When someone passes away, the focus is naturally on honoring their memory and managing their estate. But as many executors quickly learn, some of the most frustrating challenges during probate are surprisingly practical—and one of the most common is gaining access to the property itself.
You might assume that getting into the home will be as simple as grabbing a key from the kitchen drawer or a relative’s keychain. But it’s rarely that straightforward.
As a probate real estate specialist, I’ve seen firsthand how issues around access—missing keys, changed locks, unclear permissions—can slow things down and create tension at an already stressful time. Here’s what you need to know, and what you can do to stay ahead of the problem.
The Hidden Headaches of Access
Missing or Misplaced Keys
In many cases, the original keyholder is gone, and the home hasn’t been entered in weeks—or even months. Executors may not know where the keys are, and other family members might not have them either. Sometimes the home was always left unlocked, or the keys were stored in an unknown “safe place.”
Changed Locks
In some situations, a neighbor, concerned family member, or even a disgruntled heir may change the locks “for security.” While well-intentioned, this creates a legal gray area and complicates the executor’s ability to act.
Multiple Keyholders with Conflicting Intentions
It’s not unusual for more than one person to have a copy of the key. Problems arise when one heir visits frequently, another wants the home kept untouched, and a third doesn’t want to be involved at all. Without a clear understanding of roles and responsibilities, resentment can build—and access can become a point of conflict.
Locks, Codes, and Digital Entry
Modern homes may have smart locks, garage codes, or alarm systems—none of which are helpful if no one knows the password. In some cases, these systems are tied to the deceased’s phone or email, which may no longer be accessible.
Why It Matters
Delays in gaining access to the property can have a ripple effect. Without access, you can’t:
- Inspect the condition of the home
- Safely store or secure valuables
- Begin clean-out or estate sale preparations
- Maintain the property (lawn care, winterization, etc.)
- Bring in agents, appraisers, or buyers to begin the sales process
Worse, delayed access can lead to property deterioration, city code violations, or even unauthorized visits from others who still have a key.
How to Establish Proper Access and Control
- Secure Legal Authority First
Before changing locks or taking control of the property, make sure you have the legal authority to do so. This typically means being officially appointed as the executor or administrator of the estate by the probate court. Acting before this point can cause unnecessary conflict or even legal complications. - Change the Locks (Once You’re Authorized)
Once you’re appointed, consider changing the locks to reestablish secure and centralized access. This protects the property, ensures only authorized individuals can enter, and helps avoid disputes. Keep a record of who receives new keys or codes. - Keep an Access Log
It’s a good idea to track who enters the property and when—especially if multiple heirs or professionals are involved. This can help resolve questions later about missing items, condition issues, or timelines. - Make Digital Access Part of the Conversation
If the home has smart locks, garage codes, or alarm systems, locate any user manuals or accounts tied to those devices. Contact the manufacturers or service providers if necessary to regain control. You may need to provide a copy of the death certificate or court documents. - Work with a Professional You Trust
As a probate real estate agent, I routinely help families coordinate access—whether it’s arranging for locksmiths, securing vacant homes, or helping facilitate access for vendors and appraisers. Having someone in your corner who understands the sensitivities and steps involved can make a world of difference.
You’re Not Alone
Something as simple as a missing key can quickly become a major stressor. But with the right approach—and the right support—you can resolve access issues efficiently and respectfully, setting the stage for a smoother probate process overall.
If you’ve been named executor and need help navigating access, security, or the home sale itself, I’m here to help. My role isn’t just about selling a property—it’s about helping families move forward with clarity, confidence, and peace of mind.