First Steps After Death

The hours and days following a death are often overwhelming, especially when you’re grieving while also being asked to take charge. As executor, you don’t need to do everything immediately. But a few things can’t wait.

This chapter covers the urgent priorities and provides a checklist to keep you organized during a difficult time.

Your First 24 to 48 Hours as Executor

You don’t need to do everything at once, but a few things can’t wait. Here’s what to focus on first.

Immediate priorities (Day 1):

☐ Confirm you are the executor. Locate the will or contact the lawyer who prepared it. Until you confirm your appointment, you have limited legal authority.

☐ Check for prearranged funeral plans. The deceased may have prepaid arrangements or left written instructions. Ask family members and check personal files before making decisions.

☐ Secure the home and valuables. If the deceased lived alone, lock the residence, collect spare keys, and move obvious valuables (cash, jewelry, important documents) to a safe location.

☐ Ensure dependents and pets are cared for. Arrange immediate support for anyone, or any animal, that relied on the deceased.

☐ Notify immediate family. Coordinate with close relatives before information spreads through other channels.

Within the first few days:

☐ Arrange the funeral or memorial. Work with a funeral home; they will guide you through death registration and obtaining death certificates.

☐ Order multiple death certificates. Request at least 5 to 10 certified copies. Banks, insurers, government agencies, and the probate court will each require one.

☐ Start a record-keeping system. Open a dedicated file or binder. From Day 1, document every action, expense, and conversation. You will need this later.

☐ Begin a preliminary asset inventory. You don’t need values yet, just a list of what exists and where it’s located.

What can wait:

Several tasks can safely wait. The probate application typically takes weeks, not days. Detailed asset valuations and formal appraisals, contacting most financial institutions beyond the primary bank, tax filings, and distribution to beneficiaries all come later in the process. Trying to do everything at once in the first few days is not necessary and can lead to mistakes. Focus on the immediate priorities first.

The goal for Day 1 is not to solve everything. It’s to protect the estate and support the family while you get your bearings.

Confirm the Death and Obtain Death Certificates

Before you can take any formal action, ensure that a physician, coroner, or other authorized professional has officially pronounced the death. You will need official proof of death for virtually every estate-related task.

Death certificates: How many and what kind?

Recommendation: Obtain at least 5 to 10 notarized copies of the provincial death certificate. If the estate is complex (multiple financial institutions, real estate in more than one province, insurance claims), obtain more. Running out mid-process causes delays.

The funeral home will typically handle death registration and can order original provincial death certificates on your behalf. Ask about this when making arrangements.

Notify Close Family and Friends

One of the first responsibilities after a death is notifying those who need to know. While immediate family often handles this, you may be asked to assist or coordinate.

Where to find contacts:

To find contact information for those who need to be notified, check the deceased’s address book (paper or digital), cell phone contacts, email address book, social media connections, and holiday card lists. You do not need to personally contact everyone. News will spread through family and social networks. Focus on ensuring that those closest to the deceased hear directly rather than through secondhand channels.

Employer notification: If the deceased was employed, notify their employer promptly. This allows the employer to process final pay, benefits, and group insurance, and avoids confusion for colleagues.

Obituaries: A published obituary, whether in a newspaper or online, can honour the deceased and inform a wider community. If you publish one:

• Respect the family’s wishes about content and tone

• Avoid details that enable identity theft: don’t include the deceased’s full date of birth, home address (especially if now vacant), or mother’s maiden name

Secure Property and Protect Estate Assets

One of your most important early duties is to secure the deceased’s property. This prevents theft, damage, and misuse, and preserves value for beneficiaries.

If the deceased lived alone:

☐ Lock the residence immediately. Check all doors and windows.

☐ Collect spare keys from family, neighbours, caregivers, and cleaning services.

☐ Consider changing locks if many people had access.

☐ Remove high-value items (cash, jewelry, important documents) to a secure location such as a safety deposit box.

☐ Remove perishable food to avoid spoilage and pests.

☐ Arrange immediate care for any pets (see box below).

Property management basics:

Think of yourself as a temporary property manager. Your job is to maintain the property and prevent loss until it can be properly dealt with.

Insurance: Act quickly.

☐ Homeowner’s insurance: Notify the insurer immediately. Many policies have vacancy clauses that limit or void coverage if the home is unoccupied beyond a certain period (often 30 to 60 days). Ask about a vacancy endorsement or rider.

☐ Auto insurance: Notify the insurer of the owner’s death. Keep coverage active on estate vehicles. Do not allow anyone to drive the vehicles unless necessary, as this creates liability exposure.

Vehicles:

☐ Locate and secure all keys.

☐ Lock vehicles and store in a garage if possible.

☐ Confirm insurance remains in force.

☐ Avoid unnecessary use until ownership is transferred.

When a Pet Is Left Behind

If the deceased had pets, their care is an immediate concern, not something that can wait for probate.

Immediate steps:

1. Ensure the animal has food, water, and a safe environment.

2. Try to maintain the pet’s normal routine to reduce stress.

3. Check the will or any written instructions for a designated caregiver.

4. Ask family and close friends if anyone can provide temporary or permanent care.

If no caregiver is identified:

• Contact local animal shelters or rescue organizations

• Reach out to breed-specific rescues if applicable

• Some communities have pet trust organizations or fostering networks

If a pet trust exists: Some wills establish a trust to fund ongoing pet care. If so, follow its terms and work with the named caregiver.

Cost of care: Reasonable pet care costs incurred before a permanent arrangement is made are legitimate estate expenses.

Organ and Tissue Donation

Time is critical. If the deceased wished to be an organ or tissue donor, this must be addressed within hours of death, not days.

How to determine the deceased’s wishes:

• Provincial donor registry (most provinces maintain one)

• Driver’s licence (may indicate donor status)

• Health card

• Healthcare directive or advance directive

• Conversations with family members

Your role as executor:

You may not be the person legally authorized to consent to donation. In most provinces, this falls to the next of kin in a specific order. However, you can:

• Communicate the deceased’s recorded wishes to medical staff

• Ensure the opportunity is not missed due to delay or confusion

• Support the family in honouring the deceased’s intentions

Note: A required autopsy does not automatically prevent organ or tissue donation, though it may affect timing. Medical and legal professionals will coordinate.

Provincial registries:

Autopsy and Coroner’s Involvement

In some circumstances, the coroner or medical examiner will require an autopsy before the body can be released. This is most common when:

• The death was sudden or unexpected

• The cause of death is unclear

• The death occurred in suspicious or unusual circumstances

• The death occurred during or shortly after a medical procedure

What this means for you:

• The autopsy is arranged by the coroner’s office, not by you

• You may need to liaise with authorities and keep the family informed

• Funeral arrangements will be delayed until the body is released

• Autopsy results may take weeks or months, but the body is typically released sooner

Family-requested autopsies: Families may also request an autopsy for personal reasons (for example, to understand a genetic condition). In this case, the family typically bears the cost.

Funeral and Memorial Arrangements

The executor is responsible for ensuring that funeral or memorial arrangements are carried out, ideally in accordance with the deceased’s wishes, if known.

Step 1: Check for existing arrangements

Before making decisions, determine whether:

• The deceased prepaid for funeral arrangements

• The will contains specific instructions (burial vs. cremation, location, type of service)

• The deceased left a letter of wishes or spoke to family about preferences

• The deceased belonged to a memorial society or burial society (which may offer guidance or reduced costs)

Step 2: Work with a funeral home

The funeral home will guide you through:

• Transportation and care of the body

• Death registration with Vital Statistics

• Ordering death certificates

• Planning the service (if any)

• Burial, cremation, or other disposition

Step 3: Coordinate with family and community

• If the deceased was part of a faith community, contact clergy or spiritual leaders

• If cultural traditions apply, ensure they are respected

• Balance the wishes of family members while remembering that the executor has final legal authority

Paying for the funeral:

Funeral costs are a priority expense payable from the estate. However, estate funds may not be accessible immediately.

Options if funds are not yet available:

If estate funds are not yet accessible, several options exist. Many funeral homes will defer payment when they know an executor is managing the estate. Family members may choose to pay upfront and seek reimbursement from the estate later, which is common and perfectly acceptable. Some banks will also release a limited amount from the deceased’s accounts specifically for funeral expenses upon presentation of a death certificate.

Keep all receipts. Funeral expenses must be reasonable to qualify as estate expenses. Extravagant costs may be challenged by beneficiaries.

Who Has Authority Over Funeral Arrangements?

In most of Canada, the executor named in the will has legal authority over funeral arrangements and disposition of remains, even if family members disagree.

If no executor has been appointed (or the person died without a will), authority typically passes to the next of kin in this order:

1. Spouse or common-law partner

2. Adult children

3. Parents

4. Siblings

5. Other relatives

Quebec: The Civil Code establishes a specific priority order. If the deceased left written instructions, those wishes should generally be followed. Otherwise, the liquidator or heirs decide.

What if family members disagree?

• The executor’s decision is final, provided it is reasonable and not contrary to the deceased’s known wishes

• If no executor exists, the highest-priority next of kin decides

• Courts can intervene, but this is rare, slow, and expensive

Practical advice: If you know the deceased’s wishes, whether from the will, a letter, or a conversation, document them and communicate early with the family. Most disputes arise from uncertainty, not genuine disagreement about what the deceased would have wanted.

Register the Death and Obtain Official Documents

Death registration is typically handled by the funeral home, but as executor you should confirm it has been completed. You cannot proceed with probate, or most other estate tasks, without official proof of death.

Key documents:

How many death certificates?

Order at least 5, and more for complex estates. Each of the following typically requires an original or certified copy:

• Probate court application

• Each bank or financial institution

• Each insurance company

• Land title office (if real estate is involved)

• Service Canada (CPP/OAS)

• CRA

Cancel Identity Documents to Prevent Fraud

Identity theft targeting deceased individuals is common. Within a few weeks of the death, take steps to cancel or secure the following:

Most provincial government websites have a "What to do when someone dies" section with step-by-step guidance.

Locating the Will and Other Key Documents

Once immediate matters are handled, your next priority is to locate the most recent will and any codicils (amendments).

Common locations:

Quebec: Notarial wills are held by the notary and registered in the Registre des dispositions testamentaires maintained by the Chambre des notaires.

If you find multiple wills:

• The most recent validly executed will generally revokes all earlier versions

• Do not act on an older will without confirming it is still valid

• If there is any ambiguity, consult a lawyer before proceeding

Red flags that require legal advice:

• Multiple wills with unclear dates

• A will that appears improperly signed or witnessed

• A handwritten (holographic) will in a province where validity is uncertain

• Signs of undue influence or lack of capacity

• A digital or electronic will (note: British Columbia now formally recognizes fully electronic wills, which exist only in digital form and are signed electronically, with no paper original required for probate; other provinces may not yet accept them, so seek legal advice)

If No Will Is Found

If no will can be located despite a diligent search, the deceased is considered to have died intestate (without a valid will).

What this means:

• The estate will be distributed according to provincial intestacy laws, not the deceased’s wishes

• No executor has been named

• A family member or professional trust company must apply to court to be appointed as administrator

• The court may require the administrator to post a bond

Before concluding no will exists:

Before concluding that no will exists, search thoroughly through the deceased’s home, safety deposit box, and personal files. Contact the deceased’s lawyer, if known, and check with close family members. Review provincial will registries where available. Ask the deceased’s accountant, financial advisor, or banker, as they may be aware of estate planning documents. A will sometimes turns up in unexpected places, and the consequences of proceeding under intestacy when a valid will exists can be significant.

Intestacy is covered in Chapter 3.

Notifying Key Organizations

Within the first one to two weeks, begin notifying organizations that need to know about the death. This prevents overpayments, protects against fraud, and starts necessary administrative processes.

Federal Government

Service Canada (CPP, OAS, EI)

Canada Revenue Agency (CRA)

Provincial Government

Financial Institutions

Banks and credit unions:

• Notify of death and request account freeze

• Ask about procedures for releasing funds

• Inquire about safety deposit box access

• Request date-of-death balances for all accounts

Most institutions require a death certificate and proof of executor authority (will, or later, the probate grant).

Thresholds: Many banks will release funds up to $25,000 to $50,000 without probate, depending on their policies. Policies vary by institution and asset type. Larger amounts typically require a grant of probate.

Investment and brokerage accounts:

• Notify of death

• Request date-of-death valuations (needed for tax filings)

• Ask about transfer procedures

Insurance

Life insurance:

• Notify all known insurers

• Provide death certificate and policy information

• If the estate is the beneficiary, proceeds form part of the estate

• If a person is named as beneficiary, the proceeds go directly to them (not through the estate)

Home and auto insurance:

• Notify insurers of the death

• Confirm continued coverage

• Ask about vacancy provisions for unoccupied homes

• Update named insured to "Estate of [Name]" if required

Employer and Pension

Utilities and Subscriptions

Essential services (keep active if property is occupied or being maintained):

• Electricity, gas, water

• Home phone, internet

• Property security / alarm service

Non-essential services (cancel or pause):

• Cable TV, streaming services

• Gym memberships, club memberships

• Magazine and newspaper subscriptions

• Meal delivery, subscription boxes

For rental properties: Notify the landlord. In many provinces, death may allow for early lease termination after a notice period. Confirm the applicable residential tenancy rules in your jurisdiction.

Digital Accounts

Digital accounts are not urgent in the first week but should be addressed in due course. These include email accounts, social media profiles (Facebook, LinkedIn, and similar platforms), cloud storage services (Google Drive, iCloud, Dropbox), online banking and payment services, cryptocurrency accounts, and any domain names or websites the deceased owned. Many platforms have deceased user policies or legacy contact features that allow you to memorialize or close accounts. Securing access to these accounts early helps prevent identity theft and protects the estate’s digital assets.

Start with the email account, as it is usually the key to recovering access to other online services. We cover digital assets in detail in Chapter 10.

Keep a Notification Log

For every organization you contact, record:

This log protects you if questions arise later and helps you track follow-ups.

Interim Management: Your Role as Caretaker

In the early days, your role is primarily protection and stabilization, not final decision-making. Think of yourself as a caretaker keeping things safe until full administration can begin.

Your immediate priorities:

• Keep insurance coverage active

• Pay urgent bills to avoid penalties or service disruption (utilities, property tax, condo fees)

• Maintain the property in reasonable condition

• Track every expense; these are reimbursable from the estate

Paying expenses before estate funds are available:

If you don’t yet have access to estate accounts, you may need to pay urgent costs out of pocket or ask family members to advance funds. This is normal. Keep detailed records and receipts; you will be reimbursed once the estate account is opened.

Organizing Estate Documents

Start building a central file, whether physical, digital, or both, to hold key documents.

Essential documents to gather:

Where to search:

• Home office, filing cabinets, desk drawers

• Safe or lockbox

• Safety deposit box

• Email (search for statements, confirmations, policy documents)

• Cloud storage

• Mail (forward to your address to catch incoming statements)

Communicating with Family and Beneficiaries

Clear, early communication sets the right tone and prevents misunderstandings.

What to communicate early:

Let family and beneficiaries know early on that you are acting as executor (or co-executor), that immediate matters are being handled (the house is secure, insurance is in place, the bank has been contacted), that the full process will take time (typically 6 to 18 months for most estates), and that you will provide updates at appropriate intervals. This early communication sets expectations, reduces anxiety, and helps prevent the kind of speculation and frustration that often leads to family conflict.

What you don’t need to share yet:

At this early stage, you do not need to share the detailed contents of the will (it is best to wait until you have confirmed its validity and begun formal administration), specific asset values, or your preliminary estimates of what anyone will receive. Sharing incomplete or speculative information often creates more problems than it solves. These details will come later, once the full picture is clear and you are ready to make formal distributions.

Accepting help:

Family members often want to help. You can delegate non-sensitive tasks such as gathering photos for a memorial, checking on the property, collecting mail, or researching funeral options. But make clear that final decisions rest with you (and any co-executors). Well-meaning help should not become interference.

Managing expectations:

Many people don’t understand how long estate administration takes. A brief explanation early on can prevent frustration later:

"Settling an estate typically takes 6 to 18 months, sometimes longer. I’ll keep you informed as things progress, but please understand there are legal steps that can’t be rushed."

Executor’s Checklist: First Steps After Death

Use this checklist to track your progress. Not everything needs to happen immediately; focus on the immediate items first.

Immediate (Days 1 to 3)

☐ Confirm you are named as executor (locate the will)

☐ Secure the home and property

☐ Arrange care for dependents and pets

☐ Notify immediate family

☐ Check for organ donation wishes

☐ Contact funeral home and check for prearranged plans

First Week

☐ Arrange funeral or memorial service

☐ Order 5 to 10 death certificates

☐ Notify employer (if applicable)

☐ Notify home and auto insurance; confirm coverage

☐ Start a record-keeping system (file, binder, or digital folder)

☐ Begin preliminary asset inventory

☐ Forward deceased’s mail to your address

First Two Weeks

☐ Notify Service Canada (CPP/OAS) at 1-800-622-6232

☐ Notify provincial health insurance

☐ Contact banks and financial institutions

☐ Notify life insurance companies and initiate claims

☐ Contact pension providers (current and former employers)

☐ Pay urgent bills (utilities, property tax, condo fees)

☐ Cancel or redirect subscriptions and memberships

Ongoing

☐ Notify CRA and request representative access

☐ Compile detailed asset and liability inventory

☐ Gather 3 years of tax returns

☐ Identify digital accounts for later action

☐ Communicate with beneficiaries

☐ Consult a lawyer if any complications arise

What Comes Next

With the immediate necessities handled, you’re ready to turn your attention to understanding the will and the probate process that may lie ahead.

In the next chapter, we’ll explain how to read and interpret a will, what probate is (and when it’s required), and how to prepare for the more formal phase of estate administration.