Will & Estate Executor Responsibilities in QLD Checklist

If you’ve been appointed as an executor in Queensland, you’ll need to complete a series of tasks that follow both legal and practical requirements.

You’ll often see the terms executor of a will and executor of an estate used interchangeably.
 While they describe slightly different stages, they refer to the same legal role.

• The executor of a will is responsible for the initial steps after someone passes away — locating the will, arranging the funeral, securing assets, and preparing to apply for probate. (Steps 1-3) 
• Once probate is granted, the same person becomes the executor of the estate, giving them full legal authority to manage and distribute the assets according to the will. (Steps 4-8)

In Queensland, both roles are performed by the same individual.

The checklist below covers every duty an executor must complete, from the moment of passing to finalising the estate.

Stage 1: Immediate Actions After Death

Your first duty as executor is to protect and organise the estate.

At this stage, you’ll need to:

• Locate and confirm the original will is valid and up to date.
• Obtain the official death certificate, usually arranged through the funeral director.
• Confirm your appointment as executor by checking the will.
• Seek legal advice to ensure funds are available to pay for priority debts ie funeral or reimburse executor for funeral expenses paid
• Arrange the funeral according to the deceased’s wishes and the financial capacity of the estate.
• Secure property and assets, including locking homes, collecting valuables, and cancelling unnecessary services or subscriptions.
• Notify key parties, such as beneficiaries, banks, insurers, super funds, and government departments.
• Redirect mail and monitor correspondence to prevent missed bills or legal notices.
• Identify and cover immediate expenses such as funeral costs or mortgage payments.
• Notify the employer, share registries, or investment providers if applicable.

These first steps help safeguard the estate and prevent delays or potential loss.

Stage 2: Assessing the Estate

Once urgent matters have been addressed, the next step is understanding what the estate includes.

At this point, the executor should:

• Speak with their Solicitor so they can assists the executor with the legal process of administering the deceased person’s estate, which often involves applying for a Grant of Probate or Letters of Administration. 
•  Prepare a complete list of assets — property, vehicles, superannuation, bank accounts, shares, investments, personal items, and business interests.
• Identify and list outstanding debts or liabilities, including mortgages, credit cards, or unpaid taxes.
• Obtain professional valuations for significant assets if needed.
• Keep accurate, written records of all communications, valuations, and documents.

This information becomes essential when applying for probate and distributing the estate later on.

Stage 3: Applying for Probate

Probate is a formal approval from the Supreme Court of Queensland confirming the will is valid and final, and authorising you to manage the estate. 

Applying for probate can be complex and time-consuming, particularly if documents are incomplete or the estate is detailed. 

Arcuri Turnbull Law has been managing probate applications for over 40 years, helping executors navigate the process efficiently and correctly.

We’ll guide you through the requirements and manage each step of the application, including:

• Publish a notice of intention to apply for probate in the Queensland Law Reporter.
• Wait at least 14 days after publication before lodging your application.
• Prepare and lodge the required documents with the court, including:
  • Originating application.
  • Executor’s affidavit.
  • Affidavit of publication and service.
  • The original will and certified death certificate.
• Respond to any court requisitions or requests for clarification.
• Once approved, the Grant of Probate is issued by the Court — this gives you legal authority to deal with assets, debts, and institutions.
• Keep multiple certified copies of the grant, as you’ll need them for banks, insurers, and other organisations.

Probate generally takes around six to twelve weeks; however can take up to 2 years depending on the court’s processing times.

Stage 4: Collecting and Managing Estate Assets

After probate is granted, the executor can take control of the estate’s assets. Legal support can assist in the following;

• Closing or transferring bank accounts into a dedicated estate account.
• Collecting superannuation, life insurance, or other payouts.
• Claiming outstanding wages, refunds, or dividends.
• Managing, transferring, or selling property as instructed by the will.
• Engaging professionals such as valuers or real estate agents if needed.
• Keeping all estate funds separate from personal finances.
• Recording all income, expenses, and correspondence in detail.
• Communicating regularly with beneficiaries about progress.
• Paying ongoing costs such as rates, insurance, and maintenance until distribution.

Managing an estate comes with a lot of moving parts

Once assets are collected, the focus shifts to accuracy and coordination. Debts must be paid in the correct order, records need to be complete, and beneficiaries expect clear and timely updates. This is often where the process starts to feel more demanding.

Our team has been assisting Queensland executors with estate administration for over 40 years. We provide structured guidance and practical support to help ensure each step is handled correctly, efficiently, and in line with the will and Queensland law.

Working with us gives you:

• Clear direction at each stage, so you know what comes next
• A smoother process with less back and forth with banks and institutions
• Confidence that debts, tax matters, and distributions are managed properly
• Support with beneficiary communication to keep expectations clear

If you’d like guidance before moving to the next stage of estate administration, our wills and estates team is here to help.

Stage 5: Paying Debts and Liabilities

Before distributing any assets, the executor must ensure that all debts and taxes are settled.

This includes:

• Identifying and confirming all creditors.
• Advertising for unknown creditors (recommended for legal protection).
• Paying funeral costs, taxes, and all verified debts.
• Liaising with an accountant who finalises any outstanding tax obligations.
• Ensuring all payments are recorded accurately.
• Retaining documentation for every payment made on behalf of the estate.

Only once all liabilities are resolved can the executor move to distribution.

Stage 6: Distributing the Estate

The executor must distribute the estate according to the terms of the will. Legal support on the interpretation of the will and addressing disagreements reduces pressure and risk.

This process includes:

• Following the exact instructions outlined in the will.
• Transferring property titles and assets to beneficiaries.
• Preparing distribution statements showing how assets were divided.
• Obtaining signed receipts from each beneficiary.
• Addressing any disagreements or disputes promptly, with legal advice if needed.
• Keeping communication open and transparent with all parties.

Distributions can only occur after all debts and taxes have been cleared.

Stage 7: Finalising the Estate

Once all distributions are complete, the executor’s role is almost finished.

They must now:

• Prepare final estate accounts showing income, expenses, and distributions.
• Lodge any final tax documents or declarations.
• Provide a final report or summary to beneficiaries if required.
• Close the estate’s bank account once all transactions are finalised.
• Safely store all records and documents in case of future queries or audits.

By completing much of this work in advance, we help streamline the distribution process and reduce delays once the estate is ready to be finalised.

Stage 8: Special or Conditional Responsibilities

Depending on the estate, the executor may also need to:

• Manage ongoing trusts or financial arrangements created by the will.
• Handle funds or property on behalf of minors or vulnerable beneficiaries.
• Deal with overseas or interstate assets.
• Initiate or defend legal claims involving the estate.
• Engage professional advisors such as lawyers, accountants, or valuers for assistance.