On May 31, 2023 in Estate Planning by Leighton Tyau

Understanding The Basics of Estate Administration: A Comprehensive Guide

The basics of estate administration


Estate administration is a crucial process that occurs after an individual passes away, ensuring that their assets are distributed according to their wishes and in accordance with the law. This process can be complex and overwhelming, especially for those who are unfamiliar with the legal and financial aspects involved. In this blog post, we will provide a comprehensive overview of the basics of estate administration, including its key components and the roles and responsibilities of those involved.

What is Estate Administration?

Estate administration is the process of managing and distributing a decedent’s assets, their “estate,” in compliance with their will or the state’s intestacy laws. This includes identifying, gathering, and appraising the assets, paying off any debts and taxes, and distributing the remaining assets to the designated beneficiaries. Estate administration is essential for ensuring that the decedent’s wishes are respected and that the assets are properly managed.

Key Components of Estate Administration


Upon a person’s death, their representative or successor trustee must first get the authority to transact on behalf of the estate or trust. If they are a successor trustee and there are little to no probate assets, the trustee may proceed via operation of law as successor trustee. They will simply need to prove that they are the named successor to all the institutions or agencies who hold the decedent’s assets. This is typically done with a certificate of trust drafted by an attorney. If there are significant assets left outside of trust or there is no trust, then initiating probate is required.


Probate is the legal process of validating and executing a will. During this process, the court appoints an executor (also known as a personal representative) to oversee the estate administration. If the deceased did not leave a will, the court will appoint an administrator to manage the estate according to the state’s intestacy laws.

The probate process begins with the submission of the will to the appropriate probate court, along with a petition to open the estate. The court will then examine the will for validity and if satisfied, issue Letters Testamentary or Letters of Administration, granting the executor or administrator the legal authority to manage the estate.

Asset Identification and Collection

The trustee, executor or administrator is then responsible for identifying and gathering all of the decedent’s assets. This includes real estate, bank accounts, investments, personal belongings, and any other items of value. The process starts by reviewing the decedent’s financial records, bank statements, and other documents to identify and create an inventory of assets. 

Appraisal and Valuation

Once the assets are identified, the personal representative or successor trustee must determine the value of each asset and the total value of the estate. This information is essential for calculating whether estate taxes are owed and ensuring that the assets are distributed fairly among the beneficiaries.

Professional appraisers need to be hired to evaluate items like real estate, hard to value collectibles, or business interests. For highly liquid marketable assets, such as bank accounts and investment portfolios, the executor or administrator can use market data to determine the asset values at the date of death.

Debt and Tax Payment

The executor or administrator must also settle any outstanding debts, pay estate administration expenses, and pay any taxes owed by the decedent. This may include funeral expenses, credit card bills, mortgages, and federal or state income and estate taxes. The executor or administrator must also notify financial institutions, government agencies, and other relevant organizations of the death.

To ensure that all debts are accounted for, the executor or administrator must notify creditors of the decedent’s death and provide them with an opportunity to file claims against the estate or trust. After the timeframe to submit claims expires, the executor or trustee will review and approve or deny the claims, and then pay off any approved debts from the estate’s assets.

Asset Distribution

After all debts and taxes have been paid, the remaining assets are distributed to the designated beneficiaries according to the will, trust, or state intestacy laws.

Assets may be distributed in kind or sold for cash and divided. The distribution process may involve recording deeds, transferring investment accounts, and writing checks or wire transfers to beneficiaries. In some cases, the executor or administrator may need to liquidate impossible or hard to divide assets in order to distribute them equitably. In other cases, one beneficiary may opt to buy out their fellow beneficiaries.

Roles and Responsibilities in Estate Administration

Executor/Personal Representative: The personal representative is the person responsible for managing the probate process. This includes applying for appointment and then identifying and collecting assets, paying off debts and taxes, and distributing assets to beneficiaries. The executor is a fiduciary and must act in the best interests of the estate and its beneficiaries, ensuring that all legal and financial requirements are met.

Successor Trustee: The successor trustee is the trusted individual nominated by the grantor or person named in the trust document to take over management of the trust upon the resignation or death of the current trustee. The successor trustee’s duties and roles are very similar to that of a personal representative.

Beneficiaries: Beneficiaries are the individuals or entities that have been designated to receive assets from the decedent’s estate. They may be named in the will or trust or determined by state intestacy laws if there is no will. Beneficiaries have a right to be informed about the progress of the estate administration and can request an accounting of the estate’s assets, debts, and expenses.

Estate Planning Attorney: An attorney can provide valuable guidance and assistance to the personal representative or trustee throughout the estate administration process. They can help with probate court filings, distribution questions, creditor payments, tax issues, and any disputes that may arise among beneficiaries.

Working with an experienced estate attorney can help ensure that the estate administration is carried out efficiently and in compliance with all legal requirements. The attorney can also provide guidance on complex issues, such as passing on a business that is part of the estate, how to divide up hard to liquidate assets, or navigating the probate process in multiple jurisdictions.

Tax Preparer/Accountant/CPA: An accountant or CPA can assist with the financial aspects of estate administration, including tax filings, asset valuation, inventory preparation, and forensic accounting.

Other Professionals: In some cases, additional professionals may be involved in the estate administration process. This can include real estate agents, appraisers, investment advisors, and insurance agents. These professionals can provide specialized expertise in their respective fields, helping the executor or administrator make informed decisions about the management, sale, and distribution of the estate’s assets.


Estate administration is a complex and vital process that encompasses numerous legal and financial elements. At Copper State Planning, we understand the challenges and intricacies involved in this process, and we are committed to providing the support and guidance you need. Our experienced team offers estate administration services to help you navigate probate court filings, asset distribution, debt settlements, and other essential tasks efficiently and in compliance with legal requirements.

With Copper State Planning by your side, you can have confidence that your loved one’s wishes will be honored, and their estate’s assets will be managed and distributed appropriately. While estate administration can be a lengthy and emotional journey, our expertise and dedication will help ease the burden, allowing you to focus on honoring your loved one’s legacy.

We will guide you through the estate administration process with professionalism, compassion, and exceptional service. Contact us today to learn more about how we can assist you in administering your loved one’s estate.

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