Executor record-keeping: a template you can build or download
Record-keeping is the unglamorous part of being an executor and the part most likely to save you trouble later. This guide gives a simple template.
The four things every record needs
Every entry, whatever it is about, should answer four questions:
- What happened? A short, plain description.
- When? The date, and the time of a phone call if you can.
- Who with? The name of the person and the organisation.
- What next? The follow-up action and who is responsible.
Notification log (example rows)
| Date | Organisation | How | Spoke with | Reference | Next step |
|---|---|---|---|---|---|
| 3 Mar | Example Bank | Phone, then letter | [Name] | [Ref] | They will send forms by [date] |
| 4 Mar | Example Super Fund | Online form | n/a | [Ref] | Chase if no reply in 2 weeks |
The details above are made-up examples to show the format.
Money log
For each payment in or out record the date, the amount, what it was for, who paid and the receipt. If you pay a bill personally, mark it clearly as “paid personally, to be reimbursed” so it does not get lost.
Decision log
Note anything where you made a judgement call, such as selling an item, choosing a valuer, or delaying a distribution. Write the date, what you decided and why. See the decision diary example.
Documents index
List each important document and where the original is kept: will, death certificates, grant, valuations, statements and receipts. Note who has copies.
Keep sensitive details minimal
You do not need full account numbers or passwords in a spreadsheet. The last four digits of an account and a note of where the statement is kept are enough.
Ready-made versions
The All Ends Tied Workbook has these as tabs. The free Starter Kit includes a notification register and contacts list.
A 20-tab Google Sheets / Excel workbook for tracking the estate: tasks, notifications, assets, debts, expenses, time, decisions, distributions and a printable summary.