Closing Accounts and Notifying Organizations After a Death: A Practical Checklist

When someone you love dies, the paperwork can feel overwhelming. You're grieving, exhausted, and suddenly responsible for tasks you've never handled before. This guide gives you a clear path forward, broken into manageable steps.

Work in phases. You don't have to tackle everything at once. Start with urgent notifications and fraud protection, then move to account closures and estate matters.

Before You Start: What You'll Need

Certified Death Certificates: Get Plenty

Most institutions won't accept photocopies. Order 10 to 20 certified copies of the death certificate upfront. Some situations require fewer, but having extras prevents the frustration of reordering when you're already drained.

You'll need these for banks, the Social Security Administration, insurance companies, credit bureaus, utility providers, probate courts, and countless other organizations. Each institution often requires an original certified copy.

Proof of Authority: Understanding Your Legal Standing

If you're managing the estate, you'll need documentation proving your legal authority:

Executor or Personal Representative: The person named in the will or appointed by the court receives official paperwork called Letters Testamentary or Letters of Administration.

Small Estate Affidavit: Some states offer a simpler process when the estate's value falls below a specific threshold. This sworn statement lets you claim assets without full probate.

Here's what typically happens:

Joint bank accounts usually pass directly to the surviving owner when you provide a death certificate. Accounts in the deceased's name alone often require proof of authority and may involve probate, depending on state rules and account type.

Rules vary significantly by state. What works in California may not apply in New York.

Key Information to Gather Before Making Calls

Save time by collecting these details first:

Full legal name, Social Security number, date of birth, and date of death. Last known address. Account numbers or recent statements. Employer and pension information. Insurance policy numbers. List of recurring charges from bank or credit card statements. Any login information you lawfully have access to.

What to Do First: The Critical 24 to 72 Hours

Social Security Administration: Stop Benefits and Check Eligibility

Report the death immediately. You cannot do this online or by email. Call the SSA at 1-800-772-1213 (TTY: 1-800-325-0778), visit a local office, or ask the funeral director to report it.

Critical details:

Benefits stop effective the month of death. There's no partial payment for that month. If a benefit check arrives for the month of death or later, return it to avoid overpayment issues.

Ask about survivor benefits. A surviving spouse or dependent child may qualify for monthly benefits or a one-time $255 lump-sum death payment. Eligibility depends on the deceased's work record.

Medicare and Health Coverage: Prevent Billing Problems

When you report the death to SSA, they automatically notify Original Medicare (Parts A and B). You must contact Medicare Advantage (Part C), Part D prescription plans, and Medigap supplemental insurance providers separately to stop coverage and billing.

Immediate Financial Security: Protect Against Fraud

Locate the deceased's wallet, phone, and recent mail right away. This reveals active accounts and incoming bills.

Secure the mailbox to prevent theft. Consider mail forwarding through USPS if you have the authority. Review bank and credit card statements for autopay subscriptions. Monitor these to avoid unnecessary charges, but be careful not to stop essential payments that could create penalties.

Protect the Estate From Fraud

Place a Deceased Alert With a Credit Bureau

Contact Equifax, Experian, or TransUnion to report the death. Provide a certified copy of the death certificate. The bureau you contact should share this information with the other two, but confirm during your call.

This alert prevents identity theft and stops new credit accounts from being opened in the deceased's name.

Request Credit Reports to Find Hidden Accounts

Obtain credit reports for the deceased to identify all open accounts. This reveals credit cards, loans, utilities, and services that need closing.

Important: Do not pay alleged debts from your own funds. Financial responsibility varies by state and contract. The estate is generally responsible for debts, not family members personally.

Banking and Cash Accounts: What to Expect

Bank and Credit Union Accounts Freeze Quickly

Banks freeze accounts once they learn of an account holder's death. Ask each institution about their specific process.

Joint accounts typically transfer to the surviving owner after you provide a death certificate. Policies vary by institution.

Sole-owner accounts usually require proof of authority (like Letters Testamentary) and may need probate.

FDIC insurance continues to cover deposits as if the owner were alive for six months after death. This provides context for timing but isn't a reason to delay necessary actions.

Safety Deposit Boxes Vary Widely

Access rules for safety deposit boxes depend on state law and bank policy. Some banks require court authority even to inventory the contents. Ask the bank what documentation they need.

Bills, Utilities, and Subscriptions: Close or Transfer

Utilities and Household Services

Contact each provider (electric, gas, water, trash) to close or transfer service. Request a final bill. Most providers accept a death certificate. Pay final bills from estate funds, not personal money.

Keep records of confirmation numbers and the date service ended.

Phone, Internet, Streaming, Memberships, and Apps

Use bank and credit card statements to find recurring charges. For each service, cancel if unneeded or transfer ownership if someone in the household needs it. For small balances, probate is often unnecessary, but policies vary by company.

Housing-Related Accounts: Rent, Mortgage, HOA

Keep critical housing payments current to avoid late fees, foreclosure, or eviction. Pay these from appropriate estate funds. If you're unsure who can legally authorize payments, consult an attorney.

Loans and Credit Accounts: Notify and Document

Credit Cards Require Clear Communication

Notify each card issuer of the death. Ask about the difference between authorized user accounts (not responsible for debt) and joint accounts (may be responsible). Confirm their process for closing the account or handling it through the estate. Find out what documents they need.

Mortgages, Auto Loans, and Personal Loans

Contact each lender and ask for their deceased customer or estate process. Request payoff statements if you plan to pay off the loan. Confirm how future statements should be addressed.

Insurance, Benefits, and Work-Related Accounts

Life Insurance Claims: Start the Process

Locate all life insurance policies, including employer-provided coverage. Contact each insurer to request a claim packet. Ask what documents they require (almost always a certified death certificate). Keep copies of everything you submit.

Health, Dental, Vision, and Other Coverage

Notify insurance carriers of the death. Ask about premium refunds for unused coverage periods, how and when coverage ends, and coordination with Medicare or Medicaid rules, which vary by situation.

Employer, Pension, and Retirement Accounts

Contact the HR department or plan administrator for each employer and retirement plan. Ask about any final paycheck or unused paid time off, pension survivor benefit options, and how beneficiaries can claim 401(k) or IRA accounts.

Beneficiary designations on retirement accounts usually bypass probate, but plan terms and state rules affect this.

Government and Records Often Missed

DMV and Driver's License

Check your state's DMV website for requirements to cancel a driver's license. You may need to mail in the license with a copy of the death certificate or visit an office.

Voter Registration

Removal processes vary by state and local election office. Contact your local election authority to ask how to remove the deceased from voter rolls.

Probate and Small Estate Shortcuts: State Examples

Whether you need probate depends on asset types, how they were titled, and your state's rules. Many states offer simplified processes for smaller estates.

These are illustrations, not legal advice:

New York: If personal property value is under $50,000 (excluding real estate), you may use voluntary administration. File an affidavit and death certificate with the Surrogate's Court for a $1 fee. You'll receive certificates to present to banks and other institutions.

Pennsylvania: A Petition for Settlement of a Small Estate may be available for estates valued at $50,000 or less (excluding real estate). You must file an Inventory and Inheritance Tax Return within nine months.

Florida: There are no small estate affidavits. Summary administration may be available if the estate is valued at $75,000 or less (excluding creditor-exempt property) or if the person died more than two years ago. Be aware that banks often request small estate affidavits, but Florida doesn't use this procedure.

California: Assembly Bill 2016 takes effect April 1, 2025, raising some thresholds. Small estate affidavits may be available for personal property up to $184,500, and a primary residence up to $750,000 may be excluded from that calculation. Summary procedures may apply to estates up to $934,500.

Check your state's official court or government website for current rules, or consult an estate attorney.

Taxes: What Needs Filing

Final Federal Income Tax Return

The personal representative or surviving spouse must file a final income tax return for the year of death by April 15 of the following year. Write "DECEASED" and the date of death at the top of Form 1040 or 1040-SR.

You generally don't need to notify the IRS of the death separately unless there are outstanding tax issues.

Refunds and Form 1310: Expect Delays

If the final return shows a refund, you may need to attach Form 1310 (Statement of Person Claiming Refund Due a Deceased Taxpayer) unless an exception applies.

The IRS has experienced significant delays processing refunds for deceased taxpayers' returns, particularly those filed with Form 1310. The Taxpayer Advocate Service reported backlogs for 2022 and 2023 returns. The IRS is working to clear these manually, but patience is necessary. Consider professional help for complex situations.

Estate and Inheritance Taxes: Most Estates Are Exempt

Most estates don't owe federal estate tax, which applies only if the gross estate exceeds $13.61 million (for 2024; this threshold changes annually).

Some states impose their own estate or inheritance taxes with different thresholds. Check your state's tax agency website for details.

The Checklist: Put It All in Order

Phase A: Days 1 to 3

Obtain 10 to 20 certified death certificates. Report death to Social Security Administration at 1-800-772-1213. Contact Medicare Advantage, Part D, or Medigap insurers if applicable. Secure mail and financial documents. Identify and monitor autopay subscriptions.

Phase B: Week 1 to 2

Notify one credit bureau to place a deceased alert. Request credit reports to identify all accounts. Contact banks and credit unions with death certificate and proof of authority. Start utility notifications (electric, gas, water). Begin filing life insurance claims.

Phase C: Weeks 2 to 6

Close or transfer credit cards. Notify mortgage, auto, and personal loan lenders. Cancel phone, internet, streaming, and other subscriptions. Contact employer and retirement plan administrators. Cancel driver's license and voter registration per state rules. Assess if probate or a small estate process applies in your state.

Phase D: Months 1 to 12

File the final federal income tax return by April 15. Handle state income or estate tax filings if required. Continue monitoring and closing accounts as needed. Distribute assets according to the will or state law.

Templates You Can Use Today

Phone Call Script

"Hello, my name is . I am the of , who passed away on . I'm calling to report their death and request that you close or update their account. Their Social Security number was and account number is . What documents do you require? Do you need a certified death certificate? Where should I send them? May I have your name and a confirmation number for this call? What are the next steps, and when can I expect written confirmation?"

Notification Letter or Email Template

Re: Account for Notice of Death

Dear Sir or Madam,

I am writing to notify you of the death of , who passed away on . Their Social Security number is and their account number is .

I am the handling their affairs. Please close this account effective immediately and send a final statement to the address above. I have enclosed a certified copy of the death certificate and documentation of my authority.

Please confirm receipt and the account closure in writing. If you require additional documentation, contact me at the information above.

Sincerely,

Document Tracking Log

Track every organization you contact:

Organization name. Date contacted. Method (phone, mail, in person). Representative name or ID number. Documents sent. Mailing, fax, or upload details. Follow-up date. Outcome or status.

This simple log prevents repeated calls and helps you prove you completed each step.

Questions to Ask Every Organization

What documents do you need to process this? Do you require a certified copy of the death certificate? Where and how should I send the documents? How long does this process typically take? Will the account be frozen upon notification? What happens to automatic payments? How will you handle refunds or final bills?

Moving Forward, One Step at a Time

Focus on these four areas: notify SSA and health coverage first, protect against fraud with credit bureaus, close bank accounts and household bills, and handle taxes and estate procedures. Work on one category per day if that's all you can manage.

This information is educational and intended to help you understand typical processes. Every state and institution has different requirements. When in doubt, particularly for probate, taxes, or contested accounts, consult an estate attorney, tax professional, or financial advisor.

You don't have to do this perfectly. You just have to keep moving forward, one step at a time.