Essential documents and information required after a loved one passes away

The phone call comes, and your world splits in two. There's the part of you that's grieving, that can barely get out of bed, that keeps expecting them to walk through the door. And then there's the part of you that's being asked to produce death certificates, call banks, cancel subscriptions, notify government agencies, and make decisions about things you've never thought about before. Both of these parts need your attention at the same time, and nobody tells you how to manage that.

This guide is for the second part. Not because it matters more than the grief, but because having a clear list of the documents and information needed after a death can free up just enough mental space to let you breathe. You don't have to do everything at once. You just need to know what comes first.

The first 48 hours: documents you need right away

In the hours after someone dies, you'll be asked for paperwork before you're ready to think about paperwork. Here's what to gather first, because other steps depend on having these in hand.

Death certificates. You'll need multiple certified copies, more than you think. Most families need between 10 and 15. Each bank, insurance company, government agency, and financial institution will want their own original certified copy. Your funeral director will typically help you order these, or you can request them from the vital records office in the county where the death occurred. Don't settle for photocopies; most institutions won't accept them.

The deceased's identification. Their driver's license, passport, or government-issued ID. You'll need these to verify identity with banks, insurers, and government offices.

The will or trust documents. If your loved one had a will, find it. Check their home, their safe deposit box, their attorney's office. If they used an attorney, call that office. The will names the executor, the person legally responsible for managing the estate, and very little can move forward until you know who that is. If there's a trust, locate those documents too.

Social Security number. You'll need this for almost every notification you make. If you can't find a card, check old tax returns or contact the Social Security Administration.

Contact information for their attorney, financial advisor, and accountant. These people already know things about your loved one's affairs that will save you weeks of detective work. Reach out early.

If you're not sure where your loved one kept important documents, you may need to search their home, their email, and their mail for clues. This is one of the most stressful parts of the process, and it's a good reminder of why storing important documents where your family can find them matters so much.

The first week: notifications and immediate accounts

Once you have the death certificates in hand, you can start notifying the organizations and agencies that need to know. This list feels endless, but taking it in order helps.

Social Security and government agencies

Social Security Administration. Call 1-800-772-1213 to report the death. If the deceased was receiving benefits, those payments need to stop. If you're a surviving spouse, you may be eligible for survivor benefits or a one-time death benefit of $255.
Medicare/Medicaid. Notify them of the death to stop coverage and billing.
The post office. File a change of address to forward mail to whoever is managing the estate. This also helps you discover accounts and obligations you didn't know about.
Veterans Affairs. If the deceased was a veteran, contact the VA. There may be burial benefits or a survivor pension.
Passport office. If they had a valid passport, it should be returned or reported.

Financial accounts

Go through their mail, email, and financial records to identify every account. For each one, you'll need a certified death certificate and proof that you're authorized to act on the estate (usually a letter of testamentary from the probate court, or a certificate of trust).

Bank accounts (checking, savings, CDs). Notify each bank. Joint accounts may pass directly to the surviving holder; individual accounts will likely be frozen until the estate is settled.
Investment and brokerage accounts. Contact each firm. Some accounts have beneficiary designations that transfer automatically; others go through the estate.
Retirement accounts (401k, IRA, pension). These often have named beneficiaries. Contact HR at their employer or the account custodian.
Credit cards. Notify each issuer. You're generally not responsible for a deceased person's individual credit card debt, but secured debts and joint accounts are a different matter. Don't let collectors pressure you into paying before you understand your obligations.
Mortgage and loans. Contact lenders. A mortgage doesn't disappear when someone dies, but there are protections for surviving spouses and heirs.

Insurance policies

Locate every insurance policy you can find: life, health, auto, homeowner's, renter's, long-term care, and any supplemental policies through their employer.

Life insurance. File a claim as soon as possible. You'll need the policy number, a death certificate, and the claim form from the insurer. Life insurance payouts typically arrive within 30-60 days.
Health insurance. Notify the insurer. If you were on the deceased's plan, you may qualify for COBRA continuation coverage or need to find new coverage during a special enrollment period.
Auto and property insurance. Update or cancel policies as needed. If you're keeping the car or home, the policy will need to be transferred.

The first month: estate, taxes, and property

After the initial notifications, the work shifts to longer-term tasks. This is the stage where having an attorney or financial advisor involved can save you significant stress.

Probate and estate documents

If the estate goes through probate, you'll need to file the will with the probate court in the county where your loved one lived. The court will issue letters testamentary (or letters of administration if there's no will), which give the executor legal authority to act on behalf of the estate.

Documents you'll need for the estate:

The original will and any codicils
Trust documents, if applicable
Deeds to real estate
Vehicle titles
Bank and investment account statements
Business ownership documents
Loan and debt records
Recent tax returns (at least the last three years)
Records of any gifts made in recent years

For a more complete picture of which legal documents matter most in estate planning, that guide breaks down each one and why it's needed.

Tax obligations

The deceased may owe taxes for the year they died, and the estate itself may have tax obligations.

Final income tax return. A federal (and often state) income tax return needs to be filed for the deceased for the year of death. This is due on the normal filing deadline (April 15) for the year following the death.
Estate tax return. If the estate exceeds the federal exemption threshold (currently over $13 million for individuals), an estate tax return is required. Many states have lower thresholds.
Gift tax returns. If the deceased made significant gifts in their final years, these may need to be reported.
Ongoing tax returns for the estate. If the estate generates income during the settlement period (from investments, rental property, etc.), it may need its own tax return.

Hire an accountant or tax professional for this. The penalties for getting it wrong are real, and the rules are complicated enough that even financially savvy people get tripped up.

Property documents

If your loved one owned real estate, gather:

Property deeds and titles. These establish ownership and are needed to transfer the property.
Mortgage documents. Contact the lender to discuss your options. Surviving spouses generally have the right to assume the mortgage.
Lease or rental agreements. If they rented, review the lease terms. Most leases have provisions for death of a tenant.
Property tax records. You'll need these for the estate and to ensure payments continue.
Homeowner's association documents. If applicable, notify the HOA and review any obligations.

Employment, business, and self-employment records

If your loved one was employed, contact their employer's HR department. There may be final paychecks, unused vacation pay, pension benefits, stock options, or life insurance through work. You'll need:

Pay stubs and employment contracts
Retirement and pension plan documents
Stock option or equity grant agreements
Union membership records, if applicable
Records of any outstanding expense reimbursements

If they were self-employed, the situation is more complex. Gather:

Business registration documents
Partnership or operating agreements
Client contracts and accounts receivable
Business bank account information
Tax ID numbers (EIN)
Insurance policies related to the business
Any intellectual property registrations

If they owned a business with partners, the partnership or operating agreement should spell out what happens when an owner dies. If it doesn't, this is where a business attorney becomes necessary.

Debts owed to and by the deceased

This is the part that surprises many families. You need to look in both directions.

Debts the deceased owed

Compile a complete list of everything owed: mortgage, car loans, credit cards, medical bills, personal loans, student loans, tax debts. The estate is generally responsible for paying these debts, not the surviving family members individually, with some exceptions for joint accounts and community property states.

Contact each creditor with a death certificate. Some debts may have insurance that pays them off at death. Others will need to be paid from the estate before any inheritance is distributed.

Do not pay debts out of your own pocket without legal advice. Well-meaning family members sometimes do this and create problems. Talk to the estate attorney first.

Debts owed to the deceased

Check for:

Personal loans made to friends or family
Deposits or security deposits owed back
Outstanding invoices from business or freelance work
Pending insurance claims or refunds
Tax refunds
Money in escrow

Review their bank records, emails, and financial files for evidence of money owed to them. These amounts belong to the estate.

Personal belongings and digital accounts

Beyond the financial and legal documents, there are personal matters to address.

Personal property. Make an inventory of significant items: jewelry, artwork, collections, vehicles, electronics, family heirlooms. If the will specifies who receives what, follow those instructions. If not, this is where family conversations happen, and they can be difficult. Having a comprehensive planning checklist can help you make sure nothing important falls through the cracks.

Digital accounts. This is increasingly complex. Gather what you can:

Email account credentials
Social media accounts (Facebook, Instagram, etc. have legacy and memorialization options)
Cloud storage (Google Drive, iCloud, Dropbox)
Subscription services (streaming, software, memberships)
Online banking and payment accounts (PayPal, Venmo)
Cryptocurrency wallets or exchange accounts
Domain names and website hosting
Password manager accounts

Some platforms will grant access to a verified next of kin with a death certificate. Others make it extremely difficult. If your loved one used a password manager, finding the master password is the single most helpful thing.

Carer's Allowance and bereavement benefits (UK)

If you're in the UK and were caring for the deceased before they died, you may be eligible for Carer's Allowance. This is a UK government benefit for people who spend at least 35 hours a week caring for someone with substantial caring needs. Note: this benefit is UK-specific and may not apply in other countries.

To apply, you'll generally need:

Your National Insurance number
The deceased's National Insurance number
Bank account details for payment
Employment details and income information
Proof of your caring responsibilities
Medical evidence of the person's condition (from before they died)

If the person you cared for has died, you can still receive Carer's Allowance for up to 8 weeks after the date of death. Contact the Carer's Allowance Unit or visit GOV.UK to understand your eligibility and the application process.

Other bereavement benefits in the UK include Bereavement Support Payment, which is available to surviving spouses or civil partners under state pension age.

Taking care of yourself through the paperwork

Here is something nobody tells you: the administrative aftermath of a death takes months. Sometimes longer. There will be days when you spend hours on hold with a bank, only to be told you need a different form. There will be weeks when another bill arrives for an account you thought you'd already closed. There will be moments when you're filling out a form and you have to write their name in the "deceased" field, and it hits you all over again.

That's normal. All of it is normal.

You don't have to do this alone. An estate attorney, a financial advisor, a trusted friend who's good with paperwork, even a daily checklist that breaks the work into small pieces, these are all legitimate forms of help. Accept them.

And in the middle of all of it, give yourself permission to grieve. The paperwork will wait for a day. It will wait for an afternoon. It will still be there after you've cried or taken a walk or sat with a photo album for an hour.

The reason we talk so much about end-of-life planning isn't to be morbid. It's because everyone who has stood where you're standing right now wishes their loved one had left a clearer trail. You can be that person for your own family. Not today. But someday, when you're ready.

When I Die Files gives you a secure, private space to organize the documents, messages, and information your family will need, so that when the time comes, they can focus on what matters most.