We’ve all got too much paperwork in our lives, and as the years go by, it seems to grow and grow. From old magazines and newspapers to unopened junk mail, bills, reminders, lists of things to do, and post-it notes, it can be overwhelming to tackle. And that's just the beginning. There are also photos, old schoolbooks, artwork the kids brought home from nursery, old calendars, essays, and research, instructions for every appliance ever bought, share certificates, medical records, and more.
If you run a business, there's even more paperwork to manage. To make matters worse, despite the promise that computers would make our lives paper-free, we just use our own paper now, instead of someone else's. So, where do you start when you're faced with such a paper mountain? How do you decide what to keep and what is important? In this blog, we will discuss the steps you can take to organise paperwork after someone dies.
In The Immediate Aftermath
After someone has passed away, you will need to find certain documents and information to inform the authorities to allow things to proceed. The immediate documents you will need are funeral wishes, a funeral pre-payment plan, Will, and documents with info for 'Tell Us Once.' It is advisable that you check with a legal professional to find out what is required and make a checklist.
Will & Funeral Wishes
When making funeral arrangements, you will need to have the Will and funeral wishes of the deceased to hand to ensure you are following their wishes. Often, people will have paid in advance for their funeral service so that their loved ones are spared the financial burden. If this is the case, it will be important that you have any funeral pre-payment plan documents to hand so that these can be shared with the funeral director.
Personal Identification Documents: Birth Certificate, Driving Licence etc.
The funeral director is also likely to give you information regarding the Tell Us Once service. It's a simple and effective way of informing government bodies that your loved one has passed, without having to contact each organisation. For this, the first thing you need is a reference number which the registrar will give you when you register the death. After that, it will be necessary to find the deceased's passport number, driving licence, National Insurance number, and other relevant details to complete the form.
What Paperwork Stays and What Goes After Someone Dies?
There is essential paperwork needed to wrap up the deceased’s affairs and allow things to proceed. For the meantime, you should keep documents required for insurance and bank correspondence, anything financial, or to do with property and possessions. It's useful to keep a paper trail in case you, or a loved one, needs proof of something like a name and address, but you don't need to keep utility bills from ten years ago. Keep tax paperwork for seven years, VAT for six to 10 years, and agricultural records for 10 years. It is always better to check if you're unsure.
Organising the Easy Stuff: Old Magazines, Newspapers, Unopened Junk Mail
Once you've dealt with the essential documents, it's time to sort through the rest of your loved one’s paperwork. Gather everything together first to get an idea of how much there is to deal with. It’s a common issue that junk mail and flyers pile up over the years so you might feel like you’re faced with a mountain of irrelevant paperwork to sort through, to find vital documents. It’s important to remember you don’t have to face this alone and that help is available.
Shred or burn anything with a name and address on it, and recycle junk mail, flyers, newspapers, and anything else impersonal. The likes of old magazines or comics may be of interest to collectors, so if you come across a collection, you may find it beneficial to advertise these for sale. If they are otherwise just going to pile up among your own possessions, then at least you will know they are going to someone else who will love and enjoy them the way that your loved one did before they passed away.
The More Difficult Paperwork: Photographs, Art Projects, Research
When it comes to the more difficult stuff, it is recommended that you sort out any personal and business documents into separate categories such as paperwork regarding the house, bank and financial documents, or anything else relevant. Sift through these piles again, discarding duplicates or irrelevant info. It may be difficult to file through the more personal items within somebody’s paperwork. Perhaps there are piles of essays or research they once conducted, or photographs capturing special memories. Friends or family members would likely appreciate being offered these items, such as photographs they appear in, as a memento and a way to remember their loved one.
It can be a time-consuming project which takes a lot of energy and concentration so make sure to look after yourself. Take breaks when you need to and ask for help, perhaps from an outside source with no emotional connection to any belongings, in order to make the process more efficient.
What About the Paperwork You're Unsure About?
Keep aside anything you're unsure about and reassess it on another day with a fresh brain and a better idea of what you're dealing with. The likes of personal letters, old birthday cards, and photos all bring back memories and can be hard to go through. It is important to remember that support is available so don’t be afraid to get someone to help you decide what to keep. A burden shared, is a burden halved. Share the burden.
Don't make rushed decisions about the things you're not sure about. Take a break, get some fresh air, have a cup of tea, and come back to it another day.
Are You Looking for Help to Organise Paperwork?
Organising paperwork after someone dies can be an overwhelming task. However, by gathering everything together, sorting documents into categories, and getting someone to help you make decisions about what to keep, you can make the process less daunting. And don't forget to take breaks and give yourself time to process everything. If you are looking to sort out your own paperwork and don’t know where to start, I can help. Remember, it's better to be prepared for the inevitable and have your own paperwork in order, so your loved ones can easily navigate it when the time comes.
Facing our own mortality makes us think about how tidy or untidy our own paper-based affairs are. Would your nearest and dearest know where to find your Will, funeral wishes, birth certificate, and important documents? Put these documents together in a safe place and let your loved ones know. At the Executor’s Helper, I offer practical services to help you organise your own paperwork so that you have a clear space to live, work, and think. This will also leave you safe in the knowledge that in the future your loved ones may be relieved of the burden. If you feel like you may benefit from this kind of support, contact me and we can discuss how I can best help you.
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