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Ultimate Executor Checklist for Ontario 2025

Published January 15, 2025 • 12 min read

Being named as an executor (estate trustee) in Ontario is both an honor and a significant responsibility. This comprehensive checklist will guide you through every step of the estate administration process.

Phase 1: Immediate Tasks (First 30 Days)

Essential First Steps

  • Secure the deceased's property and valuables immediately

  • Locate and review the will and any codicils

  • Obtain multiple copies of the death certificate (10-15 copies)

  • Notify immediate family members and beneficiaries

  • Arrange funeral if not already done

Financial Institutions & Accounts

  • Contact all banks and credit unions to freeze accounts

  • Notify investment firms and brokerages

  • Cancel credit cards and recurring payments

  • Contact pension plan administrators

  • Notify life insurance companies

Phase 2: Legal & Administrative Setup (30-90 Days)

Probate Application (if required)

  • Determine if probate is required

  • Complete Application for Certificate of Appointment of Estate Trustee

  • Prepare detailed inventory of assets and debts

  • Calculate and pay estate administration tax

  • File application with Superior Court of Justice

Estate Bank Account

  • Open estate bank account in deceased's name

  • Transfer deceased's bank balances to estate account

  • Deposit any cheques made out to the deceased

Phase 3: Asset Management & Valuation

Property and Assets

  • Arrange professional appraisals for real estate

  • Get valuations for vehicles, jewelry, art, collectibles

  • Maintain property insurance and security

  • Continue mortgage payments if necessary

  • Manage investment portfolios prudently

Phase 4: Tax and Legal Obligations

Tax Returns and Filings

  • File deceased's final personal income tax return

  • Consider filing Rights or Things return if beneficial

  • File T3 trust returns for estate income

  • Apply for clearance certificates from CRA

  • Pay all outstanding taxes and penalties

Debts and Claims

  • Advertise for creditors in local newspaper

  • Review and validate all creditor claims

  • Pay valid debts from estate funds

  • Reject invalid or questionable claims

Phase 5: Final Distribution (6-18 Months)

Estate Accounting and Distribution

  • Prepare detailed estate accounting

  • Obtain beneficiary releases and approval

  • Distribute specific bequests and gifts

  • Sell assets if required for distribution

  • Make final distributions to residuary beneficiaries

  • Close estate bank accounts

Important Deadlines to Remember

Final Tax Return:

Due April 30th of year following death (or 6 months after death, whichever is later)

Rights or Things Return:

Due 1 year after death or 90 days after final return assessment

Estate T3 Returns:

Due 90 days after estate year-end

Feeling Overwhelmed by Your Executor Duties?

Being an executor is complex and can be overwhelming. We can connect you with our trusted network of experienced estate lawyers who can provide professional guidance to ensure you fulfill all your responsibilities properly and avoid personal liability.

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