Thinking about your own death is never easy, so it’s natural to keep putting it off.
Sadly, when the time comes, the people you leave behind will usually face a lot of paperwork and difficult decisions. Sorting out someone’s affairs often takes nine months to a year, and much longer if things are disorganised. Putting your important information and wishes together now is one of the kindest things you can do for your loved ones. Here’s how to get started and what to include.
What is a ‘when I die’ file?
A ‘when I die’ file, sometimes called a death organiser or life admin file, brings together everything your loved ones would need to know after you’ve gone. It can include personal details, where to find important documents, who to contact and what you’d like to happen at your funeral. Some people also add personal messages or letters to family.
It’s not the same as a will, but it works well alongside one. A will sets out who gets what, while this file helps the people handling your affairs find everything they need. It can save them a huge amount of time, stress, and guesswork.
Why it’s important that you have one
More than half of adults in the UK don’t have a will, and even a will may not include practical details such as bank accounts or online logins. Without that information, loved ones may spend months tracking down accounts and paperwork. That can be stressful at an already difficult time.
The person in charge of your estate, usually your executor, may also need legal permission to deal with your money and property. This is called probate in England, Wales and Northern Ireland, and confirmation in Scotland. Having everything organised in one place can make this process much quicker and smoother.
Take your time.
You don’t need to complete everything in one go. Try tackling one section a week or a month, and add to it as you go. Every piece of information you write down will help.
It can also help to talk it through with someone you trust, such as a partner, friend, or family member. Hearing their thoughts might help you decide what you want. Some people find it easier to work on it together over a cup of tea.
Get your personal details and documents in order.
Start with basic information, such as your full name, date of birth, address, and National Insurance number. Include your next of kin and who you’ve chosen as the executor of your will. Note where to find your passport and driving licence rather than writing out the numbers in full.
List where important documents are kept, including your will, any funeral plan, property deeds and insurance policies. Add the location of birth, marriage, civil partnership or divorce certificates. If you’ve got a solicitor holding your will, include their details and the date it was last updated.
Your money and bills should be documented in full.
Write down every bank and building society you have accounts with, along with any savings, investments, and pensions. Include the names of the companies and any customer or policy numbers, but don’t write down PINs or passwords. Note which accounts or properties you own jointly with someone else, as these often pass straight to the surviving owner and may not need to go through probate.
Add any loans, credit cards, mortgages or other debts, as well as regular bills and subscriptions. This helps your loved ones cancel things quickly and avoid paying for services you no longer need. Don’t forget less obvious things such as life insurance, Premium Bonds or old workplace pensions.
Your funeral wishes should be made clear.
Many families don’t know what kind of funeral their loved one would have wanted, with nearly half of people arranging one unsure whether the person preferred burial or cremation. Say which you’d prefer, and whether you’d like a religious or non-religious service. You might also want to choose music, readings or flowers, or say where you’d like your ashes scattered.
If you’ve already paid for a funeral plan, include the details. If you don’t mind what happens, it helps to say so, as that can ease pressure on your family. If you’ve chosen to donate your organs, tell your family and make sure you’re on the NHS Organ Donor Register.
Gather key contacts and useful services.
Your loved ones will need to contact various people and organisations after you die. Make a list of names, phone numbers and email addresses for your solicitor, accountant, financial adviser and GP. Include your employer or pension provider if you’re still working or receiving a workplace pension, and anyone you’d like to be told about your death.
Two free services can save your family a lot of time. Tell Us Once lets them report a death to many government departments in one go in most parts of the UK, while the Death Notification Service lets them tell several banks and building societies at once. Mentioning these in your file means your loved ones won’t have to make dozens of separate calls.
Details of your online life should be laid plain.
Many of us have emails, social media accounts, photos, and music stored online. Decide what you’d like to happen to them, such as having accounts closed or kept as a memorial. Some services let you choose someone to manage your account after you die, including legacy contact settings on Facebook and Apple devices and Google’s inactive account tool.
Rather than writing passwords in your file, consider using a password manager. Many let you choose a trusted person who can get access in an emergency. Keep your file updated if you set up new accounts or change your wishes.
Children, pets, and personal messages need to be taken care of.
If you have children under 18, or under 16 in Scotland, you can name a guardian to look after them. This should be done in your will, but you can repeat it in your file too. If you have pets, say who you’d like to care for them and include details of their vet, food, and routines.
There are no rules about what else you can include. Some people write letters to their partner, children or grandchildren, or share family stories and recipes. These personal touches can mean a great deal to loved ones in the years to come.
Keep all of the above safe and up to date.
Your file will contain sensitive information, so store it somewhere secure, such as a locked drawer or fireproof box. If you keep it on a computer, protect it with a strong password. Make sure your executor, and ideally one other trusted person, knows where it is and how to access it.
Review your file once a year or after big life changes, such as moving house, getting married or having grandchildren. It’s also a good time to check your will is up to date and think about setting up a power of attorney, which lets someone you trust make decisions for you if you become unable to. This is called a lasting power of attorney in England and Wales, a power of attorney in Scotland and an enduring power of attorney in Northern Ireland.
