Step 5 – Deceased Estate Administration Guide

The Role of Executor of a Will or Administrator of Estate

  • Last Updated: March 2024

This step explains everything you need to know about who will take on the Executor of a Will or Administrator of Estate role depending on whether the deceased person left a valid Will. We will also review the Will Executor duties and Administrator duties.

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Overview
Now that you have ascertained that a valid Will is in place and you have located it, you should –
where a Will exists:
  • find out who the named Executor(s) are;
  • determine if the Executor(s) want(s) to or can take on the duties of an Executor; and
  • if multiple co-Executors decide to act jointly or authorise one Executor to act on their behalf.
where no Will exists:
  • identify who the senior available Next of Kin is; and
  • determine if the senior available Next of Kin has the capacity and wants to take on the duties of Administrator.
Note: If you are not the nominated Executor of a Will, it is important that you contact the person nominated as the Executor immediately. You may choose to share this page with that person to help with the Deceased Estate administration.

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5.1 Difference Between an Executor of a Will & Administrator of Estate

Who is the executor of a Will? What does an executor of a will do?
These are key questions in the Estate administration process.

An Executor is the person nominated in the deceased person's Will. The Executor of Estate was likely nominated as a trusted person who knows the deceased person well, hence being in the best position to administer the Deceased Estate in the best interest of the deceased person to fulfil their final wishes.

Where a Will exists, in most cases, one or more Executors are nominated. However, there are also Wills where no one is nominated and instances where no Will exists at all. In such cases, the person taking on the role and duties conferred on an Executor would be referred to as Administrator.

An Administrator is mostly a senior available Next of Kin of the deceased person who agrees to take on the role and duties to administer the Deceased Estate according to legislation applicable to situations where no Will is in place.

5.2 Duties & Role of an Executor of a Will & Administrator of an Estate

Whether it's Executor duties (where a valid Will is in place) or Administrator duties (where no valid Will is in place) you're concerned about, the core responsibilities associated with either role are to:

As you can see, your duties as Executor of a Will (or as Administrator of an Estate) are quite numerous and, depending on the size and complexity of the Estate, these can be time consuming to undertake. Soon enough, you'll realise that, in order to fulfil your Administrator or Executor obligations, you will need to commit time and energy, and exercise prudence, patience and astuteness at all times. This is why the role of Executor of an Estate (or as Administrator) is one that needs to be taken seriously.

Fiduciary Duties of an Executor or Administrator
In your role of Executor or Administrator, you represent the Deceased Estate entrusted by the deceased person where you were nominated under the Will or legislation, to hold in trust their money and other assets before they are distributed to the Beneficiaries. By taking on this role, you will uphold the following fiduciary duties to:
  • always act in good faith;
  • always act in the best interest of the Deceased Estate; and
  • never make decisions or take actions that will benefit you directly or indirectly (also known as conflict of interest).

Remember, the main objectives of an Executor and Administrator are to establish the value of the Estate, administer it and distribute the Estate to the Beneficiaries. This Deceased Estate Administration Guide will come in handy as you work through each step of the process.

5.3 Powers of an Executor of a Will or Administrator of an Estate

Just as being the appointed Executor or designated Administrator of a Deceased Estate comes with a number of responsibilities, your role also involves certain powers or rights.

The powers of an Executor of a Will (or those of an Administrator of an Estate) are manifold and those powers or rights are closely tied to the responsibilities associated with either role. These typically include:
  • Managing all assets of the Deceased Estate (as prescribed by law), such as bank accounts, stocks, bonds, real estate property, etc.
  • Taking an inventory of assets
  • Investing assets
  • Selling off personal and real property which is part of the Estate
  • Paying off debts or loans and Estate taxes, and handling claims and other expenses related to administering the Estate
  • Determining the Testator's employee benefits
  • Taking care of the testator's business
  • Providing accounting reports to the Beneficiaries and the Court as required
  • Keeping Beneficiaries updated on important financial matters on a regular basis
  • Mediating between Beneficiaries should disputes arise
  • Distributing assets to the Beneficiaries
  • Winding up, settling and closing out the Estate

5.4 Will With One Executor

Wills that name only a single Executor are simpler to administer as the person appointed can go through the administration process without needing joint authorisations. Sole Executors will also be able to best act in the interest of the deceased without getting entangled in disagreements with co-Executors.

5.5 Will With Multiple Executors

Wills that name multiple Executors can be more difficult to administer as the persons appointed need to act jointly unless Executors are differentiated in the Will as primary or secondary (also referred to as substitute or alternative) Executors.
If the Will expresses joint executorship or does not differentiate, the Executors can agree to act jointly or authorise one of the Executors to act on their behalf as if they were the sole Executor nominated in the Will.

If you agree to act jointly, you can move to Step 5.9 below.
If you want to authorise one of the Executors to act on everyone's behalf, then you can follow the process outlined below for the relevant state/territory:

New South Wales (NSW) – Sydney change State

Refer to Step 5.8 – Renounce Executorship (Resign as Executor of a Will) below if you want to renounce your right as Executor.

Relevant Website

Read about 'Executors not able to act' here

Victoria (VIC) – Melbourne change State

Refer to Step 5.8 – Renounce Executorship (Resign as Executor of a Will) below if you want to renounce your right as Executor.

Queensland (QLD) – Brisbane change State

Refer to Step 5.8 – Renounce Executorship (Resign as Executor of a Will) below if you want to renounce your right as Executor.

5.6 Who Can Be the Administrator of an Estate (Without a Will, Intestate)

In cases where it is known that no Will exists, who can be appointed Administrator of an Estate? Who can apply for Letters of Administration?

It is, of course, the responsibility of the Administrator of the Estate to apply for Letters of Administration.
When no Will can be found and the family is also unaware of a Will having been put in place, it is said that the person died intestate. The Next of Kin who will most likely be appointed the Administrator of Estate will administer the Deceased Estate following the Executor process.

The term Next of Kin is not defined by law in Australia. The deceased person's Next of Kin will likely be considered in this order of priority:
  • the deceased person's spouse;
  • children over the age of 18;
  • parents; and
  • siblings over the age of 18.

5.7 Decide If You Wish to Take on the Executor or Administrator Role

If you are the person or one of the persons named in the Will as Executor of Estate or you are the most senior available Next of Kin who will most likely be administering the Deceased Estate as Administrator of Estate, you should first decide whether or not you want to take on the Administrator or Executor duties outlined above.

Some of the duties of an Executor may seem daunting at first, but simplyEstate provides clear guidance to help you navigate through the Estate Administration process. simplyEstate has also partnered with numerous trusted service providers across Australia for each step when things get a bit tricky or you want to take advantage of some support along the way.

Important considerations when deciding to accept to act as the Executor of a Will or as Administrator of an Estate are that:
  • the deceased has likely nominated you based on their trust and belief in your ability to administer the Estate as per their wishes if a Will is in place;
  • Deceased Estate Administration, on average, takes between six and 12 months depending on the complexity and size of the Estate; and
  • a good relationship with the immediate family and Beneficiaries is in place or can be established to ensure the Estate can be administered and distributed as intended.

If you decide to take on Executor duties and act on behalf of the deceased, congratulations! You can always count on simplyEstate to support and guide you. Book a phone appointment if you are ever in doubt or don't know how to proceed.

The decision to take on Will Executor duties (or the Administrator role) should be made as soon as possible and before taking any Estate Administration steps. The reason for this is to protect the Estate and its Beneficiaries as well as creditors. If you do not intend to take on the duties, it is best not to start with the administration process, as doing so may be interpreted as you having assumed the role and you may be unable to resign as Executor or Administrator (also referred to as renouncing as described in Step 5.8 below).

However, you may still be able to renounce your role as Executor or Administrator after making arrangements for the body transport and funeral to not delay this important activity, if your specific circumstances require this.

5.8 Renounce Executorship (Resign as Executor of a Will)

Can an Executor appoint another Executor or renounce executorship?

If you are nominated as an Executor of a Will and are unable or unwilling to act as Executor and take on the duties of an Executor, you can officially renounce your role as Executor. You will need to formally renounce executorship by completing, signing and filing a renunciation of executorship form with the Supreme Court of the applicable state/territory.

In this situation, the secondary (also referred to as substitute or alternative) Executor(s) will be appointed if there are multiple Executors nominated in the Will.

If no secondary (also referred to as substitute or alternative) Executor is nominated in the Will, then the following may be appointed:
  • a close relative;
  • a close friend;
  • a third-party Executor (e.g. Lawyer); or
  • your state/territory's Public Trustee.

If you are not nominated as the only Executor of the Will, you can complete the relevant documents and provide these to the Executor who will apply for Grant of Probate as outlined in Step 27 or you can submit and file your renouncing document directly with the relevant Supreme Court by state/territory as explained below:

New South Wales (NSW) – Sydney change State

Supreme Court of New South Wales

Phone: 1300 679 272
Opening Hours: Monday – Friday, 8:30am – 4:30pm AEST
Email: sc.probate@justice.nsw.gov.au
Address: Law Courts Building, Level 5, 184 Phillip Street, Sydney NSW 2000
Post: Supreme Court of NSW, GPO Box 3, Sydney NSW 2001

Process – Paper

The following documents and templates can be used for a paper-based submission.
For complicated applications and when in doubt, it is recommended to seek legal advice. simplyEstate partners with experienced probate lawyers who can assist with completing this task.

Relevant Documents
You will need to provide the following documents or as requested by the Supreme Court: Instructions

Read how to complete a renunciation form here

Relevant Legislation

PROBATE AND ADMINISTRATION ACT 1898 (NSW) Section 69 (Austl.) (accessed 20/10/2018)

Victoria (VIC) – Melbourne change State

Supreme Court of Victoria

Phone: 03 8600 2000
Opening Hours: Monday – Friday, 9:30am – 4:00pm AEST
Email: probate@supcourt.vic.gov.au
Address: Level 2, 436 Lonsdale Street, Melbourne Victoria 3000
Post: Probate Office, Supreme Court of Victoria, 210 William Street, Melbourne Victoria 3000

Process

The relevant documents must be completed and filed with the Probate Office of the Supreme Court in person.
For complicated applications and when in doubt, it is recommended to seek legal advice. simplyEstate partners with experienced probate lawyers who can assist with completing this task.

Affidavits
You must swear or affirm your Affidavit(s) in front of a:
  • Justice of the Peace;
  • a practicing lawyer with a current certificate; or
  • an authorised witness at the Supreme Court Probate Office when lodging the application.
You and one of the above listed witnesses must sign:
  • each page of the Affidavit; and
  • the final page of the Affidavit.
Relevant Documents
You will need to provide the following documents or as requested by the Supreme Court: Relevant Legislation

ADMINISTRATION AND PROBATE ACT 1958 (VIC) Section 15 (Austl.) (accessed 20/10/2018)

Queensland (QLD) – Brisbane change State

Supreme Court of Queensland

Phone: 1800 479 117
Opening Hours: Monday – Friday, 9:00am – 4:00pm AEST
Email: enquiries@queenslandreports.com.au
Address: QEII Courts of Law Complex, 415 George Street, Brisbane Qld 4000
Post: PO Box 15167, City East Qld 4002

Process – Paper

The following documents and templates can be used for a paper-based submission.
For complicated applications and when in doubt, it is recommended to seek legal advice. simplyEstate partners with experienced probate lawyers who can assist with completing this task.

Relevant Documents
You will need to provide the following documents or as requested by the Supreme Court:
  • Form 114 – Renunciation where a Will is in place and you were nominated as Executor
  • Form 115 – Renunciation (intestacy) where no Will is in place and you are the only Next of Kin and don't wish to take on the duties of Administrator
Website

QLD Government

Relevant Legislation

SUCCESSION ACT 1981 (QLD) Section 46 (Austl.) (accessed 4/1/2018)

5.9 Dispute Between Executors of a Will & Beneficiaries

It is not unusual for the Executors of a Will or Administrator of an Estate, Next of Kin and Beneficiaries to disagree over certain views and decisions along the way. Disagreements are ideally discussed and mediated between the parties.

Some common examples of complaints and disagreements include the following:
  • The Executor or Administrator did not sufficiently communicate with the Beneficiaries;
  • The Beneficiaries are impatient and do not necessarily understand the steps, decisions and administrative activities involved;
  • The time taken by the Executor or Administrator to administer the Estate exceeds a year;
  • The Executor or Administrator is seen to be taking advantage of the powers vested in them to advance their personal interests and not those of the Beneficiaries (conflict of interest);
  • The Executor or Administrator did not locate all the property and did not insure it appropriately;
  • The Executor or Administrator did not keep accurate accounts; and
  • The Executor or Administrator did not administer the Estate as per the Will.

Most issues can be resolved through open and frequent communication. As the Executor or Administrator of a Deceased Estate, it is worthwhile letting family members know what needs to be done, what you are currently working on and what the next steps are.

You may also find it useful to share this website with them, so they can learn about the process, appreciate the work you are doing for them and provide you with support rather than question your actions.

simplyEstate is here to help. You can book a phone appointment to discuss the administration or any disputes you have to help determine the best course of action.

Note: simplyEstate cannot dispense advice as per our Terms & Conditions but can provide general guidance or assist you with seeking the appropriate support for your situation.

Read Further

You are currently on Step 5 – The Role of Executor of a Will or Administrator of Estate. Other steps of interest may be:

< Step 4 – How to Find a Will & Funeral Insurance Information > Step 13 – Who Is a Beneficiary of Deceased Estate (Testate & Intestate Estate) > Blog – Executor of Will Duties & Role of Administrators and Beneficiaries

Complete Step

Actions and Decisions to Complete Step Yourself

If you have decided to complete this Step yourself, some actions and decisions may be to:

  1. Read carefully the duties of an Executor of Estate and Administrator (see Step 5.2 above);
  2. Establish who the Executor(s) of the Will are, where a valid Will is in place, and their powers (see Step 5.4 and Step 5.5 above);
  3. Determine who the likely Administrator of the Estate will be, where no valid Will is in place (see Step 5.6 above);
  4. Agree which Executor(s) named in the Will want to or can take on the role of Executor solely or jointly (see Step 5.7 above);
  5. Complete the necessary paperwork if Executor(s) who are named in the Will want to renounce their executorship (see Step 5.8 above and forms below); and
  6. Manage any disputes with Beneficiaries (see Step 5.9 above).

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Information

Forms

Legislation

New South Wales (NSW) – Sydney change State
Victoria (VIC) – Melbourne change State
Queensland (QLD) – Brisbane change State

Cost & Effort

Reading: 20 mins
Preparing: 10 mins
Completing: 1-2 hrs
Total: 1:30-2:30 hrs
Cost: $0

Effort and cost are general estimates only and are based on the assumption that you complete this step without experienced support.

Instructions

To find out how this Process Guide works, access the instructions here.

Glossary

To find out what the capitalised words mean, access the glossary here.

New South Wales (NSW) – Sydney change State
Victoria (VIC) – Melbourne change State
Queensland (QLD) – Brisbane change State

Forms

Renouncing Executorship & Administratorship in NSW

Form 123 – Renunciation of probate

Renouncing Executorship & Administratorship in VIC

Renunciation of Probate
Affidavit of Verification – Renunciation of Probate

Renouncing Executorship & Administratorship in QLD

Form 114 – Renunciation where a Will is in place and you were nominated as Executor
Form 115 – Renunciation (intestacy) where no Will is in place and you are the only Next of Kin and don't wish to take on the duties of Administrator

Refer to Step 5.7 above for more detail about these forms​.
Other forms not listed here may be required based on your specific circumstances.

Checklists & Tools

Download Australia's most used Home Contents & Personal Belongings Inventory (part of the Light Executor Checklists & Tools Package) to capture all items belonging to the deceased person and tick off Willed items before they are taken from the home.

Download the Executor & Administrator Timesheet (part of Light Executor Checklists & Tools Package) to capture the time you spend for possible compensation for your work.

New South Wales (NSW) – Sydney change State
Victoria (VIC) – Melbourne change State
Queensland (QLD) – Brisbane change State

Legislation & Rules

Renouncing Executorship & Administratorship in NSW

PROBATE AND ADMINISTRATION ACT 1898 (NSW) Section 69 (Austl.) (accessed 20/10/2018)

Renouncing Executorship & Administratorship in VIC

ADMINISTRATION AND PROBATE ACT 1958 (VIC) Section 15 (Austl.) (accessed 20/10/2018)

Renouncing Executorship & Administratorship in QLD

SUCCESSION ACT 1981 (QLD) Section 46 (Austl.) (accessed 2/1/2021)

Other legislation and rules not listed here may apply to your specific circumstances.


Guidance & Support

Executor Checklists & Tools

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Don't forget important tasks with Australia's most used Executor Handbook, Checklists and Tools. We recommend the Home Contents & Personal Belongings Inventory to capture all items belonging to the deceased person and tick off Willed items before they are taken from the home. This document is part of the Light Executor Checklists & Tools Package.
Download Here

Trusted Support

Have you encountered a challenge needing professional support, or are you unsure about how to proceed? Find out about our support options and personal guidance to get you back on your way with confidence.

New South Wales (NSW) – Sydney change State
Victoria (VIC) – Melbourne change State
Queensland (QLD) – Brisbane change State
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Executor & Administrator Support NSW

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Estate & Probate Lawyer NSW

Our trusted partner can help with:
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  • confirming your Executor duties, powers and legal requirements
  • administering the Estate end-to-end
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Executor & Administrator Support VIC

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  • assessing your approach and best way forward
  • engaging an Estate & Probate Lawyer

Review our services and book a free phone appointment.

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Trusted Partner apply for grant of probate or letters of administration with support from McNab McNab & Starke Lawyers in Melbourne Essendon Sunbury VIC

Estate & Probate Lawyer VIC

Our trusted partner can help with:
  • establishing validity of a Will
  • confirming your Executor duties, powers and legal requirements
  • administering the Estate end-to-end

Request an obligation free phone call to discuss your situation.

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Executor & Administrator Support QLD

We can help with:
  • discussing this step in detail
  • assessing your approach and best way forward
  • engaging an Estate & Probate Lawyer

Review our services and book a free phone appointment.

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Trusted Partner apply for grant of probate or letters of administration with support from The Estate Lawyers in Brisbane Gold Coast QLD

Estate & Probate Lawyer QLD

Our trusted partner can help with:
  • establishing validity of a Will
  • confirming your Executor duties, powers and legal requirements
  • administering the Estate end-to-end

Request an obligation free phone call to discuss your situation.

Find Out More