In our previous posts, we talked about what a trustee is and what responsibilities come with the role.

If you’ve recently stepped into this position, you might be wondering what to do first, especially when everything can feel a bit overwhelming.

The good news is you don’t need to do everything at once.

Focusing on a few key steps in the first 30 days can help you stay organized, protect the trust, and get your footing.

1. Locate and review the governing documents

Find the trust agreement, any amendments, and the will (if there is one). These documents confirm that you are the named successor trustee and outline how everything should be handled.

2. Connect with a trust attorney

A short meeting with a trust attorney can provide clarity right away. They’ll walk you through your responsibilities under both the trust terms and state law, and help you avoid missteps early on. If you’re not sure where to start, we can provide trusted options.

3. Order certified death certificates

Most financial institutions will require these before they can speak with you or make changes. Ordering multiple copies (typically 5–10) upfront can save time later.

4. Secure assets and take control of access immediately

Make sure real estate, vehicles, and valuables are physically protected; this includes changing locks on any property if necessary. You should also secure digital access by identifying and updating logins for the decedent’s email and known financial accounts. Finally, confirm that insurance policies remain active so no physical assets are left exposed.

5. Identify all financial accounts and control mail

Locate bank accounts, brokerage accounts, retirement accounts, and insurance policies. A key step here is forwarding the decedent’s mail to yourself; this often acts as a paper trail to uncover hidden accounts, utility bills, or active subscriptions. At this stage, focus on gathering information, not moving money.

6. Apply for a trust EIN

After death, the trust often becomes its own tax entity. An EIN allows the trust to function financially. This step is usually completed with guidance from a CPA or attorney.

7. Open a trust checking account

This will be the central place for all income and expenses moving forward, helping you keep everything organized and clearly documented.

8. Pause automatic payments and distributions

Until you fully understand the trust’s terms, it’s best to pause non-essential payments or distributions. This helps ensure everything aligns with the intent of the trust.

9. Notify key professionals

Let financial advisors, accountants, and other trusted professionals know about the trustee transition. Depending on the situation, beneficiaries may also need to be informed.

10. Start a running inventory and paper trail

Keep a clear record of assets, bills, statements, and decisions as you go. Good documentation early can prevent confusion and save enormous headaches later.

Serving as a trustee comes with important responsibilities, especially during a time that may already feel heavy. Taking these first steps slowly and thoughtfully can help you avoid problems later.

And most trustees end up needing guidance at some point.

If you have questions or want guidance as you move through the process, our team at Rehfeldt Group CPAs is here to help you understand your responsibilities and stay on track, one step at a time.