Practical Support for a Stressful Time

When a loved one passes away, families are often left navigating not just grief—but a complex paper trail of legal, financial, and personal documents. For clients managing probate, one of the most important things they can do early on is get organized.

As a Real Estate Probate Specialist, I’ve seen firsthand how a clear, structured approach to estate paperwork can relieve stress and prevent delays. Here’s how you can help clients (or yourself) get started.

📋 Step 1: Make a Master Checklist

Help your clients create a master list of the documents they’ll likely need. This includes:

• Last Will and Testament
• Death Certificate (multiple copies)
• Letters Testamentary or Letters of Administration
• Property deed and title
• Mortgage statements
• Insurance policies (home, life, auto)
• Bank and investment account info
• Tax returns (past 2–3 years)
• Utility and service accounts
• Outstanding bills or debts
• Contact list of legal/financial professionals

Having this list upfront keeps everyone focused and ensures nothing slips through the cracks.

📂 Step 2: Create a Physical & Digital Filing System

Encourage your clients to organize paperwork both physically (with folders or binders) and digitally (scanned into cloud storage or a shared drive). Label files clearly—by account type, property, or person—and keep copies of all correspondence with the court and financial institutions.

If you’re assisting them directly, offer to:

• Set up a digital folder structure
• Scan and label documents
• Create shared access for family or legal teams

🔄 Step 3: Prioritize What the Court Needs First

In New York, the Surrogate’s Court typically requires:

• Death certificate
• The original will (if applicable)
• Petition for probate or administration
• Names and contact info for all heirs/beneficiaries

Getting these items in order early helps the process begin smoothly and keeps the estate moving forward.

🤝 Step 4: Partner with a Probate-Savvy Team

Paperwork is just one part of the journey. Having the right team—attorneys, tax professionals, and a real estate expert who understands probate—can ease the burden for your clients and ensure the estate is managed responsibly.

I work with families to:

• Coordinate document prep for inherited property sales
• Liaise with attorneys and estate professionals
• Guide executors through what’s needed at every stage of the process

🌿 A Gentle Reminder

Getting organized isn’t just about paperwork—it’s about peace of mind. Helping your clients sort through estate documents is one of the most meaningful ways you can support them during a difficult time.

Whether they’re weeks into the process or just beginning, small steps toward order today can save time, stress, and heartache tomorrow.

If you or someone you know is managing an estate and feeling overwhelmed, let’s talk. I’m here to make the process as simple, respectful, and organized as possible.

Disclaimer: We are not attorneys and therefore we are not offering legal advice. 

My team and I can assist you with clean outs, removal of household items, estate sale, winterizing, landscaping, home maintenance and any other non-legal tasks that will help to lighten the load as you go through the probate process. Give us a call at 516-300-2427 or send an email to smbizsol@gmail.com.