Grant of Probate Checklist - Your 10-Step Guide

Dealing with a loved one’s affairs can feel overwhelming, especially if you have been named as an executor. This practical Grant of Probate checklist sets out ten clear steps to help you apply for probate, collect assets and distribute the estate in England and Wales. The guidance includes documents you will need, useful examples and where to find authoritative information.

Understanding the role of an executor

Your role as an executor means you are legally responsible for administering the estate, paying liabilities and ensuring beneficiaries receive what the Will provides. It is a position of trust and personal responsibility, so it is sensible to know what is involved before you accept. If there is no Will, someone will need to apply for Letters of Administration instead.

Your 10-step Grant of Probate checklist

1. Find the original Will and death certificate

   Locate the signed original Will. If you are unsure where it is, check with the solicitor who drafted it or search the National Will Register via Certainty. Obtain several certified copies of the death certificate from the registrar, as banks and institutions will usually require originals.

2. Register the death and notify key organisations

   Register the death with the local register office. Contact major financial institutions, pension providers and the Department for Work and Pensions. You can find details of applying for probate and required documents on gov.uk.

3. Prepare an inventory of assets and liabilities

   Gather bank statements, savings and investment paperwork, property deeds, mortgage details, loan statements and details of any business interests. Get property valuations, and note any jointly owned assets which may pass automatically.

4. Identify beneficiaries and locate contact details

   Make sure you have full names, addresses and National Insurance numbers where possible. Keep beneficiaries informed as early as you can about the likely timeline and any interim decisions.

5. Check whether inheritance tax forms are required

   Decide whether an IHT205 or a full IHT400 form is needed. If the estate is straightforward and below the inheritance tax threshold, the shorter form may apply. If in doubt, seek professional advice.

6. Calculate estate value and settle taxes

   Work out the gross estate value, deduct debts and allowable expenses, and arrange payment of any IHT, income tax or capital gains tax liabilities before distributing assets.

7. Apply to the Probate Registry for the Grant

   Complete the application forms and submit them with the original Will, the death certificate and the required supporting documents. Check the current guidance on application procedures on gov.uk.

8. Collect and secure the assets

   Once the Grant is issued, present it to banks, share registrars and other organisations to access funds, transfer or sell assets and deal with pensions where relevant.

9. Pay debts, liabilities and funeral expenses

   Pay outstanding bills from estate funds. If estate funds are limited, seek advice before making payments. Keep full records of every transaction.

10. Prepare estate accounts and distribute to beneficiaries

    Produce clear estate accounts showing all receipts and payments, ask beneficiaries to approve them, and then distribute legacies and residuary shares in accordance with the Will.

Practical tips for executors

• Keep organised records and use a spreadsheet to track assets and payments.
• Open a dedicated estate bank account to avoid mixing personal funds with estate funds.
• Be transparent with beneficiaries about timing and any issues that arise.
• If you are unsure about complex matters, for example business assets or IHT planning, get specialist help from a probate solicitor or accountant.

When you might not need a Grant of Probate

Some assets can be transferred without a Grant, for example jointly owned property often passes to the survivor automatically, and some banks allow access to small accounts with a certified copy of the death certificate. Policies and pensions with nominated beneficiaries also pay out outside probate. Always check with each organisation.

Need help with the probate process?

You do not have to manage probate alone. If you would like professional support, our team can provide a full Grant application and estate administration service tailored to your situation. Contact our probate team to find out more.

If you are reviewing your own affairs, consider writing or updating your Will, arranging a Lasting Power of Attorney or setting up trusts to make administration easier for your loved ones. Find out about our services at Will writing, Lasting Power of Attorney and Trusts.

If you would like to discuss your options with a friendly advisor, get in touch for a free initial conversation.

For official guidance on applying for probate and timing, see the government’s probate pages at gov.uk.