The “When I Die” File: 7 Things Every Adult Should Have Ready

Updated on January 27, 2026

Life can change in an instant, we all know that. One day you think you have more time, more conversations to have, more vacations to take, more special moments to enjoy, and then suddenly, you don’t.

When my mom passed away last year, we did not see it coming. My sister and I were left in shock. We were grieving, and at the same time trying to untangle the endless details that follow an unexpected death.

When loss comes, it is not only the grief that overwhelms and debilitates you. It is the confusion. The forms, the phone calls, the paperwork, the uncertainty about what to do next and in what sequence.

That is why I want to talk about something that might sound terribly uncomfortable, but is truly an act of love. Creating a “When I Die” file.

It may feel morbid, but it is about compassion, love and foresight. A few hours of preparation can spare your family weeks, even months, of unnecessary stress.

Why it matters

When your people are tired and emotionally drained, you want them to have an easy to follow map; not just of your wishes, but of everything they may need to keep the coming days as calm as possible.

You do not need a fancy kit to do this. A binder works. A clearly labeled file folder works. A big envelope works. There are ready-made kits if you prefer structure, and that can be helpful, but you can absolutely create your own using the framework below. Start with one afternoon, then build and update as needed.

TLDR? Click here to skip to the check-list.

The 7 Essentials to Include

These sections are practical, clear, and designed for real life. This is not legal advice. It is a starting point that helps your loved ones find what they need, quickly and calmly.

1) Core Documents

This is the foundation of your file. Include copies of your will, any trust documents, and your power of attorney including a healthcare directive. These documents make clear who can speak for you if you cannot, and what happens afterward.

One crucial point that many people do not realize. A power of attorney ends the moment a person dies. It has no power after death. From that point forward, the will and the named executor govern the decisions, or the courts if there is no will or there is a dispute. This is why an updated will matters so much. It provides clarity about who is allowed to make which decisions.

If you have investments, savings, or insurance, check your beneficiary designations. In many cases these designations control where the money goes, even if your will says something else. Review beneficiaries after major life changes such as marriage, divorce, or the birth of a child.

Whenever possible, speak with an estate lawyer and an accountant. They can ensure your documents align and reflect your wishes. Even if you are not ready to hire professionals, putting these documents in one place where they can be easily located is an excellent start.

2) The Proof

When someone dies, every office or agency asks for proof…. of everything. I get it. In this day of rampant fraud and identity theft, they need to be certain.

Collect copies of your birth certificate, social insurance number, driver’s license, passport, marriage certificate, and most recent tax return. Store them in a clearly labeled envelope within the file.

If you were previously married, you will need the divorce decree and the original marriage and separation dates. These details come up for probate application, pensions, insurance claims, and sometimes property questions.

3) The money map

Create a one-page list that shows what exists and where it lives. Bank accounts, registered accounts, investments, life insurance policies, mortgage and HELOC, credit cards, and any loans. Include the institution name, the type of account, the last four digits if available, and a contact number. You do not need balances, just a map. Also, don’t forget to list any money owed to you in this list (eg. a personal loan to a family member).

Without a money map, families can spend months trying to locate forgotten accounts or unclaimed funds. If you work with an accountant or financial advisor, add their names and contact details. They can be an enormous help when everything feels overwhelming.

4) Password Plan

So much of life now lives online. Bills, utilities, banking, insurance, subscriptions, cloud storage, even grocery orders. If your family cannot access your accounts, they are stuck.

Do not write down the passwords in the file. Instead, document where and how your passwords are stored. This could be a physical notebook in a safe location, or a password manager such as 1Password or LastPass. Most reputable password managers offer emergency or legacy access. Note who has that permission and how they can use it.

Please resist the urge to keep an unprotected spreadsheet on a computer or phone. Keep the plan offline or securely encrypted. This greatly reduces the risk of hacking, and prevents accidental lockouts.

5) Digital and Online Life

Our lives are increasingly digital, and what we leave behind online deserves just as much thought as the paperwork in a file cabinet. Think about your social media accounts, streaming services, cloud storage, online banking, digital wallets, loyalty/airline rewards, gaming profiles, and subscription services like Netflix or Spotify. These are all part of your digital footprint, and each one needs a plan.

Start by making a Digital Accounts List. Include every online account or service you use, the username or email connected to it, and where the password information is stored. Make a note beside each account to say what you want done with it – delete, archive, close, or transfer. This helps prevent charges from continuing or photos and personal data from being lost. For services like mobile phone or streaming, also include a note of how/when it is typically paid. This can help in identifying a short list of services that should be notified sooner rather than later so you are not continuing to incur fees.

You can also appoint a Digital Executor if you feel its warranted (or simply ensure your main executor understands this role). This person can manage or close your accounts, download photos or files you want saved, and ensure your wishes are carried out. Most major platforms now offer options like Google’s Inactive Account Manager and Apple’s Digital Legacy feature, which allow you to designate someone to access your information if your account becomes inactive. It only takes a few minutes to set up, and it can spare your loved ones a world of frustration later.

The idea is not to catalog your whole online life, but to leave enough information so that no one is left guessing or things are not missed. Your digital identity is now as real as your bank account, and it requires due consideration.

6) Property

This section keeps daily life from unraveling. Include property deeds, vehicle titles or lease info, insurance policies, and any maintenance records that matter. Create a short list of ongoing expenses that should continue, such as utilities, property tax, insurance, internet, and security systems. Add company names, account numbers, and how each bill is paid. A simple page here prevents a missed payment from turning into a bigger problem.

It is also important to know that insurance companies need to be notified if a property is not being occupied/used as there are implications. Make sure to detail what company holds policies like property or auto insurance and the policy numbers. If you have an insurance broker, even better; add their information.  They will be able to assist your loved ones in making the proper notifications and organizing any policy changes required.

7) The Legacy Plan

This is the human part. Write a page that shares your wishes after death. Burial or cremation, a grand church service or a simple gathering, favourite music or readings you want used, people to notify first, etc. Perhaps you would like to write your own obituary, or leave guidance for it. If you prefer to leave decisions to your family, say that as well. Any clarity is a kindness.

Consider adding personal letters or a list of sentimental items and who they are meant for (note: any items of value should be listed in a will).  You do not need to be poetic, just authentically you. Clear wishes reduce tension at a time when emotions run high.

Lastly, are there any pets that need to be taken care of? For many, pets are family too. Consider including a section for outlining who is designated to take the pet(s), and information about health or conditions that should be disclosed, and their vet’s contact information.

A realistic look at probate (in Canada)

Although this is somewhat out of scope, I felt it was important to mention. Here is the truth; it is unlikely that you will avoid probate. Even if the estate is small (<$50K in total value), and you qualify to by-pass “full” probate, there is still information and administration required. Plan for probate. Having a “When I Die” file will be a significant help when it comes time for your family to apply.

On average, probate takes about 18 months. It can be much longer when there are complications, uncertainty about assets or beneficiaries, or questions about the will. Being prepared and having all of the information easily accessible can help avoid delays.

A few other realities to understand:

• Probate fees are due when you apply. Depending on the estimated value of the estate, they can be sizable. If there is not enough cash on hand, there are options, but they add time and steps.
• If there is real estate, it cannot be sold until the Certificate of Appointment is granted. In some cases, the property can be rented/leased while awaiting probate. This can help cover the property expenses such as utilities, mortgage, and property taxes. A lawyer should be consulted before taking action.
• If there are minor children or dependents, there are well defined processes to ensure they are cared for financially during the waiting period, but again, you must get probate initiated.

Looking back at my own experience, and this seems a little ridiculous in hindsight, but my sister and I initially planned to handle our mother’s probate ourselves. Our Mother’s estate was not complex, and the probate application forms were readily available online. On the surface everything looked very straightforward. We soon realized that would have been a big mistake, and probably would have cost us many months in delays. Probate courts are very particular about accuracy and procedure, and if your application is returned for whatever reason, you will go to the back of the line. In larger towns and cities with big backlogs, that can mean many extra months of waiting. This is why I highly recommend using an estate lawyer. They know what to do, and not do, and their guidance can save time and a great deal of stress to your family.

If you can, add an accountant to the team. Taxes do not stop when someone dies, and a good accountant can keep everything compliant while protecting the estate’s resources.

How to set up your file in one afternoon:

1. Choose the container. Use a binder with sheet protectors, a labeled file folder, or perhaps a bankers box. If you need a little extra help getting yourself organized, get one of those specially designed document organizers like this one. Many are fire and water resistant for extra safety like this one.
2. Gather the big three. Will, any trust documents, and power of attorney with healthcare directive.
3. Create the proof envelope. IDs, certificates, marriage and divorce documents, and recent tax return.
4. Write the money map. A single sheet listing accounts, institutions, and any key contacts.
5. Document your password plan and digital life. Explain where passwords are stored and include a list of online accounts and what you want done with them.
6. Add house and car pages. Property details, insurance, and which bills need to continue.
7. Write the legacy page. Funeral wishes, people to notify, and any personal notes or instructions.
8. If you have created many of these documents digitally, save all of the files to a thumb drive and include it. Alternately, you may choose to store it in a separate location (eg. safety deposit box), just don’t forget that you need to keep it updated.
9. Tell two trusted people where the file lives and who the executor of the will is. If any part is stored digitally, include the access steps.

Review the folder once a year (perhaps create an annual calendar reminder). Life can change a lot in a year. New services, new accounts, new passwords, marriages, retirement, divorces, births, deaths, moves. A fifteen minute review/update keeps it useful.

Talk about it while you can

This is the part most of us avoid, yet it changes everything. Sit down with your partner, your parents, or your adult children and share your plan. The goal is not to script every detail. The goal is to reduce fear and guesswork, and to make sure people know your wishes and where to find the information if needed.

Preparing a “When I Die” file makes a very difficult time slightly less chaotic. It is an act of love.

Final thoughts from someone who has been there

Losing my Mom and going through everything that followed taught me that what you think is “just paperwork” is actually so much more. It is part of the bridge between heartbreak and closure. And when things are documented and organized, you give your family the time and space to grieve, instead of forcing them to guess what you would have wanted, and chase down policies, forgotten accounts, and logins.

You do not need a perfect plan, just a clear one.

If you are ready, I created a Printable Checklist below that walks you through the sections outlined above. It is simple, realistic, and you can organize the work into manageable tasks.

Your family does not need perfection; they just need direction. You can’t possibly anticipate and account for all of the scenarios in which you may depart this life. As long as your loved ones have a starting point and a map of the basics, they can manage whatever comes their way. It will be a huge burden off them.

One day, hopefully far in the future, they will be grateful you did this.

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