A deceased file makes a difficult time easier

Your family may know that you have a will, but do they know where to find it?

Would they know which bank accounts, policies, investments, properties, businesses and debts must be reported? What about the running expenses of your home that you settle monthly, or the existence of your social media accounts, cloud storage and other digital assets?

A deceased file brings this information together so that your family has clarity at the most critical juncture following your death, while enabling the people responsible for your estate to act quickly and confidently.

What is a deceased file?

It is a secure, organised record of the documents and information that will be needed after your death.

It does not replace your will or estate plan. It supports them by helping your family and executor identify your affairs, locate documents and begin the administration process.

Why does it matter?

Without an organised record, important assets may be overlooked and policies may remain unclaimed. Debit orders may continue, deadlines may be missed and the executor may spend months reconstructing information.

A deceased file can help:

• Reduce delays and unnecessary costs.
• Identify assets and liabilities.
• Trace income, investments and policies.
• Protect property and important records.
• Give the executor a reliable starting point.
• Ensure the family’s immediate comfort and needs are covered.
• Support a more complete estate account.
• Prevent valuable information from being lost.

What should it contain?

A practical deceased file may include:

• The original will or its secure storage location.
• Identity and marriage documents.
• A marriage contract, divorce order or settlement agreement.
• Details of children and dependants.
• Executor and adviser contact details.
• Asset and liability registers with account details.
• Policy and employment-fund registers with beneficiary nominations.
• The location of original ownership documents such as title deeds, vehicle ownership documents and debt agreements.
• Trust deeds and Letters of Authority.
• Company, partnership and business-interest records.
• Tax numbers and recent returns.
• Medical-aid and short-term insurance details.
• Funeral or burial instructions.
• A list of important digital accounts and online assets.
• Details of regular debit orders, subscriptions and household commitments.
• A safe and secure record of important usernames and passwords to online and digital accounts.

Keep passwords separate

Do not place banking passwords, PINs or unrestricted login credentials in an ordinary file.

Maintain secure access instructions separately. These should explain where critical information is stored and how the authorised person can obtain lawful access when required.

Access instructions do not replace the authority that an executor or representative may need from a bank, platform or other institution.

Keep it current and accessible

Review the file at least annually and after changes involving:

• Marriage or divorce.
• Children or dependants.
• Property or investments.
• Insurance policies.
• Businesses or trusts.
• Loans and guarantees.
• Advisers or nominated executors.
• Digital accounts.

The file must be secure, but not impossible to find. At least one trusted person should know that it exists and how it can be accessed when necessary.

The Ilifa perspective

A deceased file converts an estate plan into information that can actually be used. It gives the executor and family a reliable starting point, increases the effectiveness with which the estate can be administered, reduces the risk of overlooked assets and helps prevent avoidable delays.

The objective is not to collect documents for the sake of it, but to create a secure, current and practical record that allows the right people to act when the individual can no longer guide them.

Begin a considered conversation

Estate planning is not only about deciding what should happen with what is left behind. It is also about making sure the right information can be found easily when it is needed. A well-maintained deceased file leaves your family with direction, clarity and comfort.