Executor Document Gathering Checklist

Introduction: The First Weeks Are the Hardest

Losing a loved one is difficult enough-then the paperwork begins. If you've been named executor(also called a personal representative), you're responsible for collecting documents, securing assets, paying valid debts, and distributing what remains. It's a big job with deadlines and legal rules. At Cochran Gersh Law Office, we guide Louisville-area families through each step so nothing important is missed and the process stays calm and organized.

What Does "Executor Document Gathering" Mean?

Executor document gathering is the methodical collection of the records you'll need to open the estate, prove your authority, identify assets and debts, file taxes, and keep beneficiaries informed. Think of it as building a complete file: estate planning documents, financial statements, property records, insurance, tax returns, digital logins, and a contact list. Good organization at the start shortens probate, reduces stress, and helps you avoid costly missteps.

Why This Matters: Legal, Financial, and Family Reasons

• Legal compliance: Courts expect timely filings, notices to heirs/creditors, and accurate inventories. Missing documents can delay or jeopardize the case.
• Financial accuracy: Without full records, you can overpay debts, miss life insurance payouts, or fail to claim tax deductions.
• Family trust: Clear documentation and regular updates reduce conflict and build confidence in your leadership.
• Personal protection: Executors have fiduciary duties. Thorough records protect you from personal liability.

Step-by-Step: The Executor Document Gathering Checklist

1) Identity & Vital Records

• Certified death certificates(order 10-12 if there are multiple accounts/insurers).
• Government ID for the decedent (driver's license, passport).
• Social Security number and birth certificate (if available).
• Marriage certificate; divorce decrees; adoption records.
  Example: Insurers typically require an original death certificate; banks often accept scanned copies plus court papers once you're appointed.
  
  

2) Estate Planning Documents

• Last Will and Testament(original).
• Revocable Living Trust and any amendments.
• Powers of Attorney and Health Care Directives(for reference; they end at death but can clarify prior decisions).
• Funeral/burial instructions or prepaid contracts.
  Tip: Store originals flat, dry, and separate from everyday papers-courts prefer clean, unaltered originals.
  
  

3) Court & Appointment Papers (after filing)

• Letters of authority/appointment once the court names you executor.
• Case number, filing receipts, bond (if required).
  Why: You'll use these to open the estate bank account and speak to institutions.
  
  

4) Financial Accounts & Statements

• Bank, credit union, and brokerage statements (60-90 days prior and most recent).
• Retirement accounts: 401(k), 403(b), IRA, pension info.
• Beneficiary designations and payable-on-death (POD)/transfer-on-death (TOD) forms.
• Safe deposit box details and keys.
  Example: If a 401(k) has a named beneficiary, it usually bypasses probate-your job is to help coordinate, not pull it into the estate.
  
  

5) Insurance Policies

• Life insurance (individual and employer-provided).
• Annuities, long-term care policies, mortgage insurance.
  Checklist note: Find the policy numbers, company names, agents, and premium statements to file claims quickly.
  
  

6) Real Estate & Property Records

• Deeds, mortgage statements, property tax bills, HOA statements.
• Home insurance declarations and claims history.
• Appraisal or market analysis if a sale is likely.
  Louisville-specific tip: Note utilities and maintenance vendors near Hurstbourne Parkway, St. Matthews, or Prospect to protect the property (heat, lawn care, security).
  
  

7) Vehicles & Recreational Assets

• Titles and registrations for cars, boats, RVs.
• Loan payoff statements and insurance.
  Tip: Park insured vehicles safely; disable auto-pay if the account will close.
  
  

8) Business Interests & Professional Practices

• Operating agreements, buy-sell contracts, shareholder/partner lists.
• K-1s, recent financials, customer/vendor contracts, lease agreements.
• Professional licenses and malpractice/umbrella policies.
  Example: A buy-sell agreement may set price and timeline for the decedent's shares-critical for cash flow and valuation.
  
  

9) Income, Benefits & Government Notices

• Final paystub, W-2/1099s, Social Security, VA benefits, pension letters.
• Medicare/Medicaid, TRICARE, or other coverage cards.
• Unclaimed property checks (state database searches).
  Why: These verify last income, help file final tax returns, and catch benefits due.
  
  

10) Debts & Recurring Bills

• Credit cards, medical bills, personal loans, student loans.
• Utilities, internet/cable, phone, streaming, subscriptions.
  Action: Freeze or cancel services that aren't needed; forward important mail to a safe address.
  
  

11) Taxes

• Last three years of federal and state tax returns and supporting docs.
• Property tax records; personal property tax if applicable.
• Accountant/CPA contact information.
  Why: You'll file a final individual return and possibly a fiduciary return (Form 1041) if the estate earns income.
  
  

12) Digital Assets & Access

• Password manager master key (if used) or list of essential logins.
• Email, cloud storage, photo archives, domain names, websites.
• Cryptocurrency wallets and keys; marketplace accounts (eBay, Etsy).
  Practice point: Document steps you take-many platforms have a "deceased user" process.

13) Personal Property & Memorabilia

• Jewelry, art, collections, firearms (follow transfer laws), heirlooms.
• Any written memorandum of personal property referenced by the will.
  Tip: Photograph rooms before moving items; track who receives what to avoid conflict.
  
  

14) Contacts & Professional Team

• Attorney, CPA, financial advisor, insurance agent, realtor, property manager.
• Employer HR, union, or professional associations.
• Beneficiaries and key family members with preferred contact method.
  Why: A reliable call list saves hours and prevents missed deadlines.

Common Scenarios (With Lessons Learned)

Scenario 1: The Unfunded Trust
The decedent signed a trust but never retitled accounts. The bank refuses to speak to the trustee.
Lesson: You'll proceed through probate for those assets. Gather statements to build the inventory and consider later deeds/transfers to align with the trust's plan.

Scenario 2: Out-of-State Cabin
A Kentucky resident owns a Tennessee cabin in their name.
Lesson: Expect ancillary probate in the other state. Collect deeds, taxes, and insurance records early.

Scenario 3: Beneficiary Designation Conflicts
The will leaves an account to the estate, but the brokerage lists a niece as beneficiary.
Lesson: Beneficiary forms control. Get the latest forms to avoid chasing assets that never belonged to the estate.

Scenario 4: Digital Lockout
Two-factor authentication blocks account access.
Lesson: Work with the platform's deceased-user process; keep a log of each request and response for the court file.

Scenario 5: Timeshare or Club Memberships
Maintenance fees continue, heirs don't want the interest.
Lesson: Retrieve contracts and transfer/exit policies now-delays add cost.

Issues Executors Often Face

• Missing originals: The court may question copies; hunt for the original will/trust first.
• Commingled funds: Personal and estate funds must stay separate; open an estate account immediately after appointment.
• Unclear titles: Old deeds, joint ownership, or payable-on-death designations can cause confusion-verify before listing property.
• Family disagreements: Heirlooms and "who gets what" spark conflict; use photos, receipts, and written memoranda to calm tensions.
• Deadlines & notices: Creditor periods, tax dates, and court reporting sneak up quickly-calendar them on day one.
• Medicaid/benefit recovery: Government programs may assert claims; gather benefits correspondence to evaluate exposure.
• Scattered paperwork: Mail arrives at multiple addresses; set up forwarding to a single, secure location.

How Cochran Gersh Law Office Helps (And Why It Matters)

Practical Setup

• Intake meeting to triage the case.
• Court filings to obtain your authority quickly.
• A personalized document checklist and shared folder structure.
  
  

Financial & Property Guidance

• Inventory templates; expense logs; reimbursement forms.
• Realtor, appraiser, and title company coordination for Louisville/Oldham County properties.
• Beneficiary mapping for non-probate assets so efforts aren't duplicated.
  
  

Communication & Compliance

• Beneficiary update templates and timelines.
• Required court reports and closing documents.
• Coordination with your CPA for final returns and any trust/estate tax filings.
  
  

Why support is critical: Executors carry fiduciary risk. A missed form or premature payment can cost real money and time. Our local experience with Jefferson District Court, area banks, and title companies helps you move confidently and avoid preventable mistakes.

Turn Paperwork Into a Plan

If you've just been named executor-or expect to be soon-start strong. We'll help you gather the right documents, open the estate properly, and keep everything moving with clear communication.

Cochran Gersh Law Office serves families throughout Louisville, St. Matthews, Middletown, Jeffersontown, Prospect, Oldham County, and nearby Southern Indiana. Reach out today, and let's make a complicated process manageable.