At-a-glance Timeline

Days 0–3: Secure the property, safeguard mail and valuables, notify insurer, stop automatic deliveries.

Week 1–2: Establish legal authority (probate/trust), gather documents, open estate bank account/EIN, stabilize finances and utilities.

Weeks 2–6: Decide on disposition strategy (sell, keep, rent); obtain valuations (CMA/appraisal; date‑of‑death value), plan clean‑out and repairs.

Month 2+: Execute plan (prep/list/sell or transfer), keep meticulous records for taxes and heirs.

1) Immediate actions (Day 0–3)

• Secure the property: Change/rekey locks; collect/spare keys, garage remotes, gate codes.

• Safety & liability: Verify smoke/CO detectors, shut off water at the main if vacant (or winterize), set HVAC to safe levels, address hazards.

• Insurance: Call insurer to notify of death and vacancy status; confirm coverage continues for vacant or estate‑owned property.

• Mail & deliveries: Place USPS mail hold/forward to the PR; stop meal kits, newspapers, subscriptions.

• Pets/vehicles: Arrange immediate care and secure titles/keys.

• Neighbors: Inform a trusted neighbor; provide PR contact.

2) Establish authority & assemble documents (Week 1–2)

• Legal authority:

• Probate: Obtain Letters Testamentary/Administration (or equivalent).

• Trust: Obtain Certification/Abstract of Trust and successor trustee acceptance.

• If small estate: Ask counsel about Small Estate Affidavit (where allowed).

• Certified death certificates: Order 8–12 copies (mortgage, title, insurer, banks often require originals).

• EIN & estate bank account: Apply for an Estate EIN (IRS Form SS‑4); open an estate checking account for all property‑related income/expenses.

• Gather property records:

• Deed / legal description / parcel number

• Mortgage/HELOC statements; reverse mortgage paperwork

• Property tax bills; exemption status

• Homeowner’s insurance declarations

• HOA/condo documents and contact; balance due, resale certificate requirements

• Title insurance policy (owner’s)

• Survey, permits, warranties; well/septic docs if applicable

• Past utility account numbers (for transfer or closure)

• Digital/home systems: Admin access to smart locks, thermostats, security cams, solar portals, etc.

3) Stabilize finances & utilities

• Open/maintain utilities (power, water, gas, internet) to protect the property; auto‑pay from the estate account.

• Insurance endorsement for estate/trust ownership and vacancy; increase coverage if valuables remain.

• Accounting: Log every expense/income; keep receipts and invoice copies for the court/CPA.

4) Valuation & tax planning

• Date‑of‑Death (DOD) value: Obtain a CMA (comparative market analysis) and/or appraisal effective on the date of death for potential step‑up in basis.

• Current market value: Separate from DOD, get today’s value to inform list/repair decisions.

• CPA consult: Review basis step‑up rules, capital gains on sale, property tax implications, depreciation recapture (if rental), and estate/inheritance tax thresholds.

5) Personal property & contents

• Will/trust directions: Follow any specific bequests first.

• Inventory & photos of contents; document high‑value items (art, jewelry, firearms) and obtain appraisals as needed.

• Distribution plan for heirs; use receipts/releases when items are taken.

• Disposal options: Estate sale, auction, donation, junk removal; schedule clean‑out dates.

• Records: Keep a list of items removed and by whom to avoid disputes.

6) Title, liens & encumbrances

• Preliminary title search (via title company/attorney) for liens, judgments, unpaid taxes, UCC filings.

• Mortgage/HELOC: Notify lender of the death; request payoff figures and process.

• Reverse mortgage: Notify servicer; confirm timelines to sell or satisfy (often 30–90 days to elect, 6+ months total with possible extensions).

• HOA/condo: Confirm monthly dues, special assessments, transfer fees, and required resale/estoppel documents.

7) Occupancy status

• Vacant: Increase inspections (weekly), consider alarm monitoring, install timers, maintain landscaping/snow.

• Tenant‑occupied: Collect lease, ledger, deposits; verify tenancy status; consult attorney on notice and sale timelines.

• Family occupant: Document any agreements about timelines, rent, and move‑out in writing.

8) Decide disposition strategy

• Sell (“as‑is” vs. improved): Compare net proceeds and timeline with/without repairs; factor holding costs and market conditions.

• Keep for an heir: Confirm financing, deed transfer pathway, and buy‑out of other heirs.

• Rent: Evaluate local rental rules, landlord licensing, and expected capex.

9) If selling — prep & disclosures

• Select listing agent experienced with estates/trusts.

• State disclosures: Confirm which seller disclosures apply/exemptions for estates; still disclose known material facts.

• Required docs: PR/trustee authority docs, death certificate, lien payoff, HOA resale packet, well/septic reports (if required), lead‑based paint (if pre‑1978), energy or sewer capacity forms where applicable.

• Repairs vs. credits: Prioritize safety, systems, roof, moisture; consider pre‑inspection.

• Market prep: Clean‑out, deep clean, yard, paint/touch‑ups, staging or virtual staging, professional photos/video/floor plan.

• Access plan: Broker lockbox + showing windows; maintain utilities on.

10) Listing to closing

• Pricing strategy: Based on CMA, as‑is condition, and buyer pool (retail vs. investor).

• Offer review: Confirm probate/trust signature blocks, authority to sell, and timelines; negotiate rent‑backs or early access carefully.

• Title & escrow: Provide all estate docs early; clear liens; order payoff/HOA statements.

• Buyer inspections & repairs: Track responses and credits in writing.

• Final utilities & insurance: Schedule turn‑off/transfer after possession; maintain coverage to recording.

11) Closing & after closing

• Settlement statement review; confirm payoffs and prorations are correct.

• Deposit proceeds to estate account; do not co‑mingle.

• Recordkeeping: Save deed, ALTA statement, 1099‑S, payoff letters, HOA transfer confirmations.