What should be in an executor handover pack? Include the signed will’s exact location, executor and adviser contacts, a current estate map, debts, insurance, funeral and household instructions, digital-access pathways, family communication notes and the evidence needed to find authoritative records. Separate urgent first-72-hour tasks from probate work so the executor does not mistake immediate household responsibilities for authority to distribute the estate.
The best pack is an index and action system, not a duplicate archive. It tells the executor what exists, where the source document is held, which tasks are urgent, which decisions require a grant or professional advice, and who should receive each type of information. This guide provides a complete pack structure, an estate-map template, role-based access rules and a maintenance process.
EssentialsWhat should be in an executor handover pack?
Build the pack around the executor’s sequence of work. The first section establishes authority and contacts. The second covers immediate protection of people, property and records. The third maps the estate. Later sections cover documents, digital access, communication, funeral information, tax and evidence.
| Pack section | Essential contents | Source record | Who needs access |
|---|---|---|---|
| Authority | Executor, backup, will date, original location and lawyer contact | Signed original will and engagement records | Executor and relevant professional |
| First 72 hours | Home, pets, dependents, employer, funeral contact and urgent bills | Household and care instructions | Executor and nominated practical helpers |
| Estate map | Assets, debts, ownership, institutions and advisers | Statements, titles, contracts and registers | Executor and advisers as required |
| Insurance and benefits | Policies, nominations, claims contacts and membership numbers | Policy documents and provider portals | Executor or claimant |
| Digital access | Password-manager location, legacy contacts and recovery instructions | Credential system and provider settings | Authorised executor or digital representative |
| Funeral and memorial | Preferences, pre-paid arrangements, contacts and cultural requirements | Separate wishes record and contracts | Family organiser and executor as appropriate |
| Family communication | Key contacts, vulnerabilities, update preferences and adviser referrals | Current relationship and contact register | Executor and communication lead |
| Tax and administration | Tax agent, records, business numbers and filing information | Tax records and accountant files | Executor, lawyer and accountant |
An online estate planning vault can hold the authority, estate-map and access sections, while health and personal-story Rooms remain separate.
Start with authority and the original will location
Record the executor’s full name, contact details, backup executor, legal adviser and the exact location of the signed original. A scanned copy can help the executor understand the document, but a court or probate registry may require the original or a formal process when it cannot be found.
State whether the will is held at home, by a solicitor, with a trustee organisation or elsewhere. Include the firm name, file reference, contact details and any retrieval instructions. Do not record only “lawyer has it” if the family cannot identify the practice.
List any codicils or later estate documents and show their dates. Mark drafts and superseded versions clearly. If several papers look similar, add a document register that names the current one.
Legal Aid NSW explains the function of a will. The Supreme Court of Western Australia provides probate information, and the South Australian Courts explain probate in South Australia.
Separate first-72-hour tasks from probate authority
Immediately after death, someone may need to secure the home, care for pets, support dependents, preserve business records, notify an employer and arrange the funeral. These tasks may occur before the executor has a grant of probate and before authority over particular assets is established.
Create a short action sheet naming the person responsible for each task. Include keys, alarm contacts, pet instructions, landlord or property-manager details, vehicle location, funeral-provider contacts and urgent household payments. Do not instruct relatives to close accounts, sell assets or distribute property before authority is confirmed.
NSW Government outlines steps after a death. Services Australia explains documents and notifications. GOV.UK provides after-death guidance for the United Kingdom.
Evaheld’s end-of-life planning guidance can keep these urgent instructions separate from the estate-administration file.
The handover pack should connect the legal authority with a practical map of what exists and where evidence can be found. A structured checklist for what to do after making a will and a broader family readiness checklist can identify missing records before they create delays. Partners can further support families by helping executors reduce estate complexity, including documenting what happens to a person’s digital life without placing active passwords inside the pack.
Create an estate map that points to evidence
An estate map is an index of assets, liabilities, ownership structures, institutions, advisers and source documents. It should help the executor discover the estate without exposing live credentials.
| Category | Record | Do not include | Evidence location |
|---|---|---|---|
| Banking | Institution, account type, ownership and approximate balance date | Passwords or full security codes | Latest statement or provider portal |
| Property | Address, ownership, mortgage, agent and title reference | Unverified value presented as final | Title, loan and valuation records |
| Superannuation | Fund, member number, nominations and contact | Assumption that the will controls the benefit | Fund statement and nomination |
| Insurance | Provider, policy type, number, beneficiary and broker | Outdated premium estimate | Current policy schedule |
| Business | Entity, ownership, agreements, accounts and advisers | Claim that company assets belong personally | Company, trust and partnership records |
| Digital assets | Service, asset type, legacy setting and recovery path | Plain-text login details | Account settings and credential manager |
| Debts | Lender, type, security and statement date | Informal guess at payout figure | Current statements and contracts |
Evaheld’s life admin pathway can help maintain the estate map while the person is alive. Review after major purchases, sales, new accounts, business changes or debt repayment.
Keep credentials outside the pack
Do not insert passwords, PINs, recovery codes or answers to security questions in the executor pack. Record the password manager, legacy-contact settings, recovery email arrangements and people authorised to help.
A useful digital-access instruction might state: “The password manager is named in the Digital Access Room. The executor should follow the provider’s deceased-user process and use the nominated recovery contact. No passwords are stored in this pack.”
Families using cloud-based file storage for sensitive documents should apply role-based permissions and keep credentials separate. When selecting the repository, compare cloud storage services for important documents by authentication, recovery, version history, export and post-death access.
The Australian Cyber Security Centre recommends password managers. The UK National Cyber Security Centre also provides password-manager guidance.
EssentialsRecord insurance, superannuation and non-estate assets
Not every benefit is controlled by the will. Superannuation, life insurance, jointly owned property, trusts and company assets may follow separate rules or nominations. The executor needs a discovery map and provider contacts, not an unsupported statement that every asset falls into the estate.
Record current nomination dates and source documents. Note where professional advice was received. Do not copy a beneficiary name from memory when a current statement or nomination can be checked.
The Australian Taxation Office provides information about deceased estates. MoneySmart explains estate planning and assets outside a will.
Include funeral wishes without overstating legal effect
Record whether there is a pre-paid funeral, funeral bond, cemetery arrangement, donation wish, cultural practice, faith contact, preferred music, notice preference or family member who should coordinate. Include provider contact details and contract locations.
Explain whether the wishes are guidance or form part of a binding arrangement in the relevant jurisdiction. Funeral decisions may be needed before probate, so the information should not be hidden inside a will that no one has opened.
Keep emotional messages and public-tribute material outside the operational pack. The executor may need the contact and contract, while the family organiser needs the ceremony preferences.
Explain family context without attacking beneficiaries
The executor may need to know that one beneficiary has a communication disability, another lives overseas, a former partner should receive formal notices through a lawyer or a family member is likely to need support understanding the process. State the practical fact and the recommended communication route.
Do not use the pack to insult, diagnose or accuse beneficiaries. Do not direct the executor to ignore legal rights. Where unequal gifts or family conflict are likely, provide the relevant lawyer’s contact and a calm record of the decision-making process.
A parent asking am I being unfair to my kids should resolve the purpose and legal effect before placing an explanation in the handover. The pack should support administration, not become evidence of an emotional dispute.
Limit health information to the executor’s role
The executor usually does not need a full clinical history. Include the health-insurance provider, relevant clinician or facility contacts, organ or body-donation record location, and any information needed for immediate notification or claims. Keep the wider medical record in a separate restricted system.
The Office of the Australian Information Commissioner explains health-information privacy rights. A health and care vault can preserve the clinical and care material without exposing it to everyone who receives the estate pack.
Keep a probate evidence folder
The executor may need death certificates, identity records, the original will, asset statements, title information, valuations, tax records, debts and evidence of expenses. Create an index showing which documents already exist and which must be requested after death.
Do not pre-fill dates or values that will need confirmation. Mark the latest statement date. Record the institution’s deceased-estate contact process and any reference numbers.
Citizens Advice explains dealing with financial affairs after death. GOV.UK provides guidance on applying for probate.
Use role-based access
The executor may need the will, estate map, advisers and access instructions. A family member arranging the funeral may need ceremony preferences but not financial statements. A guardian may need child-care information. A lawyer or accountant may need particular evidence.
Give each person the minimum access required for the role. Record when access begins, whether it is current or future, and who can revoke or replace it. Test the retrieval path before a crisis.
A digital legacy platform can separate these recipients through private and shared Rooms. This reduces the temptation to email one master archive to the whole family.
Maintain the pack while you are alive
Review the pack at least annually and after a new will, changed executor, moved home, new account, property transaction, business change, marriage, separation, death, birth, new trust or changed access arrangement.
Add a review log containing the date, person responsible, sections checked and changes made. Mark superseded records rather than leaving multiple files with similar names.
Test the system. Ask the executor to locate the will record, estate map and lawyer contact without coaching. Ask the backup to explain the recovery path. Fix any step that depends on one person’s memory.
The UK National Archives explains principles for preserving digital records. Red Cross Australia provides emergency-preparedness guidance that supports testing rather than merely storing plans.
Common executor-pack mistakes
Keeping only a scanned will: Record the signed original location.
Mixing urgent tasks with probate powers: Separate the first 72 hours from later administration.
Listing assets without evidence: Point to statements, titles and provider records.
Putting passwords in the pack: Use a credential system and recovery path.
Assuming every asset follows the will: Identify ownership and nominations.
Sharing private health records with the executor: Provide only role-relevant information.
Using the pack to criticise family: Record practical facts and professional contacts.
Leaving several unlabeled versions: Mark the current and superseded records.
Failing to tell the executor: A hidden pack cannot assist.
Never testing access: Confirm retrieval before it is urgent.
How Evaheld supports executor preparation
Evaheld can help a user create or update a will through its online will maker where available, store the executed document and record the signed original’s location. A separate executor Room can contain the estate map, adviser contacts, first-72-hour instructions and digital-access pathway.
Personal messages, health information and family stories can remain in different Rooms. The account holder decides what the executor can see, what another relative receives and which material remains private.
Content can be updated as assets and contacts change. The review log and version labels help the executor identify the current information. Future access can be planned without sharing everything during the account holder’s lifetime.
Start with authority, the estate map and first-72-hour tasks. Those sections deliver more practical value than hundreds of unlabelled uploads.
Final executor handover pack checklist
Record the current executor, backup and lawyer contact.
Name the exact location of the signed original will.
Separate first-72-hour tasks from probate work.
Create an estate map linked to source evidence.
Record debts, insurance, superannuation and ownership structures.
Keep passwords outside the pack and document recovery.
Add funeral, household and dependent instructions.
Provide factual family communication notes.
Restrict health information to what the role requires.
Build a probate evidence index.
Use role-based access for each recipient.
Review and test the pack at least annually and after major changes.
Create an executor handover pack in Evaheld with controlled access to the will, estate map, first-72-hour instructions and evidence register.
