Written by: Estate Assist
The passing of a spouse or domestic partner is a time of great turmoil, often aggravated by suddenness. When someone dies unexpectedly, at the peak of their career, it comes as a surprise and shock for everyone. The tragic loss of David Goldberg, husband to Facebook’s Chief Operating Officer, Sheryl Sandberg , is a reminder that none of us are exempt from loss. All we can do is always exercise due diligence and keep our affairs in order, to make sure our loved ones are cared for when we are no longer around.
If you died today, would your affairs be in order? Learn more .
Unfortunately, a high percentage of adults often fail to take the basic steps necessary for handling their personal, financial, and professional affairs before their passing. In fact, many widows and widowers often find themselves scrambling for information and documents, trying to discriminate as to what is important and what is not as essential. If this is your situation and you are trying to figure out the next steps as you sort through personal files, both digital and in print, then we want to give you some basic guidelines to get you started. You may not be able to pull off a perfect transition, but having a basic understanding of what documents you are likely to need will certainly help make things easier.
Login and Password Keychain
If your spouse or partner had a digital safe deposit box or a shared folder for important documents, then spend a little time reviewing the content. With luck, you may locate a login and password master list. This list can prove useful in accessing digital assets such as frequent-flier miles, iTunes, bank accounts, and social media accounts. This document will prove useful when dealing with practical affairs, and it will also help you in the healing process by providing you access to social settings such as Facebook, allowing you to save precious memories to a different and more durable file.
Keep Multiple Copies of the Death Certificate
Generally speaking, the funeral director takes care of filing the death certificate. You should be able to request multiple copies from the Office of Vital Records. A death certificate will prove useful in closing and transferring accounts. You will also need it if your spouse or domestic partner died intestate, in order to complete the process of probate. Keep in mind that many organizations, such as banks, will require a “certified” copy. Make certain you pay for the certification stamps when requesting copies of the certificate.
Find and Keep Insurance-Policies Documents
Use common sense when searching for important documents. Most people keep a filing cabinet or fireproof box. If you are unable to locate certificates or documents that support the existence of life insurance policies, then you may want to contact their employer to see if there were any policies included in the deceased’s benefit package. Another great resource to locate potentially missing policies is the State Insurance Department. You can find contact information for each office here .
Marriage Certificate or Evidence of Domestic Partnership
In order to process many of the benefits available to survivors, and to secure the right to represent the assets of your deceased spouse, you will need to prove that you were married. This is particularly important if your spouse dies without a will and without having assigned a trustee or executor.
Documents Related to Taxes
Chances are you or the executor will need to file taxes for the deceased. This may also include inheritance taxes. Make sure you do not discard receipts or other transactional documents that may aid in filing their final tax return.
Military Discharge Papers
If your spouse served in the military, then you may be entitled to a variety of benefits. If you don’t have a copy of his or her military discharge papers, then you can request one from the Department of Defense Personnel Records Office. Also, contact the Department of Veteran Affairs to better understand any benefits you may be entitled to receive as a widow or widower.
Social Security Card
If you don’t know their social security number by heart, then chances are you will need to figure it out. There are endless agencies that will need this information from you in order to finalize asset transfers or help you close accounts. You may also be entitled to a variety of benefits, some now and some later in life, as you reach retirement age.
Bearer Bonds
This is very important. Bearer bonds are not registered to the company or agency issuing the bonds; thus, the principal and interest associated with the bond can only be cashed by presenting the actual bond. Be careful not to discard these documents. They are as good as cash, and there are many heartbreaking stories of fortunes lost to poor record keeping.
We know this is a hard journey and encourage you to learn from it. If you are dealing with a scavenger hunt for documents after the death of your spouse, then make time to organize your own affairs in a way that reduces friction and stress, and helps your survivors find exactly what they need, when they need it.