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After a Death Occurs: A Checklist

Updated November 2023
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Here is a checklist of important things to do when someone close to you dies in Washington State. (See the PDF link at the top for a printer-ready version of this checklist.)

This can be a very overwhelming and emotional time. It is a good idea to read this checklist before a death occurs, in order to plan and understand the practical steps of this difficult process.

It is also helpful to keep all your important information in one location and tell someone where you keep it.

The words “deceased” and “decedent” mean “the person who died.” “Estate” is the property belonging to the person who died.

This checklist is an excerpt of the Handbook for Washington Seniors: Legal Rights and Resources, by Legal Voice. Specific chapters in the Handbook are referenced for more information throughout this checklist.

Immediate Steps

For more information about who is responsible under Washington State law for these after-death arrangements, see the “Funerals, Burials, and Cremation” section of the “Dealing with Death” chapter in the Handbook for Washington Seniors: Legal Rights and Resources.

For more information about Designated Agents and after-death arrangements, see the “Funerals, Burials, and Cremation” section of the “Dealing with Death” chapter in the Handbook for Washington Seniors: Legal Rights and Resources. Also, see the listings under Funerals, Burials, Cremation, and Other Information in the Resources section at the end of this checklist.

Generally, you will need one certified copy of the death certificate for each major asset, such as cars, land, or bank accounts, for which you will need to transfer ownership. You may also need a certified copy for items such as life insurance policies, veterans’ survivor benefits, and annuities. Certified copies are expensive (approximately $20-$32 each, plus fees). Ask if a non-certified photocopy is allowed, or if the company would return the original certified copy to you so you could use it later.

Next Steps: Locate Important Papers

Find the deceased’s important papers and documents as soon as possible. If necessary, ask close family, friends, or the deceased’s doctor or lawyer if they know where these important papers can be found, and the location of a bank safety deposit box, if any. 

To learn what to do if no one is available with legal access to the safety deposit box, see the listings under Estate Administration, Safe Box Access, and other Legal Help in Resources section at the end of this checklist.

If there is a Will, notify the Personal Representative named in the Will (and the Trustee, if named in a Trust) right away. The Personal Representative is responsible for taking care of the deceased’s estate and for following the terms of the Will, while the Trustee is responsible for managing the Trust. Sometimes the Personal Representative is called the “Executor” or “Executrix”.

In Washington, a valid and signed Will must be filed with the Superior Court, usually in the deceased’s county of residence, within 30 days of the death. This is an extremely important step to complete if there is a Will.

  • If there is a Will and/or Trust, give all of the important papers to the Personal Representative and/or Trustee as soon as possible.

  • If there is no valid Will, the court will administer the estate according to Washington State law.

See the “Probate and Estate Administration” section of the Dealing with Death chapter in the Handbook for Washington Seniors: Legal Rights and Resources for more information. For other resources about wills, estate administration, probate, and other legal help, see the listings under Estate Administration, Safe Box Access, and Other Legal Help in the Resources section at the end of this checklist.

  • Deeds, Titles, and Promissory Notes / Loans

    • Real Estate Property deeds (including any recent appraisals)

    • Mortgage documents (including promissory/loan notes)

    • Other Promissory or Loan notes (including loans owed to the deceased) 

    • Vehicle titles and registrations (car, boat, RV, etc.)

    • Membership certificates

  • ​Insurance Policies

    • ​Life insurance (including premium payment records)

    • Accidental life insurance

    • Veterans’ insurance

    • Employers or pension insurance

    • Funeral insurance (or other death-related benefit plans)

    • Mortgage and/or credit insurance

    • Credit card insurance (for balances)

    • Health insurance (including Medicare or Medicaid, “Medigap” insurance, private health insurance, dental, and Long Term Care insurance) 

    • Property insurance (homeowners/renters insurance, car insurance, etc.)

    • Workers’ compensation insurance (and payment records)

  • Financial Accounts – Including most recent statements for all accounts and the list of Beneficiaries, if any. 

    • Bank accounts – checking, savings, CD’s, etc.

    • Investment/brokerage accounts, IRAs, 401ks, etc.

    • Stocks and bonds

    • Annuities

    • Credit and debit card accounts

    • User names and passwords for any online accounts

    • List of safety deposit boxes, where to find keys, and names of authorized users

  • Other Financial Records

    • ​​Survivor annuity benefit papers

    • Employer/retirement benefit (pension) plans, pension/profit-sharing plans, etc.

    • Veterans’ benefit records

    • Disability payment documents (State, Veterans’, etc.) 

    • Income statements for the current year (Social Security, pension, IRA’s, annuities, employment, and other income records)

    • IRS income tax returns (for the current and previous year)

    • IRS gift tax returns (for all years)

    • Property tax records and statements

    • Business interests held, financial statements and agreements, contracts, etc.

    • Loan papers

    • Other – investment records, etc.

  • ​Legal Papers

    • Will and/or Trusts

    • Deceased’s Final Instructions, Disposition Authorization, and/or Designated Agent forms (sometimes included in an Advance Directive such as a Durable Power of Attorney for Health Care, or in a Living Will)

    • Pre-paid funeral contracts

    • Organ/tissue donation record

    • Social Security card (or number) 

    • Birth certificates (of all family members)

    • Marriage license or certificate

    • Military service papers, including discharge records

    • Domestic Partnership Registration

    • Court documents for adoptions and divorce (including any property settlement agreements, name changes, prenuptial agreements, etc.)

    • Community Property Agreements

    • Driver’s license

    • Passport, citizenship, immigration and/or alien registration papers

  • Personal Information

    • Names and contact information of closest family and friends

    • Names and contact information of all lawyers, accountants, doctors, etc.

    • Family Tree, if available (especially if there is no Will)

    • User names and passwords for online accounts (including email accounts, financial records, social media accounts, etc.)

    • Passwords to access computers, cell phones, and other electronic devices

Practical Steps and Information 

    1. Utility bills (electric, heating, telephone and/or cable TV, internet, cell phones, water/sewer/garbage, etc.)
    2. Long term debts (home mortgages, bank line of credit, car loans, etc.)
    3. Rental payments (home, apartment, assisted living, or nursing home, etc.) 
    4. Credit card bills
    5. Insurance bills (health, Long Term Care, homeowner’s, car, life insurance, etc.)
    6. Property tax bills (if paid separately and not included in home mortgage) 

If there are no joint owners or co-signers, you cannot access the deceased’s bank account until a Personal Representative is approved by a court process. Then, the Personal Representative usually is able to access the accounts to pay bills, etc. For more information, see the “Probate and Estate Administration” section of the Dealing with Death chapter of the Handbook for Washington Seniors: Legal Rights and Resources.

Notification of Death (and Check for Benefits)

Once you have notified all close family and friends, the deceased’s doctor and lawyer (if any), and the Personal Representative and/or Trustee (if one is named in a Will and/or Trust), you (or the Personal Representative) should give notice of the death as soon as possible to the agencies and companies listed below. 

At the same time, you (or the Personal Representative) should check and apply for any death benefits or survivor benefits from these organizations. This is money paid after a death to the person or persons named as “beneficiary.” A beneficiary is a person who receives money or property, such as from the deceased’s life insurance policy, retirement pension, or annuity.

It can take two or more months for benefits to arrive, so be sure to start soon. Call these offices to find out their requirements, such as sending a certified copy of the death certificate. Make a note with the date you made your calls, and write down what is required as a reminder of what you need to do. 

Contact information for many of these offices is listed in the Resources section at the end of this checklist (see Notification of Death and Checking for Benefits).

Here is a list of some agencies and companies to notify:

  • Social Security: You must notify the Social Security Administration of the death, and apply for any possible Social Security death benefits and survivors’ benefits. Many funeral homes will report the death to Social Security, but you will still need to contact the Social Security office yourself as soon as possible, to check and apply for benefits. You will need the deceased’s Social Security number and date of birth. The Social Security office automatically notifies Medicare of the death. If the deceased was receiving Social Security payments, the payment for the month of the death must be returned to Social Security. Contact the deceased’s bank to return the full month’s payment as soon as possible. Social Security will then send a new payment adjusted to reflect the date of death. For information on Social Security and survivors’ benefits, see the Financial Benefit Programs chapter in the Handbook for Washington Seniors: Legal Rights and Resources.

  • Landlord, Assisted Living, Nursing Home, or Other Rental: If applicable, notify the deceased’s landlord, rental agency, or administration office (for Assisted Living or Nursing Home) as soon as possible, to discuss lease or rental agreements, and important moving out dates, if necessary. Ask about the possible return of the deceased’s security deposit.

  • Insurance Companies: Contact all the insurance companies on the list you made from the deceased’s records. This includes policies that might pay death benefits to the beneficiary or beneficiaries named in the policy (such as life insurance or annuities). Contact an insurance company if you see its policy might pay for account balances (such as for mortgages, credit cards or other loans).

  • All other insurance companies (property insurance, health and dental insurance, Long Term Care insurance, etc.): Notify each of the death so that the policy can either be changed or canceled. Ask for any unused premium to be returned to you. 

  • Employee Pensions and Benefits: If the deceased was employed, notify the employer. If you are listed as the employee’s beneficiary, ask the employer about any possible death benefits, retirement annuity or pension plans, and life and health insurance coverage. Unions and other professional organizations may provide benefits also. Note: Sometimes you must return the deceased’s final monthly pension payment to the pension company before they send a new, adjusted payment.

  • Veterans Affairs: If the deceased was a veteran, notify the VA to ask about possible death and burial benefits, and also for survivor’s benefits. For information about Veteran’s survivors’ benefits, see the “Veterans’ Benefits” section of the Financial Benefit Programs chapter in the Handbook for Washington Seniors: Legal Rights and Resources.

  • Banks, Financial Institutions, and Credit Card Companies: If you were a co-signer or had a joint account with the deceased, you must notify the bank or other financial institutions (including credit card companies) of the death. For joint accounts “with the right of survivorship” the survivor owns all of the money in the account, but you still must notify the bank of the death.

  • Office of Financial Recovery, DSHS: If you are the Personal Representative, or you are responsible for the deceased’s estate, you must send notification of the death to Washington State’s Office of Financial Recovery (OFR). Notification is required for any possible “Estate Recovery” which might be due if the deceased (or deceased’s spouse) had certain Long Term Care medical services paid by Medicaid and Washington State. For more information, see the memo “Estate Recovery for Medical Services Paid for by the State.”

  • Washington State Department of Revenue (DOR): The DOR must be contacted if the deceased had either:

    • A small business and owes any Washington State business taxes, or

    • A very large estate (with $2 million or more in assets) and owes estate taxes.

See the Small Business Guide by the Department of Revenue for information about closing or changing a business after a death occurs. Also see the “Probate and Estate Administration” section of the Dealing with Death chapter in the Handbook for Washington Seniors: Legal Rights and Resources for more information about paying other taxes and debts, such as IRS taxes and estate taxes. See Resources at the end of this checklist.

  • Washington State Department of Labor & Industries (L&I), Crime Victim’s Compensation Program: Contact this agency for help and possible benefits if the death was the result of a criminal act.

  • Washington State Department of Labor & Industries (L&I): Notify this agency for possible Worker’s Compensation benefits if a job-related injury or illness caused the death.

  • Credit Bureaus: It is recommended that the three major Credit Bureaus are notified of the death, to help avoid possible identity theft. These Credit Bureaus are Equifax, Experian and TransUnion. See Resources below.

Final Steps

See the Dealing with Death chapter of the Handbook for Washington Seniors: Legal Rights and Resources for your next steps, including the “Funerals, Burials, and Cremation” and “Probate and Estate Administration” sections. The “Probate and Estate Administration” section includes information about paying the deceased’s debts, bills and taxes, and explains how the deceased’s assets are transferred.

Feedback

We hope this checklist has been helpful. If you have any feedback regarding this checklist or the information provided, please send an email to info@legalvoice.org. Your feedback helps us improve our materials and keep information up to date. Thank you.

Resources

General Resources

  • Handbook for Washington Seniors: Legal Rights and Resources, by Legal Voice: This book and a wide range of other free and low-cost legal publications are available for free on the Legal Voice website. You may also purchase a hard copy online or by phone.
    Phone: 206-682-9552 x114
  • Nolo.com: Legal information and publications for Personal Representatives (“Executors”) and others about settling estates, probate, and much more.
  • WashingtonLawHelp.org: Legal self-help information and resources for seniors, including dealing with death and probate issues.

For Funerals, Burials, Cremation and Other Information

For Death Certificates

 

For Notification of Death (and to Check for Benefits) 

  • Credit Bureaus: Send a copy of the deceased’s Death Certificate to each of these three credit bureaus, to help avoid identity theft:

    • Equifax
      By phone: 1-888-766-0008 (toll-free)
      By mail: PO Box 105139, Atlanta, GA 30348 

    • Experian
      By phone: 1-888-397-3742
      By mail: PO Box 4500, Allen, TX 75013

    • TransUnion
      By phone: 1-800-680-7289
      By mail: PO Box 2000, Chester, PA 19022

  • Office of Financial Recovery, DSHS: For legally required notification of a death in the state of Washington. Send notice of death (including the deceased’s Social Security number and copy of death certificate), by certified mail with return receipt requested. For more information, see the Columbia Legal Services publication Estate Recovery for Medical Services Paid for by the State (listed below under For Estate Administration…).
    By phone: 1-800-562-6114 (toll-free); 360-664-5700; or TTY: 1-800-833-6388
    By mail: PO Box 9501, Olympia, WA 98507-9501

  • Social Security Administration: For notification of death and to check for benefits, either by phone or in person at a local Social Security office.
    By phone: 1-800-772-1213 (toll-free) Eastern time; TTY: 1-800-325-0778
    In person: Call for the location of your local Social Security office.
    Note: Social Security website is for information only; you cannot report a death or apply for benefits online.

  • Veterans Affairs: For notification of death and to check for benefits.
    By phone: 1-800-827-1000 (toll-free) Eastern time

  • Washington State Department of Labor & Industries (L&I): Contact immediately if death was due to work-related illness or injury.
    By phone: 1-800-423-7233 (toll-free)

  • Washington State Department of Labor & Industries (L&I) Crime Victim’s Compensation Program: Contact for help if death was due to a crime.
    By phone: 1-800-762-3716 (toll-free); TTY: 1-800-833-6388 (toll-free)

  • Washington State Department of Revenue (DOR): Contact DOR if the deceased owes any Washington State taxes (such as business related taxes or estate taxes, if applicable).
    By phone: 1-800-647-7706 (toll-free) (for business taxes); 360-534-1503 (for Estate taxes) 

For Estate Administration, Safe Box Access, and other Legal Help

Grieving

This publication provides general information concerning your rights and responsibilities. It is not intended as a substitute for specific legal advice.
Updated by Janne Endreo and Chloë Phalan, 8/24/15. Resource listings updated 10/6/2023. Acknowledgements to June Krumpotick and Anne Bradley Counts for their work on previous versions of this memo.

© 2023 Legal Voice