Keeping a Case Diary to Track Key Probate Deadlines

Short answer, keeping a case diary is one of the most important things a personal representative can do to stay organized and meet legal requirements throughout the probate process.

Key Dates to Track

Your case diary should include the following critical dates and deadlines:

Date of death. This is the starting point for the entire probate process and affects everything from tax filings to property valuation.

Date of filing of will in appropriate court. The will must be filed promptly with the Register of Wills in the county where the decedent resided.

The date the court appoints a Personal Representative, also known as Letters of Administration. This is when you gain legal authority to act on behalf of the estate.

Date of notice to creditors in local newspapers. Maryland requires public notice to creditors, giving them a set period to file claims against the estate.

Date of notice to Interested Persons. All heirs and interested parties must be formally notified of the probate proceedings.

Date to provide all Interested Persons with an inventory of assets. The estate inventory must be shared with all interested parties.

The expiration date for creditors filing claims against the estate with the Personal Representative. This marks the deadline for creditor claims.

Due dates for decedent's personal tax returns. Final income tax returns must be filed on time.

Date federal estate tax return due if necessary. For larger estates, federal estate tax returns have strict deadlines.

Date of District of Columbia estate tax return due if necessary. If the decedent owned property in D.C., separate tax filings may be required.

Federal and D.C. estate income tax return due. Additional tax filings for estate income.

Automatic termination of the appointment of unsupervised Personal Representative. Understanding when your authority expires if the estate is not closed.

First account due with the court in supervised administration cases. For supervised administration, periodic accounting with the court is required.

Date of filing later accounts with the court in supervised administration cases. Ongoing accounting requirements for supervised estates.

Date estate is closed. When all obligations are satisfied and the court formally closes the estate.

The date that Certificate of Completion is filed with the appropriate court. The final step that confirms the probate process is complete.

Why a Case Diary Matters

Missing a deadline in probate can result in legal consequences, delays, and additional costs. A case diary keeps you on track and provides documentation that you fulfilled your duties as personal representative. It also protects you if any heir or creditor later questions whether you managed the estate properly.

If you are the personal representative of an estate that includes real property, the deadline management is compounded by the need to sell the house in a timely fashion. Get an instant offer on the property within minutes so you can evaluate whether a quick sale makes sense for the estate alongside the court deadlines you are tracking.

Whether you are a newly appointed personal representative or an experienced estate administrator, a disciplined approach to tracking deadlines sets the foundation for a smooth probate process. If you have questions about managing a probate estate or selling real estate within one, I am here to help guide you through every step.