Estate cleanout checklist

1. Before anything leaves the house

• Confirm who has legal authority over the estate (executor, administrator or personal representative) and that they approve the cleanout.
• Collect all keys and note who else has access.
• Photograph or video every room, closet, attic, basement and garage as it is.
• Keep utilities on until the cleanout is done.
• Ask the homeowners insurance company whether a vacant house changes coverage.
• Agree as a family on a date by which keepsakes must be claimed.

2. Documents to find and set aside

Check desks, file boxes, closets, safes, freezers, books and mattress edges before bagging anything.

• Original will and any trust papers
• Deeds, mortgage statements and property tax bills
• Vehicle titles and registration
• Bank, brokerage and retirement account statements
• Life insurance policies and pension paperwork
• Recent tax returns
• Social Security card, Medicare card, passport and driver's license
• Military discharge papers
• Unopened mail and recent bills (they show which accounts exist)
• Passwords, address books and phone lists

3. Do not throw away (until the executor has seen it)

• Everything in section 2
• Photos, slides, home videos, letters and recipes
• Jewelry, watches, coins, cash and gift cards
• Medals, military items and family heirlooms
• Firearms (the executor should handle these with legal advice)
• Computers, phones, tablets and external drives
• Keys you cannot identify (safe deposit boxes, storage units, cars)

4. Items that need special disposal

• Medicines: use a drug take-back location or mail-back envelope first (FDA). No take-back? Flush only drugs on the FDA flush list; mix the rest with cat litter or used coffee grounds, seal in a bag, trash it, and scratch out the label.
• Paint, cleaners, oils, batteries and pesticides: household hazardous waste (EPA). Keep in original containers, do not mix, never pour down drains, and ask your local solid waste agency about collection days.
• Ask your cleanout crew in writing how they handle these items.

5. Room by room

• Kitchen: clear the refrigerator and pantry first; set aside good dishes, cookware and small appliances to donate or sell.
• Living areas: tag furniture as keep, family, sell, donate or remove.
• Bedrooms: check pockets, purses, drawers, closet shelves and under the bed for documents, cash and jewelry.
• Bathrooms: collect all medicines for proper disposal (section 4).
• Office or desk: box all paper for the executor; do not shred until they have reviewed it.
• Garage and shed: separate household hazardous waste, tools worth selling, and vehicles (titles go to the executor).
• Attic, basement and crawl spaces: look for boxes of photos, papers and holiday keepsakes before the crew arrives.

6. Sell, donate, remove

• Decide whether an estate sale, donation, a cleanout crew or a mix fits the house.
• If you plan to claim a tax deduction for donated items, keep a list and receipts. IRS Publication 561 says clothing and household items must be in good used condition or better, and a single item or group of similar items claimed at more than $5,000 generally needs a qualified appraisal.
• Get at least two written quotes from cleanout crews that describe what is included.
• Ask whether the crew donates usable items and provides donation receipts.

7. Final walk-through

• Walk every room, closet, cabinet and crawl space after the crew finishes.
• Check that the house was left in the condition the quote promised (for example, broom clean).
• Photograph the empty house.
• Keep the invoice and any donation receipts with the estate records.
• Mail: if you shared the address, you can manage it there. To forward all mail elsewhere, USPS requires the appointed executor or administrator to file in person with proof of appointment.
• Change the locks or hand keys to the executor, realtor or new owner.