Welcome to your step-by-step guide for handling probate in Broward County. This plan breaks down what can feel like a big job into small, daily tasks. Each day, you'll take one simple step forward. In just two weeks, you'll have a clear path ahead. This guide uses simple language and practical tools to help you through this time with less stress.
Welcome Letter
Dear Personal Representative,
First, please accept my heartfelt sympathy for your loss. Taking on the role of Personal Representative comes at an already hard time in your life. It's normal to feel unsure about what to do next.
This guide won't replace your attorney. Legal advice is still important. What this guide will do is give you a clear path forward, one day at a time.
Think of this as your daily companion-a friendly voice helping you take small, manageable steps. Each day has one main task that takes about 10 minutes.
The goal isn't to rush you through probate. The goal is to help you feel less overwhelmed by breaking down a big job into bite-sized pieces.
You don't have to do this all alone. This guide points out when it's smart to ask for help from your attorney or other experts.
Remember: there's no "perfect" way to handle an estate. Just take one day at a time, be kind to yourself, and know that your effort matters.
With care and support,
Tanner Kavrik & Rachael Pollack
How to Use This Plan
Just 10 Minutes a Day
Set aside about 10 minutes each day to complete that day's task. It's okay if some days take a little longer. Go at your own pace.
Check Things Off
Each day has boxes to check off. Checking boxes helps you see your progress and feel good about moving forward.
Know When to Pause
Sometimes you'll see a "Pause Point." This means it's a good time to call your attorney or another helper before moving ahead.
This plan works best when you start at Day 1 and move forward in order. But life happens! If you need to skip around, that's okay too. Just try to cover all 14 days when you can.
Remember, this plan gives you information, not legal advice. When in doubt, call your attorney.
Day 1: Secure the Home
Today's Task: Make Sure the Home is Safe
Your first job as a Personal Representative is to protect the property. This means making sure the home is secure.
- Visit the home and check all doors and windows
- Change the locks if you're not sure who has keys
- Make a list of utility companies (water, electric, gas)
- Check the thermostat settings
- Look for any water leaks or problems
If the home has been empty for a while, walk through every room. Look for any problems like leaks or broken windows that need quick fixing.
Why This Matters: Empty homes can have problems if not checked often. Also, keeping utilities on prevents bigger issues like frozen pipes or mold.
Quick Win: Take photos of utility meters today. This helps if there are questions later about usage or bills.
Need Help? Ask us or even a trusted family member to help you check the home. Two sets of eyes are better than one!
Day 2: Document Locator Hunt
Today's job is to start finding important papers. Don't worry about organizing everything perfectly - just gather what you can find.
Places to Look
- Desk drawers and file cabinets
- Kitchen drawers (many people keep papers here)
- Bedside tables
- Boxes in closets or under beds
- Safe deposit boxes (you'll need Letters of Administration to open these)
Documents to Find
- Will or Trust papers
- Deeds to houses or land
- Car titles
- Bank statements
- Insurance policies
- Tax returns (last 3 years)
- Birth and death certificates
As you find papers, put them in one place - like a big folder or box. Don't worry about sorting them perfectly yet. Just keep them safe and together.
Remember, it's okay if you don't find everything today. Sometimes papers are with the attorney or in a safe deposit box. You can add to your collection as you go.
Day 3: Notify Important People
Today's Task: Make a List of Who Needs to Know
When someone passes away, there are people and companies who need to know. Today, you'll make a list of who to tell and start letting them know.
Who to tell right away:
- Social Security office (call 1-800-772-1213)
- Banks where the person had accounts
- Credit card companies
- Insurance companies
- Pension providers
- Department of Motor Vehicles
Gentle Email Template
Subject: Important Information Regarding [Name]
To Whom It May Concern:
I am writing to inform you that [Name] passed away on [date]. I am serving as the Personal Representative for the estate.
Account Number: [if you have it]
Please let me know what steps I need to take next regarding this account.
You can reach me at [your phone] or [your email].
Thank you for your help during this difficult time.
Sincerely,
[Your Name]
It's okay to tell companies one at a time. You don't have to contact everyone today. Start with the most important ones, like Social Security and banks.
Day 4: Estate Account Basics
Get Court Papers
You need your Letters of Administration from the court. These prove you have the right to handle the estate.
Visit a Bank
Take your court papers to a bank. Tell them you need to open an estate account. This is a special checking account for the estate money.
Transfer Funds
Once the account is open, you can start moving money from the person's accounts to the estate account.
Bill-Triage Worksheet
Now let's figure out which bills need to be paid right away and which can wait:
If there isn't enough money to pay all bills, talk to your attorney. There are rules about which bills get paid first when there isn't enough money.
Day 5: Property Snapshot
Today you'll take pictures of the property to record its condition. This helps in many ways - for insurance, for selling later, or just to remember what was there.
Quick Home Photo Guide:
- Take pictures of each room from the doorway
- Take close-up photos of any damage or problems
- Photograph valuable items like jewelry, art, or collections
- Take pictures of the outside of the house from all sides
- Don't forget the garage, shed, and yard
After your safety walk, make a simple list of any problems you found. You don't have to fix everything today. Just knowing what needs attention is a good first step.
For out-of-town Personal Representatives, Tanner and Rachael can handle the property documentation process, including taking comprehensive photos, creating detailed condition reports, and coordinating any necessary inspections. This saves you from having to travel back and forth.
Day 6: Insurance Check
Today's Task: Make Sure Everything is Covered
Insurance is super important for empty houses. Today, you'll check that all insurance is up to date and that the insurance company knows the house might be empty.
- Find the homeowner's insurance policy
- Call the insurance company
- Tell them the home may be vacant
- Ask about "vacancy rules" (many policies have special rules for empty homes)
- Make sure the policy is paid up
- Ask if they need you to do anything special to keep coverage
Also check on car insurance if there are vehicles in the estate. Often, cars need special insurance if they're not being driven regularly.
If the person had life insurance, now is a good time to call those companies too. They will tell you what papers they need to pay out the policy.
Day 7: Family Update Script
Why Updates Matter
Keeping family in the loop helps prevent misunderstandings and builds trust. Even if you don't have all the answers yet, regular updates show you're making progress.
How Often to Update
Try to send updates every 2-3 weeks. You don't need to write long emails - short and clear is better. Phone calls work too, especially for family members who don't use email much.
Family Update Template
Subject: Update on [Name]'s Estate - [Date]
Dear Family,
I wanted to give you a quick update on where things stand with [Name]'s estate:
What's Been Done: - The house is secure and being checked regularly - Important documents have been located - An estate bank account has been set up - Insurance is up to date
What's Next: - Working with vendors for home maintenance - Going through personal belongings - Looking at options for the house
Timeline: The probate process usually takes [6-12] months in Florida. We're making good progress so far.
Questions? Feel free to email me. I may not have all the answers yet, but I'll do my best to find out.
Thank you for your patience during this process.
With care, [Your Name] [Your Phone Number]
Feel free to change this template to fit your family's needs. Some families prefer shorter updates, while others want more details.
Day 8: Vendor Triage
Today's focus is on lining up help for the property. Even if you're not sure what you'll do with the property long-term, these basic services keep it safe and maintained.
Locksmith
Change all locks for security. Request quotes from residential locksmiths.
Trash Removal
Maintain trash service. For large clear-outs, hire junk removal.
Cleaning
Arrange cleaning, especially for vacant homes. Consider deep cleaning.
Yard Maintenance
Schedule regular yard maintenance (2-3 weeks) to prevent code violations.
Finding Good Vendors:
- Ask neighbors for recommendations.
- Check online reviews.
- Get at least two quotes for bigger jobs.
- Be clear that you're handling an estate.
Keep all receipts for services. These are estate expenses that can be reimbursed from estate funds.
Vendor Coordination Service
Tanner and Rachael offer vendor coordination for out-of-town Personal Representatives or those feeling overwhelmed, handling quotes, oversight, and maintenance for you.
Day 9: Personal Property - The "Legacy Table" Method
What is the Legacy Table Method?
The Legacy Table is a gentle way to sort personal items. It helps you decide what to keep, donate, or sell without feeling overwhelmed.
Here's how it works:
- Set up a table or clear space in a room 1.
- Work on just one room or closet at a time 2.
- Sort items into four piles: Keep, Donate, Sell, Unsure 3.
- Take photos of special items for family to see 4.
- Use the Keepsake Log to track important items 5.
Keepsake Log Example
Don't try to go through everything in one day. This is emotional work. Take breaks and be kind to yourself. The goal today is just to start the process and understand how to track special items.
Day 10: Real Estate Options
Option 1: Keep the Property
- Good if: Family member wants to live there
- Challenges: Other heirs need their share
- How it works: One heir buys out the others or property is balanced with other assets
Option 2: Rent the Property
- Good if: Market is down but family wants income
- Challenges: Being a landlord takes work
- How it works: Estate keeps ownership, income is shared
Option 3: Sell the Property
- Good if: Heirs want cash rather than property
- Challenges: Market conditions may vary
- How it works: House is sold, proceeds divided
You don't need to decide right away. Today is just about understanding your options. Each choice has pros and cons, and what's right depends on your family's situation.
Day 11: Light-Touch Prep List
Getting the Home Ready (Without Breaking the Bank)
If selling or renting, focus on high-return improvements. Major renovations are not always necessary.
Deep Clean
Professional cleaning for kitchens, baths, floors, and windows. Costs $300-500, can add $1,500-3,000 to sale price.
Declutter
Remove personal items and excess furniture to make rooms feel larger. No cost, can add $2,000-4,000 to sale price.
Fresh Paint
Neutral colors in main areas refresh the house. Costs $2,500-4,500, can add $4,000-7,000 to sale price.
Curb Appeal
Tidy the yard, trim bushes, add mulch and flowers. Costs $500-800, can add $2,000-4,000 to sale price.
For serious repairs (roof, plumbing), get estimates but consult a real estate agent first; selling "as is" might be an option. Figures based on 2025 Broward County market data (median home price ~$574,000).
Tanner Kavrik and Rachael Pollack specialize in Broward County probate properties and can guide high-return improvements.
Day 12: Market Reality Snapshot
Understanding Your Local Market
Today's task is to get a realistic picture of the real estate market in your area. This helps you set expectations about timing and price.
You can get this information from:
- Tanner Kavrik and Rachael Pollack (probate real estate specialists who can provide a free equity analysis - call 754-264-4512 or 954-494-3249)
- Online real estate websites like Zillow or Realtor.com
Tanner and Rachael specialize in probate properties and understand the unique timing and pricing considerations involved in these sales.
Look for homes similar to yours (similar size, age, and condition) that sold in the last 6 months. These "comps" (comparable properties) give you the best idea of value.
This chart shows actual 2025 Broward County data - homes are currently taking 77-95 days to sell on average, which is longer than the previous year due to higher interest rates and increased inventory.
Remember that market conditions change. What was true three months ago might not be true today. Getting current information helps you make better decisions.
Day 13: Next 30 Days Plan
If you're keeping or renting the property, you need a plan for the next month. Today is about making that plan.
Week 1: Home Maintenance
Schedule any needed repairs. Check and service the AC system (critical in Florida). Make sure smoke detectors work.
Week 2: Deep Cleaning
Hire cleaners for a top-to-bottom clean. Remove any remaining personal items. Clean carpets if needed.
Week 3: If Renting - Prep for Tenants
Talk to a property manager. Learn about fair rental prices. Decide on rental terms (length of lease, pet policy, etc.).
Week 4: If Keeping - Family Transfer via Probate
Work with your attorney on the formal transfer process through the probate court. Discuss how other beneficiaries (heirs) will be compensated. Update utilities and insurance to the new owner's name.
This 30-day plan is flexible. You may need more or less time depending on the property's condition and your situation. The goal is to have a clear path forward rather than letting the property sit in limbo.
Day 14: Decision Recap
Wrapping Up Your 14-Day Plan
Congratulations! You've completed the 14-Day Peace of Mind Probate Plan. Let's recap what you've accomplished:
- Secured the property
- Located important documents
- Notified necessary parties
- Set up an estate account
- Documented the property's condition
- Checked on insurance
- Created a family update system
- Lined up necessary vendors
- Started organizing personal property
- Explored options for the real estate
- Identified cost-effective improvements
- Researched the local market
- Created a 30-day plan
What If Family Is Split on Decisions?
It's common for family members to disagree about what to do with property or belongings. Here are some approaches that can help:
Hold a Family Meeting
Get everyone together (in person or by video) to discuss options. Having everyone hear the same information at once helps prevent misunderstandings.
Consider a Mediator
If discussions get heated, a neutral third party like a mediator can help guide the conversation productively.
Focus on Facts
Keep the conversation centered on practical matters like market value, costs, and timing rather than emotional attachments.
Remember that as Personal Representative, you have the authority to make final decisions. However, working toward consensus when possible helps maintain family harmony.
Your Probate Real Estate Team
Meet Tanner Kavrik and Rachael Pollack from LoKation Real Estate, specialists in probate real estate. They offer free consultations and bring extensive experience with probate timelines, court requirements, and family dynamics.
A Comprehensive, Done-for-You Service
For Personal Representatives, especially those managing an estate remotely, Tanner and Rachael act as your trusted local eyes and hands, coordinating all property-related tasks for a seamless experience:
- Vendor Coordination
- Repair Oversight
- Property Maintenance
- Regular Updates (without requiring your physical presence)
Contact Information: Tanner Kavrik: 754-264-4512 | Rachael Pollack: 954-494-3249 | Website: TannerKavrik.com
Done-For-You Property Management Service (Page 1)
For Personal Representatives navigating the complexities of probate, Tanner Kavrik and Rachael Pollack offer a comprehensive, hands-on property management service. This service ensures that every aspect of the probate property is handled professionally and efficiently, providing you with peace of mind.
Complete Vendor Coordination and Oversight
We manage and coordinate all necessary vendors, from electricians to plumbers, ensuring quality service and timely completion of tasks.
Regular Property Inspections and Maintenance
Regular checks ensure the property remains in excellent condition, with all maintenance needs addressed promptly.
Handling All Property-Related Communications
We serve as the single point of contact for all property-related inquiries, streamlining communication for you.
Coordinating Repairs, Cleaning, and Improvements
From minor fixes to deep cleaning and significant improvements, we oversee all work to prepare the property for its next phase.
Continued on Page 2
Done-For-You Property Management Service (Page 2)
Continued from Page 1
Managing Property Showings and Marketing
We handle all aspects of property showings, open houses, and strategic marketing to attract qualified buyers or tenants.
Providing Detailed Progress Reports
You'll receive regular, transparent updates on all activities, repairs, and financial aspects, keeping you fully informed.
Acting as Your Local Representative
For out-of-state Personal Representatives, we serve as your trusted local liaison, managing everything on your behalf.
Who Benefits Most From This Service?
Out-of-Town Personal Representatives
Especially those managing an estate from a distance, our service provides peace of mind and hands-on local management.
Busy Professionals
For individuals with demanding careers, we alleviate the burden of property management during a challenging time.
Those Desiring Professional Oversight
If you prefer expert handling of complex property matters, our comprehensive service ensures everything is managed with care and precision.
Contact Us
- Tanner Kavrik: 754-264-4512
- Rachael Pollack: 954-494-3249
- Website: TannerKavrik.com
Heir Harmony Tools: Message Templates
Keeping Communication Clear and Kind
Good communication helps prevent misunderstandings and keeps the process moving smoothly. Here are some ready-to-use messages for common situations:
Announcing Major Decisions
"After careful thought and looking at our options, I've decided [decision] regarding [topic]. The main reasons for this choice are [1-2 simple reasons]. I understand this might not be everyone's first choice, but I believe it's the best path forward because [brief explanation]. I'm happy to discuss this further if you have questions."
Addressing Concerns
"Thank you for sharing your concerns about [topic]. I hear what you're saying about [restate their concern]. Here's how I'm thinking about this issue: [your perspective]. Would it help if we [possible solution]? I value your input and want to find a solution that works as well as possible for everyone."
Setting Boundaries
"I understand you're eager for [what they want], but I need to follow the proper legal process as the Personal Representative. Right now, I'm working on [current task] and expect to address [their concern] by [timeframe]. I appreciate your patience as we work through this methodically."
Heir Harmony Tools: "Parking Lot" for Conflicts
What is a "Parking Lot"?
A "Parking Lot" is a place to put issues that need attention but can't be solved right away. This keeps the main process moving forward while making sure important concerns aren't forgotten.
How to Create a Parking Lot
- Make a simple list or chart 1.
- Write down each issue or conflict 2.
- Note who raised the concern 3.
- Add a column for possible solutions 4.
- Set a date to address each issue 5.
You can do this on paper, in a spreadsheet, or even with sticky notes on a board. The important thing is to have a system.
Sample Parking Lot
Share the Parking Lot with family members so they know their concerns have been noted. This helps reduce repeated questions and shows you're taking everyone's input seriously.
The Parking Lot method works because it:
- Acknowledges concerns without derailing progress
- Creates a system for tracking issues
- Gives everyone time to cool down and think clearly
- Allows you to gather information before making decisions
Heir Harmony Tools: Tie-Breaker Options
Let the Will Decide
Check if the will gives specific guidance. The deceased's wishes, when clearly stated, should usually be followed.
Follow Florida Probate Law
Florida probate law has rules for many situations. Your attorney can explain what the law says about your specific case.
Find a Compromise
Look for creative solutions where everyone gets part of what they want. Sometimes the best answer isn't an either/or choice.
Use a Neutral Third Party
A mediator, trusted family friend, or elder can help break ties when family members cannot agree.
Fair Division Methods
For personal items without clear monetary value, these methods can help:
- Round-Robin Selection: Take turns choosing items in order
- Silent Auction: Everyone "bids" privately on items they want
- Draw Lots: For truly equal items, random selection can be fairest
- Rotate Possession: Some items can be shared on a schedule
Document your decision-making process. If someone questions your choices later, it helps to show that you considered options fairly and had good reasons for your decisions.
Money Map: Bills Tracker
Keeping Track of Estate Expenses
One of your main jobs as Personal Representative is managing the estate's money. This includes paying bills and keeping good records.
Make a Master Bills List
Create a list of all regular bills: mortgage/rent, utilities, insurance, property taxes, HOA fees, subscriptions, etc. Note the amount, due date, account number, and contact information for each.
Set Up a Payment Calendar
Mark bill due dates on a calendar. Set reminders a few days before each bill is due. This helps avoid late fees and service interruptions.
Create a Filing System
Keep all bills, receipts, and statements organized. A simple way is to use folders labeled by month or by category (utilities, taxes, repairs, etc.).
Track What You've Paid
Keep a record of each bill you pay: the date, amount, check number or payment method, and what it was for. This helps with estate accounting later.
A simple spreadsheet can work well for tracking bills. You can also use a notebook if you prefer paper records. The important thing is having a system that works for you and keeps information organized.
Money Map: Refund Claims List
Finding Money That Comes Back to the Estate
Many people don't realize that estates can often get refunds or returns of money paid in advance. This money becomes part of the estate assets.
Insurance Premiums
Check if any insurance policies were paid yearly. You may be able to get a refund for the unused portion after the date of death. This includes:
- Auto insurance
- Homeowner's insurance
- Health insurance
- Umbrella policies
Membership Fees
Many clubs and organizations offer refunds for unused membership time:
- Gym memberships
- Country club dues
- Professional organizations
- Subscription services
Deposits and Prepayments
Look for money held as deposits or advance payments:
- Utility deposits
- Rental deposits
- Prepaid travel or events
- Service contracts
Tax Refunds
The estate may be entitled to:
- Income tax refunds
- Property tax adjustments
- Estate tax refunds
To claim these refunds, you'll typically need:
- A copy of the death certificate 1.
- Your Letters of Administration 2.
- Account numbers and documentation 3.
- A written request explaining what you're asking for 4.
Keep a list of all refund claims you make. Note the date, who you contacted, what you requested, and any reference numbers. Follow up if you don't hear back within 30 days.
Local Help – Broward PR Rolodex (Page 1)
Your Go-To List of Local Helpers
Having reliable local help makes your job as Personal Representative much easier. Use this page to build your own custom list of service providers.
Real Estate Specialists
For expert guidance on probate properties, we highly recommend:
Tanner Kavrik: Specializing in probate properties. Call/ text 754-264-4512.
Rachael Kavrik: Specializing in probate properties. Call/ text 954-494-3249.
They offer free consultations for Personal Representatives.
Property Services
Local Help – Broward PR Rolodex (Page 2)
Your Go-To List of Local Helpers
Continued from Page 1 - Your comprehensive directory of local service providers for Personal Representatives.
Estate Services
Frequently Asked Questions
What if the house has a mortgage?
The mortgage doesn't go away when someone dies. The estate is responsible for the payments. As the Personal Representative, you have several options:
- Keep making the payments from the estate account while you decide what to do with the property
- Sell the house and pay off the mortgage from the sale proceeds
- If an heir wants the house, they can take over the mortgage or refinance
Call your attorney: If there isn't enough money to pay the mortgage.
What if insurance lapses?
If insurance lapses on the property, the estate is at serious risk. Without insurance:
- The estate could be liable for any accidents on the property
- There's no coverage if the home is damaged by fire, storms, etc.
- The mortgage company may buy "force-placed" insurance at a very high cost
As the Personal Representative, if you discover a lapse, call an insurance agent immediately to get coverage restored.
Call your attorney: If there's been damage during an uninsured period.
What if there's a tenant inside?
If the deceased was renting out the property:
- The lease doesn't end with the owner's death
- The estate becomes the landlord until the property is sold or transferred
- As Personal Representative, you should collect rent and handle maintenance as the previous owner would
Call your attorney: Before trying to end a lease or evict a tenant.
What if there are code violations?
Property code violations need prompt attention because:
- Fines can increase daily and become a lien on the property, potentially complicating the probate process in Florida.
- They can make the property harder to sell
- They might pose safety risks
As Personal Representative, if you receive a code violation notice, read it carefully to understand what needs to be fixed and by when.
Call your attorney: If the violations are serious or if you've received a court summons related to a Florida code violation.
More Frequently Asked Questions
What if family members disagree about selling the house?
As Personal Representative, you must administer the estate according to the will and Florida law. Disagreements are common, and options include:
- Mediation: A neutral third party helps find common ground.
- Court guidance: The court may order a sale if agreement isn't reached.
Tanner Kavrik and Rachael Kavrik specialize in probate properties and can help guide discussions. Contact them at 754-264-4512 or 954-494-3249 for a free consultation.
Should I use a regular realtor or someone who specializes in probate?
Probate sales have unique requirements and timelines. Tanner Kavrik and Rachael Pollack specialize in probate real estate, understanding court requirements, family dynamics, and the specific challenges Personal Representatives face. They can guide you through the process smoothly. Contact them at 754-264-4512 or 954-494-3249 for a free consultation.
What happens if the estate doesn't have enough money to pay all the debts?
If an estate is insolvent (debts exceed assets), Florida law establishes a specific priority of debts for distributing funds:
- Administration expenses (attorney fees, court costs) 1.
- Funeral expenses (up to statutory limit) 2.
- Medical expenses (last 60 days of illness) 3.
- Family allowance 4.
- Child support arrearages 5.
- Creditor claims (by filing order) 6.
Paying creditors out of order can make you personally liable. Call your attorney immediately if you suspect insolvency; they will guide you to ensure legal obligations are met.
You Are Not Alone
Dear Personal Representative,
As you come to the end of this guide, I want you to know something important: You are not alone in this journey.
What you're doing matters deeply. You're honoring someone's legacy and helping their affairs come to a proper close. It's not always an easy job, but it's a meaningful one.
Remember that it's okay to ask for help. Whether from your attorney, family members, friends, or professionals - reaching out is a sign of strength, not weakness.
Take care of yourself during this process. Get enough rest, take breaks when needed, and be patient with yourself. Handling an estate while processing grief is challenging for anyone.
If you have questions as you move forward, please don't hesitate to reach out. My team and I are here to support you.
With warmth and care,
Tanner Kavrik & Rachael Pollack
LoKation
754-264-4512 or 954-494-3249
Tj@TannerSellsHouses.com
This guide is information only, not legal advice. Please consult a licensed Florida attorney for legal decisions.
The 14-Day Peace of Mind Probate Plan