Checklist for effective administration of the deceased estates in Queensland
Administering a deceased estate is a complex and often confronting task for an executor no matter the size of the estate. We have summarised the key steps that every executor of a will should be aware of, when fulfilling their duties under the will.
Step 1 - Secure the deceased’s property and key documents
Take immediate steps to safeguard assets (e.g., secure the home, vehicles, valuables, digital accounts) and prevent unauthorised dealings.
Locate and secure the original will, any codicils, and supporting documents (bank statements, shareholding records, superannuation papers, insurance policies, business records, rates notices, and identification documents).
Step 2 - Arrange the funeral and manage immediate expenses
Confirm funeral wishes of the deceased (if any) and arrange the funeral.
Keep invoices and receipts for funeral and related expenses; these are typically paid from the estate (subject to available funds), and you should maintain clear records of all payments.
Step 3 - Confirm your appointment and identify the proper estate “parties”
Read the will carefully to confirm you are appointed as executor, whether there are joint executors, and whether any substitute executors are named.
Identify beneficiaries, specific gifts, and any ongoing trusts created by the will.
If you do not wish to act, consider whether renunciation is available and appropriate (before taking steps that amount to “intermeddling”).
Step 4 - Notify key institutions and put dealings on hold
Notify banks, superannuation funds, insurers, aged care providers, utilities, landlords/tenants, and relevant government agencies that the person has died, and request account freezes where appropriate.
Redirect mail and establish an estate contact address.
If there is a business, act promptly to ensure continuity, access to accounts, and protection of trading assets (and obtain specialist advice if needed).
Step 5 - Obtain death certificates and assess whether probate is required
Order official death certificates (usually multiple certified copies) as they are commonly required to deal with assets.
Determine whether a grant of probate is required in Queensland by checking each asset-holder’s requirements (banks, share registries, land titles, etc.).
Step 6 - Identify estate assets and liabilities, establish an estate administration file
Prepare a comprehensive asset and liability schedule as at the date of death (real property, bank accounts, shares, vehicles, personal items, refunds, debts owed to the deceased, business interests, and digital assets).
Identify liabilities (credit cards, loans, tax liabilities, utility arrears, aged care fees, and any amounts owed to family or others).
Open an executor’s record-keeping system (estate ledger) and keep copies of all correspondence, invoices, valuations, and decision notes. Use an estate bank account where possible to keep estate money separate from personal funds.
Step 7 - Deal with superannuation, insurance, and other non-estate assets
Confirm what passes under the will versus what passes outside the estate (e.g., superannuation death benefits, jointly held assets, and some insurance proceeds).
Notify superannuation trustees and insurers, check for binding nominations and trustee discretion, and make required claims. Maintain clear separation in your records between “estate assets” and “non-estate” amounts paid directly to dependants/nominees.
Step 8 - Apply for the grant (if needed) and collect/transfer estate assets
If probate is required, prepare the application, supporting affidavits, and required notices, and then file and obtain the grant.
Once the grant is available (or if not required), call in and collect estate assets: close or transfer bank accounts, transmit or sell shares, transfer or sell vehicles, and attend to transmission of real property.
Step 9 - Manage estate liabilities and tax before distributing
Pay estate expenses and liabilities in the proper order, including funeral expenses, administration costs, secured debts, and unsecured debts.
Attend to tax compliance (final personal tax return for the deceased, and any estate/trust tax returns where required) and consider Queensland transfer duty implications before final distribution.
Step 10 - Distribute the estate and finalise administration
Before distributing, ensure you have identified all assets, paid (or adequately provided for) all liabilities, addressed any potential claims against the estate, and confirmed each beneficiary’s entitlement.
Prepare estate accounts showing receipts, payments, and proposed distributions; obtain beneficiary acknowledgements/releases where appropriate.
Make distributions strictly in accordance with Click Methe will (including any specific gifts and residue), arrange conveyancing/transfers, and retain records securely after completion.
Collett Law Group specialise in wills and estate planning. We can assist at any stage of the estate administration and ensure that you are fully informed and supported throughout the process. We can assist with probate and letters of administration applications, transmissions of property under the will and assets not forming part of the estate, as well as liaising with beneficiaries and third parties with respect to administration.
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