Being asked to act as someone's executor is an honour, but it can also feel daunting. Many executors only discover what the role involves at the worst possible moment, while they are also grieving. Good executor preparation changes that. By sharing the right information now, you can give the person you've chosen a clear path to follow and spare them weeks of searching, phone calls and uncertainty.
This guide walks through practical, non-legal steps you can take to prepare your executor while you are well and able to talk things through.
Why executor preparation matters
An executor is the person named in a will to look after the estate after death. Broadly, that can mean locating the will, identifying assets and debts, working with a solicitor on any probate application, paying bills and taxes, and eventually distributing what is left to the beneficiaries. The exact steps depend on the estate and on the laws of the state or territory involved.
The legal side is usually guided by a solicitor. What slows executors down most, though, is rarely the law. It is not knowing what exists, or where. In our experience, an unprepared executor might spend weeks just working out which bank accounts were held, which super fund to call, or whether there is a life insurance policy at all.
Preparing your executor is a gift of time, clarity and calm. For a closer look at what the role involves, see executor responsibilities explained.
Step 1: Have the conversation
The first and most important step is simply to talk. Let your chosen executor know that you've named them, and give them the chance to say yes, ask questions or raise concerns. It is far better to discover now that someone feels unable to take on the role than to leave them in a difficult position later.
Some gentle points to cover:
- Why you chose them, and what you hope they will do
- Whether anyone else is named alongside them as a co-executor
- Who prepared your will and where the original is kept
- Any wishes you hold that matter deeply to you, such as caring for a pet or keeping a family item in the family
You don't need to share every detail of your will if you'd rather not. The aim is to make sure your executor isn't surprised, and knows where to begin.
Step 2: Tell them where everything is
The single most helpful thing you can give an executor is a clear map of your documents. This doesn't have to be elaborate. A list noting the location of each important item is often enough:
- Original will, and the solicitor or firm holding it
- Enduring Power of Attorney and, in South Australia, your Advance Care Directive
- Property titles, mortgage details and council rates notices
- Bank and investment account details
- Superannuation fund details and any binding death benefit nominations
- Life insurance and funeral policies
- Recent tax returns and your accountant's contact details
- Birth and marriage certificates, plus any divorce papers
Keep the list somewhere safe and tell your executor how to access it. Our article on documents to organise before a crisis goes through each of these in more depth.
Step 3: Build a simple financial inventory
An inventory is a list of what you own and what you owe. You don't need to record balances, which change constantly, but you should record enough for your executor to know each item exists and who to contact. For each entry, note the institution, the type of account or asset, how it is held (in your sole name or jointly) and a contact phone number.
How an asset is held can matter a great deal. Jointly held assets often pass straight to the surviving owner, while assets in your sole name may need to go through the estate. Superannuation and life insurance are often paid according to a nomination and may sit outside the estate altogether. Your solicitor can explain how this applies to you, but a clear inventory helps everyone see the full picture. Our probate preparation page explains how these details feed into whether a grant of probate may be needed.
Prefer to work through it at your own pace? The self-guided workbook includes a document locator, financial inventory and executor readiness and probate-preparation checklists. Download the Estate Readiness Workbook
Step 4: Don't forget your digital life
So much of modern life sits online, from banking and bills to photos and social media. Without guidance, an executor may struggle to know which accounts exist, let alone what you'd like done with them.
Consider making a list of your main digital accounts and noting your wishes for each: close it, memorialise it, download the photos first, or hand it to a family member. Many platforms have their own processes for deceased users, so it is worth noting which ones you use. Be careful about how you store passwords; a secure password manager, with instructions for access kept with your will, is often a safer approach than writing them on paper.
Step 5: Share your wider wishes
Executors often carry emotional responsibilities as well as practical ones. Families may look to them for guidance about funerals, personal belongings and how to honour the person who has died. Writing down your wishes, even informally, can ease that weight.
You might note your funeral or memorial preferences, any prepaid arrangements, people you'd like contacted, and the stories behind special items. If you haven't yet recorded your future health care wishes, that is worth doing too. Your executor's role begins after death, but the people you've chosen to make medical decisions for you may need guidance sooner. Our advance care planning page explains how that works.
Step 6: Review and update regularly
Life changes, and your executor information should change with it. A quick review once a year, or after any major event such as a marriage, separation, house sale, new grandchild or change of super fund, keeps things current. It is also a good moment to check that your executor is still willing and able to act.
If your circumstances have changed significantly, ask your solicitor whether your will needs updating. We can help you organise the information, but changes to legal documents should always be made with proper legal advice.
Where to from here
Executor preparation doesn't have to be overwhelming. A single conversation, a list of where things are kept and a basic financial inventory will already put your executor in a far stronger position than most.
If you'd like guidance, our Estate Readiness Consultation is a 90-minute session that covers decision-makers, document organisation and executor readiness, and includes a printable workbook and personal action plan. We are based in Adelaide, South Australia, and offer telehealth consultations nationally. You can read more on our executor preparation page or get in touch when you're ready. Care & Legacy Advisors are happy to go through the process alongside you.