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Executor Duty Checklist

A working checklist for executors, from the first days through final distribution.

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Six phases, 115 tasks, with space to record who is doing what and when it was done.

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KEY INSIGHT FROM THIS GUIDE

Executor work is not one large task. It is 115 small ones across six phases, and the order is what protects you: the asset inventory feeds the tax return, the tax return gates the CRA clearance certificate, and the clearance certificate gates any final distribution. Skip the sequence and you risk paying out of your own pocket.

THIS GUIDE IS FOR YOU IF

  • You have been named executor or estate trustee and need to know what to do, and in what order.
  • You are administering an estate and want a record of what is done and what is still outstanding.
  • You are sharing the work and need to track who is responsible for each task.

THIS GUIDE IS NOT FOR YOU IF

  • You are still deciding whether to accept the role. Start with the Executors guide instead.
  • You need legal advice on a specific estate.
  • You are looking for a court filing service or a provincial probate form.

Key Questions

Answers to the questions people actually ask.

Select any question to expand the answer.

What does an executor have to do in Canada?
An executor locates and reviews the will, applies for probate where required, notifies government programs and institutions, inventories the estate's assets and liabilities, files the deceased's final tax returns, distributes to beneficiaries, and closes the estate. This checklist breaks those duties into six phases and 115 individual tasks.
When is the final tax return due after someone dies in Canada?
The terminal T1 return is due April 30 of the year following the year of death, or six months from the date of death, whichever is later. A T3 Trust Information Return is due within 90 days of the year end the estate has chosen. Both deadlines are tracked in the checklist.
Can an executor distribute the estate before receiving a clearance certificate?
No. Distribution should not occur without a CRA clearance certificate, and final cheques should be held back until it arrives. Distributing early can leave the executor personally responsible for unpaid tax, which is why the checklist builds a holdback into the closing phase.
Which assets fall outside probate in Canada?
Jointly held accounts with right of survivorship, real estate outside the province, and insurance payable directly to a named beneficiary are generally excluded from the estate value used for probate. Probate requirements vary by province, so confirm against your provincial rules.
Can executor duties be shared or delegated?
Yes. Every task in the checklist has a Delegated To field and a Date field, and the final page is a directory for the estate lawyer, accountant, financial advisor, insurance advisor, funeral director, and bank. Executors are not expected to carry this alone.
Can you type into the checklist and save it?
Yes. The checklist is a fillable PDF with 372 form fields for tasks, names, and dates. Open it in a PDF application such as Adobe Acrobat Reader or Preview rather than a web browser, because browser viewers display the form but may not reliably keep what you type. Save after each session and keep the file with the estate records.

Related: Executors: Decisions to Make Before You Commit. What to weigh before accepting the role.

Your Next Steps

If this guide helped clarify the real decisions, the next step is coordinating those choices with your full planning context so execution stays calm and consistent.

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