Estate Administration Made Simple: Key Steps for Executors and Beneficiaries

Posted on June 7, 2025 by shieldsandboris

In Pennsylvania, estate administration begins with locating the decedent's will and submitting it to the local Register of Wills to initiate probate. The executor plays a very important role in the process, including facilitating the distribution of assets to the proper beneficiaries. At The Elder Law Offices of Shields & Boris, we are well-versed in estate administration. Here, our Pennsylvania estate administration lawyers provide an overview of the key steps for executors and beneficiaries.

Estate Administration: Know the Basics

The American College of Trust and Estate Counsel (ACTEC) explains that estate administration is “the process by which an individual’s lifetime financial affairs are wound up, and their property and assets are distributed after they die.” Among other things, the process involves gathering and valuing assets, notifying heirs and creditors, paying outstanding debts and taxes, and distributing the remaining assets. Unlike many other jurisdictions. Pennsylvania does not have a separate probate court. Instead, probate matters in the Commonwealth are handled through the county’s Orphans’ Court division

To be clear, estate administration is needed, in some form, with or without a will. Regardless, the estate must go through a series of steps to ensure that all debts are paid and assets are distributed to the rightful beneficiaries. If the decedent had a will, the person named as executor must file the will with the Register of Wills in the county where the decedent lived. If there is no will, the court appoints an administrator—most often a close family member—to handle the estate.

Key Steps in Estate Administration in Pennsylvania (Executors)

An executor is the person named in a will who is legally responsible for managing and settling the deceased person's estate. They have a big role to play in managing the process. Here are some of the key steps that the executor must take in the estate administration process in Pennsylvania:

  • Locate and File the Will: To start, the executor must locate the original will and file it with the Register of Wills in the county where the decedent resided. Probate is not automatic in the Commonwealth. It is this step that officially begins the probate process and starts estate administration more formally.
  • Petition for Letters Testamentary: The executor files a petition for probate and, once approved, receives “Letters Testamentary.” These “letters” legally authorize a person to act on behalf of the estate. Without them, the executor does not have the legal power to take any action to move estate administration forward.
  • Notify All Interested Parties: Pennsylvania law requires the executor to notify all beneficiaries named in the will and known creditors of the estate. Under Commonwealth law, the notice must also be published in a local newspaper to alert unknown creditors that may or may not exist.
  • Conduct an Inventory of the Estate: Another key aspect of estate administration in Pennsylvania is the inventorying of property/assets. It is the responsibility of the executor of the estate to determine exactly what is owned by the decedent. They must conduct a comprehensive, accurate inventory.
  • Pay Debts, Taxes, and Valid Claims: All costs need to be paid. The executor is responsible for paying all valid debts, funeral expenses, administrative costs, and applicable Pennsylvania inheritance taxes using funds from the estate. Distribution cannot happen until these issues are fully resolved.
  • Distribute the Assets: Finally, when everything else is done, the estate administration process can be completed, and the executor can distribute all of the remaining assets to the proper heirs and/or beneficiaries. The executor is responsible for ensuring that the transfer is done properly and that assets are appropriately preserved.
Key Steps in Estate Administration in Pennsylvania (Beneficiaries)

A beneficiary is a person (or entity) who is designated to receive assets from a will, trust, life insurance policy, or other estate planning instrument. In other words, they inherit property. Here are some key steps in the estate administration process that beneficiaries in Pennsylvania need to take to ensure that their rights and interests are protected:

  • Get a Copy of the Will or Trust Documents: Beneficiaries have a right to know the terms of the will or trust that names them. Make sure you get a copy of the will and/or any trust documents. Knowledge is power for beneficiaries in estate administration.
  • Monitor the Progress of Estate Administration: Once the process starts moving forward, you should keep yourself updated on any developments. It is useful to regularly monitor the progress of estate administration.
  • Review the Inventory/Accounting: Once the executor files an inventory and, if required, an accounting, beneficiaries should carefully review these documents to ensure all assets are included and properly valued. Make sure everything is accounted for.
  • Be Prepared to Assert Rights/Challenge Problems: If an executor is delaying the process, failing to communicate, or mismanaging assets, it is imperative that you take a proactive approach. The sooner you address problems, the better positioned you will be.

Why Trust The Elder Law Offices of Shields & Boris for Estate Administration

Estate administration is complicated. Whether you are an executor, beneficiary, or both, it is normal to have a lot of questions about your rights, responsibilities, and options. At The Elder Law Offices of Shields & Boris, we provide solutions-focused estate administration services throughout Western Pennsylvania. Our team has the experience that you can rely on when it matters most. If you have any questions about a specific estate administration matter, we are ready to help you determine the best path forward. An initial consultation with our Pennsylvania estate administration lawyer is fully confidential and carries no obligations.

Get Help From Our Pennsylvania Estate Administration Lawyers Today

At The Elder Law Offices of Shields & Boris, our Pennsylvania estate administration lawyers are standing by, ready to help. If you have any questions or concerns about any of the key steps for executors and/or beneficiaries, we are here to help navigate the probate process. Give us a call at (724) 302-3718 or contact us online for a completely confidential consultation. We provide estate administration services throughout all of Western Pennsylvania.



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