Executor decision diary: what to write, with examples
Marked for professional review. A decision diary is a good-practice habit, not a legal requirement we can point to. What an executor must account for is a legal question for your solicitor.
An executor makes many judgement calls: which valuer, when to sell, whether to pay a disputed bill. If someone later asks why, “I decided it was reasonable at the time” is much stronger with a note made at the time.
What a good entry has
- Date.
- The decision in one sentence.
- Why: the options you considered and the information you had.
- Who you asked, such as your solicitor, accountant or co-executor.
- What happens next.
Fictional examples
These are made up to show the format. They are not advice.
| Date | Decision | Reason | Advice taken | Next |
|---|---|---|---|---|
| 12 Apr | Use a registered valuer for the house instead of an agent’s estimate | The estate may need a formal value, and two beneficiaries may want to buy it | Asked the solicitor, who suggested a valuation | Book valuer by 19 Apr |
| 20 Apr | Pay the final electricity bill from the estate account | Small, clearly owed, and a late fee would apply | None needed | Record the payment in the money log |
| 3 May | Hold the sale of the car until the grant arrives | The solicitor said the car should not be sold yet | Email from the solicitor dated 2 May | Revisit when the grant is issued |
Tips
- Write it the same day. Memory fades.
- Keep it short. Two or three sentences is plenty.
- Be factual and calm. Assume a beneficiary or court may read it.
- Attach the evidence: refer to the email or valuation by name and date.
- Do not edit past entries. Add a new entry if something changes.
A place to keep it
The All Ends Tied Workbook has a Decision Diary tab with dropdowns for the type of decision and a place to record advice taken. A blank page or a document works just as well.
All Ends Tied Workbook (A$39)
A 20-tab Google Sheets / Excel workbook for tracking the estate: tasks, notifications, assets, debts, expenses, time, decisions, distributions and a printable summary.