Real Property Takeover Checklist: First 30 Days

Work top to bottom. Date and initial each item; the completed sheet becomes part of your file.

Days 1–7 · Assess

• Authority in hand: Letters, certification of trust, or order appointing
• Preliminary title report: vesting, liens, reverse mortgage, judgments
• Property tax and HOA status (delinquencies, special assessments)
• Insurance: carrier notified of death or incapacity; vacancy terms checked
• Walk-through with dated photos and video (condition baseline)
• Occupancy: who lives there, leases, rent roll, deposits
• Hazards: pool, mold, roof, code violations, unpermitted work

Days 1–14 · Stabilize

• Rekey or change codes; account for every key and remote
• Vacant-dwelling or landlord policy in place; liability coverage confirmed
• Utilities, landscaping, pool service continued; mail forwarded
• Personal property inventoried (photos/video) and secured
• Emergency vendor list: locksmith, plumber, board-up, roofer

Days 7–30 · Formalize

• Estate or trust account for all property income and expenses
• Written agreements with vendors and any property manager (licensed, insured)
• Tenants notified in writing: new manager, where to pay rent
• Occupying heirs: written occupancy agreement or move-out plan
• Change in Ownership Statement (death) to the assessor within 150 days (Rev. & Tax. Code §480)
• Valuation ordered: referee appraisal and/or broker opinion of value

Ongoing · Limit liability & make productive

• Decision log: what was decided, when, why, with supporting documents
• Beneficiaries updated in writing at each major step
• Hold / rent / sell analysis documented with current market data
• No family use or sale to insiders without counsel-approved terms

Duties to keep in view: preserve and control property (Prob. Code §16006); make it productive (§16007); personal representative’s ordinary care (§9600).