Important: This checklist contains general information only. Every estate is different, and Victorian law governs estate administration. Always consult a qualified wills and estates solicitor for legal advice specific to your situation.
Being appointed executor of an estate is one of the most significant responsibilities a person can be given. It's also one of the least understood. Most executors have never done it before — and they're doing it while grieving, while managing family dynamics, and while trying to understand a complex legal process.
This checklist focuses specifically on the property side of estate administration in Melbourne and Victoria. It doesn't cover the full legal administration of the estate — your solicitor will guide you through that. It covers what you need to do with the physical property: securing it, clearing it, preparing it, and selling it.
Phase 1 — Immediately After the Passing
Do these tasks in the first 48–72 hours, before anything else.
☐ Secure the property: Change or re-key all locks. Secure all entry points including back doors and garage.
☐ Contact the insurer: Notify them the property is now vacant. A vacant property requires different insurance — confirm coverage is in place.
☐ Redirect mail: Lodge a mail redirection with Australia Post to your address.
☐ Keep utilities connected: Do not disconnect electricity or gas yet — they are needed for the clearance and cleaning process.
☐ Identify and secure valuables: Remove jewellery, cash, important documents and small valuables to safe storage.
☐ Photograph the property: Take a full walk-through photo record immediately — this protects you if any questions arise later about the state of the estate.
☐ Locate the original will: Confirm you have the original (not a copy) and confirm your appointment as executor.
☐ Obtain a certified copy of the death certificate from the funeral director — you will need multiple copies.
Phase 2 — Legal Steps (Weeks 2–8)
Work with your solicitor through these steps. Do not attempt probate without legal guidance.
☐ Engage a wills and estates solicitor — choose one who specialises in deceased estates. The Law Institute of Victoria's referral service can help.
☐ Create an asset inventory: List all assets (property, vehicles, bank accounts, investments, superannuation) and their approximate values.
☐ Publish Notice of Intention to Apply for Probate on the Supreme Court of Victoria website (required 14 days before lodging the application).
☐ Apply for Grant of Probate with the Supreme Court of Victoria. Allow 4–8 weeks from application to grant.
☐ Open an estate bank account — required for all estate transactions including clearance costs, agent fees and settlement proceeds.
☐ Notify all beneficiaries named in the will.
☐ Notify ATO, Centrelink, Medicare, superannuation funds of the death.
☐ Note: You can begin property preparation (clearance, cleaning, repairs) while waiting for probate — this is explicitly permitted under Victorian executor duties.
Phase 3 — Property Preparation (Can Start Immediately)
You do not need probate to begin preparing the property. Start this phase as soon as Phase 1 is complete.
☐ Allow family members to collect personal and sentimental items first — set a clear deadline and supervise where possible.
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Arrange a free on-site clearance assessment —
Estate Care Australia can visit within 48 hours and provide a fixed quote.
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Book professional estate clearance — full furniture and contents removal, careful sort, charity donation with receipts, rubbish removal.
See current prices →☐ Retain donation receipts — all donated items must be documented for the estate file.
☐ Professional deep clean — included in all Estate Care Australia packages.
☐ Carpet steam clean and window clean — included in Silver package and above.
☐ Garden tidy — lawn mowed, hedges trimmed, garden beds cleared. Included in Silver and above.
☐ Minor repairs — patch and paint, broken fixtures, door handles, any compliance issues. Included in Silver and above.
☐ Final inspection with agent — confirm property is photo-ready and signed off.
Phase 4 — Agent Selection & Sale
☐ Obtain 3 agent appraisals from local agents experienced with deceased estate sales.
☐ Consider executor's auction vs private sale — auctions are typically recommended for deceased estates (transparent, competitive, fair to all beneficiaries).
☐ Note: the property CAN be listed before probate is granted — a conditional contract subject to probate is common in Victoria. Your solicitor or agent can advise on the contract wording.
☐ Engage a property lawyer or conveyancer for the Section 32 and contract of sale.
☐ Set marketing campaign and auction/sale date with your agent.
☐ Consider CGT implications: Properties sold within 2 years of death generally attract no CGT if it was the deceased's principal residence. Confirm with your accountant.
Phase 5 — Settlement & Distribution
☐ Confirm Grant of Probate has been issued before unconditional exchange.
☐ Unconditional exchange of contracts — your property lawyer handles this.
☐ Settlement: property transfers to the buyer. Proceeds go into the estate account.
☐ Pay all estate debts and liabilities from the estate account before distribution.
☐ Wait 6 months from probate before distributing assets (Victorian requirement — protects against late creditor or family provision claims).
☐ Distribute assets per the will once the 6-month period has passed.
☐ Retain all estate records including clearance receipts, donation records, correspondence and financial statements.
Need help with Phase 3 — Property Preparation?
Estate Care Australia handles the entire property clearance and sale-preparation process. Free on-site assessment, fixed written quote, 48-hour start.
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