Difference between revisions of "Ten Steps to Being an Executor"

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{{DEMOWARNING}}
{{REVIEWEDPLS | reviewer = [[Stephen Hsia|Stephen Hsia]]|date= March 2019}}{{Being an Executor TOC}}  
{{Being an Executor TOC}}
When the person who makes a will dies, their '''executor''' carries out the instructions in the will. Learn the main steps involved.


There are ten steps the executor may take when the person dies. The order of the steps will depend on the situation.
== The executor's role, in a nutshell ==
[[File:Being an Executor - Contents4.jpg|thumb|275px|right| link=| <span style="font-size:50%;">Image via www.istockphoto.com</span>]]
When the will-maker dies, the executor’s responsibilities include:
* safeguarding the property left behind,
* paying for the funeral arrangements,
* locating the property, also known as '''assets''' of the estate,
* paying any '''debts''' and taxes, and 
* distributing what remains of the estate to the people named in the will (the '''beneficiaries''').


==1. Locate and read the Will.==
{{PLSTipsbox
| text = The executor is bound to act for the good of the estate, even though they may also be a beneficiary. The executor must put the interests of the estate before their own personal interests. As a '''trustee''', the executor is accountable to the beneficiaries. For example, as executor, you must keep records and give all beneficiaries a final statement of accounts.
}}


The Will may have instructions about the person’s wishes for organ donation, burial or cremation, and/or funeral or memorial service. When you agree to act as an executor, make sure you have an up-to-date copy of the Will. Keep it in a safe place where you can find it easily. Keep a written record of all your activity as executor. Keep all receipts and financial records of the estate.
== Step 1. Find the will ==


Many people keep the original Will in a safety deposit box. Try to find the keys and tell the manager of the financial institution that you are the executor and are looking for the original Will. If you can’t find the key, the box can be drilled open for a charge. Some people leave the Will with their lawyer or Notary Public.
The first step is to locate the will.  


You can also check with the Wills Registry at Vital Statistics. Vital Statistics can check to see if the Will was registered and where the original Will may be located. You must always check the Wills Registry when you are applying for probate. Vital Statistics will send you a formal reply that you need for probate.
The original will may be in the will-maker’s home, in a safety deposit box, or at the office of the lawyer or notary public who drafted the will.  


Division of Vital Statistics Victoria 1.250.952.2681 <br/>
If you need to look in a '''safety deposit box''' for the original will, make an appointment with the bank. You’ll need a key to the box, your own identification, and a copy of the death certificate. If you can’t find the key, the bank may permit the box to be drilled open for a charge.
Tel.: 604.660.2937 <br/>
Outside the Lower Mainland - 1.800.663.8328<br/>
www.vs.gov.bc.ca<br/>


If you can’t find the Will, you cannot proceed with probate. You must apply for a “grant of administration” to become the administrator
If the will is in the safety deposit box and names you as executor, the bank will let you take the will. With a bank representative, you must make a list of the contents of the box and leave the list in the box before you remove any contents. You’ll need a copy of this list if you probate the will.
rather than the executor. The procedures are similar to those for probate, and you can use a self-help manual.


==2. Arrange for burial or cremation.==
=== How to search the Wills Registry ===
If you still can’t find the will, you can do a [https://www2.gov.bc.ca/gov/content/life-events/death/wills-registry search of the Wills Registry] by submitting a completed application form and fee to the Vital Statistics Agency. If a lawyer isn’t assisting you, you’ll need to provide a copy of the death certificate. You’ll be provided with a '''certificate of wills search'''. You’ll need a copy of this certificate if the will needs to be probated. 


Legally, the executor is responsible for arranging burial or cremation. Often people leave instructions about what they want. If there is any question about what the person wanted, the executor has the legal authority to decide.
See the Vital Statistics Agency website for the
application form, the current fee, and instructions. Their contact information is
: Vital Statistics Agency
: Victoria: 1-250-952-2681
: Toll-free: 1-888-876-1633
: Web: [http://gov.bc.ca/vitalstatistics gov.bc.ca/vitalstatistics]


==3. Protect the assets.==
=== Getting a copy of the death certificate ===
Some outside parties may need you to produce a copy of the death certificate before they will deal with you. You can get a copy of the death certificate from the funeral services provider or order one from the Vital Statistics Agency. See the [https://www2.gov.bc.ca/gov/content/life-events/death/death-certificates Vital Statistics Agency website] for the application form, the current fee, and instructions. If you want to deal with more than one institution at a time, you can order more than one death certificate.


As the executor it is your responsibility to protect the assets. For example, you may want to make sure they are insured and safe. You may wish to place valuable papers, cash, or jewellery in a safety deposit box. You may need to change the locks on the person’s house. If the person owned a business, you will need to arrange for its ongoing and proper management.
=== After locating the will ===
Once the will is in your hands, you’ll need to confirm:
* If there are instructions about the will-maker’s wishes for organ donation, burial or cremation, and their funeral or memorial service.  
* Whether you need to probate the will. If so, you’ll need the '''original''' will.
* That the will you have is the most recent one. People can make multiple wills over their lifetime.  
* If you’re named as the executor.


==4. Obtain the death certificates.==
== Step 2. Confirm the validity of the will ==


The Division of Vital Statistics (see page 5 for contact information) handles this matter. They provide the forms you fill out and return. You may want to order more than one death certificate so you can deal with more than one institution at a time. There is a fee for each death certificate.
Once you’re confident you have the original and most recent version of the will, you’ll have to make sure it’s valid. A will might be invalid if:
* '''It was not properly signed or witnessed''': For example, a will must be signed at the end by the will-maker in front of two witnesses present at the same time.  
* '''The will-maker didn’t have the legal capacity to make a will''': To make a will in BC, a person must be age 16 or over and mentally capable of making a will.  
* '''The will-maker was under duress or subject to undue influence''': A will or a gift in a will may be invalid if the will-maker was dominated by or dependent upon another person who persuaded the will-maker to leave them something in the will.


==5. Probate the Will.==
{{PLSTipsbox
| text = If you have concerns about the validity of the will, or a reasonable belief that a newer will exists, it’s important to seek legal advice before taking any further steps with the estate. A court may be able to rectify — that is, correct or amend — certain flaws in a will.
}}


Probate is the procedure that confirms the Will can be acted on and that you have the authority to act as executor. If the person owned real estate, probate is required.
== Step 3. Protect the assets ==
As the executor, you’re holding assets for the beneficiaries. So it’s your responsibility to make sure the assets are safe and properly insured. For example:
* Search for cash, jewelry, securities, and other valuables. Arrange for their safekeeping.
* Lock up the deceased’s residence, if no one’s living in it. If it’s vacant and not being supervised, tell the police.
* Check on the insurance of the home and any vehicles. Check the insurance expiry dates. If the deceased lived alone, check the vacancy provisions to ensure that the coverage continues — most home insurance is cancelled automatically if the home is vacant for more than 30 days.
=== There are other things you should do right away ===
Other steps you should take to protect the assets include:
* Notify financial institutions where the deceased held accounts on their death.
* Cancel any credit cards.
* Cancel any subscriptions and redirect mail to a safe location.
* Apply for Canada Pension Plan death benefits.
* If the deceased owned a business, arrange for its ongoing management.
* If the will includes a '''trust''', take steps to ensure that the assets that form part of the trust are properly invested or kept in a safe place.


Check with any institutions that hold the person’s assets to find out what they require. Sometimes financial institutions will not release the person’s money without confirmation of probate. It depends on how confident staff are that you have authority to act. If they know you and your relationship to the deceased, they may be satisfied just to see the death certificate and the Will.
{{PLSTipsbox
| text = A '''trust''' is a part of the estate that is set aside in the will for a beneficiary, often a minor child, on certain terms. Many wills name the executor as the trustee as well. The trustee is responsible for:
* making sure that all of the trust assets are properly invested or kept in a safe place,
* filing annual trust tax returns, and  
* making payments to the beneficiary of the trust as instructed by the will.  
}}


==6. Get probate forms.==
== Step 4. Arrange the funeral ==
The executor is responsible for making funeral arrangements and paying the funeral expenses. There are many decisions you’ll need to make, usually in a very short time period. For example:
* Will the deceased be buried or cremated? 
* Where and when will the funeral or memorial be? 
* Will you publish an obituary and service announcement?


The Probate Registry does not provide forms but the forms are set out in the new Probate Rules. New rules take effect March 31st, 2014. Forms are available in the Self Counsel Press publications, Probate Guide for BC and Probate Forms. Check for these products at local public library, bookstore, legal stationery store, or contact Self Counsel Press at:
People often leave instructions about what they want, either in their will or a letter. Try to honour the will-maker’s wishes, when possible. And consult their relatives.  


1481 Charlotte Road, North Vancouver, V7J 1H1<br/>
=== You should follow what the will says ===
604.986.3366
Where the will sets out the will-maker’s wishes for burial or cremation, those wishes are binding on the executor, unless they’re unreasonable, impractical, or cause hardship.
If you’re not willing or able to give instructions on burial or cremation, the deceased’s spouse may. If there’s any question about what the will-maker wanted, the executor has the legal authority to decide.


You will need to sign some of the documents in front of a lawyer, notary Public, or “commissioner for taking affidavits.” All court registries have a “commissioner for taking affidavits.” Some community groups do as well. When you sign, it means you are swearing or affirming that the information you are providing in the document is true.
{{PLSTipsbox
| text = Take the invoices for the funeral to the bank where the deceased kept an account. If there’s enough money in the account, the bank will typically give you funds from that account to pay these expenses.  
}}


==7. Notify the beneficiaries.==
== Step 5. Communicate with the beneficiaries ==
Once the funeral is over, family members and beneficiaries are often anxious to know about what happens next and when they will receive their inheritance.


You must notify all the beneficiaries named in the Will and anyone else who may have a legal claim on the estate such as a common-law spouse, children, or a separated spouse. You don’t need to have a gathering to “read the Will,” like in the movies. However, you must send them a copy of the Will and a copy of your Notice of Intent to Apply for Probate.
Once you understand the terms of the will, it’s important to communicate with the beneficiaries. Although you’re not strictly required to hold a meeting with them, doing so allows you to:
* review the terms of the will and explain next steps,
* set expectations around timelines for administering the estate and distributing the assets,
* discuss your duties and liabilities as executor,
* request approval if you want to charge a fee,
* gather personal information from the beneficiaries (for example, their full name, address, and Social Insurance Number), and
* discuss how the personal assets (such as photo albums or household goods) will be divided.


==8. List the assets and liabilities.==
== Step 6. List the assets and liabilities ==
Making an inventory of the estate is one of your most significant tasks as executor. The inventory lists the estate assets and liabilities, valued '''as at the date of death'''.


The “Statement of Assets and Liabilities” is one of the forms you fill out for probate. It has four parts:
Assets you may need to find include:
* '''Bank accounts''': Contact the will-maker’s bank or credit union to get a picture of the account balances, outstanding loans, and investments held by the deceased when they died. You may want to pool all of the money into one account to make it easier to deal with.
* '''Life insurance''': Check if the deceased had any life insurance policies, including group insurance or other plans. If so, you’re responsible for making any life insurance claims.
* '''Wages and benefits''': Contact the will-maker’s employer. You’ll need to check if they still owe the deceased any income. Also, figure out if the spouse or family are entitled to any benefits arising out of the deceased’s employment.
* '''Government benefits''': Contact Canada Pension Plan and Old Age Security to cancel pension benefits. Determine whether the surviving spouse or children are eligible for survivor or continuing benefits. 
* '''Investments''': Locate all original investment certificates, stocks, or bonds, and obtain the market value as of the date of death.
* '''Real estate''': List all real estate that the will-maker owned alone or with others. List any mortgages. Have appraisals done, as of the date of death, on any properties that were not jointly owned.
* '''Personal possessions''': List any other assets, including cars, boats, household goods, jewelry, electronic equipment, collections such as coins or art, and other personal effects. Estimate values. Where you’re not sure, get an appraisal.


* a list of property (the person’s home);
Any letters you write to request this information will need to include proof of death and a copy of the will to prove your authority to act for the estate. If a third party refuses to give you information about estate assets, you might need to consult with a lawyer.
* a list of personal property that forms part of the estate (cash, jewelry, furniture, Canada Pension, and death benefits);
* a list of debts related to any specific property.


Parts one and two ask the value of the assets at death. You need to give the amount or, if the asset has no value, put nil or none. To determine the market value of the person’s home, refer to the Property Assessment Notice. For other assets you may need to contact an appraiser or dealer.
{{PLSTipsbox
| text = As executor, you’re responsible to account for the estate assets. Keep '''records and receipts''' of any estate expenses paid and income received. Keep copies of all letters and forms you send.
}}


Do not list assets that are owned in joint tenancy or that name a specific beneficiary, such as an RRSP. These do not form part of the estate.
== Step 7. If necessary, apply for probate ==
As the executor, you may need to apply to court to '''probate''' the will. Probate is a legal process that confirms that the will is legally valid and can be acted on. Not all wills need to be probated.  


If you cannot obtain information about all of the deceased’s assets you can still apply for a grant of probate or administration. The court registry will process your application and issue an “Authorization to obtain estate information”. This authorization can be taken to a financial institution and they will be obligated to provide you with the deceased’s financial information.
If everything’s in order, the court issues a '''grant of probate'''. This document allows other parties such as banks and the Land Title Office to be sure that you’re someone who’s authorized to deal with estate assets. See the section on “[[Probating the Will]].


If you are not sure you know about all the debts, you may wish to advertise to creditors who have claims against the estate. After March 31,2014 you only need to publish a notice in the BC Gazette.
=== Probate might not be required for small estates ===
If the estate involves less than $25,000, probate is not typically required. It’s up to the organizations who hold the deceased’s assets whether they’ll transfer them to you without probate. Contact them to find out what they require.  


:'''Remember:''' If there is nothing to list under one of the headings on the form, write nil or none. Blank spaces may suggest that information is missing. This is one of the main reasons forms are rejected.
=== Probate isn’t required for assets passing outside of the will ===
Probate is only required for '''estate''' assets. Not all things owned by the will-maker form part of the estate. Certain types of assets “pass outside the will.”  This means you can transfer these assets to someone without a grant of probate (though you’ll still need a copy of the death certificate).  


==9. Apply to probate the Will.==
Usually, '''property owned jointly''' by the will-maker and a joint owner automatically becomes the exclusive property of the joint owner. Common examples include a joint bank account or a house owned in '''joint tenancy'''. Joint tenancy is a way that property can be owned where each owner has the same interest in and an equal right to use the property — not to be confused with holding a property as tenants in common.


In most cases, you don’t actually go to court to get probate. You need to fill out specific forms. Then take them, along with the original Will and the reply from the Wills search, to the Probate Registry of any Supreme court of British Columbia.
Certain assets where the will-maker '''designated a beneficiary''' will also pass outside the will. The beneficiary is entitled to receive the proceeds when the owner dies. Examples include a life insurance policy or a retirement benefit plan where the will-maker named a beneficiary.
Many couples will hold all their assets through joint ownership or with beneficiary designations to avoid probate.


To contact the local Probate Registry of the Supreme court look in the blue pages of your telephone book under Province of British Columbia - Court Services.
=== If the will-maker owned land ===
If the will-maker owned land other than in joint tenancy, then probate is required. The Land Title Office will require you to provide a grant of probate to transfer the land. This is so even if the will-maker’s interest in land is less than the $25,000 threshold.


Or call Enquiry BC:<br/>
== Step 8. Deal with debts and taxes ==
Lower Mainland - 604.660.2421<br/>
Once you have the grant of probate (if probate is required) you’ll be able to transfer the estate assets into your name as executor. Once you have access to the deceased’s money, you can settle the deceased’s debts and any expenses that you incur in the course of administering the estate. These include:
Outside the Lower Mainland - 1.800.663.7867<br/>
* the funeral expenses,
* any lawyer or accountant fees,
* any amounts owing relating to their home, including utilities or strata fees,
* the probate fees,
* municipal and income taxes owing, and
* all other claims as of the date of death.  


You will need to pay a fee when you file the documents. At time of printing of this booklet the following fees applied:
You’ll need to do this before you distribute any assets.


* no fee for an estate where the gross value of the assets is less than $25,000.
{{PLSTipsbox
| text = If the estate doesn’t have enough money to pay its debts, it’s important to get advice from a lawyer as soon as possible. You don’t want to become '''personally liable''' for the debts.
}}


*$208, plus $6 for each thousand (or portion) over $25,000 to $50,000, and plus $14 for each thousand (or portion) over $50,000.
=== Protect yourself from liability ===
If you don’t pay the deceased’s debts, including any taxes owed, before you distribute the estate, you could be on the hook for the deceased’s debts.  


These fees are subject to change. Call any Probate Registry in BC to check. To find the nearest Probate Registry call the Supreme Court of BC Probate Registry at: <br/>
To find out who the deceased owed money to, look in the deceased’s records for evidence of mortgages, loans, and accounts with outstanding charges.  
1.800.663.7867 <br/>
or Vancouver Probate Registry at the Supreme Court of British Columbia at:<br/>
604.660.2876.


==10. Obtain probate.==
Depending on the circumstances, you may want to advertise for possible creditors. Advertising for creditors involves placing a notice in the ''BC Gazette'', a government publication. A creditor will have 30 days after publication of the notice to come forward with a claim against the estate. After 30 days, you may distribute the estate and you won’t be liable for any creditor claims that weren’t raised.


After the registry staff determine that your forms are in order and the fees are paid, you will get a “Grant of Probate.This is a legal document that allows you to deal with the estate. If your application is rejected, the staff will tell you the reason. You can correct the problem and reapply.
{{PLSTipsbox
| text = As executor, you must notify a surviving spouse that he or she may have a right to the spousal home. If you transfer the home without providing proper notice, you may be liable.
}}
 
=== Prepare and file income tax returns ===
As executor, you’re responsible for filing income tax returns for the deceased and possibly for the estate: 
* You must file a tax return for the deceased for the year of death. 
* If the deceased didn’t file a return for any year before the year of death and tax is payable, you’ll need to file a tax return for the person for those prior years as well.
* If the estate earns any income before distribution to the beneficiaries, you’ll need to file a tax return for the estate for each year after the date of death.
* If the will establishes a '''trust''', you must file a tax return for the trust.
 
If the deceased had assets or income in another country, you may need to file a foreign income tax return as well.
 
After the income tax is reported, assessed and paid, apply for a '''clearance certificate'''. For your own protection, you should have this certificate before you begin to distribute the estate. For more information, see the Canada Revenue Agency publication ''Preparing Returns for Deceased Persons'', available at [http://canada.ca/tax canada.ca/tax] or by calling 1-800-959-8281.
 
== Step 9. Account to the beneficiaries ==
Before you distribute the estate, you must give the beneficiaries an accounting of your administration of the estate and they must agree with it.
 
Prepare a final statement of assets, debts, income, expenses, and distribution for the beneficiaries to approve. If they refuse to approve it, you will need to have the accounts reviewed by the court so that your administration is approved. This process is called the “'''passing of accounts'''.”
 
In the accounting, set out any executor’s fee you’re charging and any expenses you’re claiming. If the beneficiaries don’t agree with your proposed fee, you’ll need to get your accounts reviewed by a registrar of the court, who will set the fee.
 
{{PLSTipsbox
| text = You should '''ask the beneficiaries to sign a release''' when they approve your statement of accounts. In the release, the beneficiary agrees, in consideration for receiving their gift from the estate, not to make any claims against you related to your work as executor.
}}
 
== Step 10. Distribute the estate ==
Once you ensure that all debts, expenses, and taxes have been paid, that all claims against the estate have been satisfied, and that your accounts have been approved by the beneficiaries or the court, you can distribute the remainder of the estate.
 
If probate is required, the law says that you can’t distribute the estate until 210 days after probate is granted and no claim is made against the estate. If every person who has a potential claim on the estate signs a form saying they won’t challenge the will, you can go ahead and distribute sooner. There are certain people who can’t provide consent to early distribution, such as a minor child.
 
=== The will can be challenged by the deceased’s spouse or children ===
In general, the will-maker is free to leave their estate to whomever they want. However, the law requires that the will-maker adequately provide for their spouse and children through the will. A spouse or child can apply to court for a share of the estate that is fair in the circumstances. 
 
A spouse includes a common-law spouse. This is a person the will-maker lived with in a marriage-like relationship for at least the two years prior to their death.
 
=== The process of distribution ===
Estate assets are transferred first to the executor, and then to the beneficiary. These steps are often done at the same time. The Land Title Office has the forms for transferring '''real estate'''. Autoplan handles transfers of '''motor vehicles'''.
 
First, distribute any '''specific gifts''' of money or property. Sometimes the will-maker attaches a separate list with the will that says who should receive particular items. That list may or may not be binding on the executor, depending on what the will says and the form of the separate list.
 
If any cash and belongings remain after you distribute the specific gifts, divide what remains — known as the '''residue''' — as the will says. For example, the will may say to distribute the residue equally amongst the will-maker’s children. If the will doesn’t have a residue clause, you must distribute the residue as if there was no will. This is called “intestacy.” If this situation occurs, it’s best to seek legal advice.
 
=== A witness may be able to receive a gift ===
Check if anyone receiving a gift under the will is a witness. They ''may'' be able to inherit under a will. The witness has to apply to court and show that the will-maker intended to make the gift ''even though'' the beneficiary was a witness. If the court isn’t satisfied, the gift to the witness is void. Either way, the remainder of the will won’t be affected.


{{REVIEWED | reviewer = [[People's Law School]], 2014}}


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Latest revision as of 22:56, 21 March 2019

This information applies to British Columbia, Canada. Last reviewed for legal accuracy by Stephen Hsia in March 2019.

When the person who makes a will dies, their executor carries out the instructions in the will. Learn the main steps involved.

The executor's role, in a nutshell

Image via www.istockphoto.com

When the will-maker dies, the executor’s responsibilities include:

  • safeguarding the property left behind,
  • paying for the funeral arrangements,
  • locating the property, also known as assets of the estate,
  • paying any debts and taxes, and
  • distributing what remains of the estate to the people named in the will (the beneficiaries).

Step 1. Find the will

The first step is to locate the will.

The original will may be in the will-maker’s home, in a safety deposit box, or at the office of the lawyer or notary public who drafted the will.

If you need to look in a safety deposit box for the original will, make an appointment with the bank. You’ll need a key to the box, your own identification, and a copy of the death certificate. If you can’t find the key, the bank may permit the box to be drilled open for a charge.

If the will is in the safety deposit box and names you as executor, the bank will let you take the will. With a bank representative, you must make a list of the contents of the box and leave the list in the box before you remove any contents. You’ll need a copy of this list if you probate the will.

How to search the Wills Registry

If you still can’t find the will, you can do a search of the Wills Registry by submitting a completed application form and fee to the Vital Statistics Agency. If a lawyer isn’t assisting you, you’ll need to provide a copy of the death certificate. You’ll be provided with a certificate of wills search. You’ll need a copy of this certificate if the will needs to be probated.

See the Vital Statistics Agency website for the application form, the current fee, and instructions. Their contact information is:

Vital Statistics Agency
Victoria: 1-250-952-2681
Toll-free: 1-888-876-1633
Web: gov.bc.ca/vitalstatistics

Getting a copy of the death certificate

Some outside parties may need you to produce a copy of the death certificate before they will deal with you. You can get a copy of the death certificate from the funeral services provider or order one from the Vital Statistics Agency. See the Vital Statistics Agency website for the application form, the current fee, and instructions. If you want to deal with more than one institution at a time, you can order more than one death certificate.

After locating the will

Once the will is in your hands, you’ll need to confirm:

  • If there are instructions about the will-maker’s wishes for organ donation, burial or cremation, and their funeral or memorial service.
  • Whether you need to probate the will. If so, you’ll need the original will.
  • That the will you have is the most recent one. People can make multiple wills over their lifetime.
  • If you’re named as the executor.

Step 2. Confirm the validity of the will

Once you’re confident you have the original and most recent version of the will, you’ll have to make sure it’s valid. A will might be invalid if:

  • It was not properly signed or witnessed: For example, a will must be signed at the end by the will-maker in front of two witnesses present at the same time.
  • The will-maker didn’t have the legal capacity to make a will: To make a will in BC, a person must be age 16 or over and mentally capable of making a will.
  • The will-maker was under duress or subject to undue influence: A will or a gift in a will may be invalid if the will-maker was dominated by or dependent upon another person who persuaded the will-maker to leave them something in the will.

Step 3. Protect the assets

As the executor, you’re holding assets for the beneficiaries. So it’s your responsibility to make sure the assets are safe and properly insured. For example:

  • Search for cash, jewelry, securities, and other valuables. Arrange for their safekeeping.
  • Lock up the deceased’s residence, if no one’s living in it. If it’s vacant and not being supervised, tell the police.
  • Check on the insurance of the home and any vehicles. Check the insurance expiry dates. If the deceased lived alone, check the vacancy provisions to ensure that the coverage continues — most home insurance is cancelled automatically if the home is vacant for more than 30 days.

There are other things you should do right away

Other steps you should take to protect the assets include:

  • Notify financial institutions where the deceased held accounts on their death.
  • Cancel any credit cards.
  • Cancel any subscriptions and redirect mail to a safe location.
  • Apply for Canada Pension Plan death benefits.
  • If the deceased owned a business, arrange for its ongoing management.
  • If the will includes a trust, take steps to ensure that the assets that form part of the trust are properly invested or kept in a safe place.

Step 4. Arrange the funeral

The executor is responsible for making funeral arrangements and paying the funeral expenses. There are many decisions you’ll need to make, usually in a very short time period. For example:

  • Will the deceased be buried or cremated?
  • Where and when will the funeral or memorial be?
  • Will you publish an obituary and service announcement?

People often leave instructions about what they want, either in their will or a letter. Try to honour the will-maker’s wishes, when possible. And consult their relatives.

You should follow what the will says

Where the will sets out the will-maker’s wishes for burial or cremation, those wishes are binding on the executor, unless they’re unreasonable, impractical, or cause hardship. If you’re not willing or able to give instructions on burial or cremation, the deceased’s spouse may. If there’s any question about what the will-maker wanted, the executor has the legal authority to decide.

Step 5. Communicate with the beneficiaries

Once the funeral is over, family members and beneficiaries are often anxious to know about what happens next and when they will receive their inheritance.

Once you understand the terms of the will, it’s important to communicate with the beneficiaries. Although you’re not strictly required to hold a meeting with them, doing so allows you to:

  • review the terms of the will and explain next steps,
  • set expectations around timelines for administering the estate and distributing the assets,
  • discuss your duties and liabilities as executor,
  • request approval if you want to charge a fee,
  • gather personal information from the beneficiaries (for example, their full name, address, and Social Insurance Number), and
  • discuss how the personal assets (such as photo albums or household goods) will be divided.

Step 6. List the assets and liabilities

Making an inventory of the estate is one of your most significant tasks as executor. The inventory lists the estate assets and liabilities, valued as at the date of death.

Assets you may need to find include:

  • Bank accounts: Contact the will-maker’s bank or credit union to get a picture of the account balances, outstanding loans, and investments held by the deceased when they died. You may want to pool all of the money into one account to make it easier to deal with.
  • Life insurance: Check if the deceased had any life insurance policies, including group insurance or other plans. If so, you’re responsible for making any life insurance claims.
  • Wages and benefits: Contact the will-maker’s employer. You’ll need to check if they still owe the deceased any income. Also, figure out if the spouse or family are entitled to any benefits arising out of the deceased’s employment.
  • Government benefits: Contact Canada Pension Plan and Old Age Security to cancel pension benefits. Determine whether the surviving spouse or children are eligible for survivor or continuing benefits.
  • Investments: Locate all original investment certificates, stocks, or bonds, and obtain the market value as of the date of death.
  • Real estate: List all real estate that the will-maker owned alone or with others. List any mortgages. Have appraisals done, as of the date of death, on any properties that were not jointly owned.
  • Personal possessions: List any other assets, including cars, boats, household goods, jewelry, electronic equipment, collections such as coins or art, and other personal effects. Estimate values. Where you’re not sure, get an appraisal.

Any letters you write to request this information will need to include proof of death and a copy of the will to prove your authority to act for the estate. If a third party refuses to give you information about estate assets, you might need to consult with a lawyer.

Step 7. If necessary, apply for probate

As the executor, you may need to apply to court to probate the will. Probate is a legal process that confirms that the will is legally valid and can be acted on. Not all wills need to be probated.

If everything’s in order, the court issues a grant of probate. This document allows other parties such as banks and the Land Title Office to be sure that you’re someone who’s authorized to deal with estate assets. See the section on “Probating the Will.”

Probate might not be required for small estates

If the estate involves less than $25,000, probate is not typically required. It’s up to the organizations who hold the deceased’s assets whether they’ll transfer them to you without probate. Contact them to find out what they require.

Probate isn’t required for assets passing outside of the will

Probate is only required for estate assets. Not all things owned by the will-maker form part of the estate. Certain types of assets “pass outside the will.” This means you can transfer these assets to someone without a grant of probate (though you’ll still need a copy of the death certificate).

Usually, property owned jointly by the will-maker and a joint owner automatically becomes the exclusive property of the joint owner. Common examples include a joint bank account or a house owned in joint tenancy. Joint tenancy is a way that property can be owned where each owner has the same interest in and an equal right to use the property — not to be confused with holding a property as tenants in common.

Certain assets where the will-maker designated a beneficiary will also pass outside the will. The beneficiary is entitled to receive the proceeds when the owner dies. Examples include a life insurance policy or a retirement benefit plan where the will-maker named a beneficiary. Many couples will hold all their assets through joint ownership or with beneficiary designations to avoid probate.

If the will-maker owned land

If the will-maker owned land other than in joint tenancy, then probate is required. The Land Title Office will require you to provide a grant of probate to transfer the land. This is so even if the will-maker’s interest in land is less than the $25,000 threshold.

Step 8. Deal with debts and taxes

Once you have the grant of probate (if probate is required) you’ll be able to transfer the estate assets into your name as executor. Once you have access to the deceased’s money, you can settle the deceased’s debts and any expenses that you incur in the course of administering the estate. These include:

  • the funeral expenses,
  • any lawyer or accountant fees,
  • any amounts owing relating to their home, including utilities or strata fees,
  • the probate fees,
  • municipal and income taxes owing, and
  • all other claims as of the date of death.

You’ll need to do this before you distribute any assets.

Protect yourself from liability

If you don’t pay the deceased’s debts, including any taxes owed, before you distribute the estate, you could be on the hook for the deceased’s debts.

To find out who the deceased owed money to, look in the deceased’s records for evidence of mortgages, loans, and accounts with outstanding charges.

Depending on the circumstances, you may want to advertise for possible creditors. Advertising for creditors involves placing a notice in the BC Gazette, a government publication. A creditor will have 30 days after publication of the notice to come forward with a claim against the estate. After 30 days, you may distribute the estate and you won’t be liable for any creditor claims that weren’t raised.

Prepare and file income tax returns

As executor, you’re responsible for filing income tax returns for the deceased and possibly for the estate:

  • You must file a tax return for the deceased for the year of death.
  • If the deceased didn’t file a return for any year before the year of death and tax is payable, you’ll need to file a tax return for the person for those prior years as well.
  • If the estate earns any income before distribution to the beneficiaries, you’ll need to file a tax return for the estate for each year after the date of death.
  • If the will establishes a trust, you must file a tax return for the trust.

If the deceased had assets or income in another country, you may need to file a foreign income tax return as well.

After the income tax is reported, assessed and paid, apply for a clearance certificate. For your own protection, you should have this certificate before you begin to distribute the estate. For more information, see the Canada Revenue Agency publication Preparing Returns for Deceased Persons, available at canada.ca/tax or by calling 1-800-959-8281.

Step 9. Account to the beneficiaries

Before you distribute the estate, you must give the beneficiaries an accounting of your administration of the estate and they must agree with it.

Prepare a final statement of assets, debts, income, expenses, and distribution for the beneficiaries to approve. If they refuse to approve it, you will need to have the accounts reviewed by the court so that your administration is approved. This process is called the “passing of accounts.”

In the accounting, set out any executor’s fee you’re charging and any expenses you’re claiming. If the beneficiaries don’t agree with your proposed fee, you’ll need to get your accounts reviewed by a registrar of the court, who will set the fee.

Step 10. Distribute the estate

Once you ensure that all debts, expenses, and taxes have been paid, that all claims against the estate have been satisfied, and that your accounts have been approved by the beneficiaries or the court, you can distribute the remainder of the estate.

If probate is required, the law says that you can’t distribute the estate until 210 days after probate is granted and no claim is made against the estate. If every person who has a potential claim on the estate signs a form saying they won’t challenge the will, you can go ahead and distribute sooner. There are certain people who can’t provide consent to early distribution, such as a minor child.

The will can be challenged by the deceased’s spouse or children

In general, the will-maker is free to leave their estate to whomever they want. However, the law requires that the will-maker adequately provide for their spouse and children through the will. A spouse or child can apply to court for a share of the estate that is fair in the circumstances.

A spouse includes a common-law spouse. This is a person the will-maker lived with in a marriage-like relationship for at least the two years prior to their death.

The process of distribution

Estate assets are transferred first to the executor, and then to the beneficiary. These steps are often done at the same time. The Land Title Office has the forms for transferring real estate. Autoplan handles transfers of motor vehicles.

First, distribute any specific gifts of money or property. Sometimes the will-maker attaches a separate list with the will that says who should receive particular items. That list may or may not be binding on the executor, depending on what the will says and the form of the separate list.

If any cash and belongings remain after you distribute the specific gifts, divide what remains — known as the residue — as the will says. For example, the will may say to distribute the residue equally amongst the will-maker’s children. If the will doesn’t have a residue clause, you must distribute the residue as if there was no will. This is called “intestacy.” If this situation occurs, it’s best to seek legal advice.

A witness may be able to receive a gift

Check if anyone receiving a gift under the will is a witness. They may be able to inherit under a will. The witness has to apply to court and show that the will-maker intended to make the gift even though the beneficiary was a witness. If the court isn’t satisfied, the gift to the witness is void. Either way, the remainder of the will won’t be affected.



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