When Someone Dies: A Complete Checklist Guide to Navigating Estate Settlement

No one ever feels fully prepared for what comes after a loved one passes away. Amid the grief and shock, you’re suddenly faced with a series of responsibilities: some legal, some logistical, all emotionally taxing. From making the first phone calls to sorting through accounts, property, and paperwork, it’s easy to feel overwhelmed.

What is Estate Settlement and Why Does it Matter?

Estate settlement is the process of wrapping up a person’s legal, financial, and personal affairs after they’ve passed away. It includes everything from arranging the funeral to paying off debts, closing accounts, distributing assets, and carrying out the wishes laid out in a will or trust.

It’s one of the most important yet often misunderstood parts of what happens after someone dies.

Without clear steps and proper follow-through, families can face confusion, legal delays, missed obligations, or even conflict during an already painful time. Estate settlement ensures that what someone leaves behind is cared for with intention, and that their loved ones have a path forward not just a pile of paperwork.

This guide will walk you through what to expect, what needs to be done, and how to approach each step with clarity and care.

Estate Settlement Checklist

Part I: What to Do Immediately After a Death

Take a Breath

Grief is disorienting. You may feel shock, numbness, or urgency. Pause. Most legal and logistical matters can wait a few hours, days or even weeks.

• Take a few minutes to breathe and center yourself

• Reach out to a trusted friend or family member

• Write down immediate priorities to reduce mental load

• Drink water, eat something small, and rest if possible

Why It Matters:

Starting from a place of calm helps you think clearly and prioritize what’s truly urgent.

Confirm the Death

A medical professional must legally declare the death.

• If at home (expected): call hospice or attending physician

• If at home (unexpected): call 911

• If in a hospital/facility: confirm staff is handling documentation

• Request confirmation paperwork

Why It Matters: 

A confirmed death is necessary to issue death certificates and begin all next steps.

Notify Close Family and Friends

Once the death is confirmed, let close family members and friends know. This can be an emotionally difficult step, so consider asking someone to help. You may also want to assign a point person to help communicate updates to a broader circle of contacts.

• Create a list of who to notify

• Ask others to help with calls or messages

• Use a text chain or group message if needed

• Keep track of who has been informed

Why It Matters:

This builds your early support system and includes those who may help with planning.

Arrange for the Body to Be Transported

Once the death has been confirmed, you’ll need to arrange for the body to be transferred to a funeral home or cremation provider. If the death occurred in a facility, staff will usually handle this. If at home, a licensed service should be called immediately.

• Contact the selected funeral home or cremation service

• Provide location and availability for pickup

• Confirm transport is completed

• Save any documentation provided

Why It Matters: 

Enables official death registration and is the first logistical step in honoring the deceased.

Secure the Home and Care for Pets or Dependents

If the deceased lived alone, you’ll need to secure their home and arrange care for pets or dependents. Check for perishables, collect mail, and address anything that could be damaged or forgotten.

• Lock all windows and doors

• Arrange pet care or foster services

• Collect mail and packages

• Water plants and remove perishables

• Adjust thermostat or security settings

Why It Matters:

Securing the home and caring for animals or dependents prevents avoidable issues like theft, spoilage, or distress while you focus on urgent matters.

Part II: Handling Administrative Essentials

Gather Important Documents

Start collecting the legal and financial documents you’ll need to handle the estate. These include the will or trust, identification records, bank statements, and insurance policies.

• Will and/or trust

• Social Security card and driver’s license

• Marriage, divorce and birth certificates

• Financial statements (bank, retirement, credit)

• Insurance policies (life, health, auto)

• Property deeds and vehicle titles

• Tax returns

Why It Matters:

Having the right documents early speeds up estate settlement, reduces delays, and prevents confusion during probate or when dealing with financial institutions.

Contact Employers and HR Departments

If the deceased was employed or recently retired, reach out to their current or former employer. You may need to request a final paycheck, learn about unpaid benefits, and determine how retirement accounts and pensions are handled.

• Notify employer of death

• Ask about final paycheck

• Request life insurance info

• Discuss pension/retirement plans

• Review or cancel healthcare coverage

Why It Matters:

Employer-provided benefits like life insurance or retirement savings can be substantial. Failing to notify an employer may delay payments or cause coverage to lapse.

Order Death Certificates

You’ll need certified copies of the death certificate to close or transfer nearly every type of account. These are usually ordered through the funeral home or from the state records office.

• Request 10–15 certified copies from funeral home or state

• Keep track of where each copy is submitted

• Store remaining certificates securely

Why It Matters: 

Death certificates are essential legal proof needed by banks, insurers, government agencies, and the probate court. Ordering enough upfront avoids costly delays.

Plan the Funeral, Memorial, or Disposition

Make arrangements for a funeral, memorial, burial, or cremation. Follow any instructions left behind or collaborate with family to decide what feels right. Consider religious, cultural, or personal wishes.

• Confirm burial or cremation preferences

• Select funeral home or service location

• Write or review obituary

• Schedule memorial and inform attendees

• Arrange music, readings, or clergy

Why It Matters: 

Funeral planning offers space for grief and remembrance. A thoughtful service honors the deceased’s life and gives loved ones a chance to gather and say goodbye.

Write and Share an Obituary

An obituary publicly announces the death and often shares key details about the person’s life and legacy. It can be published in newspapers, online memorial platforms, or social media.

• Include full name, birth/death dates, family names

• Highlight life accomplishments

• Include time and place of service

• Submit to newspapers, online memorials, and social media

Why It Matters:

Obituaries inform the wider community and give friends, colleagues, and extended family an opportunity to pay their respects.

Part III: Managing the Estate

Identify the Executor or Administrator

The executor (named in a will) or administrator (appointed by the court if there’s no will) is the person legally responsible for managing the estate. They handle everything from gathering assets and paying debts to distributing property to beneficiaries.

• Review the will to find the named executor

• If no will, apply for court-appointed administrator

• Consult an estate attorney if needed

• Begin keeping records of all actions taken

Why It Matters: 

Without legal authority, no one can act on behalf of the deceased. Identifying and empowering the executor or administrator is the first official step in settling the estate.

Review the Estate Plan

Examine the will, trust, and any supporting documents to understand how assets should be distributed. Pay close attention to personal property requests, digital assets, and items not held in trust or with beneficiary designations.

• Read will and trust thoroughly

• Note all named beneficiaries

• Review beneficiary designations on accounts

• List all known assets and debts

• Check for letters of intent or digital records

Why It Matters:

A clear understanding of the estate plan helps avoid missteps, delays, or disputes. It ensures that the wishes of the deceased are respected and legally upheld.

Notify Financial and Government Institutions

Begin contacting banks, insurance companies, government agencies, and other institutions to close or transfer accounts. These entities will require a certified death certificate and proof of your legal authority to act on behalf of the estate.

• Notify Social Security Administration

• Contact Medicare, VA, and pension administrators

• Notify banks, lenders, credit cards

• Cancel or transfer insurance policies

• Notify DMV and IRS

• Set up USPS mail forwarding

Why It Matters:

Proper notification prevents fraud, halts automatic payments, and begins the process of accessing or closing accounts tied to the deceased.

Begin Probate (If Necessary)

Probate is the court-supervised process of validating a will and authorizing the executor to distribute the estate. It’s required in most cases unless the estate qualifies for a simplified procedure or all assets are held in trust.

• File will with the probate court

• Apply for Letters Testamentary (executor) or Administration

• Notify beneficiaries and creditors

• Inventory and appraise estate assets

• Resolve debts and file tax documents

• Distribute property under court approval

Why It Matters:

Probate gives legal authority to manage and settle the estate. It ensures assets are distributed properly and according to law.

Handle Digital Assets, Services and Subscriptions

Close, transfer, or memorialize online accounts. Today, much of a person’s life is digital: bank accounts, cloud storage, social media, subscriptions, and even cryptocurrency. After death, these assets need to be located, accessed, and either closed, transferred, or preserved. Some may hold financial value; others carry emotional significance. Often, there’s no single place where everything is listed, making this step especially important.

• Find passwords or access to devices and cloud accounts

• Memorialize or close social media accounts

• Access email and digital storage

• Cancel subscriptions and services

• Transfer or close cryptocurrency accounts

Why It Matters: 

Handling digital assets protects the deceased’s identity and estate from fraud, while also preserving meaningful content for family. It ensures recurring charges are stopped and helps prevent locked or abandoned accounts from becoming vulnerable to misuse or hacking.

Pay Debts and Expenses

Once probate is opened and estate assets are identified, the executor must pay off valid debts and expenses using estate funds.

• Review and verify all known debts (credit cards, utilities, final bills)

• Apply for an EIN (Employer Identification Number) for the estate through the IRS

• Open a separate estate bank account to track income and expenses and pay obligations

• Publish a Notice to Creditors if required by your state

• Pay valid debts and claims from the estate account

• Keep detailed records of all payments

• Retain receipts and statements for final reporting to the court or heirs

Why It Matters:

Estate debts, like credit cards, medical bills, and outstanding loans, must be settled before anything can be distributed to heirs. Failing to do so can result in personal liability for the executor or legal challenges to the estate.

File Final Tax Returns

Complete all required IRS and state filings related to the deceased and the estate.

• File the final personal income tax return (Form 1040) for the deceased

• File the estate income tax return (Form 1041) if the estate earns income after death

• File estate or inheritance tax returns, if required by federal or state law

• Pay any taxes owed using funds from the estate account

• Issue Schedule K-1s to beneficiaries for income distributed from the estate

Why It Matters:

The IRS and state tax authorities still expect accurate filings—even after death. Filing the correct tax returns ensures the estate is settled legally, avoids penalties, and allows for proper distribution of any remaining assets.

Distribute Assets to Beneficiaries

Once all debts, taxes, and expenses have been paid, the executor can begin distributing what remains to heirs or beneficiaries as outlined in the will or according to state law.

• Review the will or trust to confirm instructions

• Calculate each beneficiary’s share after taxes and debts

• Obtain signed receipts or release forms from beneficiaries

• Distribute financial assets (checks, transfers, securities)

• Arrange for transfer of real estate or physical property

• Close the estate account and bank account once distributions are complete

Why It Matters:

Asset distribution is the final act of the estate settlement process. It honors the wishes of the deceased and ensures legal closure for heirs, financial institutions, and the probate court.

How End of an Era Supports Estate Settlement

Settling an estate is rarely straightforward. Even with a plan in place, the emotional weight and administrative complexity can be overwhelming. That’s why the right tools and the right guidance can make all the difference.

End of an Era is designed to simplify estate settlement by:

• Providing step-by-step guidance so executors and families know exactly what to do, in what order, and why it matters.

• Centralizing key tasks and documents to reduce confusion, lost paperwork, and back-and-forth with institutions.

• Helping you stay on track with automated checklists, reminders, and timelines tailored to your state and situation.

  
  

It’s not just about checking boxes. It’s about making sure nothing important is missed, and no one has to go through it alone.

Final Thoughts: Grief and Closure Take Time

Settling an estate can take anywhere from a few months to more than a year. The process is rarely linear. There will be paperwork followed by tears, decisions interrupted by memories, moments of clarity and of confusion. That’s normal.

Estate settlement is not just a legal responsibility. It’s an act of stewardship. One task at a time, one decision at a time, you're not just closing accounts. You're carrying forward a legacy.

Ready to get started?

If you are settling a loved one’s estate, End of an Era can help you make sense of what comes next.

Sign up now!

This guide is for general informational purposes only and is not legal advice. Please consult legal and financial professionals for your specific situation.