What To Do When a Loved One Dies: A Checklist

Losing a loved one is an emotional and challenging time, often accompanied by the daunting task of managing their affairs. This checklist is designed to guide loved ones or executors through the essential steps to handle the decedent’s estate with care and clarity.

From securing vital documents to settling debts and distributing assets, these tasks ensure legal and financial obligations are met while honoring the decedent’s wishes. Though the process may feel overwhelming, this structured guide aims to provide support, reduce stress, and help you confidently navigate the responsibilities during a difficult period.

Immediate Steps to Take

Gather Documents

Gathering key documents quickly after a loved one’s death can help streamline legal, financial, and administrative tasks. 

Below is a checklist of essential documents to collect, each with a brief definition and explanation of why it’s needed. 

Death Certificate 

A death certificate is required for most post-death processes, including closing accounts, filing insurance claims, accessing benefits, and starting probate. 

You’ll need multiple certified copies, typically 5–10. It can be obtained from the funeral home or a local vital records office after the death has been registered. 

Check with the institution to see whether they will accept a regular copy or require a certified copy of the certificate.

Will

A will is essential for guiding the distribution of the estate and is necessary for probate if one exists. 

If there’s no will, state intestacy laws apply. 

It is typically found in safe deposit boxes, home safes, the attorney’s office, or with the executor. To ensure transparency, ensure that family members are given a copy.

Trust Documents

The decedent’s attorney typically keeps trust documents, but they can also be stored in a safe deposit box or with the trustee.

 You will need all documents verifying the descendant’s identity, including:

• Social Security Numbers (SSN) for all family members
• Driver’s License Number
• Passport Number  

Beneficiary Designations

Look for forms naming beneficiaries for financial payable-on-death accounts and retirement accounts. You’ll find these forms with personal records, financial institutions, and employers. 

Birth Certificate

Certified copies of the certificate can be requested from the county clerk who issued it. 

Marriage Certificate

You’ll need this to prove spousal status for pensions, Social Security survivor benefits, or inheritance rights. It is often found in home records, a safe deposit box, or vital records office issuing the certificate. 

Financial Documents

You will need financial documents to perform administrative functions, such as closing accounts, filing claims, or transferring funds during the estate settlement. 

These documents include:

• Bank accounts
• Investment accounts
• Retirement accounts
• Insurance policies (life, auto, home) 

Property Deeds and Titles

You may need to prove ownership of real estate (deeds) or vehicles (titles) to transfer or sell property. These documents are typically found in home files, a safe deposit box, or with the county recorder’s office. 

Recent Tax Returns

To assess tax liabilities and file a final return, you’ll need copies of the past two to three years of federal and state income tax filings. Look for these in home files, the descendant’s accountant, or through the IRS online portal.

Funeral or Pre-Need Arrangement Documents

Check for plans outlining your loved one’s funeral preferences or contracts for prepaid arrangements. They may be located in personal files, with funeral home records, or with a family member.

Military Discharge Papers (if applicable)

DD Form 214 can be requested at archives.gov/veterans. 

Perform Administrative Functions

Immediate Administrative Tasks (First 1–7 Days)

The days and weeks following a loved one’s death involve a range of administrative tasks to handle their affairs, notify relevant parties, and begin settling their estate. 

Below is a checklist of essential tasks to perform as soon as possible, organized by priority, with brief explanations.  

Notify Immediate Family and Close Contacts

Inform relatives, close friends, and anyone named in the will or trust (e.g., executor, beneficiaries) to ensure key people are aware and can assist or prepare for the next steps.

Arrange Funeral or Memorial Services 

Follow the decedent’s wishes (check for pre-need plans or a will) or coordinate with family to plan burial, cremation, or services. Confirm if funeral costs are prepaid or covered by insurance to avoid unexpected expenses.

Secure the Decedent’s Property

To prevent theft, damage, or unauthorized access during transition, lock their home, safeguard valuables, and secure vehicles or other assets. Collect mail and cancel deliveries. 

If no one can stay at the property, notify neighbors or install temporary security measures. 

Short-Term Administrative Tasks (First 1–4 Weeks)  

Notify Government Agencies

Contact the Social Security Administration (SSA) to report the death and stop benefits (call 1-800-772-1213). 

If applicable, notify Medicare, Medicaid, or your state’s Department of Motor Vehicles (DMV). 

This will prevent overpayments (which must be repaid) and update records; SSA may provide survivor benefits. Funeral homes often report deaths to SSA, but you should confirm they’ve done so. 

Contact Employers or Pension Providers 

To ensure proper handling of employment-related finances and access to owed benefits, notify the decedent’s employer to stop wages and inquire about final paychecks, life insurance, or pension benefits. 

Ask about group life insurance or 401(k) plans, which may have named beneficiaries. 

Notify Financial Institutions 

Inform banks, credit card companies, credit bureaus, and investment firms to freeze or close accounts and update joint accounts if applicable.

This will prevent fraud, stop automatic payments, and bgin asset consolidation for estate administration. Check for any insurance coverage on loans. e

Cancel Subscriptions and Services

To avoid unnecessary charges and simplify financial oversight, terminate utilities (if the home is vacant), phone plans, streaming services, memberships, and recurring deliveries. 

Monitor bank statements for auto-debits to catch overlooked subscriptions.  

Contact Creditors and Pay Urgent Bills 

Notify creditors (e.g., mortgage, loans) of the death and confirm outstanding debts. Pay critical bills, such as utilities and taxes, to avoid penalties. 

Because some debts may be settled later by the estate, consult an attorney to prioritize estate obligations. 

File Benefit Claims 

Check if you or any family members are entitled to insurance, government, or employment benefits.

Life Insurance: Submit claims to life insurance companies with a death certificate and policy details. Check for policies through employers, unions, fraternal or religious groups, or old memberships (e.g., AAA, veterans’ groups). 

Social Security: For information on survivor benefits, contact the Social Security Administration (SSA) at (800)772-1213 or ssa.gov.

Current and Former Employers: Check on unpaid salary, accrued vacation or sick leave, group life insurance, and retirement accounts.

Civil Service Benefits: If your loved one was a civil servant, contact the U.S. Office of Personnel Management (OPM) at  (202) 606-1800 or opm.gov to check potential benefits.

Creditors: Contact all creditors for mortgages, loans, and credit cards to check on possible credit life insurance benefits.

VA Benefits: A claim for VA benefits can be filed at the Veterans Affairs office at va.gov.

Ongoing Tasks (1 to 3 months)  

Forward Mail

Set up mail forwarding with the USPS to the executor or a trusted family member. 

Use a temporary forwarding address to avoid missing time-sensitive notices.  

Handle Digital Accounts 

Access or close email, social media accounts, and online financial accounts. Check for digital assets, such as cryptocurrency and cloud storage. 

This protects privacy, prevents fraud and identity theft, and preserves valuable data or assets. Look for a password manager or legacy contact settings (e.g., on Google or Apple) for access.

Settling the Estate 

The Role of the Executor

In addition to performing or assisting with many of the tasks listed above, the executor is responsible for performing all functions related to settling the estate, starting with shepherding the will through the probate.

The Probate Process

Probate is the legal process through which a deceased person’s will is validated, and their estate is administered under court supervision. It ensures that the will is authentic, debts and taxes are paid, and assets are distributed according to the deceased’s wishes (or state law if there is no will). 

Not all estates require probate—small estates or those held in trust may be exempt. Other reasons why an estate’s assets may not be subject to probate include:

• Property jointly owned by spouses with the right of survivorship
• Assets that pass by beneficiary designation (e.g., life insurance, retirement plans, and pensions)
• Transfer on Death (TOD) assets, such as bank and investment accounts
• Property owned in certain trusts 

The probate process varies by jurisdiction but generally involves court filings, notices to interested parties, and oversight by the executor.

Steps in the Probate Process 

Confirm the Need for Probate

• Determine if probate is required based on estate size, asset types (e.g., joint accounts, trusts, or payable-on-death designations may avoid probate), and state laws.
• For non-probate assets, transfer them directly to the beneficiaries according to ownership rules. 

File for Probate (if applicable)

• Submit the will and a probate petition to the probate court.
• The court validates the will and officially appoints the executor. 

Notify Stakeholders

• Inform beneficiaries, heirs, and creditors (often via public notice or direct communication, depending on local laws).
• Address any challenges to the will if they arise.  

Inventory and Appraise Assets

• Compile a detailed list of estate assets and their values (may require professional appraisals for real estate, collectibles, etc.).
• File the inventory with the court, if required.

Resolve Debts and Taxes

• Pay legitimate creditor claims within the statutory period (varies by state).
• File and pay any outstanding taxes, including final income and estate taxes (federal or state, if applicable). 

Distribute Remaining Assets

• Transfer assets to beneficiaries as specified in the will or by intestacy laws (if no will).
• Ensure distributions are documented. 

Finalize and Close the Estate

• Submit a final accounting to the court and beneficiaries, detailing all financial transactions.
• Receive court approval to close probate and be released from executor duties. 

Additional Estate Settlement Notes 

Timeframe: Settling an estate can take anywhere from 6 months to several years, depending on its complexity, any disputes, or court backlogs.

Professional Help: Executors often hire attorneys, accountants, or appraisers to handle complex estates or navigate legal requirements.

Challenges: Family disputes, unclear wills, or significant debts can complicate the process.

Non-Probate Assets: Assets like life insurance, retirement accounts with named beneficiaries, or trusts typically transfer outside probate, simplifying distribution.

Common Legal and Financial Terms

When a loved one passes, you’re often thrust into a world of legal and financial jargon that can feel overwhelming. Below is a list of common terms you’re likely to encounter, explained clearly to help you navigate the process:

Legal Terms

Administrator: The person appointed by a court to manage the estate of someone who died without a will (intestate).

Advance Directive: A legal document specifying a person’s healthcare wishes, like a living will or healthcare proxy, which may come up if end-of-life decisions need to be made.

Beneficiary: An individual or entity named in a will, trust, or insurance policy to receive assets or benefits.

Decedent: The legal term for the person who has passed away.

Estate: All the assets (property, money, investments, etc.) and liabilities (debts) left behind by the decedent.

Executor: The person named in a will to carry out its instructions, such as distributing assets and paying debts.

Fiduciary: A person (like an executor or trustee) legally obligated to act in the estate’s or beneficiaries’ best interests.

Intestate: When someone dies without a valid will, the distribution of their estate is left to state laws.

Power of Attorney (POA): A document authorizing someone to act on another’s behalf, which typically becomes invalid upon death (though it may be relevant for pre-death financial management).

Probate: The court-supervised process of validating a will, settling debts, and distributing the estate’s assets.

Survivorship Rights: Automatic property transfer (like joint bank accounts or real estate held in joint tenancy) to the surviving co-owner upon death.

Testator: The person who created and signed a will.

Trust: A legal arrangement where a trustee holds and manages assets for beneficiaries, often used to avoid probate or control asset distribution.

Will: A legal document outlining how a person’s assets should be distributed after their death.  

Financial Terms

Assets: Anything of value the decedent owns, such as real estate, bank accounts, stocks, or personal property.

Bequest: A specific gift of property or money outlined in a will.

Creditor: A person or entity to whom the decedent owed money, such as a bank or credit card company.

Death Benefit: A payment made by an insurance policy, pension, or other financial product to a beneficiary upon the policyholder’s death.

Inheritance Tax: A tax imposed by some states on the value of assets inherited by beneficiaries (not to be confused with estate tax).

Estate Tax: A federal or state tax on the total value of the decedent’s estate before distribution, applicable only to larger estates (e.g., over $13.6 million federally in 2025).

Liabilities: Debts or financial obligations of the decedent, such as mortgages, loans, or unpaid taxes.

Liquid Assets: Cash or assets easily converted to cash, like bank accounts or publicly traded stocks.

Payable-on-Death (POD) Account: A bank account or financial product that automatically transfers to a designated beneficiary upon the owner’s death, bypassing probate.

Working with Estate Planning Professionals 

Managing an estate requires careful prioritization based on complexity, delegating tasks to trusted individuals or professionals, maintaining meticulous record-keeping, and sensitivity to emotional challenges during the process. Whether your estate is simple or intricate, professional guidance ensures smooth and legally sound administration.

Contact the estate planning experts at ARQ Wealth today to receive tailored support and confidently navigate your estate planning needs.