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Intake
You or the family completes a brief, confidential intake. We confirm scope and identify the attorney of record.
Introduction
The Operational Coordination Layer For Post-Loss Administration.
Estate and probate attorneys consistently absorb hours of non-billable administrative coordination: chasing account statements, fielding family questions, tracking down date-of-death values, and managing the dozens of small institutional touchpoints that surround a single matter. Holding Ground handles that operational layer alongside your firm. Your clients get a structured, communicative partner managing the day-to-day. Your firm gets clean inputs, predictable timelines, and time back.
Who We Help
We support adult children, surviving spouses, and named executors who are working with your firm on probate or estate administration. Our scope is administrative coordination—we are not attorneys and we do not provide legal advice. We exist to make the executor's job manageable while keeping legal decisions where they belong: with you.
How We Work With You
We Handle The Administration. Your Firm Handles The Law.
Most of what overwhelms a grieving family is logistical, not legal. We sit between the family and the institutional world—Social Security, banks, insurers, utilities, subscription services, employers, pensions—gathering documents, making calls, and producing the organized record your firm needs to do the legal work efficiently.
We take direction from the attorney of record on scope and sequencing
We never give legal advice or interpret estate documents
We surface issues that require attorney input early, not late
We deliver organized asset and liability inventories ready for accounting
We coordinate directly with the executor so families stop calling your firm with operational questions
We document every action with a clear audit trail
Referral Process
A Predictable Handoff—For You And The Family.
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Triage
Within 48 hours we map urgent notifications, deadlines, and required documents. You receive a written scope summary.
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Coordination
We execute notifications, account closures, and institutional outreach—looping you in only on items requiring legal input.
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Tracking
You and the family receive a shared status report. Asset inventories and date-of-death valuations land in your inbox in usable form.
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Resolution
We deliver a final completion report documenting every action taken, ready for your file and the executor's records.
What We Handle
- Notifications to Social Security, pensions, and benefit administrators
- Bank, brokerage, and credit account closures and consolidations
- Subscription, utility, and recurring service cancellations
- Date-of-death valuations and asset inventories
- Insurance claim coordination and document collection
- Executor communication and weekly status reporting
- Document organization in a structured digital file ready for the firm
What We Do Not Handle
- Legal advice, document drafting, or interpretation of wills and trusts
- Court filings or representation in probate proceedings
- Tax return preparation or accounting opinions
- Investment management or fiduciary decisions
- Anything that requires a licensed attorney, CPA, or fiduciary
We are administrators, not attorneys, accountants, or fiduciaries. The professional decisions stay with you.
Operational Relief
Problems We Reduce For Your Practice
Non-billable phone calls from family members about logistical questions
Paralegal time spent chasing account statements and date-of-death values
Delayed file progress because the executor hasn't gathered required documents
Repeat client requests for status updates outside the legal scope
Disorganized records that slow accounting and final distribution
Risk of missed administrative deadlines that fall outside the firm's scope
Why Professionals Refer Us
Credibility, Confidentiality, And A Clear Scope.
Holding Ground is bonded and insured. Every coordinator operates under written confidentiality protocols and a defined scope-of-work that explicitly preserves the attorney-client relationship.
We work the way a good paralegal works—organized, communicative, and unintrusive. Your firm receives clean documentation; the family receives a calm, consistent point of contact.
Our engagement letters specify that we take direction from the attorney of record on matters of scope. We do not freelance, expand scope without approval, or position ourselves as legal advisors.
Trust Indicators
- Bonded and liability-insured coordinators
- Written confidentiality and scope-of-work protocols
- Direct attorney portal for status and document access
- Documented audit trail for every action taken
- Fixed-fee engagements—no surprise billing to your client
- Conflict-checked intake at the start of every matter
Collaboration Models
Ways We Can Work Together
Per-Matter Referral
You refer individual matters as they arise. We bill the family directly under a fixed-fee engagement scoped with your input.
Preferred Operational Partner
Your firm names Holding Ground as a recommended administrative partner in client onboarding materials. We provide co-branded packets if useful.
Embedded Coordination
For high-touch firms, we operate as a named extension of the team on complex estates—coordinating directly with paralegals on a defined cadence.
Common Questions
Questions Professionals Ask Us
Are you giving legal advice?+
No. We are administrators, not attorneys. We never interpret estate documents, advise on legal strategy, or take any action that requires a licensed attorney. We escalate anything legal to the attorney of record.
How do you handle conflicts of interest?+
Every engagement begins with a conflict check against active matters and prior clients. If a conflict exists, we decline the engagement before any privileged information is shared.
What does the family pay?+
Families engage us under a fixed-fee scope agreed at intake. There is no hourly billing and no surprise charges. We can share our standard fee structure with referring attorneys on request.
How do you protect client information?+
All client data is held in encrypted systems with role-based access. Coordinators sign confidentiality agreements. We can execute a mutual NDA with your firm before any matter begins.
Can you work with the executor directly?+
Yes—and that's typically the point. We become the executor's daily operational partner so they stop turning to your firm for non-legal questions.
What happens if a legal issue surfaces?+
We flag it to you immediately, document what we found, and pause any related coordination until you confirm next steps.
Resources
Referral Packets & Practice Resources
Request a partner packet for your practice. Each packet includes a one-page overview, a sample family handoff letter, our scope-of-work boundaries, and a confidential intake form you can pass to families.