What Information Does An Executor Need To Gather?

For an Ontario estate, the executor (Estate Trustee) will save a great deal of time if they gather all supporting documents before starting the probate application (Application for a Certificate of Appointment of Estate Trustee).

We suggest starting an Executor’s “Probate Binder” With the following tabs: 

  • Original will and codicils
  • Death certificate
  • Executor ID
  • List of beneficiaries and addresses
  • Bank account statements
  • Investment statements
  • Property documents and valuations
  • Vehicle ownerships
  • Insurance policies
  • Debt statements
  • Tax returns and CRA notices
  • Business ownership documents (if any)
  • Appraisals and valuations
  • Funeral expenses and receipts

Documents required

Document requirements vary by estate - some documents on this list may not apply, and other supporting documents may be required. 

1. Core Legal Documents (Always Required)
  • Original Will
  • Original signed will (not a photocopy)
  • Any codicils (amendments to the will)
  • Affidavit of execution, if available
  • Death Documentation
  • Original death certificate or certified copy
  • Funeral director’s Statement of Death (often used initially)
  • Executor Identification
  • Government-issued photo ID for the executor(s)
  • Current address and contact information
2. Information About the Deceased
  • Personal Information
  • Full legal name
  • Date of birth
  • Date of death
  • Last residential address
  • Marital status
  • Social Insurance Number
  • Family Information
  • Names and addresses of:
  • Spouse
  • Children
  • Beneficiaries named in the will
  • Any individuals entitled to receive notice under Ontario rules
3. Asset Documentation

The probate application requires an estimate of the value of assets owned at death.

Banking

For every bank account:

  • Bank name
  • Account number
  • Date-of-death balance statement
  • Investments

For every investment account:

  • Account statements
  • Date-of-death valuations
  • RRSPs, RRIFs, TFSAs
  • Brokerage accounts
  • GICs
  • Real Estate

For every property:

  • Deed or ownership information
  • Property tax bill
  • Mortgage statement
  • Appraisal or market value estimate as of date of death
  • Vehicles
  • Ownership papers
  • Estimated market value
  • Business Interests
  • Share certificates
  • Partnership agreements
  • Corporate records
  • Business valuation if available
  • Insurance
  • Life insurance policies
  • Beneficiary designations
  • Policy values
  • Personal Property

If significant:

  • Jewelry
  • Artwork
  • Collections
  • Boats
  • Recreational vehicles
4. Liability Documentation
  • Debts
  • Mortgage statements
  • Lines of credit
  • Credit card balances
  • Personal loans
  • Vehicle loans
  • Tax Information
  • Most recent tax return
  • CRA correspondence
  • Notice of Assessment
  • Any outstanding tax balances
5. Documents Needed for Court Forms

Beneficiary Information

For each beneficiary:

  • Full legal name
  • Address
  • Relationship to deceased
  • Witness Information

If required:

  • Names and contact information of will witnesses

Renunciations

If a named executor is not acting:

  • Signed Renunciation form

Consents

If multiple executors:

  • Signed consents as required
6. Helpful Supporting Documents

Not always required but very useful:

  • Marriage certificate
  • Divorce judgment
  • Separation agreement
  • Birth certificates of children
  • Previous probate documents (if applicable)
  • Safe deposit box records
  • Funeral invoices