When a property becomes vacant due to the death of a resident or owner, it presents unique challenges for property managers. These situations are often emotionally charged, legally complex, and time-sensitive. There may be grieving family members, pending probate proceedings, and a house sitting unattended sometimes for weeks or even months.
For property professionals, managing these homes responsibly and efficiently is more than good practice. It protects the value of the asset, reduces risk, and helps support families in transition. Whether you’re managing a single home or overseeing an entire portfolio, having a clear plan makes all the difference.
Here’s what every property manager should know when handling a vacant property after a death.
Step One: Confirm Legal Access Before Entering
The first step is also the most important: do not enter the property until you’ve confirmed who has the legal right to access it.
If there’s a will, the named executor typically holds that authority. If there isn’t, or if probate is still pending, access may be restricted. Property managers should avoid assumptions and wait for written confirmation from the estate attorney, executor, or public guardian before making contact with the home.
For those unfamiliar with this process, resources like this guide to navigating vacant homes after a death can provide important context and help managers approach the situation with the appropriate legal care.
Secure the Property Immediately
Once access is legally granted, your next priority is securing the home. Vacant properties are vulnerable to theft, weather damage, and even squatters.
Lock all entry points. If there’s any uncertainty about who might have keys, changing the locks is a smart and often necessary move. Confirm that windows are locked and consider adding exterior lighting or temporary security cameras for high-risk areas.
For managers in desert or heat-prone markets, seasonal precautions are also key. According to guidance from Brady RG Las Vegas, vacant homes in hot climates require immediate air circulation, plumbing checks, and pest safeguards to avoid serious deterioration.
Check the Property’s Condition
After securing the home, conduct a thorough walkthrough. Take detailed notes and document the current condition with time-stamped photos. Look for:
- Spoiled food or perishables
- Mold, water leaks, or standing water
- Pest infestations or droppings
- Electrical or HVAC issues
- Overflowing mail or packages
If there’s evidence of decay or neglect, arrange for cleanup and basic maintenance right away. Not only does this prevent further damage, but it also prepares the home for sale, rental, or transfer to heirs.
Insurance and Liability: Don’t Assume You’re Covered
Vacant properties carry special insurance risks. Some homeowner policies become void if the home is unoccupied for more than 30 or 60 days. It’s critical to work with the executor or estate attorney to review the home’s current coverage and confirm whether a vacancy clause applies.
In some cases, switching to a specialized vacant property policy is necessary to protect against vandalism, weather damage, and liability claims. Delays here can be costly. Also, make sure all vendors and staff working at the property have appropriate liability coverage in place.
Preserve, Clean, and Maintain the Home
Once secure, the home still requires regular upkeep to avoid deterioration. This includes:
- Lawn care, snow removal, or pool maintenance
- Running the taps and flushing toilets
- HVAC checks and seasonal servicing
- Cleaning out fridges, removing garbage, and sanitizing bathrooms
Small details matter here. A leaking pipe or a full mailbox can turn a manageable vacancy into a major problem. Teams like Earnest Homes emphasize routine property checks and proactive preservation for exactly this reason. Their approach shows that consistent care saves time and avoids major repairs down the road.
Communicate with Clarity and Compassion
Whether you’re working with the executor, family members, or an estate lawyer, professional communication is essential. Keep detailed records of all conversations, decisions, and visits to the home.
Remember that the people involved may be grieving. Empathy and transparency go a long way in reducing tension and preventing misunderstandings. Avoid real estate jargon, speak clearly, and offer regular updates on the property’s condition and status.
Prep the Property for What’s Next
Once probate advances, the home will either be transferred, rented, or sold. Your job as a property professional is to ensure the transition is smooth. Depending on the situation, this might include:
- Deep cleaning or staging the home
- Handling minor repairs or upgrades
- Coordinating inspections and appraisals
- Listing the property or preparing it for rental
Time on market matters. Homes that appear neglected or poorly maintained often sit longer and sell for less. Preparing early shortens the timeline and improves outcomes for everyone involved.
What if No One Claims the Home?
In rare cases, the deceased may not have any known heirs. These properties typically fall under the jurisdiction of public administrators or the local municipality. Laws vary by state, but the property may eventually be auctioned, sold, or seized to cover unpaid taxes.
If you suspect a home is truly unclaimed, document everything and report it to the appropriate local authority. You may be asked to maintain the property temporarily, but your liability will depend on your contract and local ordinances.
Final Thought: Balancing Sensitivity with Structure
Managing a property after a death is not just about checking boxes. It requires a steady hand, a respectful tone, and a structured process.
Good property managers plan, understand the legal requirements, and know how to protect both the physical property and the people connected to it. Whether the home is heading to market or simply waiting on paperwork, your approach shapes the outcome.
It’s not always easy, but with the right systems and the right partners, you can navigate this moment with professionalism and care.
