The Executor's Checklist: How to Inventory a Loved One's Estate
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Introduction
Being named executor of an estate is an act of trust. It also comes with real legal responsibilities — and one of the first and most consequential is the probate inventory.
Within 60 to 90 days of your appointment in most states, you're required to file a complete list of the deceased's probate assets with the court. That list needs descriptions, estimated values, and enough detail for a judge to evaluate it. Building it accurately, under time pressure, while also managing grief and family dynamics, is one of the hardest parts of settling an estate.
This guide gives you a practical checklist for building a complete probate inventory — and explains how to do it without losing weeks of your life to spreadsheets.
What Is a Probate Inventory?
A probate inventory is a formal document listing all probate assets owned by the deceased at the time of death — along with their fair market value as of that date. It's filed with the probate court and becomes part of the official estate record.
Probate assets are those that don't pass automatically outside of the estate — they're not jointly held, not in a trust, and don't have a named beneficiary. They typically include:
Personal property: furniture, electronics, jewelry, clothing, collectibles, art, tools
Vehicles: cars, boats, motorcycles, recreational vehicles
Real property held solely in the deceased's name
Financial accounts without designated beneficiaries
Business interests
Intellectual property and royalties
The personal property component — all the physical belongings inside a home — is usually the most time-consuming part. It's also where most executors get stuck.
The Probate Inventory Checklist
Step 1: Secure the property
Before anything else, make sure the home and its contents are secured. Change the locks if necessary, notify the homeowner's insurance carrier, and document the condition of the property. Take a short walk-through video of each room before anything is moved or removed.
This matters because the inventory must reflect the state of the estate at the date of death. If items are removed, sold, or damaged before you've completed the inventory, you may face questions about their disposition later.
Step 2: Gather key documents
Before you start cataloging physical items, collect the documents that will help you identify assets and establish values:
The will and any codicils
Prior appraisals or insurance schedules for valuable items
Receipts or purchase records for significant assets
Vehicle titles
Bank and investment account statements
Safe deposit box records and keys
Any existing home inventory the deceased may have maintained
Step 3: Go room by room
Systematic beats thorough. Work through the home one room at a time, and don't skip spaces — closets, attics, basements, garages, and storage units all need to be included.
For each room, document:
Every item of meaningful value (furniture, electronics, appliances)
Collectibles, art, jewelry, and other valuables — these often need professional appraisal
Items with sentimental significance, even if their financial value is modest
Boxes or storage containers — open them
For each item, capture at minimum: a photo, a brief description, estimated condition, and an estimated value. If you're unsure of value, note it as "to be appraised" — that's better than guessing.
Step 4: Use an app to do the heavy lifting
A clipboard and a spreadsheet will technically work, but they create a document that's hard to share, easy to lose, and painful to update. AI-powered tools like SaveOr let you photograph items room by room, automatically generate descriptions and estimated values, and export a court-ready PDF in one click.
For a typical home, most executors using SaveOr can complete the full documentation pass in a few hours rather than multiple days. The resulting report includes photos, descriptions, room-by-room organization, and values — formatted for attorneys and probate courts.
Step 5: Handle high-value items separately
Items that may have significant value — jewelry, art, antiques, collectibles, firearms, wine collections — should be appraised by a qualified professional. Note them in your inventory as "pending appraisal" and get the appraisal done before filing. Courts expect fair market values, and self-assessed values for high-value items invite scrutiny.
Your estate attorney can recommend appraisers, or you can search for certified members of the American Society of Appraisers or the Appraisers Association of America.
Step 6: Document what's not in the home
Don't forget assets that aren't physically present in the house:
Vehicles (check the driveway, garage, and any storage facilities)
Safe deposit box contents
Items on loan to family members or friends
Items stored off-site
Digital assets and accounts with monetary value
Step 7: Coordinate with co-executors and attorneys
If there are co-executors or if the estate involves an attorney, share your inventory with them before filing. They may identify missing assets, flag valuation concerns, or have documents that change what needs to be included.
SaveOr lets you share the full inventory with co-executors, attorneys, and beneficiaries in real time — so everyone is working from the same list and no one is surprised by the final filing.
Step 8: File on time
Most states require the probate inventory to be filed within 60 to 90 days of the executor's appointment. Missing the deadline can result in court sanctions and — in some cases — personal liability for the executor. If you need more time, ask your estate attorney about requesting an extension before the deadline passes, not after.
Common Mistakes Executors Make
Moving or distributing items before completing the inventory
Undervaluing items to simplify the process — courts notice, and heirs can challenge
Forgetting off-site storage, safe deposit boxes, or vehicles
Using informal value estimates for items that warrant professional appraisal
Not keeping an audit trail of decisions and changes
The most important thing to remember: the probate inventory is a legal document filed under your name. Accuracy and completeness protect you as much as they serve the estate.
How SaveOr Supports the Probate Process
SaveOr was built specifically for situations like this. Using AI photo recognition, you can walk through a home, photograph every room, and have a structured, organized inventory — with descriptions and estimated values — in hours.
The platform lets you invite co-executors, attorneys, and beneficiaries to view the inventory in real time. Every change is logged. And when it's time to file, you can export a clean, professional PDF that includes photos, descriptions, room organization, and values — ready for your attorney and the court.
Build your court-ready probate inventory with SaveOr. Learn more about our probate solutions at saveor.com/probate.
A Note on Working with an Estate Attorney
This guide is a practical starting point, not legal advice. Probate requirements vary significantly by state — what's required in California is different from what's required in Florida or Massachusetts. Always work with a licensed estate attorney in your jurisdiction before filing. SaveOr handles the documentation; your attorney handles the law.
Conclusion
A complete, accurate probate inventory protects you as executor, honors your fiduciary duty, and gives the court what it needs to move the estate forward. It's one of the hardest parts of settling an estate — but with the right approach and the right tools, it doesn't have to consume weeks of your life.
Start with the checklist. Work room by room. Document everything. And lean on tools that make the cataloging fast so you can focus on the decisions that actually require your judgment.