Immediately
- Contact the insurer and notify them of the death and the vacancy
- Ask whether coverage continues, under what conditions, and for how long
- Ask whether a vacancy permit or specialised policy is required
- Get the answer in writing
- Establish who holds keys; change locks if uncertain
- Confirm heat is on and set appropriately
- Confirm the water situation and decide on shut-off
- Arrange mail collection or redirection
- Photograph every room before anything is moved
- Locate key documents: policy, utility accounts, service records, warranties
Within the first month
- Arrange regular monitoring visits with documentation
- Arrange snow clearing or lawn care for the season
- Confirm utilities are on and accounts are in order
- Locate the main water shut-off and confirm it operates
- Test the sump pump if there is one
- Check the heating system and replace the filter
- Remove all food and empty the fridge and freezer
- Set lighting timers
- Establish a standing authorisation limit for urgent repairs
- Notify the estate's lawyer of the arrangements made
Every month while the estate runs
- Review visit reports and file them with estate records
- Confirm seasonal work has been done and verified
- Address any issue found rather than deferring it
- Keep beneficiaries informed if that is the arrangement
- Confirm insurance remains in force and conditions are being met
Before sale or transfer
- Full photographic record before contents are removed
- Contents dealt with per the will and the executor's instructions
- Professional inspection considered
- Sewer scope considered, particularly on older properties
- Cleaning and junk removal completed
- Any deferred maintenance addressed
- Complete property record assembled for the estate file