When a loved one passes away, it can be an overwhelming time emotionally, but there are also practical matters that need attention. One of the most important tasks is handling the necessary paperwork. These documents are essential to settle the estate, claim benefits, and ensure that the deceased’s wishes are carried out.
The most common paperwork to be handled after someone dies includes the following.
Death Certificate
The death certificate is the first and most important document you’ll need. This official government document records the date, time, and cause of death, as well as other identifying information. You will need multiple certified copies of the death certificate for various purposes, such as closing financial accounts, filing insurance claims, and notifying government agencies.
You can typically obtain a death certificate from the funeral home or directly from the vital records office in the state where the person passed away. It’s advisable to request several copies, as you will often need originals, not photocopies, to submit to different institutions.
Will and Testament
If the deceased had a will, it should outline how their assets should be distributed and name an executor to carry out their wishes. The executor is responsible for gathering assets, paying debts, and distributing property.
The original copy of the will should be located as soon as possible, whether it’s stored in a safe deposit box, at a lawyer’s office, or in a home file. Once located, the executor must file it with the probate court. Probate is the legal process of validating the will and overseeing the distribution of assets. Depending on the size of the estate and local laws, some estates may qualify for simplified probate or may not need to go through probate at all.
Financial Documents
It’s important to gather and organize the deceased’s financial records, including bank accounts, investment portfolios, retirement accounts, credit card statements, and any debts they may have owed.
The executor will use this information to determine the assets and liabilities of the estate. If the deceased had joint accounts with a spouse or other person, the surviving account holder may have immediate access to those funds. Otherwise, the executor may need to obtain permission from the probate court to access these accounts.
For life insurance policies, the executor will need to provide a certified copy of the death certificate to the insurance company to begin the claims process.
Social Security and Government Benefits
The Social Security Administration should be notified as soon as possible after a death to stop benefit payments. In some cases, the funeral director may handle this, but if not, a family member or executor will need to do so.
Survivors may be eligible for certain benefits, such as a one-time death benefit payment or ongoing survivor benefits. These can be claimed by providing the appropriate forms and a death certificate to the Social Security Administration.
If the deceased was receiving benefits like Medicaid or veterans’ benefits, those agencies should also be notified, and the executor should explore whether any benefits are available for the surviving family members.
Insurance Policies
Aside from life insurance, the deceased may have had other types of policies, including health, home, and auto insurance. These policies need to be updated or canceled, and any claims (such as funeral expense coverage) should be filed.
To cancel or transfer policies, the insurance company will usually request a death certificate and proof of authority for the executor to act on behalf of the deceased’s estate.
Creditors and Debts
It’s essential to notify creditors of the death and settle any outstanding debts. The executor should send a formal notice of death to credit card companies, mortgage lenders, and any other creditors.
Most debts are paid out of the estate, not by surviving family members, but in certain cases, like joint credit cards or co-signed loans, surviving family members may be responsible for those debts.
Tax Documents
The deceased’s estate will need to file a final income tax return for the year of death. In some cases, the estate may also be responsible for paying estate or inheritance taxes. It’s advisable for the executor to consult with a tax professional to ensure that all necessary filings are made and that any tax liabilities are paid.
Closing Accounts and Digital Assets
In today’s digital world, many people have online accounts that also need to be managed after death. This can include email accounts, social media profiles, and any subscriptions or memberships. The executor may need to provide a death certificate and other documentation to close or memorialize these accounts.
Managing the paperwork after someone dies can be time-consuming and complex, but it is a necessary part of settling the estate and ensuring that the deceased’s affairs are handled properly. If you are named as an executor, it’s important to be organized, keep careful records, and seek professional guidance from lawyers, accountants, or financial advisors as needed.
While it can be difficult, addressing these responsibilities helps ensure that the wishes of your loved one are respected and that the legal and financial matters are appropriately managed.