Pennsylvania Probate Timeline & Executor Checklist
A practical guide for executors and administrators navigating Pennsylvania probate — from the day of death through final distribution.
Being named executor is an honor. It's also a legal responsibility with real deadlines, court filings, and personal liability.
This checklist walks you through the Pennsylvania probate process in the order tasks typically occur. Every estate is different — complexity, contested issues, and asset types all affect timing — but this gives you a clear picture of what's ahead.
Immediately After Death (Days 1-30)
Phase 1 - First Steps
- Locate the original will and any codicils
- Identify and secure estate assets (real estate, bank accounts, investments, personal property)
- Obtain certified copies of the death certificate (get at least 10 — banks and agencies each require one)
- Notify Social Security Administration of the death
- Cancel credit cards, subscriptions, and recurring payments
- Forward mail to your address
- Identify all potential heirs and beneficiaries
- Contact an estate attorney to assess whether probate is required
Note box: Not all estates require full probate. Small estates may qualify for Pennsylvania's simplified small estate procedure. Assets held in trust, jointly owned property, and accounts with beneficiary designations pass outside of probate entirely.
Opening the Estate (Days 30-60)
Phase 2 - Opening the Estate (Weeks 2-8)
- File the will with the Register of Wills in the county where the decedent resided
- File the Petition for Grant of Letters with the Register of Wills
- Obtain Letters Testamentary (if there is a will) or Letters of Administration (if there is not)
- Obtain Short Certificates (certified copies of Letters) — you'll need multiple
- Open an estate bank account
- Notify beneficiaries and heirs in writing
- Publish notice to creditors in a local newspaper (required in Pennsylvania)
- File a Notice of Estate with the Pennsylvania Department of Revenue
County Register of Wills offices:
┌──────────────┬─────────────────────────────────┐
│ County │ Office │
│ Philadelphia │ Room 180, City Hall │
│ Delaware │ 201 W. Front St., Media │
│ Montgomery │ 426 Swede St., Norristown │
│ Chester │ 313 W. Market St., West Chester │
│ Bucks │ 55 E. Court St., Doylestown │
└──────────────┴─────────────────────────────────┘
Phase 3 - Estate Administration (Months 2-9)
- Inventory and value all estate assets (real estate appraisals, brokerage statements, business valuations)
- Notify all known creditors individually
- Review and pay valid creditor claims
- Manage estate assets during administration (maintain real estate, manage investments)
- File the Pennsylvania Inheritance Tax Return (REV-1500) — due within 9 months of death
- Pay Pennsylvania inheritance tax (5% discount if paid within 3 months of death)
- File final individual income tax return for the decedent (Form 1040)
- File estate income tax return if the estate generates income (Form 1041)
- Determine whether a federal estate tax return is required (Form 706 — threshold is $13.61M in 2024)
- Address any creditor disputes
- Keep detailed records of all transactions
Pennsylvania Inheritance Tax Rates:
┌──────────────────────────┬──────┐
│ Beneficiary │ Rate │
│ Surviving spouse │ 0% │
│ Children / grandchildren │ 4.5% │
│ Siblings │ 12% │
│ All others │ 15% │
│ Charitable organizations │ 0% │
└──────────────────────────┴──────┘
Phase 4 — Distribution to Beneficiaries (Months 9–12)
- Confirm all debts, taxes, and expenses are paid
- Prepare distribution schedule per the will (or intestacy law if no will)
- Obtain receipts and releases from beneficiaries
- Transfer real estate by deed
- Retitle or transfer financial accounts
- Distribute personal property
Phase 5 — Closing the Estate
- Prepare final accounting of all receipts and disbursements
- File Account and Petition for Adjudication with Orphans' Court, or obtain a Family Settlement Agreement signed by all beneficiaries
- Obtain court order or approval
- Receive formal discharge as executor
What Can Delay Probate
- A beneficiary or creditor contests the will or an accounting
- Estate assets include a business, real estate in multiple states, or hard-to-value property
- A beneficiary cannot be located
- The IRS opens an examination of the estate tax return
- The Pennsylvania Department of Revenue disputes the inheritance tax return
- Family conflict over distribution
When to Call an Estate Attorney
Some executors handle straightforward estates without legal help. Most find the process more complicated than expected. You
should strongly consider retaining an attorney if:
- The estate includes real estate, a business, or significant investments
- There is no will
- Family members are in conflict
- A creditor is disputing a claim
- A beneficiary is questioning your actions
- You're an out-of-state executor managing a Pennsylvania estate
- The estate may owe federal estate tax
- You're uncertain about any step in this process
Executors have personal liability. An error — paying a beneficiary before debts are settled, missing the inheritance tax
deadline, or failing to notify a creditor — can cost you personally, not just the estate.
Questions About Your Specific Estate?
Every estate is different. This checklist gives you the framework — but the right path for your situation depends on the assets involved, the family dynamics, and whether there are disputes. A free consultation with Bass W. Chadwick takes 30 minutes and gives you a clear plan.
Chadwick Estate Law serves executors and families throughout Chester, Delaware, Montgomery, Philadelphia, and Bucks Counties. Five office locations. Virtual appointments available.
