This article is for informational purposes only and does not constitute medical, legal, or financial advice. Always consult with qualified professionals regarding your specific situation.

The paperwork after death — certificates, notifications, closures

After someone dies, there is paperwork. A lot of it. Official documents need to be filed. Organizations need to be notified. Accounts need to be closed. Insurance needs to be claimed. And all of this feels overwhelming when you're trying to survive the first weeks of grief.

Here's what helps: you don't do it all at once. You don't do it all yourself. And most of it is not actually urgent. The paperwork infrastructure around death is built to move slowly. You have weeks and months to handle these things. The person is not going anywhere. The bills can wait a little longer.

The death certificate

The first document you'll need is the death certificate. This is an official record that says a person died, when, where, and usually the cause of death. You'll need multiple copies. Insurance companies, banks, government agencies, the funeral home—they'll all want an original copy.

When the person dies, the medical professional who pronounced the death will begin the process of getting a death certificate issued. If you died in a hospital, they'll handle most of it. If you died at home, the funeral director will guide the process. Within a few days to a week, the certificates will be available. Usually you order them from the important records office of the county or state where the person died.

Get multiple copies. Most people recommend getting at least ten to fifteen original copies, though the exact number depends on the complexity of the estate. You can always get more later if you need them, but it's more efficient to order a bunch at once. Original certificates are more expensive than certified copies, which are less expensive than regular photocopies. For most official purposes, you need originals or certified copies.

The funeral home can order certificates for you, or you can order them directly from the important records office. Ask which approach will be faster. The funeral home has relationships with the office and might get them more quickly. Once you have them, store a few in a safe place and keep the others accessible for the notifications you'll need to make.

Who needs to know

Various organizations need to be notified that the person has died. This is not all urgent, but it does need to happen eventually. You can spread these notifications out over several weeks. Someone in the family can take each one, so it's not all on you.

The Social Security Administration needs to know. If the person was receiving Social Security, those payments need to stop. If they were not receiving benefits, SSA still needs notification for their records. You can do this by calling 1-800-772-1213 or visiting your local Social Security office.

Insurance companies need to know. Life insurance, car insurance, health insurance, home insurance. Notify them that the policyholder has died. They'll guide you through the process of filing a claim if there's a life insurance policy, or through cancellation if there's not.

Banks need to know about any accounts in the person's name. Savings accounts, checking accounts, money market accounts, certificates of deposit. Banks will freeze these accounts once notified, which protects the account but also means the money can't be accessed until the estate is settled. You'll need to show a death certificate and prove your right to access the account.

Credit card companies need to know. You're responsible for any balances on those cards, and they need to stop issuing new charges. Some credit card companies will forgive or reduce balances from the person's final illness or medical care, but you have to ask.

Investment accounts and retirement accounts need to be notified. A financial advisor can help with this. A 401(k), an IRA, a brokerage account—these need to be handled according to their specific rules. This is where having the help of a financial advisor or attorney can save you time and potentially save money.

Utility companies need to be notified so you can arrange to close or transfer service. The electric company, the water company, the gas company, internet provider. You can ask if there's a person named as a utility representative in the will, and that person can handle these. Or you can do it yourself.

Government agencies might need notification. If the person was receiving Medicare, you'll need to notify them. If they were receiving any government benefits, those need to stop. If they were a veteran, the VA needs to know.

Healthcare providers need to know. The primary care doctor, the specialists, any hospital where they were treated. This ensures that no more bills are sent and that records are closed out.

You do not need to do all of this in the first week. You do not need to do any of this in the first week. You can spend the first few weeks just surviving. You can wait until you feel slightly more capable before you start making these calls and handling notifications.

Account closures and estate settlement

Once accounts are notified and the initial notifications are handled, there are longer processes that involve closing out accounts and settling the estate. This is where an executor or an attorney might guide the process. If the person left a will, it needs to go through probate. If there's no will, state law determines how the estate is distributed. If all assets pass directly to beneficiaries (as with some retirement accounts and life insurance), probate might be simpler or unnecessary.

Bank accounts will eventually need to be closed after the estate is settled and bills are paid. Investment accounts need to be liquidated or transferred to heirs. Tax returns need to be filed. The person's final tax year requires a tax return showing all income and deductions up to their death. Then the estate itself might need to file a tax return if it holds assets that generate income while in probate.

This is complex. You probably don't want to do this alone. An attorney or a CPA can help. Some of this work is expensive, but it prevents costly mistakes. For a small, simple estate, you might handle much of it yourself. For a more complex estate, professional help is worth the cost.

The timeline

The death certificate should be ordered within days of death. Notifications can start immediately or can wait a few weeks. Major account settlements usually take several months, sometimes up to a year if there's complicated probate.

You don't need to do everything at once. You probably shouldn't. You don't have the emotional energy. The infrastructure doesn't require it. You have time. You can handle notifications in batches. You can handle major account closures over weeks and months. You can ask family members to help with different parts so it's not all on you.

A common approach is to handle urgent notifications in the first week or two, then shift into handling account closures and estate settlement over the next few months.

Getting help

The funeral home can provide guidance on many of these steps and can sometimes help initial notifications. A financial advisor, if the person had one, can help with investment accounts and financial matters. An attorney can guide probate and estate settlement. An accountant can help with tax matters. Your bank can advise you on closing accounts.

You don't have to figure all of this out alone. You don't have to know the right order or the perfect timing. You just have to start when you're ready, ask for help when you need it, and trust that the system is built to accommodate people who are grieving and struggling.

How To Help Your Elders is an informational resource for families working through aging and elder care. We are not medical professionals, attorneys, or financial advisors. The information provided here is for educational purposes and should not replace professional consultation. Every family's situation is unique, and rules, costs, and availability vary by location and circumstance.