What Loved Ones Need First

Why this matters

In the first days after a loss, clear information prevents confusion, duplicate work, and costly mistakes. This guide lists what family and helpers typically need right away, what to hold off on, and how to organize it so the right people can act. Family Harbor keeps these items in your own Google Drive with a “First 72 Hours” folder, an Access Map for who can view now, and gentle reminders so nothing critical is missed.

At a glance: the first 48–72 hours

Confirm death and obtain the pronouncement (hospital, hospice, or local authorities will guide this step).

Choose a funeral home or transfer provider; share any written wishes.

Identify the legal point person (named executor or, if none yet, a primary contact).

Locate identification and insurance info; start ordering certified death certificates.

Secure the home, pets, vehicles, and incoming mail.

Notify close family and key contacts; pause big financial moves until you have guidance.

Family Harbor’s “First 72 Hours” checklist mirrors the items below and links to the exact Drive folders where you’ll store scans and confirmations.

What to gather immediately

Photo ID (driver’s license or state ID), Social Security number, birth/marriage certificates if handy

Health insurance and Medicare cards

Will and any trust documents (the current signed versions)

Pre-need funeral or burial/cremation instructions, military discharge (DD-214) if applicable

Life insurance policy numbers and insurer contact details

Employer information (HR benefits, last pay stub, pension/401(k) plan)

List of medications and primary care provider contact

Contact list for immediate family, advisor, and faith community

Place scans in Drive › After-Loss › Essentials and keep paper originals in a safe, accessible place.

Death certificates: how many and why

Typical starting order: 8–12 certified copies (more if there are multiple banks, life policies, or out-of-state assets).

Who will ask for them: life insurance, banks/brokerages, pension administrators, some title/vehicle agencies.

Where to order: through the funeral home or local vital records office.

Upload a receipt and note how many copies you have left; Family Harbor includes a tracker field for this.

Who to notify early

Funeral home or transfer provider (share written wishes if any)

Immediate family and key friends

Employer or school

Primary care doctor and specialists

Life insurance company (to open a claim)

Veterans Affairs (if applicable)

Landlord or HOA (for access/logistics)

Care providers (home health, nursing facility)

Use Family Harbor’s “Calls & Claims” sheet to log date, contact, claim numbers, and follow-ups.

Home, pets, vehicles, and mail

Secure doors/windows; collect spare keys; consider a light-on timer.

Care for pets; confirm temporary or permanent placement.

Move perishable items; empty trash.

Collect and hold mail; consider a USPS hold or change of address for the estate if advised.

Locate vehicle titles and insurance; ensure vehicles are parked safely and insured.

Store quick photos and any notes in Drive › After-Loss › Property & Logistics.

Financial triage: what to pause vs. what to keep paying

Keep paying essential, undisputed expenses that protect value (utilities, basic insurance, mortgage or rent) if funds are available and an advisor agrees.

Pause large transfers, investment sales, or beneficiary change attempts until you understand roles and next steps.

Do not use the decedent’s online banking to pay new bills unless you are legally authorized.

Family Harbor’s checklist marks items “protect value,” “pause,” or “ask advisor,” and lets you capture who advised what and when.

Benefits, pay, and insurance

Life insurance: open claims; ask about required forms and timeline.

Employer benefits: last paycheck, unpaid leave payouts, group life insurance, COBRA options for dependents.

Social Security: benefits do not continue; the funeral home often notifies SSA, but confirm.

Pensions/annuities: request survivor benefit packets.

Upload claim confirmations and correspondence to Drive › After-Loss › Benefits & Claims; tag each with status (opened/pending/paid).

Digital access (without sharing passwords)

Keep the decedent’s phone, computer, and email accounts powered and secure; do not factory-reset devices.

Preserve two-factor authentication codes when legitimate representatives will need them.

Use official legacy or memorialization processes (Apple, Google, Facebook) rather than guessing passwords.

Family Harbor links to major providers’ legacy request pages and keeps copies of submitted forms and approvals.

What not to do (common pitfalls)

Don’t rush to close bank or investment accounts before understanding the will/trust and beneficiary designations.

Don’t distribute personal items or cash to heirs before you understand legal order of operations.

Don’t post sensitive details publicly (full dates, addresses) that could enable identity theft.

Use Family Harbor’s Access Map to keep a small circle of helpers informed while preserving privacy.

If you are preparing ahead of time

Create the following in advance and keep them current:

A one-page “Where Things Are” note (advisors, key accounts, storage locations)

A short contact tree for family and professionals

Preferences for memorial and remains

Copies of will/trust and powers of attorney (with where originals live)

A current list of recurring bills and critical logins you plan to hand to your executor later via official provider channels

Family Harbor provides a ready-made folder blueprint and placeholders so loved ones can find these quickly.

If you are reading this after a loss

Start a simple timeline of what has happened so far (pronouncement, transfer, funeral home selected, certificates ordered).

Identify the likely legal point person (named executor or next-of-kin) and coordinate through one channel to avoid duplicated calls.

Use the “First 72 Hours” checklist to pace the work and share view access with immediate helpers.

Family Harbor can add weekly digests so everyone sees what is done and what is next without forwarding emails.

Documents to have on hand (upload list)

Pronouncement/verification of death (if provided)

Funeral home intake and contract

Death certificate order receipt and later, certified copies

Will/trust copies and any “letter of wishes”

Life insurance claim forms and confirmations

Employer benefits paperwork

Notes from calls (names, dates, claim numbers)

Each item has a slot in Drive so the executor or attorney can review efficiently later.

When to call professionals

An attorney for probate/trust administration questions or when there is real estate, business interests, or disputes

A financial planner for beneficiary reviews, tax timing, and investment account steps

A CPA for final return and potential estate return requirements

A funeral director for certificates and service logistics

Family Harbor’s “Professional Handoff” note summarizes what’s gathered so far and links the exact folders they will need.

Quick FAQs

Do I need to decide everything about services immediately?

No. Make the transfer arrangements and certificate order; you can decide service details next.

How many death certificates should I order?

Start with 8–12 and adjust based on the number of institutions and properties.

Should I notify banks right away?

Yes, but ask what they need and avoid transactions until roles and documents are clear.

Next steps with Family Harbor

Open the “First 72 Hours” checklist and assign items to helpers.

Upload scans as you receive them; keep originals organized at home.

Share view access with the small circle who needs it now, using the Access Map.

Turn on weekly digests so everyone sees progress and remaining items.

This guide is educational and not legal advice. Follow local laws and the instructions of qualified professionals. Family Harbor’s role is to keep information organized, accessible to the right people, and easy to act on during a difficult time.