Grief can come in waves, and then the paperwork hits. If you have been named as executor and the court has just granted probate, you may be wondering what your next steps are and how to keep everything on track.
At Price Law Firm, APC, we help families across California carry out final wishes with clarity and care. This guide gives you a plain-English roadmap of the executor’s job after probate is granted, from gathering assets to closing the estate.
Initial Steps After Being Granted Probate
Once the court approves the case, a few early moves set the tone for the whole administration. Think of this as setting up the estate’s “toolkit” and notifying the right people at the right time.
In many estates, these initial tasks occur quickly and in parallel, followed by longer management and accounting tasks.
- Pick up certified copies of the Letters Testamentary.
- Study the will and flag any special gifts or instructions.
- Notify beneficiaries and legal heirs, and share the will.
- Publish a creditor notice and calendar the claim deadline.
With those basics in place, you can then attend to documents, accounts, and property that require your signature or oversight.
Obtain Letters Testamentary
Letters Testamentary are the court’s official paperwork that authorizes you to act for the estate. Banks, title companies, and brokerages use them to verify your authority.
Bring a certified copy when visiting financial institutions, and keep a few spares on hand. Many third parties will not talk with you without them.
Review the Will
Read the will slowly, and mark any specific bequests, charity gifts, or instructions about real estate. Note who receives the residue, the share that remains after debts, taxes, and specific gifts.
Follow the will as written unless a court later changes it. If language is unclear, ask questions early to reduce mix-ups later.
Notify Beneficiaries and Heirs
California requires notice to all named beneficiaries and also to legal heirs, even if they are not named in the will. That includes spouses, children, and others who would inherit if there were no will.
Provide a copy of the will with your notice. This builds trust and cuts down on rumors and guesswork.
Publish Notice to Creditors
Publish a notice in a newspaper of general circulation in the decedent’s county. This alerts creditors to the death and their right to file a claim.
Publication starts the clock for claims. Track the deadline on your calendar, and save a copy of the published notice for your file.
Core Responsibilities of an Executor
With the foundation set, your role shifts into gathering, protecting, paying, and reporting. Keep good records and move in a steady, step-by-step way.
You act as a fiduciary, which means you place the interests of the estate and beneficiaries first at every turn.
Asset Inventory and Appraisal
List every asset owned by the decedent, then collect and protect them. Create a simple inventory and update it as you learn more.
Appraisals are often needed for real estate and valuable personal property to establish fair market value in California.
- Real estate, homes, land, and timeshares
- Bank and brokerage accounts, CDs, and retirement accounts payable to the estate
- Business interests, LLC units, and promissory notes
- Vehicles, jewelry, artwork, collections, and household items
- Digital assets such as crypto, online accounts, and domain names
Open an estate bank account using the estate’s EIN. Deposit estate funds there, not in any personal account.
Debt and Tax Management
Identify valid debts, then pay them in the right order under California rules. Typical items include funeral expenses, last illness bills, credit cards, secured loans, and taxes.
File the required tax returns and get an EIN for the estate. The IRS explains that Form 1040 covers the decedent’s final individual return, Form 1041 covers the estate’s income if over $600, and Form 706 might apply to large estates.
- Final individual income tax return, Form 1040 or 1040-SR
- Estate income tax return, Form 1041, if required
- Estate tax return, Form 706, if the gross estate triggers it
Keep copies of all filings and confirmations. Tax receipts and transcripts matter when you later account to the court and beneficiaries.
Asset Management and Protection
While the estate is open, you are the caretaker. Maintain insurance on real estate and vehicles, check vacant property, and handle rent or HOA dues if needed.
If the estate holds investments, aim for prudent, low-risk choices that preserve value. Every decision should support the beneficiaries’ interests, not anyone’s personal gain.
Distribution of Assets
After debts, expenses, and taxes are handled, distribute what remains according to the will. Follow any instructions about timing or age-based gifts.
If there is no will, California’s intestate succession rules apply. California Probate Code § 6400 through 6414 sets the default shares for spouses, children, and other relatives.
Ask beneficiaries to sign receipts or releases when they receive their shares. Those documents become part of your final file and help close the loop.
Accounting and Reporting
Track every dollar that enters or leaves the estate account. Save invoices, statements, closing statements, and appraisals.
California probate often requires a formal accounting to the court and to beneficiaries. Clear records make this part far less stressful.
Table: Common Executor Tasks, Typical Timing, and Helpful Documents in California
| Task | Typical Timing | Helpful Documents |
| Collect Letters Testamentary | Right after probate is granted | Certified Letters, photo ID |
| Publish creditor notice | Within weeks of the appointment | Newspaper proof of publication |
| Open an estate bank account | Early in administration | EIN letter, Letters Testamentary |
| Obtain appraisals | Early to mid phase | Real property appraisal, valuables appraisal |
| Pay valid claims and expenses | After the claim period opens | Invoices, claim forms, checks |
| File tax returns | On return deadlines | 1040, 1041, 706 if needed, proof of filing |
| Distribute assets | After debts and taxes are handled | Receipts, releases, deeds, titles |
| Final accounting and discharge | End of administration | Accounting, petitions, and court orders |
Potential Challenges and Considerations
Not every estate is smooth. Disputes, unclear paperwork, or complex property can slow things down, which is why steady communication and good records help a lot.
If a bump appears, address it early and document your steps.
Will Contests
Someone with standing might challenge the will. These cases focus on whether the will is valid or reflects the decedent’s true intent.
- Lack of capacity at the time of signing
- Undue influence or pressure
- Fraud or improper execution
If a contest begins, pause distributions and follow court guidance. Keep neutral and stick to your fiduciary role.
Creditor Claims
You will accept or reject claims that arrive after notice. If you reject a claim, the creditor can seek a hearing to press the issue.
Respond on time and keep full documentation. Priority matters in California, so pay claims in the correct order.
Complex Assets
Business interests, multi-state real estate, or significant digital holdings can require extra steps. A buy-sell agreement or operating agreement might pave the path for a closely held company.
If the decedent owned property in another state, you might need ancillary probate in that state. Title companies often require it before recording a deed.
Beneficiary Disputes
Heated feelings can spill into the administration. Clear updates and identical information to all beneficiaries often lowers the temperature.
Stay impartial, follow the will and the law, and document every decision. If tension grows, mediation can save time and money compared to a court fight.
Closing the Estate
The finish line comes after assets are distributed, debts and taxes are paid, and your accounting is ready. This step turns months of files into a clean summary.
File the final accounting and a petition asking the court to approve your work and discharge you. Once granted, the discharge releases you from further liability for your service as executor.
Need Assistance with Probate? Contact Us
We support families in Redlands and across California with probate and estate administration from start to finish. Our team has helped more than a thousand local families protect inheritances and move estates forward with clarity.
If you want steady guidance on your duties or a review of next steps, call 909-328-7000 or reach us through our Contact Us page. We welcome your questions, and we work hard to achieve the best outcome for every client.
