A Clear Process for a Complex Journey
Phase I: Foundation & Discovery (The First 1-3 Months)
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Initial Consultation & Planning: We start with a detailed meeting to understand the trust, identify priorities, and create a tailored roadmap. We'll set up our secure portal and communication plan.
Vital Records & Key Documents: We order death certificates and guide you in locating the original trust, will, deeds, insurance policies, and recent financial statements.
Formal Notifications: We handle contacting Social Security, financial institutions, insurance companies, pension administrators, and credit agencies.
Mail Management & Initial Review: We manage mail forwarding and begin reviewing correspondence to identify assets, debts, and subscriptions.
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✅ Your Time: For the initial consultation call (approx. 60-90 minutes).
✅ Key Information: Decedent's full legal name, SSN, DOB, Date of Death (usually via our Intake Form).
✅ Access to Documents: Guidance on where the decedent kept important papers (home office, safe deposit box?). We can assist with accessing these locations.
✅ Email Access (Crucial): If possible, access to the decedent's primary email account. If passwords aren't known, we'll need your authorization to initiate password recovery processes with major providers (e.g., Gmail, Yahoo).
✅ Your Signature: On letters we draft authorizing us to speak to institutions on your behalf, and on forms like the mail forwarding request.
Estate Care
Phase II: Asset Inventory & Marshalling
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Comprehensive Asset Identification: We systematically track down every potential asset using mail, tax returns, and other records.
Creating the Master Inventory: We compile findings into a detailed spreadsheet listing all assets and liabilities.
Asset Marshalling & Titling: We prepare paperwork and coordinate with institutions to help you gain control and re-title accounts into the trust's name under your authority.
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✅ Review & Input: Reviewing drafts of the Master Inventory to confirm assets or identify anything missing based on your knowledge.
✅ Access to Property/Safes: Coordinating times for us to access the decedent's home or safe deposit box to search for physical documents (titles, certificates, keys).
✅ Signatures: Signing letters and forms required by financial institutions to grant administrative access and re-title accounts. We prepare everything for your signature.
✅ Decisions: Confirming which accounts need to be consolidated or closed.
Estate Care
Phase III: Valuation & Financial Management
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Coordination of Formal Valuations: We identify assets needing appraisal, present vetted appraisers, and manage the appraisal process once you hire them.
Establishing Date-of-Death Values: We obtain official statements for financial accounts and record all values in the Master Inventory.
Ongoing Bill Pay & Cash Flow Management: We track incoming bills, present them for approval, and process payments from the trust account.
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✅ Decision on Appraisers: Selecting and formally hiring the appraisers from the vetted list we provide.
✅ Approval of Bills: Timely review and written approval (email is fine) of the "Bills for Payment" reports we send you.
✅ Access for Appraisers: Coordinating schedules to allow appraisers access to real estate or personal property.
Estate Care
Phase IV: Property Management & Disposition
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Real Estate Security & Maintenance: We secure property, manage maintenance, conduct checks, and coordinate repairs.
Personal Property Coordination: We manage beneficiary selections, estate sales/auctions, donations, and final clean-out.
Vendor Management & Realtor Liaison: We source, vet, and manage property vendors. We coordinate with the realtor if property is sold.
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✅ Decisions on Property: Making key decisions about repairs, maintenance, keeping vs. selling property, and selecting a realtor (if applicable).
✅ Selection of Vendors: Hiring vendors (e.g., estate liquidator, junk hauler) based on our vetted recommendations.
✅ Guidance on Personal Property: Providing instructions on how personal belongings should be distributed, sold, or donated according to the trust and family wishes.
✅ Availability for Access: Coordinating times for major vendor work or property showings.
Estate Care
Phase V: Accounting, Distribution & Closing
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Preparation for Formal Accounting: We reconcile all transactions and prepare a comprehensive financial report for your CPA and attorney.
Coordination of Final Distributions: We handle the logistics of sending funds/assets to beneficiaries per the attorney-approved plan and track release forms.
Final Wind-Down & Record Keeping: We ensure final tax returns are filed, manage reserves, close accounts, and compile the final "Trustee's Bible."
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✅ Review & Approval: Reviewing the draft accounting report with your attorney and CPA.
✅ Final Signatures: Signing checks, wire authorizations, and property transfer documents for final distributions.
✅ Confirmation: Confirming receipt of your final records package.
Estate Care
Phase VI: Optional Legacy & Personal Affairs Coordination
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Digital Estate Wind-Down, Pet Rehoming, Heirloom Management.
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✅ Decisions: Providing clear instructions on closing/memorializing digital accounts, pet placement wishes, and handling of sentimental items.
✅ Access: Providing passwords or account recovery information where available.
Estate Care
Ready for Expert Administrative Support?
Let us take the administrative burden off your shoulders. Schedule your complimentary consultation today to discuss your specific needs and learn how our structured process can bring you peace of mind.