So You’re a Trustee—Now What? Practical Tips for Navigating Trust Administration

Being named as the trustee of a loved one’s trust is an honor—but it also comes with serious responsibilities. Whether you’re stepping into this role after someone has passed away or due to their incapacity, it’s completely normal to feel overwhelmed at first. Most people appointed as trustees are not lawyers or accountants—they're spouses, adult children, or close friends. If that’s you, here are key tips and suggestions to help you navigate trust administration with clarity and confidence.

1. Pause and Breathe—You Don’t Need to Do Everything Overnight

One of the biggest mistakes new trustees make is acting too quickly. You might feel pressure from family members or beneficiaries to distribute money right away, but rushing can lead to costly errors. In California, trust administration is a process—not a one-time event. You’ll need to take care of notices, gather information, assess assets, and potentially file tax returns. Take your time and seek professional guidance before making big moves.

2. Get a Copy of the Trust and Understand It

You should read the entire trust document (ideally with help from an estate planning attorney) to understand your duties and the specific instructions left by the trust creator (the “grantor” or “settlor”). Look for provisions about distributions, timing, successor trustees, and any special conditions. Make note of your powers and limitations—these will guide your decisions.

3. Keep Beneficiaries Informed

Communication is one of the most underrated tools in trust administration. Beneficiaries are less likely to become anxious or litigious if they’re kept in the loop. You’re required to send out a formal notice under Probate Code section 16061.7 within 60 days of the grantor’s death. Beyond that, updates can be as simple as a friendly email or occasional phone call—transparency builds trust.

4. Inventory the Assets and Safeguard Them

Your job as trustee is to locate, secure, and manage all trust assets. This might include bank accounts, real estate, retirement accounts, life insurance, and personal property. Open a trust checking account for all financial activity, and don’t mix trust funds with your own. Everything should be accounted for—every dollar in and out.

5. Get Professional Help When You Need It

You’re not expected to do this alone. Trustees are allowed—and encouraged—to hire professionals such as attorneys, accountants, and financial advisors to help them fulfill their duties. Their fees are paid by the trust, not out of your pocket. The right team can prevent mistakes and help you meet all your legal and tax obligations.

6. Document Everything

Keep detailed records of every action you take on behalf of the trust. This includes paying bills, making distributions, selling property, and communicating with beneficiaries. Accurate documentation protects you and provides a clear paper trail in case anyone questions your decisions later.

Being a trustee is a serious responsibility, but with the right approach and support, you can carry out your duties with integrity and confidence. If you’ve recently become a trustee, don’t hesitate to reach out for legal guidance—it’s one of the smartest steps you can take to protect yourself and honor the trust placed in you.