What Documents Does an Executor Need — And Where Should You Keep Them?

Part of the Getting Your Affairs in Order series by Done Once Lab

Naming an executor is an act of trust. You're asking someone to handle the most important administrative task of your life — after your life.

What most people don't think through is what that person will actually need to do the job. Because an executor without the right documents is like a surgeon without instruments — the authority is there, but the tools aren't.

What an executor needs to get started

Before an executor can do much of anything official, they need to be formally appointed by the probate court. To do that, they need:

The original will. Not a copy — the original signed document. Courts generally require this to begin probate. If it can't be found, the process becomes significantly more complicated.

The death certificate. Multiple certified copies — typically 10 to 12. Banks, insurers, government agencies, and property registries all require originals. Running out means delays.

What an executor needs to actually do the job

Once appointed and armed with Letters Testamentary (the court document confirming their authority), the executor's practical work begins. Here's what they'll need:

Financial account information. Which banks, which accounts, what type. Without a clear list, the executor is left searching through old statements, emails, and paperwork — a process that adds weeks to an already lengthy timeline.

Investment and retirement account details. Provider names, account numbers, and beneficiary designations on file.

Life insurance policies. Provider, policy number, coverage amount, and named beneficiaries. Claims can only be filed if the policy is found.

Property documents. Deeds, mortgage details, vehicle titles. These need to be transferred or sold as part of settling the estate.

Tax information. Recent returns, the name of the accountant or preparer, any outstanding obligations.

Business interests. If the deceased had a business, the executor may need partnership agreements, shareholder documents, or buy-sell agreements.

Subscription and ongoing payment information. Services need to be cancelled and charges stopped. Without a list, things keep billing.

Contact list. Attorney, financial advisor, accountant, employer, insurance broker. The executor will need to reach all of these people.

Where to keep these documents

The most practical system combines two things:

Physical originals in a secure, known location. A home safe (known to the executor), an attorney's office, or a clearly labelled physical file. The will, in particular, should be somewhere the executor can access without a court order — which is why a safe deposit box is not ideal for an original will.

A clear map of what exists and where. This is where most systems fail. Documents can be stored perfectly and still be invisible if nobody knows they're there.

The Legacy Asset Locator is designed to be the map your executor holds alongside the documents themselves. It tells them what exists, where it's stored, and who to contact — so they can move quickly instead of searching in the dark.

Start your free Legacy Asset Locator at doneoncelab.com/legacy-asset-locator

Common questions

Does an executor need the original will or is a copy sufficient?

Probate courts generally require the original will to begin the process. A copy may be accepted in limited circumstances with a court order, but the process becomes significantly more complicated. Keep the original in a secure, accessible location — ideally with your attorney.

How many certified death certificates does an executor need?

More than most people expect. Start with 10 to 12. Each bank, insurer, government agency, and property registry will typically require their own certified original — not photocopies. It is much easier to order them in bulk at the beginning than to go back for more repeatedly.

What if the executor can't find important accounts?

This is one of the most common and time-consuming problems in estate administration. Without a clear record of what accounts exist, executors spend months tracking down institutions, requesting statements, and piecing together the picture. A Legacy Asset Locator is specifically designed to prevent this.

Can an executor use their own money to pay estate expenses?

Yes, and executors often do for small, immediate costs. They can typically seek reimbursement from the estate. However, major expenses should ideally be paid from estate funds once the executor has legal access to the accounts.

This article is part of the Getting Your Affairs in Order series from Done Once Lab. Educational in nature — not legal or financial advice.