Pennsylvania Executor Checklist: What to Do in the First 90 Days After Someone Dies

Losing a parent, spouse, or other family member is difficult enough. Being named executor of their estate can add an entirely different kind of stress.

Suddenly, you may be responsible for dealing with bank accounts, a house, outstanding bills, insurance, beneficiaries, taxes, and legal paperwork. Family members may be asking when they will receive their inheritance, creditors may be sending bills, and financial institutions may refuse to release information until you produce the proper documentation.

For many people serving as an executor in Pennsylvania, the biggest problem is not knowing where to begin.

Pennsylvania probate follows a legal process with specific duties and deadlines. Some obligations begin immediately after the person's death, while others begin when the Register of Wills formally appoints the executor or administrator.

Understanding those responsibilities early can help protect estate assets, avoid unnecessary expenses, and make the probate process more manageable.

If you are administering an estate in Butler County, Washington County, Beaver County, Allegheny County, or elsewhere in Pennsylvania, this guide explains the first steps to take and the mistakes to avoid.

First, Understand What an Executor Actually Does

An executor is the person named in a will to administer the deceased person's estate. If there is no valid will, Pennsylvania law generally provides for the appointment of an administrator instead.

Both positions involve serving as the estate's personal representative.

The personal representative is responsible for identifying estate assets, protecting property, addressing legitimate debts and taxes, complying with probate requirements, and distributing the remaining estate according to the will or Pennsylvania intestacy law.

However, being named executor in a will does not, by itself, give someone full legal authority to administer the estate.

In a typical Pennsylvania probate, the executor must first obtain formal appointment through the appropriate county Register of Wills. The Register then issues Letters Testamentary. When an administrator is appointed, the authority is generally documented through Letters of Administration.

Those documents establish the personal representative's authority to act for the estate.

This distinction matters because banks, title companies, and other institutions may require proof of appointment before allowing someone to access assets or complete estate transactions.

Not every death requires a full probate administration, particularly when assets pass through beneficiary designations, survivorship ownership, or other nonprobate arrangements. Determining whether formal probate is necessary should therefore be one of the first questions.

Step 1: Secure the Property and Gather Important Documents

During the first several days after a death, the immediate priority is usually protecting property and locating essential records.

If the deceased person owned a home, someone should make sure it is secure, utilities remain appropriately maintained, insurance coverage is reviewed, and important possessions are protected.

This does not necessarily mean the executor should immediately begin moving property, distributing personal belongings, or selling assets.

The better approach is to preserve everything until the estate's ownership and administrative requirements are understood.

The family should also begin gathering the original will, death certificates, financial account statements, deeds, mortgage information, insurance policies, retirement account information, vehicle titles, business records, and outstanding bills.

These documents help determine which assets belong to the probate estate and which may pass directly to surviving owners or designated beneficiaries.

That distinction can substantially affect the time, cost, and complexity of administering the estate.

For example, a bank account owned individually by the deceased person may require probate administration, while an account with a valid payable-on-death beneficiary designation may transfer directly to that beneficiary.

The classification of the assets is often more important than the total amount of money involved.

Step 2: Determine Whether Probate Is Necessary

One of the most common questions we hear is whether someone must open an estate simply because a family member died.

The answer depends largely on the assets, how they were owned, and what needs to be accomplished.

If the deceased person owned significant assets individually, probate may be necessary to establish legal authority to collect, transfer, or distribute those assets.

However, some property may pass outside probate through properly structured beneficiary designations, trusts, or survivorship arrangements.

A will does not automatically eliminate the need for probate. In fact, probate is often the process through which a will is formally recognized and the executor obtains authority to administer estate property.

The fact that a family agrees about who should receive the property does not necessarily eliminate the need for estate administration.

Likewise, the fact that an estate contains relatively little money does not always mean that no legal process is required.

Pennsylvania provides certain simplified procedures for qualifying property and smaller estates, but eligibility depends on the statutory requirements and the circumstances involved.

Before beginning a full probate, families should determine whether a simplified procedure is available and whether the assets actually require formal administration.

Step 3: Open the Estate With the Register of Wills

If probate is necessary, the next major step is opening the estate.

In a typical Pennsylvania resident estate, the proceeding begins with the Register of Wills in the county where the deceased person was domiciled.

For families in southwestern Pennsylvania, that might mean the Register of Wills in Butler, Washington, Beaver, or Allegheny County.

The process generally involves presenting the appropriate petition, death information, original will when one exists, and supporting documentation necessary for appointment.

Once the personal representative is appointed, the estate can proceed through the formal administration process.

This is an important point in the timeline because several Pennsylvania probate obligations are measured from the date Letters Testamentary or Letters of Administration are granted, rather than from the date of death.

The personal representative should establish an organized estate file and develop a plan for managing financial accounts, required notices, property, debts, taxes, and distributions.

At this stage, obtaining legal guidance may prevent procedural mistakes that become more difficult to correct later.

Step 4: Notify Beneficiaries and Heirs

Pennsylvania requires more than simply informing family members that someone has died.

Under Pennsylvania Orphans' Court Rule 10.5, the personal representative or counsel generally must provide formal notice of estate administration to specified beneficiaries, heirs, and other interested parties within three months after the grant of letters.

The rule also requires a certification that notice was provided to be filed with the Register of Wills within ten days after giving the required notice. Pennsylvania Code & Bulletin

This requirement is frequently misunderstood.

An executor may believe that because everyone already knows about the death, no additional notice is necessary. However, informal conversations with family members are not necessarily a substitute for the formal notice required by Pennsylvania probate rules.

The notice process also establishes an important foundation for administering the estate transparently.

Beneficiaries should understand who is responsible for the estate, where the administration is taking place, and how they can obtain relevant information.

This does not mean every beneficiary has authority to control the administration or demand immediate distribution.

It means the personal representative must comply with the applicable notice requirements while carrying out the administration.

Step 5: Advertise the Estate and Address Creditors

Executors must also consider the deceased person's debts.

Pennsylvania law requires the personal representative to advertise the grant of letters in a newspaper of general circulation and, when applicable, a designated legal periodical.

Under 20 Pa.C.S. §3162, the required notice is published once each week for three successive weeks. The advertisement identifies the personal representative and requests that creditors present claims and that persons owing money to the estate make payment. Pennsylvania General Assembly

This process is important because estate administration is not simply about distributing assets to beneficiaries.

Legitimate obligations must be addressed before the remaining property can safely be distributed.

A mortgage, credit card balance, medical bill, personal loan, tax obligation, or other debt may affect the funds ultimately available for inheritance.

However, an executor should not automatically pay every bill that arrives.

Some claims may be disputed, improperly documented, untimely, or subject to different legal treatment.

Likewise, family members should not assume that they become personally responsible for a deceased person's debts merely because they are related to the deceased or named in the will. Personal liability may arise for independent reasons, such as being a joint borrower or guarantor, but inheritance alone does not ordinarily create liability for someone else's debt.

A careful claims review protects both the beneficiaries and the personal representative.

Step 6: Identify and Value the Estate's Assets

An executor also needs to develop an accurate picture of the estate's financial position.

This means identifying assets, determining which belong to the probate estate, obtaining appropriate valuations, and keeping records of estate transactions.

Pennsylvania law requires the personal representative to file a verified inventory of estate property. Under 20 Pa.C.S. §3301, the filing deadline is generally tied to the earlier of filing the estate account or the inheritance-tax return deadline, including applicable extensions. Interested parties may also request an earlier inventory, and the court may direct one. Pennsylvania General Assembly

Accordingly, an executor should not assume that the estate inventory is automatically due 90 days after death.

Nevertheless, beginning the inventory immediately is good practice.

Real estate, vehicles, investments, business interests, valuable personal property, bank accounts, and money owed to the deceased may all require consideration.

Some estates are relatively straightforward. Others include closely held businesses, multiple properties, mineral interests, outstanding receivables, or assets located in different states.

Those differences can substantially affect the work required to administer an estate.

Step 7: Pay Attention to Pennsylvania's Inheritance Tax Deadlines

One of the most important financial considerations during the first 90 days after death is Pennsylvania inheritance tax.

Pennsylvania inheritance tax is generally based on the taxable value transferred and the relationship between the deceased person and the beneficiary.

The Pennsylvania Department of Revenue currently identifies the principal inheritance tax rates as:

Beneficiary relationshipGeneral PA inheritance tax rateSurviving spouse0%Direct descendants and lineal heirs4.5%Siblings12%Other taxable beneficiaries15%

Special exemptions and exceptions apply, including certain transfers involving minor children and other qualifying beneficiaries. Pennsylvania Governor's Office

The timing of payment also matters.

Pennsylvania inheritance tax is due at death and generally becomes delinquent nine months after death. However, a 5% discount is available on qualifying inheritance tax paid within three months of the date of death.

The Department of Revenue confirmed this rule in guidance updated March 25, 2026. Revenue PA

That creates a meaningful planning opportunity.

Consider an estate with an anticipated Pennsylvania inheritance tax liability of $9,000.

If the estate qualifies for the full 5% early-payment discount, the savings would be $450.

That may not fundamentally change the estate's administration, but it is money that can remain available for beneficiaries rather than being paid in taxes.

The executor should not make an estimated tax payment without understanding the estate's anticipated liability, liquidity needs, and other obligations. However, failing to evaluate the discount before the three-month deadline may mean losing an available savings opportunity.

The inheritance tax return is generally due within nine months of death. Even when an extension to file may be available, the executor should separately evaluate payment deadlines and potential interest. Department of Revenue

The important distinction is that the inheritance-tax discount is measured from the date of death, while the Rule 10.5 beneficiary-notice deadline is measured from the grant of letters.

Step 8: Avoid Distributing the Estate Too Early

One of the easiest ways to create problems in probate is distributing property before the estate's obligations are understood.

A beneficiary may want a vehicle transferred immediately. A child may want to receive money from a bank account. Family members may assume that because a will gives them certain property, they can take possession whenever they want.

But the executor must consider estate expenses, creditor claims, taxes, administrative requirements, and the terms of the will before making distributions.

Premature distributions can create problems if the estate later discovers additional debts or expenses.

The executor may then face the difficult prospect of trying to recover money or property that has already been distributed.

That is particularly concerning when the estate has limited cash or substantial uncertainty concerning its liabilities.

A well-managed administration establishes a reasonable understanding of the estate's financial position before making significant distributions.

Step 9: Understand What Makes Probate More Expensive

Not all probate estates require the same amount of legal work.

An estate involving two cooperative beneficiaries, one bank account, and a straightforward home may be much easier to administer than an estate with multiple heirs, unpaid creditors, business ownership, disputed property, and complicated tax issues.

This is why The Skeen Firm has developed a structured probate pricing model for qualifying estates in Pennsylvania, West Virginia, and Ohio.

Our current probate services include guidance for families handling much of the administrative work themselves, full representation for qualifying straightforward estates, and additional service levels for estates requiring more extensive administration.

Full probate representation starts at $3,500 for qualifying straightforward estates. More complicated estates are evaluated based on the expected work, assets, beneficiaries, creditor issues, and other factors affecting administration. The Skeen Firm

Rather than automatically assuming that every estate requires the same fee structure, we believe families should understand the expected scope of legal work before committing to representation.

You can review our Pennsylvania, West Virginia, and Ohio probate pricing guide, including the interactive probate price estimator.

Step 10: Build a Plan for Completing the Estate

The first 90 days are only the beginning of the probate process.

Depending on the circumstances, the estate may require additional time to collect assets, sell property, resolve debts, complete tax filings, prepare an accounting, obtain appropriate beneficiary approvals, and make final distributions.

Some estates can be administered relatively efficiently. Others take considerably longer because of real estate transactions, creditor issues, business interests, tax matters, or disputes among beneficiaries.

The key is developing a workable administration plan rather than handling every issue as a separate emergency.

That plan should identify what needs to happen, who is responsible, what deadlines apply, and which issues could delay final distribution.

For families who also have property or estate administration questions in West Virginia, our West Virginia Probate Guideoffers additional executor resources and educational information. Pennsylvania and West Virginia have different probate requirements, so families dealing with assets in both states should evaluate whether additional proceedings are necessary.

Frequently Asked Questions About Pennsylvania Executors

How long does an executor have to open an estate in Pennsylvania?

There is no single universal deadline requiring every Pennsylvania estate to be opened within a fixed number of days after death. However, delays can create problems involving property, financial accounts, creditors, and inheritance taxes.

The better approach is to determine promptly whether probate is required and what steps are necessary to protect the estate.

Does being named executor mean I can immediately access bank accounts?

Not necessarily.

For accounts belonging to the probate estate, financial institutions generally require appropriate documentation establishing the personal representative's authority.

That typically includes Letters Testamentary or Letters of Administration when formal probate is required.

Can an executor sell a house during Pennsylvania probate?

Potentially, yes.

However, the authority to sell, title to the property, terms of the will, estate obligations, and applicable legal requirements must be evaluated before proceeding.

An executor should not assume that every estate property sale is authorized simply because the executor has been appointed.

Do executors get paid in Pennsylvania?

Pennsylvania law permits reasonable compensation for personal representatives, subject to applicable legal standards and circumstances.

Executor compensation is separate from attorney fees and may have tax consequences.

The proper amount depends on the estate and the work performed rather than a universal statutory percentage.

Do I need a probate lawyer in Pennsylvania?

Not every estate necessarily requires comprehensive attorney representation.

However, legal guidance can be valuable when the estate involves real estate, significant debts, multiple beneficiaries, business interests, unusual assets, inheritance tax questions, or family disagreements.

The appropriate level of legal assistance should reflect the estate's actual needs.

Pennsylvania Probate Should Begin With a Clear Plan

Serving as an executor is an important responsibility, but it does not have to become an endless series of unexpected problems.

The first few months should focus on securing property, determining what belongs to the estate, obtaining appropriate legal authority, complying with required notices, addressing debts and taxes, and developing a reasonable administration strategy.

Missing a deadline or distributing property prematurely can create unnecessary expense and expose an executor to avoidable complications.

The better approach is to understand the estate early and build a process that accounts for its actual assets, obligations, and beneficiaries.

At The Skeen Firm, we help Pennsylvania families navigate probate and estate administration with practical legal advice, transparent communication, and structured pricing for qualifying matters.

Whether you are preparing to open an estate or already serving as an executor, we can help you determine the next steps and the level of assistance your situation requires.

Need Help Administering an Estate in Pennsylvania?

The Skeen Firm assists executors, administrators, and families with probate and estate administration throughout Pennsylvania, including Butler, Washington, Beaver, and Allegheny Counties.

Explore Your Probate Options: Probate Pricing & Cost Estimator

Ready to Discuss Your Estate? Book a Discovery Call

Call The Skeen Firm: 724-250-8841

Everyday Legal Advice®. Planning for What Matters Most.

Legal Disclaimer: This article provides general information about Pennsylvania probate and estate administration and is not legal advice. Legal requirements depend on the facts of the estate, applicable laws and court rules, the terms of the will, and other circumstances. Reading this article or contacting The Skeen Firm does not establish an attorney-client relationship. Representation is subject to conflicts review and execution of an appropriate engagement agreement.