Estate Inventory Checklist: A Practical Guide for Executors and Families

Important: This guide is educational and not legal advice. Estate laws vary by state and situation. Work with a qualified estate attorney to create or update wills, trusts, and directives so your wishes are legally enforceable.

Who this is for

This checklist is designed for families getting organized, executors preparing for probate, and anyone building a digital inventory to support an estate plan.

Step 1 — Capture the Big Picture

• List real property: primary home, rentals, land.
• Catalog high‑value personal property: jewelry, watches, collectibles, instruments, art, electronics.
• Note financial accounts: bank, brokerage, retirement, HSA.
• Record insurance policies: home, valuable articles, life, umbrella.
• Identify digital assets: domains, wallets, cloud storage, social accounts.
• List obligations: mortgages, loans, lines of credit.
• Contacts: attorney, CPA, financial advisor, insurance agent.
• Key documents: will, trust, POA, health directives.
• Where originals are stored, and who has access.
• Emergency contacts and executor candidate(s).
• Special instructions (pets, heirlooms, charitable gifts).
• Passwords: use a password manager, not sticky notes.
• Keep a simple readiness score (green / yellow / red).
• Update quarterly or after major life events.
• Back up digitally and in a safe location.
• Use consistent naming for all files and records.

Step 2 — Build a Verifiable Asset Inventory

Use Bigtoa to add items with photos, receipts, appraisals, and notes that help heirs and appraisers understand what you own and why it matters.

• Photos: At least one clear photo per item; include serials, maker’s marks, and condition notes.
• Proof: Attach receipts, appraisals, certificates, or emails confirming provenance.
• Valuation: Record purchase price, estimated value, and valuation basis (appraisal, comps, insurer schedule).
• Location: Where the item is stored (room, safe, storage unit).
• Collections: Group related items to simplify sharing and export.

Tip: For sets (e.g., coin runs, dishware), photograph as a group and as key individual pieces. Label cases and boxes so an executor can match the physical with the digital.

Insurance Note: Carriers often require schedules and recent appraisals for high‑value jewelry, watches, or art. A complete inventory accelerates underwriting and claims.

Legal Note: If your state recognizes transfer‑on‑death deeds or beneficiary designations, use them appropriately with your attorney’s guidance.

Security Tip: Never store original will/trust only in one place; maintain secure backups and inform your executor where authorized copies live.

Record Keeping: Save a PDF export after major updates. This helps with audits and court filings.

Duplicates: Avoid duplicate records; merge items that appear twice to reduce confusion.

Photos of Documents: If you lack a scanner, use a phone scanning app to capture clear, flat images.

Change Log: Keep notes on changes and why values were updated (e.g., appraisal on 2025‑01‑10).

Dispute Prep: Clear documentation prevents family disputes and accelerates court processes.

Executor Briefing: Leave a one‑page summary explaining where to start, key contacts, and how to access Bigtoa.

Step 3 — Assign Heirs and Leave Context

• Designate primary and backup heirs for important items.
• Explain intent in notes (why an heir is selected, sentimental value, history).
• Flag sensitive items (firearms, regulated materials) for attorney review.
• Use collection‑level notes for sets that should stay together.
• Coordinate with your attorney to ensure the will/trust matches item‑level wishes.
• Update beneficiaries on financial accounts separately; these override wills in many cases.
• Consider charitable bequests and work with counsel on tax‑efficient transfers.
• When in doubt, write a letter of instruction and store it in the vault.
• Keep heirs’ contact info up to date for notification.
• Handle conflicts early; mediation saves time and relationships.

Step 4 — Secure Documents in the Vault

• Upload signed PDFs: will, trust, POA (financial and medical), HIPAA forms, deeds, and titles.
• Include policy documents (home, valuable articles, umbrella, life) and beneficiary designations.
• Attach appraisals to individual items and store copies in the vault.
• Store a notarized list of safe deposit box contents and location.
• Keep a record of passwords in a password manager; store the emergency access procedure with your attorney.
• Record where originals are held and who has authority to access them.
• Back up offsite; test that backups restore properly.
• Encrypt sensitive files and restrict sharing to those who need it.
• Review annually; set a calendar reminder.
• Coordinate with your attorney before making structural changes.

Step 5 — Share Access Thoughtfully

• Share read‑only access with your attorney and executor for review.
• Grant timed access where appropriate; remove it after a review window.
• Use the export tools to generate a PDF or CSV for court or tax filings.
• Document who received access and when for your records.
• Practice a brief “table‑top” walkthrough with your executor and a trusted family member.
• Confirm all parties know how to contact each other quickly.
• Ensure copies of critical IDs are available (driver’s license, passport, SSN as permitted).
• Store instructions for accessing devices with 2FA and recovery codes.
• Consider the privacy of third parties; minimize unnecessary exposure of their data.
• Use Bigtoa’s audit trail to verify what was accessed and when.

Executor Day‑One Checklist

1. Locate the will/trust and confirm the executor’s authority.
2. Secure residence(s); change locks if needed; protect valuables.
3. Obtain multiple certified death certificates.
4. Notify the attorney and schedule a consultation.
5. Notify the insurance agent; verify coverages remain adequate.
6. Open an estate account; track every expense and receipt.
7. Inventory assets using Bigtoa exports; tag items that require appraisal.
8. Forward mail; monitor for unknown accounts or bills.
9. Freeze or transfer recurring subscriptions appropriately.
10. Communicate timelines and expectations with heirs in writing.

Legal and Tax Guidance

Bigtoa is not a law firm or tax advisor. This guide is not a substitute for professional counsel. Work with a qualified estate attorney and a CPA who understand your state laws and family goals.

Next Steps

• Create your Bigtoa account and start your inventory.
• Upload your will/trust (draft or final) to the vault.
• Assign heirs for top‑priority items and add context notes.
• Invite your attorney and executor with read‑only access for review.
• Export a PDF and keep it with your documents.