

Estimated tax and fees:

Reserve to be retained:

Amount available for interim distribution:

Beneficiary and entitlement proportion:

Amount to be paid:

Payment details independently verified:

Reason distribution is considered safe:

Approved by personal representatives:

Date paid and bank reference:

Beneficiary acknowledgement received:

Beneficiary receipt

Estate of:

Beneficiary:

I acknowledge receipt of:

Amount or description of asset:

Date received:

This payment or transfer is:

Interim or final:

Will clause or entitlement:

Value attributed to an item received in kind:

Balance remaining, if interim:

Beneficiary signature:

Date:

This simple receipt should be adapted where a trust, variation, dispute or substantial asset is involved.

Estate accounts framework

Section One Estate information

Name of deceased:

Date of death:

Date and type of grant:

Acting personal representatives:

Administration period:

Section Two Assets at date of death

List each asset reference, description, probate value and ownership treatment.

Section Three Liabilities at date of death

List each liability reference, creditor and confirmed amount.

Section Four Capital transactions

Show assets collected, sale proceeds, transfers, gains or losses and associated costs.

Section Five Administration income

Show interest, dividends, rent and other income received after death.

Section Six Payments

Show debts, tax, funeral expenses, property costs, professional fees and other administration expenses.

Section Seven Distributions

Show specific gifts, cash legacies, items transferred in kind, interim payments and final payments.

Section Eight Residue calculation

Opening assets plus later capital receipts, less liabilities, expenses, tax and earlier gifts, equals the residuary estate available for distribution.

Section Nine Beneficiary statements

Show each beneficiary's entitlement, earlier payments, items received and final balance.

Section Ten Approval

Record approval by the personal representatives and, where appropriate, the residuary beneficiaries.

Final estate closing note

Estate of:

Date of death:

Grant details:

Final tax position completed on:

Final creditor review completed on:

Property sold or transferred on:

Final estate accounts dated:

Accounts approved by:

Final distributions completed on:

Estate bank account closed on:

Closing statement reference:

Continuing trust or unresolved matter:

Location of retained records:

Person responsible for any continuing matter:

Signed by the acting personal representatives:

Date:

Document file index

Create an index using the following headings:

Document number;

date;

document type;

organisation or person;

asset, liability or expense reference;

short description;

original or copy;

paper or electronic location; and

retention or action note.

Include the death certificate, will, codicils, grant, tax papers, valuations, bank statements, invoices, property documents, clearance records, estate accounts and beneficiary receipts.

Questions to ask before signing anything

1. Who has authority to give this instruction?

2. What asset, debt or right does the document affect?

3. Is the figure confirmed, estimated or disputed?

4. Does another personal representative need to agree?

5. Is there a conflict of interest?

6. Does the document change a beneficiary's entitlement?

7. Is independent legal, tax or valuation advice needed?

8. What evidence should be attached?

9. What happens if the information later proves wrong?

10. Where will the signed original be kept?

When to stop and obtain professional advice

Obtain appropriate advice if:

the validity or meaning of the will is disputed;

a caveat or formal claim affects the grant;

the estate may be insolvent;

an executor is missing, incapable, conflicted or accused of misconduct;

property ownership is uncertain;

there are trusts, businesses or overseas assets;

inheritance tax, capital gains tax or administration income is complex;

a beneficiary is missing, a child or unable to manage their affairs;

an occupier will not leave the property;

fraud, theft or concealment is suspected;

a deed of variation or disclaimer is proposed; or

the personal representatives cannot distribute safely.

Choose the professional suited to the problem. A probate solicitor, tax adviser, accountant, surveyor, valuer, conveyancer, mediator, tracing agent or insolvency specialist deals with a different part of the process.

Final note

After someone dies, the practical work can feel endless because every task arrives while the family is grieving. The process becomes more manageable when authority, evidence, property, money and family communication are kept separate and recorded clearly.

Not every estate needs the same level of professional help. Every estate does need care. Protect the assets, slow down important decisions, keep the records and ask for specialist advice when the consequences of getting it wrong are serious.

The administration is complete when the right people have received what they are entitled to, the liabilities and tax have been dealt with, and the records explain the journey from the date of death to the final distribution.