Document Locator Checklist: Papers to Find After a Death

Start with five things: the original will, certified death certificates, the person's Social Security number, their most recent bank and investment statements, and the names of their lawyer, accountant and employer. Those lead you to almost everything else. This checklist groups the rest by type, so you can work through it in sessions instead of all at once.

What should you find first?

You don't need every paper in week one. These come first because other tasks depend on them:

1. The original will and any trust documents. They name who is in charge and who inherits.
2. Certified death certificates. Banks, insurers and agencies will ask for them.
3. Social Security number and a photo ID. You'll need the number for almost every agency and account.
4. A recent statement from each bank and investment account. These show where the money is.
5. Names and phone numbers of the person's lawyer, accountant, financial adviser and employer. They often hold copies of documents you can't find.

If the funeral director is arranging things, give them the Social Security number. USAGov says to give the funeral director the number so they can report the death to Social Security, and that if they don't, you must do it yourself.

Which legal documents should you look for?

• Will and any codicils (amendments). Courts generally want the original. Several states put a time limit on whoever holds it. Florida, for example, requires the custodian of a will to deposit it with the court clerk within 10 days of learning the person has died. Check your state's rule, or ask the probate court.
• Trust agreements. A living trust can hold the house or accounts, which means they may not go through probate at all.
• Power of attorney and healthcare directive. These aren't used to settle the estate, but they often name the lawyer and show which accounts someone was managing.
• Funeral wishes and a letter of instruction. Some people write down their preferences for the service, pets, keepsakes and where the keys are. It isn't legally binding, but it can save you guesses.
• Prenuptial or postnuptial agreement, and divorce decree. These can affect who is entitled to what.

If you can't find a will, our guide on how to find out if a will exists walks through the places to ask.

What identity and family records will you need?

If the person was a veteran and you can't find the DD-214, the National Archives says next of kin can request military records online or with Form SF-180, and must include proof of death. Basic requests are free if the person left service less than 62 years ago, and the Archives asks you not to send a follow-up before 90 days have passed. Our veterans' burial benefits guide explains what you may be able to claim.

Which financial records should you gather?

Work from the most recent statements back. They show the accounts, the automatic payments, and the debts.

Check who is named on each account. Joint accounts and accounts with a named beneficiary often pass directly to that person without going through probate, so it matters for how you plan. Our guides on joint accounts after death and payable-on-death accounts explain the difference.

What property records should you locate?

• Real estate: deeds, mortgage statements, property tax bills, homeowners insurance.
• Vehicles: titles, registration and car insurance. See our guides on selling a car after a death and vehicle registration after a death.
• Safe deposit box: the key, or bank statements that show a box fee. Access after a death depends on state law and the bank, and often needs a co-renter or court-issued authority.
• Valuables and collections: jewelry, art, firearms, collectibles, and any appraisals or receipts.
• Business interests: partnership or operating agreements, and the name of the business's lawyer or accountant.

A running list helps. Our estate inventory checklist gives you a layout for recording each item.

Which tax records matter?

Gather the most recent tax returns and any year-end tax forms (W-2, 1099 and 1098). The IRS says the final income tax return covers income up to the date of death. For a calendar-year taxpayer it is generally due April 15 of the year after the death, and it is usually filed by the surviving spouse or the person's representative.

If you are the executor, IRS Publication 559 says you should file Form 56 to tell the IRS you're acting for the estate, and apply for an EIN (employer identification number) for the estate. The same publication lists collecting the person's assets, paying creditors and filing all required returns among a personal representative's duties. A tax professional can help if the estate is large or complicated.

What about digital accounts and online records?

Today, a lot of paperwork has no paper. Look for:

• Passwords and device passcodes, in a password manager, notebook or the phone itself.
• Email accounts, which hold statements, receipts and password-reset links.
• Cloud storage and photos. See our guide on photo storage after death.
• Online banking, brokerage and crypto accounts. Cryptocurrency can be lost if no one has the keys, so look for hardware wallets and written seed phrases.
• Subscriptions and memberships, found through card and bank statements.

Avoid logging in as the person, since it can breach a service's terms or trigger a lock. Use each company's deceased-user process instead, such as Apple's Legacy Contact. Our guides to password management after death and closing email accounts explain how.

How many certified death certificates do you need?

There is no official number. It depends on how many organizations will ask for an original. USAGov says you'll need certified copies to notify Social Security and other agencies, close or transfer accounts, and claim life insurance or a pension. A photocopy may be enough for cancelling subscriptions. Count your accounts, insurers, retirement plans, vehicles and properties, then add a few extra. Our guides on how to get a death certificate cover where to order and what it costs.

Where else can you look for missing documents?

• Mail. Have mail forwarded to you (or to the executor) so statements and bills keep arriving.
• The person's lawyer, accountant and bank. They may hold copies of a will, tax returns and account lists.
• The county probate court. Some counties let people file a will with the court for safekeeping, so it is worth asking.
• Employer and pension plans. HR can tell you about group life insurance and retirement plans. Our guide on notifying an employer of a death lists what to ask.
• Unclaimed property databases. NAUPA says searching for unclaimed property is free, through your state's program or MissingMoney.com, which searches participating states at once. Check for the person's name in every state where they lived or worked, and avoid sites that charge to search.

How do you keep it all organized?

Pick one place for originals and keep copies separate. A simple system works: a box or accordion folder for originals, a binder or scanned folder for copies, and a notebook that records who you called, the date and any reference number.

Label sections by type: legal, identity, money, property, insurance, tax and digital. Add a "to do" slip at the front of each. Write down where you found every item, since the executor may need to tell the court.

What to do next

1. Order certified death certificates, and confirm the funeral home reported the death to Social Security.
2. Find the original will and contact the person's lawyer, or the probate court if no will turns up.
3. Collect the latest bank, investment and insurance statements and start a list of accounts and debts.
4. If you are the executor, read our guide on what an executor does, and see the first week after a death checklist for the other urgent tasks.