A companion guide for Canadian executors.
If you're reading this, you've likely been named an executor — a significant kind of trust, and one that often arrives at the worst possible time. This guide will keep for whenever you're ready to begin. There's no rush, and no expectation that you'll carry all of it at once.
No two estates are the same. What follows is the path most Canadian executors walk, in roughly the order things tend to happen. Your professional team — lawyer, accountant, financial advisor — will help you adapt it to your situation.
How this works
- Fill it in as you go. The tool is designed to be used over months or years, not completed in one sitting.
- Check items off as they're done, and add notes to any item — useful for tracking dates, names, or follow-up details.
- Every change saves automatically. Your Cherry Hill team has access to this record through the same link you're using — they can see what you see.
- Use Share read-only link to give a co-executor or family member a view-only copy so everyone can see where things stand.
- Use Blank PDF for a clean printable, or My Progress to print your current state with checks and notes.
- The phases are a guide, not a strict sequence. Some tasks overlap. Some won't apply. Your professional team will help you adapt it.
Understanding the executor role.
An executor (also called an estate trustee in Ontario or a liquidator in Quebec) is the person named in a will to manage and settle the deceased's estate. At a high level, the role involves:
- Managing and settling the estate
- Handling debts, distributing assets, and filing final taxes
- Coordinating funeral arrangements and managing assets in the meantime
- Applying for probate where required
In practice, a typical estate settlement involves up to 70 individual tasks spread across 12–18 months. That's not meant to scare you — it's meant to recalibrate expectations. You're not behind if it's taking time. It takes time.
Being named as an executor is a sign of deep trust. It's also a real job. You don't need to do it all at once, and you don't need to do it alone. Cherry Hill is here to help with the financial pieces, and this guide walks through the rest.
Before you say yes.
A few things worth knowing before you take on the role:
- You don't have to do it. Being named in the will doesn't obligate you. You can renounce the role — but you have to do it before you take any action on the estate.
- Think about conflicts. If you have your own claim against the estate (for example, under Family Law Act provisions), that may conflict with your duties as executor.
- Consider co-executors. If the will names you alongside someone else, can you actually work together on this?
- Understand the liability. Executors can be held personally responsible for losses caused by failing to carry out their duties properly.
- Consider executor insurance. Worth looking into before you begin.
If any of this is giving you pause, talk to the estate lawyer before you start. It's much harder to step back once you've taken action.
The estate you're settling.
The basics — who the estate belongs to, who you are in relation to them, and who else shares this responsibility.
Terminology varies by province. In Ontario, "estate trustee." In Quebec, "liquidator." The concept is the same.
If the will names more than one executor, they share the authority — and the workload. Add each co-executor below. Each one can be given read-only access via the Share button so everyone sees the same record.
If the will specifies how multiple executors make decisions together, note it here.
Your professional team.
The professionals you'll lean on through this. Cherry Hill is here to coordinate across the rest — lawyer, accountant, insurance. You don't have to quarterback every call yourself.
Your Cherry Hill team has access to this record through the same link you're using — they don't need you to forward anything. If you're unsure whether a decision needs a professional's input, start here. The team coordinates with the estate lawyer, accountant, and insurance advisor on your behalf.
You've completed 0 of 70 items.
Take your time. Check items as you go — your progress is saved automatically.
The first week or two.
The first week or two after someone dies is overwhelming. You don't need to be superhuman. Here are the things that actually need attention right away — everything else can wait.
Early administration.
The estate is now yours to administer. This phase is about gathering — information, documents, authority — and letting the right people know what's happened.
Managing the estate.
By now you're settling into the role. This phase is less urgent but more detailed — valuations, ongoing management, and the financial groundwork for everything that comes after.
Settling debts and taxes.
This is one of the most technical parts of the process, and it's where working with good professionals pays off. Your accountant and lawyer will carry most of this — your job is to stay organized and make sure nothing falls through the cracks.
Do not distribute the estate to beneficiaries until the Clearance Certificate is received. Executors can be held personally liable for unpaid taxes if they distribute early.
Distribution and closing.
The last phase — distributing what's left to the beneficiaries and formally closing the estate.
Communicating with beneficiaries.
Beneficiary communication is one of the most challenging parts of estate administration. Getting it right reduces conflict, protects you legally, and helps the family move forward. Getting it wrong can lead to disputes, mistrust, and even litigation.
What you're required to disclose
As executor, you have specific legal obligations to beneficiaries named in the will:
- Notify beneficiaries that they've been named in the will and of their general entitlement
- Provide a copy of the will (or the relevant provisions) to named beneficiaries once probate is granted
- Account for your administration if a beneficiary formally requests it — this means a detailed record of all estate assets, debts paid, income received, expenses incurred, and distributions made
- Disclose material information that affects a beneficiary's entitlement (e.g., if the estate may be insolvent, or if a claim has been made against it)
What you're not required to disclose
- The specific entitlements of other beneficiaries — each person is only entitled to know about their own share
- Your executor compensation (unless a formal accounting is requested or required by the court)
- The estate's full financial picture to every beneficiary — unless they request a formal passing of accounts
- Running updates on every decision — you owe periodic communication, not a play-by-play
- Reasons for the testator's decisions — it's not your job to explain or justify why the will says what it says
If a beneficiary requests a formal accounting, take it seriously and consult the estate lawyer. You may be compelled by the court to provide one.
Timeline: when can beneficiaries expect their inheritance?
This is the single most common source of conflict. Most beneficiaries expect their inheritance within weeks. The reality is very different:
| Estate type | Typical timeline | What drives the timeline |
|---|---|---|
| Simple estate | 6–12 months | Probate processing, creditor notice period, CRA clearance certificate |
| Moderate estate | 12–18 months | Multiple accounts, real estate sales, tax returns to file, professional coordination |
| Complex estate | 18 months – 3+ years | Business interests, cross-border assets, trust establishment, disputes or claims, multiple tax years |
The "Executor's Year" is a common guideline in Canadian estate law — executors are generally given one year from the date of death to administer a standard estate before beneficiaries can take legal action for delay. Plenty of estates legitimately take longer.
Communication best practices
- Set expectations early. Within the first 30 days, send a brief written note to all named beneficiaries confirming that you're acting as executor, that the administration has begun, and that it will take time. Give a general timeline range — not a specific date.
- Provide periodic updates. Every two or three months, send a short update on where things stand. You don't need to share financial details — just that things are moving forward, and what the next major milestone is (e.g., "probate has been granted" or "we're waiting for the CRA clearance certificate").
- Put everything in writing. Even when you communicate verbally, follow up with an email or letter confirming what was discussed. This protects you if disputes arise later.
- Be honest about delays. If the timeline extends beyond what you initially communicated, explain why. Silence breeds suspicion — a brief, honest update prevents most conflict.
- Don't make promises about amounts or timing. Until the estate is fully settled and clearance is received, the final distribution amounts may change. Avoid giving specific figures or dates until you're certain.
- Keep your own opinions out of it. Your role is to execute the will as written. If a beneficiary is unhappy with what the will says, that's not yours to resolve. Point them to their own lawyer if they want to challenge it.
Handling difficult situations.
A few of the hardest scenarios you're likely to face — and how to move through them.
| Situation | How to handle it |
|---|---|
| Unequal distributions | This is one of the harder conversations. The good news: you don't have to defend or explain the testator's reasoning — that's not your job. Your role is simply to confirm each beneficiary's entitlement as the will sets it out. If someone pushes back, direct them to the estate lawyer. |
| Beneficiary demanding early payment | This comes up often, and usually from a place of real need or anxiety. Be honest: distributions can't happen until debts are settled, taxes are filed, and the CRA clearance certificate is in hand. An interim distribution is sometimes possible — check with the estate lawyer. |
| Family conflict or disputes | Stay neutral. Give every beneficiary the same information. If things escalate, bring in the estate lawyer — and if disputes can't be resolved, a formal passing of accounts through the court is the right next step. You don't have to referee this alone. |
| Beneficiary requesting full estate details | Each beneficiary is entitled to information about their own share, not the whole picture. If someone wants a full accounting, they can request one formally. Before you share detailed financials, check in with the estate lawyer about what you're obligated to provide. |
| Beneficiary who can't be located | Make reasonable efforts to find them — last known address, family contacts, social media, public records. Document what you tried. Then talk to the estate lawyer about next steps; there are established options when someone genuinely can't be found. |
Your financial advisor can help you coordinate professional communication and make sure the financial pieces of the estate are conveyed clearly and accurately to the beneficiaries.
Tips for a smoother estate administration.
Communication is key
- Stay in regular touch with beneficiaries and family members
- Be transparent about the process and what to expect from the timeline
- Schedule regular updates to prevent speculation and suspicion
Work with professionals
- Don't hesitate to bring in lawyers, accountants, and financial advisors
- Consider using a trust company as an agent if the estate is complex
- Even when you hire professionals, you retain oversight and responsibility
Stay organized
- Keep detailed records of every transaction and communication
- Create a filing system for important documents
- Use the "Executor's Year" as a guideline — a standard estate is generally expected within about a year
Follow the will as written
- Your duty is to carry out the wishes as expressed in the will, not to change unpopular parts
- Get legal advice if provisions seem unclear or contradictory
Protect yourself
- Deal with debts and taxes before paying beneficiaries to avoid personal liability
- Always get a clearance certificate from CRA before final distribution
- Consider executor insurance to protect against potential claims
- Avoid making promises about timing or specific amounts
Look after yourself too
- This role is stressful and time-consuming — acknowledging that matters
- Take breaks when you need them, and pace yourself
- Don't hesitate to ask for help when things feel overwhelming
A final note.
You don't have to be perfect. You have to be consistent, careful, and honest. Keep records. Ask for help when you need it. Don't rush — shortcuts create liability.
And if this ever starts to feel like too much, talk to us. There are professional executor services — trust companies, law firms — that can take some or all of this off your plate while you keep oversight. Cherry Hill can help you figure out whether that makes sense for your situation.
Companion tools
If you need to track the estate's assets and liabilities as you discover them, the Estate Inventory Tracker sits alongside this checklist — ask your Cherry Hill team for the link.
If you also served as Attorney under Power of Attorney before the death, your POA Financial Management Record may have useful historical context for the financial decisions made during the deceased's lifetime.
Changes save automatically.
Every field you edit is saved to your Cherry Hill record within a second or two. Come back whenever you need to — this may be a companion for many months.