Administrative steps after a death
The days after a death are disorienting. This guide gives you a sequence of administrative tasks in legal-priority order, a document checklist, deadlines, and a 72-hour emergency kit.
What to do when someone dies: a step-by-step guide
The days after a death are disorienting. This guide gives you a sequence of administrative tasks in legal-priority order, a document checklist, deadlines, and a 72-hour emergency kit. It covers US procedures; local rules vary.
Immediate safety and stabilisation
Before any paperwork, ensure everyone physically present is safe. If the death occurred at home and emergency services are involved, follow their instructions. If you are alone, call a trusted person to be with you. Do not handle legal documents or contact agencies while in shock or without support.
Once immediate safety is confirmed, stabilise the situation. This means two things: securing the deceased’s body according to local procedure, and securing the home and its contents. Lock doors and windows. Collect keys, wallets, phones and any valuables into a single bag. Do not remove anything unless directed by police or a coroner. If the death was unexpected, do not clean or rearrange anything until authorities release the scene. This preserves evidence and prevents theft or loss.
The administrative sequence
The correct order matters because many steps require a document from an earlier step. The sequence below follows legal priority, not convenience.
1. Obtain the medical certificate and death certificate
The medical certificate (cause of death) is issued by a doctor or coroner. Without it, no death certificate can be issued. The death certificate is the single most important document for every subsequent step.
Order at least 10 certified copies from the state vital records office (contact your state health department). Turnaround is 2-14 business days depending on jurisdiction and current backlog. [Source: CDC National Center for Health Statistics, 2023] Do not wait for one copy; you will need multiple originals for banks, insurance, probate and government agencies.
2. Notify the Social Security Administration
If the deceased was receiving Social Security benefits, the funeral director often reports the death directly to the SSA. Confirm this was done. If not, call SSA yourself. Do not deposit any benefit payment received after the month of death; it must be returned. [Source: Social Security Administration, 2023]
3. Notify the employer
If the deceased was employed, notify the employer within 30 days. Provide a certified death certificate. Ask about:
- Final paycheck and accrued vacation payout
- Life insurance through work
- Retirement plan (401(k), pension)
- Health insurance continuation (COBRA in the US)
- Any survivor benefits
Document the name and date of every person you speak with. [Source: US Department of Labor, 2023]
4. File the life insurance claim
Locate the policy documents. If you cannot find them, check bank statements for premium payments or contact the deceased’s financial advisor. You will need:
- Certified death certificate
- Claimant’s statement (provided by the insurer)
- Policy number
Processing time is 14-60 days. [Source: American Council of Life Insurers, annual industry data, 2023] If the policy is through an employer, HR may handle the initial notification.
5. Contact the probate court
The will, if one exists, must be filed with the probate court in the county where the deceased lived. The deadline varies by state, commonly 30 days. If there is no will, the court will appoint an administrator. Probate typically takes 4-12 months depending on estate complexity and court backlog. [Source: American Bar Association, 2023] Do not distribute any assets until the court issues Letters Testamentary or Letters of Administration.
6. Notify banks and financial institutions
Provide each bank with a certified death certificate and, once appointed, the Letters Testamentary. Close accounts or transfer them according to the will or state law. Request a final statement. For joint accounts, the surviving owner may need only a death certificate. For accounts in the deceased’s name only, the estate representative must handle closure. Allow 10-30 days for account closure. [Source: Consumer Financial Protection Bureau, 2023]
7. Notify credit card companies and creditors
Send each creditor a certified death certificate and a request to close the account. The balance is due from the estate, not from you personally, unless you were a co-signer. Do not pay any debt from your own funds until probate is complete. [Source: Federal Trade Commission, 2023]
8. Notify utilities and housing
Contact the landlord or mortgage servicer. For a rental, provide the death certificate and arrange for lease termination. For an owned home, send the death certificate to the mortgage company within 30 days and ask about forbearance options. Cancel or transfer utilities (electric, gas, water, internet) after confirming no one else lives there. Final bills arrive in 30-60 days. [Source: US Department of Housing and Urban Development, 2023]
9. Transfer vehicle title
Contact the DMV within 15-30 days of receiving the death certificate. You will need the death certificate and the vehicle title. If the vehicle is part of the estate, you may need Letters Testamentary. [Source: American Association of Motor Vehicle Administrators, 2023]
10. File tax returns
- Federal estate tax return (Form 706): Due 9 months after death. A 6-month extension is available. This applies only if the estate exceeds the federal exemption amount ($12.92 million in 2023). [Source: IRS, 2023]
- State inheritance tax: Due 9-12 months after death, depending on the state. Check with the state department of revenue. [Source: Federation of Tax Administrators, 2023]
- Final personal income tax return: File Form 1040 for the deceased for the year of death. Due by the regular tax deadline (April 15 of the following year).
Documents you will need
Create a single document binder (physical or digital) containing:
- Certified death certificates (at least 10)
- Will and any codicils
- Letters Testamentary or Letters of Administration
- Marriage certificate (if claiming spousal benefits)
- Birth certificate
- Social Security card
- Insurance policies (life, health, home, auto)
- Bank and investment account statements
- Property deeds and vehicle titles
- Tax returns for the past 3 years
- Funeral contract and receipts
Keep the binder in a secure but accessible location. Share the location with one trusted person.
Deadlines at a glance
| Task | Deadline | Source |
|---|---|---|
| Will filed with probate court | 30 days after death (varies by state) | State probate code |
| Employer notification | 30 days | US Department of Labor |
| SSA death notification | As soon as possible | Social Security Administration |
| Life insurance claim | 14-60 days processing | Insurer terms |
| Federal estate tax return | 9 months after death (6-month extension available) | IRS |
| State inheritance tax | 9-12 months | State revenue department |
| DMV vehicle title transfer | 15-30 days | State DMV |
| Mortgage notification | 30 days | HUD |
| Utility closure | Within 30-60 days | Utility provider |
Emergency kit for the first 72 hours
This is a bereavement-specific kit for the first three days after a death. Prepare it before you need it if possible, or assemble it immediately after the death.
- Contact list: Names and phone numbers of funeral director, clergy or spiritual support, close family member, family doctor, and a neighbour who can help with immediate tasks.
- Medications: A 3-day supply of any prescription medications you or other household members take, plus over-the-counter pain relief and antacids.
- Cash: Small bills for immediate expenses (funeral director may require a deposit, parking, meals).
- Phone charger and backup battery: Your phone is your primary tool for notifications and communication.
- Notebook and pen: You will receive phone numbers, instructions and names. Write them down immediately.
- Change of clothes and toiletries: For the person handling arrangements, in case you need to stay at a relative’s home or at the hospital.
- Snacks and water: Non-perishable snacks and bottled water for yourself and anyone staying with you. Grief depletes energy; eating may be forgotten.
- List of passwords: For the deceased’s phone, computer, email and social media. Without these, you cannot access digital accounts or find digital documents.
Keep this kit in a single bag near the door. Do not store it in a locked drawer or safe that someone else must open.
The death certificate is the single most important document for every subsequent step after a death.
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