Life Data File

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Life Data File

The purpose of this list is to support gathering all those bits of information from our daily lives into a coherent whole – so that when life’s uncertainties appear we minimize the chaos as we work through to the next stage.

For Financial Advisors: if you adapt from this document please send us a courtesy email with any improvements or corrections.

Required Information

Basic “Bare-Bones” (Give Location of this Information to Executor, Spouse, Anyone with Power of Attorney)

  • Social Security #
  • Spouse Social Security #
  • Beneficiary Names, Addresses, Social Security #, Birthdates
  • Military ID #
  • Account Numbers and Locations
  • Will/Trust(s) Location
  • Life Insurance Policy #s and carriers
  • Annuity Contract #s and carriers
  • Credit Card #s
  • Checking Accounts and checkbook locations
  • Accountant name and phone
  • Attorney name and phone
  • Insurance Agent name and phone
  • Company Benefits Administrator name and phone
  • Planner name and phone
  • Other Advisor/Family Member/Friend name and phone
  • Who will pay immediate bills if you can’t? Ongoing?

Notification List

(Name and contact # of the following:)

  • Family Member/Friend (Help and Support)
  • Memorial Society/Church (Help Organize Memorial Arrangements, 946-6822)
  • Attorney (Legal Notifications and Filings)
  • Executor (See Executor Duties List Attached)
  • Accountant (Identify Required Valuations and Tax Filings)
  • Planner
  • Employer
  • Organizations
  • Children/Relatives
  • Close Friends
  • Benefits Admin at Work (Explain Benefits and Necessary Paperwork)
  • Insurance Agent/Company (Assist to File Claim)
  • Social Security Admin (Disability/Survivor Benefits, 800-772-1213)
  • Dept. of Defense (Benefits, 800-321-1080)

Insurance Policies Listing

(Include Life, Disability, Long Term Care, Health, Liability, House, Car, etc.)
(Policies filed at:_____________________________)

  • Carrier
  • Policy #
  • Value
  • Contact #
  • Action Required

Asset Listing

(Account Statements filed at:____________________)
(Deeds filed at:____________________)
(Contracts filed at:____________________)

(Asset, Location, ID #, PIN, Title, Contact #, Action Required: Appraisal? Rollover? Retitling?)

  • Brokerage Account
  • IRAs
  • Roth IRAs
  • 401(k)
  • Education Savings Plan
  • Savings
  • Checking
  • On-Line Accounts
  • Pension
  • Loan to:
  • Residence
  • Trust
  • Partnership
  • Rental Property
  • Credit Cards

Debt Listing

(Documents filed at: _____________________________)

  • Loan Holder
  • Loan #
  • Value
  • Contact #
  • Action Required

Other Document/Information Listing

(Date and Location of the following:)

  • Will (Probate Filing)
  • Trust (Administration)
  • Health Care Power
  • Durable Power of Attorney
  • Other Powers of Attorney
  • Living Will
  • Birth Certificate
  • Marriage Certificate
  • Divorce Decree
  • Child Support/Alimony
  • Adoption Agreement
  • Guardianship Papers
  • Passports
  • Citizenship Papers
  • Immigration Papers
  • Past Tax Returns
  • Computer/Tablet Files/Wi-fi Network (Password)
  • Email/Cloud Storage/Password Manager
  • Ancestry/DNA
  • Cell Phone/Social Media/Website
  • Other web-based/subscription assets/Amazon
  • Security Alarms (Password)
  • Auto Insurance Policy
  • Auto/Boat Title (Extra Keys)
  • Auto Registrations
  • Appraisals
  • Property Deeds
  • Mortgage Documents
  • Notes/Loans
  • Property/Mineral Leases
  • Deferred Compensation Agreements
  • Stock Option Documents
  • Safes (Combination)
  • Safe Deposit Box (Key)
  • Post Office Box (Key/Combination)
  • Savings Passbooks
  • Certificates of Deposit
  • Share Certificates
  • Medical Files
  • Social Security Cards
  • Military Discharge Papers
  • Veterans Administration Documents
  • Copyright/Patent
  • Club Memberships
  • Frequent Flyer Programs
  • Family Employee Documents
  • Business Agreements
  • Other Contracts

Preferred Memorial Arrangements

(Costs to be paid from: ________________________________________)

(Contact # and action required for the following:)

  • Organ Donation
  • Medical Donation
  • Newspaper
  • Cremation
  • Burial
  • Service Leader
  • Participants
  • Speakers
  • Music/Readings
  • Preferred Charities

Advisor List

(Name and contact # of the following:)

  • Attorney
  • Accountant
  • Banker
  • Employer
  • Financial Adviser
  • Insurance Agent
  • Stock Broker
  • Minister
  • Doctor

Letter of Instruction

(Location and type of form (letter/computer file) of the following:)

The purpose of a letter of instruction is to express your intent for the assets left to your heirs (education, enhance lifestyle, save for emergencies, enable community service), your service preferences (bare bones, elaborate, celebratory, somber, etc.), which advisors you would recommend to your survivors, what you want done with your pets, etc. Anything you would like someone to know after you die. This is not a legal document but may serve as a substitute to a conversation with your survivors.

Survivor Potential Actions

(Action and process for the following:)

  • Request Appraisals for Tax Return: Consult with Attorney/Planner early
  • Track Spending: Keep track of checking accounts, credit card statements
  • Revise Financial Plan: Call Planner when ready
  • Revise Investment Policy: Call Investment Advisor when Plan complete
  • Retitle Assets: Consult with Planner/Attorney
  • Revise Beneficiaries
  • Identify Documents with deceased as beneficiary (trusts, insurance, IRAs, etc.)
  • Record step-up in Basis
  • Ensure Health Insurance in Place

(Routine action and contact # for the following:)

  • Home and Yard Maintenance
  • Auto Maintenance
  • Property Management
  • Bill Paying
  • Tax Preparation
  • Continue Insurance Coverage:
    • Properties
    • Vehicles
    • Health/Dental/Vision/Drug
    • Liability
    • Long Term Care
    • Other

Other Notes/Musings/Instructions