5 Ways to Make Your Executor’s Job Easier

Let’s be honest – no one wants to think about dying. But if you’ve taken the time to write a will and name an executor, you’re already ahead of the curve. But naming someone to carry out your wishes is just the first step. The real kindness comes in making their job as easy as possible when the time comes.

I recently discovered that being an executor can be a difficult, time-consuming, and emotionally draining task. The job entails navigating family dynamics, dealing with banks and legal systems and sorting through paperwork…all while grieving the loss of a loved one. However, there are a few key things you can do right now to make your executor’s job easier. Think of this as your final thoughtful act of love for the people who matter most.

Here are five practical things you can do today to lighten your executor’s load tomorrow:

1) Create an Estate Planning Record Keeper Binder

A estate planning record keeper binder is a comprehensive collection of everything your executor will need to handle your affairs after you’re gone. Think of it as your estate’s instruction manual. At a minimum, include:

• A copy of your will (with instructions where the original is located), and any other legal documents
• Contact information for your financial advisor, accountant and lawyer
• Bank account details and insurance policy numbers (with instructions where the contracts are located)
• Contact information for pension administrators
• A list of recurring bills and subscriptions, including account numbers
• Land title details (such as a property tax notice)
• Funeral preferences
• Your Social Insurance Number

This binder can be a physical folder, a digital file or both. The key is clarity: your executor shouldn’t have to rummage through filing cabinets or guess where to start. If you go digital, make sure your executor knows how to access the files – preferably with written instructions stored securely. If you need help getting started, contact your RGF financial advisor for a template.

2) Leave Instructions for Personal Items

Your will deals with your major assets, but what about the smaller, sentimental items? Jewelry, family heirlooms, photo albums or a special book can become sources of confusion – or worse, conflict – if there’s no guidance.

Write down a clear, itemized list of personal belongings you want to pass on, along with the name of the recipient. Be specific (“I would like my niece Sara to have my vinyl collection because she loves ‘80s music”).

You can keep this list in your estate binder and update it as needed. Remember – sentimental value is subjective – what might seem trivial to you could mean the world to someone else.

3) Pre-Plan Your Funeral

Planning your own funeral might sound morbid, but it’s one of the greatest gifts you can give your loved ones. When the time comes, your executor will already be managing legal, financial and emotional tasks – deciding on burial vs. cremation, service details and costs shouldn’t be added to their list.

You can:

• Choose a funeral home in advance
• Pre-pay funeral arrangements
• Write down service preferences (open or closed casket, music, readings, speakers, etc.)
• Specify burial or scattering wishes

Pre-planning ensures your funeral reflects your personality and values, while sparing your executor from making rushed decisions while in an emotional state. It can also prevent family fights during an already difficult time.

4) Get Your Passwords in Order

These days, so much of our lives is online – bank accounts, social media, streaming subscriptions, cloud storage, even smart home devices. If your executor can’t access your digital life, they’re stuck.

Use a password manager (such as 1Password) to store all your logins securely. Many managers let you name an emergency contact or create a “digital legacy” feature so someone you trust can gain access if needed.

Alternatively, you can maintain a printed list of passwords in your estate binder – just be sure to update it regularly and store it somewhere secure. Don’t forget:

• Email accounts
• Bank and investment account websites
• Utility accounts
• Social media accounts: leave instructions on what you want done with your digital accounts…should your Facebook be memorialized or deleted? Want your Instagram taken down? Say so.
• Cloud storage (Google Drive, iCloud, Dropbox, etc.)

I recommend adding a “digital assets clause” to your will that includes explicit instructions for your executor with a list of all digital assets, including passwords. It’s best to consult with an experienced estate lawyer to confirm the current state of the law and strategies for addressing digital assets in your will.

5) Embrace “Döstädning”

The Swedish concept of döstädning, or “death cleaning”, is the art of gradually decluttering your home as you age…removing items you no longer need so they don’t become someone else’s burden later.

This doesn’t mean stripping your home bare; it means being intentional about what you keep, donating what’s not needed, and passing on meaningful items while you’re still here to people you care about. By decluttering now, you make the executor’s job infinitely easier: fewer items to inventory, sort and distribute means less time, expense, and emotional strain for everyone.

Start with unused or forgotten items and work your way toward the more sentimental things. Invite family members and friends to take items they want now, which also creates an opportunity for connection and reminiscing.

Final Thoughts

Serving as an executor is a big responsibility. Even though you can’t remove all the work involved, you can make it easier, clearer and less stressful. It’s not about being morbid – it’s about being kind, responsible and thoughtful enough to make sure that when the time comes, your executor can honour your wishes without any unnecessary hurdles. A little organization today can save you family months of stress tomorrow – and that’s a legacy worth leaving.