Executor Expenses: What Costs You Can Claim Back in the UK

When you take on the role of executor, you are managing someone else's estate — often at a time when you are also grieving. What many executors do not realise is that you are entitled to claim back reasonable expenses you incur while carrying out your duties.

This guide explains what you can claim, how to do it, and what to keep in mind.

Can Executors Claim Expenses?

Yes. Under English and Welsh law, executors are entitled to be reimbursed for any reasonable costs they incur while administering the estate. These expenses are paid from the estate itself — not from your own pocket.

This applies whether you are a professional executor or a family member named in the will. The key word is reasonable. You cannot claim for anything extravagant or unrelated to estate administration, but legitimate costs are fully recoverable.

What Expenses Can You Claim?

Here are the most common executor expenses that can be reimbursed from the estate:

Probate and Legal Fees

• The probate application fee (currently £300 for estates over £5,000)
• Additional copies of the grant of probate (£1.50 each — order several)
• Solicitor fees if you instruct one for specific tasks
• Valuation fees for property, antiques, or specialist items

Travel Costs

• Mileage to and from the deceased's property
• Travel to banks, solicitors, the probate registry, or other institutions
• Parking charges and public transport fares
• Accommodation if the deceased lived far away and overnight stays are necessary

Property Costs

• Ongoing mortgage payments, council tax, or rent on the deceased's property until it is sold or transferred
• Buildings and contents insurance premiums
• Essential maintenance and repairs (e.g., fixing a leak to prevent further damage)
• Utility bills to keep the property secure and maintained
• Cost of clearing the property if required for sale

Communication and Administration

• Postage — death certificates, letters to banks, utility companies
• Phone calls related to estate administration
• Stationery and printing costs
• Death notice or obituary costs in newspapers

Financial Costs

• Inheritance tax payments (paid from the estate, often before the grant is issued)
• Capital gains tax on assets sold during administration
• Income tax on estate income during the administration period
• Bank charges on the executor's account if a dedicated estate account is not used

What You Cannot Claim

There are some costs the estate will not cover:

• Your time. Lay executors (non-professionals) cannot charge for their time unless the will specifically allows it. You can only claim out-of-pocket expenses.
• Professional executor fees. If you are a solicitor or professional executor, your charging basis should be set out in the will or agreed with beneficiaries. This is separate from expenses.
• Personal costs. Attending the funeral as a mourner is personal, not an executor expense. However, organising and paying for the funeral on behalf of the estate is claimable.
• Unnecessary costs. First-class travel, luxury accommodation, or other extravagant spending will likely be challenged by beneficiaries.

How to Keep Track of Your Expenses

Good record-keeping protects you and keeps beneficiaries informed. Here is what to do:

1. Keep every receipt. From day one, save all receipts, invoices, and proof of payment related to estate work.
2. Use a simple spreadsheet. Log each expense with the date, description, amount, and category. A basic Excel or Google Sheet works well.
3. Note mileage separately. Record the date, destination, purpose, and miles driven. HMRC's approved mileage rate (45p per mile for the first 10,000 miles) is a reasonable benchmark.
4. Separate estate money from personal money. Open a dedicated executor's bank account if possible. This makes accounting far simpler.
5. Be transparent. Beneficiaries are entitled to see the estate accounts. Clear records prevent disputes.

When and How to Reimburse Yourself

You can reimburse yourself from the estate at any point during administration, provided there are sufficient funds. Most executors:

• Pay smaller costs upfront and reimburse themselves once they have access to estate funds
• Pay larger costs (like inheritance tax or property insurance) directly from estate accounts
• Include all expenses in the final estate accounts presented to beneficiaries

If the estate has limited funds, executor expenses take priority over distributions to beneficiaries. You should not be left out of pocket.

Can Beneficiaries Challenge Your Expenses?

Yes, beneficiaries can question any expense they consider unreasonable. This is another reason to keep detailed records. If a dispute arises:

• Show your records and explain each expense
• Demonstrate that each cost was necessary for estate administration
• If agreement cannot be reached, the matter can be referred to court — though this is rare and costly for everyone

In practice, most disputes are avoided by keeping beneficiaries informed throughout the process.

A Note on Funeral Costs

The cost of the funeral is an estate expense, not an executor expense. However, executors often pay for the funeral upfront before they have access to estate funds. You are entitled to full reimbursement from the estate. Funeral costs are also paid before most other debts and before any distributions to beneficiaries.

How GetPassage Can Help

Managing executor expenses alongside everything else can feel overwhelming. GetPassage helps you stay organised with a free step-by-step plan that guides you through every part of estate administration — including keeping track of what needs doing and when.

Key Takeaways

• Executors can claim back all reasonable out-of-pocket expenses from the estate
• Keep detailed records and receipts from day one
• You cannot charge for your time as a lay executor, only actual costs
• Open a separate bank account for estate finances if possible
• Be transparent with beneficiaries to avoid disputes
• Funeral costs are an estate expense and take priority over other debts

Being an executor is a significant responsibility. Knowing that you will not be financially disadvantaged for doing it properly can make the role a little easier to bear.