To start, your executor will be looking for your will, formally known as a Last Will and Testament. They will also need information to help them identify and secure your assets, locate your beneficiaries, and confirm your final wishes. These details and resources include burial or cremation preferences, financial account details, insurance policies, key contacts, digital accounts, and real estate documents. Ideally, all of it organized in one place.
Most people have some of this information, but few have it organized where an executor can easily find it when needed. When the executor cannot locate what they need, estate administration slows down, costs go up, and the burden of finding those critical details or documents falls on the people you love most at the worst possible time.
This post is written from the perspective of the testator, the person responsible for putting their will in place and getting their affairs organized for those they leave behind. It is in the testator’s best interest, and in the interest of the estate, to make the executor’s role as clear and manageable as possible.
In the early stages, often within the first few days, the executor’s focus is on immediate priorities. These include locating the will and key documents, identifying funeral or burial wishes and helping ensure arrangements are made, securing the estate’s assets, identifying key people such as professional advisors and beneficiaries, contacting the appropriate service providers, and beginning the process of obtaining proof of death.
We all have projects around the house that we tend to put off. Whether it’s painting, outdoor maintenance, or cleaning the garage, these tasks carry different levels of responsibility and consequence if left unfinished.
One of the most important, however, is estate planning, gathering related paperwork, and bringing your financial information together so someone you trust can carry out your instructions. Unlike most household tasks, delaying this responsibility can have serious consequences for your loved ones if you do not complete it.
It is common to procrastinate when it comes to getting your affairs in order. There are many reasons why, but the most significant is often the most personal: coming to terms with the fact that we won’t live forever.
Many people believe that estate preparation is something only wealthy individuals need to worry about, and that without significant assets, there is nothing to organize. In reality, even estates that appear simple may still require a will and careful review to ensure everything is properly documented and legally effective.
At the same time, once people begin the process, it can feel overwhelming, with documents to gather, accounts to locate, and decisions to make, each one presenting its own challenge. The key is having a clear starting point and a structured approach.
Most people who haven’t prepared their estate information aren’t avoiding it out of indifference. They may be busy, uncomfortable with the subject, or simply assume there is more time.
The problem is that you don’t pay the price of that delay. It’s paid by the executor you named, and possibly the ones you love. They are already grieving, and without your advance preparation, they will suddenly be tasked with finding documents, tracking down accounts, and making decisions they were never meant to make alone.
The good news is that with a clear starting point and a structured approach, the process becomes far more manageable than it first appears. You also do not have to work through it alone; a lawyer can help guide you and ensure nothing important is overlooked.
Understanding why preparation matters is the first step. Knowing what preparation actually involves is the next. Before we move into each section of this post, here are some important facts worth knowing.
In this post, we take a closer look at what your executor will need, what preparing your estate actually involves, and what happens when that preparation is missing.
You may be just starting to think about getting your affairs in order or have been meaning to do so for years. Knowing what is at stake could make the difference between a straightforward process for your family and one that becomes painful, prolonged, and far more costly.
Each section outlines the practical realities of estate preparation from the perspective of the person preparing their estate, and the people who will depend on that work.
Let’s take a closer look at what your executor will need, and why the best time to prepare is before it becomes someone else’s problem. The next section looks at what your executor will actually be searching for and why having that information organized makes a practical difference.
Initially, your executor may be looking for a prepared package of information in a location you have agreed upon in advance. This section outlines the types of information your executor may need, while a more detailed and practical checklist is provided in Section 7.
That package should bring together the key information your executor will rely on as your circumstances change. You should keep it current and organize it so they can understand it quickly without having to interpret or reconstruct missing details.
You should keep your executor informed of any updates and let them know where you keep this information. It is also helpful to meet with them while you are able, so they know who to contact for assistance and have the names of your trusted professionals, such as your lawyer, accountant, and financial advisor.
It is also helpful to identify a trusted person, whether a family member, close friend, lawyer, or accountant, who can assist your executor in locating your estate information when the time comes. Knowing where you keep the critical information they will need, and who can help them find it, allows your executor to act quickly and with confidence.
When your executor begins administering your estate, their first task is not legal. It is practical. Before they can notify anyone, access any accounts, or begin the process of settling your estate, they need to find things. And in most cases, they are doing that search while they are grieving, under time pressure, and without a map.
The purpose of this post is to help you create that map while you are still able, and to make sure the people you trust know where to find it when the time comes.
The signed original is the foundation of everything that follows. Your executor needs to know where it is, who prepared it, and who the beneficiaries and alternate executors are. A copy is not sufficient for most legal purposes. The original must be located.
Bank accounts, investment accounts, TFSAs, RRSPs, RRIFs, credit cards, and other liabilities all need to be identified, accessed, and managed. Creditors must be paid before assets can be distributed. Accounts with named beneficiaries pass outside the estate, but your executor still needs to know they exist.
Life insurance proceeds are often the most immediate source of funds available to your family. If your executor cannot locate the policy or contact the provider, your family may face delays in receiving those proceeds at the worst possible time.
Your lawyer, accountant, financial advisor, and any pension administrators will need to be notified and consulted. Without a contact list, your executor may spend days tracking down people they should have contacted in the first hours.
Maintaining copies of title records for real estate will be important so that your Executors can take control of any real estate. Mortgage details, ownership percentages, and the location of keys and ownership documents should all be accessible.
As mentioned earlier, email, online banking, social media, cloud storage, and subscription services all require attention. Many platforms will not grant access without prior authorization, regardless of your executor’s legal standing. Without documented credentials and your stated wishes, such as account logins and passwords, some accounts may be permanently inaccessible.
One of the first things your executor and family may need to address is arranging the funeral, often within days and with limited time for reflection or discussion. If you do not document your preferences for burial or cremation, religious customs, and organ donation, those decisions fall to your family. They may have to make them at the worst possible time. Clear instructions can remove uncertainty, reduce stress, and help avoid disagreement at a time when emotions are already high.
In most cases, the information your executor will need is not unusual. Most people already have their accounts, documents, contacts, and instructions in some form. The issue is rarely that the information is missing. More often, no one hassimply organized it in a place where someone else can find it.
Understanding what your executor needs to find is only the starting point. The next section explains what it actually means to prepare your information, and how to organize it so your executor can use it.
Estate preparation means ensuring that the people responsible for your estate after you pass away have everything they need to do their job. That includes your legal documents, financial information, personal wishes, and contact details, organized, accessible, and kept current.
Most people have heard the phrase “getting your affairs in order.” Few have a clear picture of what it actually involves. It is not a single task. It is not something you do in an afternoon. And it does not apply only to people with significant wealth or complex estates.
The word “current” matters more than most people realize. A will prepared ten years ago may not reflect your life today. A beneficiary designation made when you opened an account may name someone who is no longer the right person. An insurance policy may have lapsed. A financial account may have moved to a different institution.
Preparing your estate is not a one-time event. You should revisit your estate information after every major life change. These changes may include a marriage, divorce, the birth of a child, the death of a named executor, or the purchase of a new property.
It also means having a conversation. The most organized package of documents in the world is only useful if your executor knows it exists, knows where to find it, and has enough context to act on it. That conversation, ideally held while you are well and able to answer questions, is one of the most practical things you can do for the people you love.
When that preparation is missing, the consequences can be significant. The next section looks at what can happen when your executor cannot find what they need.
When your executor cannot find what they need, the estate cannot move forward. Your executor must track down documents, locate accounts, and identify stakeholders and professionals. They must do this while the clock is running and the people doing that work are grieving.
This is not a worst-case scenario. It is the predictable result of a common problem. Most executors are not legal or financial professionals. They are spouses, adult children, or close friends you have trusted with an unfamiliar and time-sensitive responsibility, often under significant emotional strain.
When critical information is missing or disorganized, the consequences are practical, financial, and emotional. Delays in locating documents can stall the administration of the estate, missed payments may trigger penalties or interest, and uncertainty often leads to stress, confusion, or conflict among family members.
Every missing document, unknown account, or unlocated contact adds time to a process already measured in months. In Ontario, settling an estate already takes time, and missing or incomplete information can extend that process well beyond what most people expect, sometimes significantly.
The estate pays for the legal and administrative time spent locating accounts, tracking down contacts, and reconstructing financial records. That reduces what your beneficiaries ultimately receive. Delays and disorganization can also increase those costs over time.
When the process drags on and information is unclear, disagreements can surface among beneficiaries. Disputes over assets, decisions, and timelines are common complications executors face, and become far more likely when you leave the estate disorganized.
Some assets, accounts, and information may become permanently inaccessible if your executor overlooks them or cannot access them. Your executor may lose opportunities to carry out your financial or personal intentions when you do not clearly document them in advance.
An unprepared estate does not resolve its administrative burden automatically. Someone must manage it, often without clear direction, at a time when they are already under significant stress. When preparation is incomplete, your executor may have to rely on default processes, incomplete information, or assumptions. This can lead to delays, added complexity, and outcomes that may not fully reflect your intentions.
The good news is that none of these consequences are inevitable. They result from a gap in preparation that you can close before it becomes someone else’s problem.
The next section explains what to prepare, where to keep it, and why those decisions matter.
Getting started means identifying what your executor will need and gathering it in one organized place. Make sure the right people, including your executor and any trusted contacts, know where to find it. The sooner you begin, the less complicated it becomes.
Start with the essentials. In the early stages, your executor will need to locate your will, secure your assets, understand your funeral or burial preferences, and identify your beneficiaries. Beyond that, they will also rely on your insurance policies, financial account details, key contacts, real estate documents, digital account information, and your final wishes.
If you think it may be important to your executor, it belongs in what you prepare.
Powers of Attorney apply while you are living and cease upon death, but you should still keep them current. In many cases, the person you name as your power of attorney may also become your executor. For that reason, you should consider both roles together.
Choose one secure and accessible location, whether a physical file, a safety deposit box, or a secure digital format, and make sure your executor knows where it is. Having a package serves little purpose if your executor cannot find it when they need it. Keep in mind, if you intend on placing your documents in a safety deposit box at a bank, if your executor or trusted individual does not have access to that safety deposit box (i.e. they are not a joint holder of that safety deposit box, or they cannot locate the key or aren’t sure which branch the box is located at), that can create problems in terms of their ability to retrieve your documents.
Review your preparation regularly, especially if your circumstances change. Changes in your relationships, assets, or responsibilities, such as adding a new account, updating a beneficiary, or changing your professional advisors, are all reasons to revisit what you have documented. When you make updates, make sure your executor is aware of them.
Ideally, your executor should know your wishes before you are gone. Taking the time to speak with them while you are able to answer questions gives them clarity, direction, and confidence when it matters most.
When it comes to preparing your estate, most people know they should take action but struggle with where to begin and how to stay on track. A simple planning framework can help.
Business process experts originally developed PDCA as a four-step method for process improvement. It helps people plan more effectively, take action, review their progress, and adapt as circumstances change. We introduced PDCA in a previous guide, Avoiding Common Real Estate Mistakes: A Guide to the Pitfalls of Buying a Home, where we showed how structured planning reduces costly mistakes in real estate transactions. The same framework works just as well for estate preparation.
Identify what your executor will need and where the gaps are in your current organization. Consider who your executor is, whether your will is current, and whether your key documents are in one accessible place.
Gather the documents, organize the information, and make the necessary decisions so your executor can act with clarity and confidence. This is the stage where intention becomes action.
Review what you have prepared. Confirm it is current, complete, and that your executor knows where to find the information. Consider asking a trusted person to review it with you so you overlook nothing.
Update your preparation as your circumstances change and repeat the cycle. Changes in your accounts, relationships, or responsibilities are all reasons to revisit what you have put in place. Keeping your information current allows everything else to work when your executor needs it.
Probate is the legal process through which the court validates your will and grants your executor formal authority to administer your estate. In Ontario, a Certificate of Appointment of Estate Trustee confirms this authority. For a detailed explanation of what probate involves, when it applies, and what is required to navigate it, our A Hands-On Guide for the First (or Second) Time Executor explains the process in more detail.
Not every estate requires probate. Whether it applies depends on the nature and value of your assets, the requirements of financial institutions, and the overall circumstances involved. Assets with named beneficiaries, jointly held property, and certain registered accounts may pass outside the estate entirely and do not require probate to transfer.
Probate does require time. In Ontario, the process can take several months before the certificate is issued, and estate administration continues well beyond that. A well-organized estate, with a clear will and documented assets, can help reduce the complexity and duration of the process considerably.
The next section explains how a lawyer can help you through this process.
Meeting with a lawyer is a practical way to get started and apply the PDCA framework to your estate planning.
An estate lawyer can help you identify what needs to be documented and uncover gaps you may not have considered. They can also confirm that your legal documents are valid and current, and ensure the people you have named, including your executor, beneficiaries, and attorneys, have what they need to act on your behalf when the time comes.
Many people find that the challenge is not the paperwork itself but knowing how to begin. If that sounds familiar, speaking with an estate lawyer can be one of the most practical first steps you take.
An estate lawyer can confirm that your will is current, properly signed, and reflects your actual wishes. They can also identify gaps you may not have considered, including whether your named executor is still the right choice, your beneficiary designations are up to date across all accounts and policies, and your powers of attorney are in place for both property and personal care.
Beyond the legal documents, a lawyer can guide you through the information your executor will need and help you understand what is most important to organize and document. For many people, that conversation becomes the catalyst that turns a vague intention into a completed plan.
A lawyer can also help you understand whether your estate may require probate, what the process involves, and how your assets are held and titled can affect what your executor will need to do.
If you have been putting this off because it feels overwhelming, or because you are not sure what is required, that is precisely the right time to ask for help. The goal of that first conversation is not to commit to anything. It is simply to understand where you are and what the next steps look like for your specific situation.
Every estate is different, and all individuals needs vary depending on their circumstances and intention. The appropriate steps depend on your circumstances, assets, and family situation. Speaking with an estate lawyer can help ensure that the plan you put in place reflects your life as it is today.
With that guidance in mind, the next step is knowing where to begin. The next section outlines a practical starting point to help you move forward.
No matter where you are in the process, whether you are just starting or have been meaning to get organized for years, the most important step is to begin.
A structured approach, such as the PDCA framework, can help you move forward with clarity and stay on track as your circumstances change.
Start by making a list of what your executor would need to find if you passed away tomorrow. Think in terms of accounts, documents, contacts, and instructions, and where each of those items is located.
If any of that information is missing, disorganized, or unknown to the people who would need it, that is where you should start.
If you are unsure how to move forward, speaking with an estate lawyer can help clarify your situation and identify any gaps.
Every estate is different. The right steps depend on your circumstances, assets, and the people you have chosen to carry out your wishes. What matters most is that the people you love are not left searching for answers at the worst possible time.
Once you have a clear starting point, the next step is to begin organizing that information. The next section provides a practical checklist to help you move forward.
Use this checklist to identify the key information and documents your executor may need to locate, confirm, or manage.
As you work through these steps, questions may arise about specific situations or details. The next section addresses some of the most common questions.
An executor should be someone you trust completely, who is organized, reliable, and capable of handling financial and legal responsibilities under pressure.
They do not need to be a lawyer or financial professional but should be willing to ask for help when needed. It is also important to consider their proximity to manage practical tasks, their ability to remain impartial if family disagreements arise, and whether they are likely to outlive you.
Having a conversation before naming them in your will is equally important. Being named without warning can be overwhelming, and they may decline the role.
It is important that your executor knows where your preparation documents are kept and how to access them.
A trusted secondary person, whether a family member, close friend, lawyer, or accountant, should also know where they are kept in case the executor is unavailable or unreachable.
Copies of certain documents, such as your will, may also be held by your lawyer. The original signed will should be stored securely, as copies are not sufficient for most legal purposes in Ontario.
Estate preparation should be reviewed regularly, particularly when circumstances change. Changes in relationships, financial position, or responsibilities are all reasons to revisit what has been documented.
As a general practice, an annual review is a reasonable habit even when no major changes have occurred. Circumstances change gradually, and what was accurate two years ago may no longer reflect your life today.
If someone passes away without a valid will in Ontario, the estate is distributed according to the rules of intestacy under the Succession Law Reform Act. This means assets are divided according to a prescribed legal framework, typically among the closest relatives, regardless of personal wishes.
A spouse, children, and other family members may inherit in proportions set by law rather than by intention. No executor is named in advance, and one must be appointed by the court. The process can be significantly more complex, time-consuming, and costly than administering a properly prepared estate.
Some aspects of estate preparation, such as organizing financial information, documenting digital accounts, and setting out personal instructions, can be done independently. A will, however, must meet specific legal requirements to be valid in Ontario, including proper signing and witnessing. If it is improperly prepared or executed, it may be challenged or deemed invalid, which can create significant problems for an executor and beneficiaries.
Speaking with a lawyer helps ensure your documents meet legal requirements and that key details have not been overlooked.
Naming an alternate executor in your will is an important step. An alternate steps in if the primary executor is unable or unwilling to act. If no alternate is named and the executor predeceases you, the court may need to appoint someone to administer the estate, which can add time and complexity.
It is also worth reviewing this choice periodically, particularly after significant life changes, to confirm that the person named remains the right choice and is willing to take on the role.
If an executor cannot access your digital accounts, the outcome depends on the policies of each platform. In many cases, accounts may be locked, restricted, or eventually closed without access being granted.
This can result in the permanent loss of financial value, important records, or personal content, including emails, photos, and stored documents.
Maintaining a record of accounts, including a list of each account, the associated login name or email, and passwords, along with clear instructions stored securely, can help ensure these assets are managed effectively when the time comes.
You can name a person in your will to take responsibility for your pets and leave funds to support their care. Some people also establish a pet trust, which provides ongoing funding under specific conditions.
If no arrangements are made, the decision about what happens to your pets falls to your executor, who may have no guidance on your wishes.
Documenting your preferences and speaking with your lawyer about the available options is the most reliable way to ensure your pets are cared for.
While these answers address common concerns, additional information may be helpful depending on your situation. The next section provides further resources for guidance.
We’ve included a couple of our previous blog posts which may also be of interest to you.
A Hands-On Guide for the First (or Second) Time Executor
Navigating the Complexities of Estate Planning; Your Last Will and Testament and Powers of Attorney
For more information about Nichols Law and how our team may assist with your estate planning needs, please visit our website.
Sources and links are provided for source credit and attribution, and for additional information purposes only. Nichols Law is not affiliated, associated, authorized, endorsed by, or in any way officially connected with any of the sources or links provided.
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