Organisations to Notify Tracker

Who this is for

Every organisation told, and what each one said back. Prompt rows by type of organisation help nothing get missed, and each line keeps the account reference, how and when it was contacted, the documents it asked for and whether the account has been closed or transferred.

Executors, next of kin and anyone else handling the admin after a death, particularly when several family members are sharing the calls and letters.

What this helps you track

• Which organisations have been told and which are still to contact
• Account and reference numbers kept in one place
• The documents each organisation asked for, and whether they were sent
• Replies received and accounts closed, frozen or transferred
• Who made each contact when the work is shared

How to use it

1. Write the name of the person who has died, the date of death and your own name and contact details at the top.
2. Work down the prompt rows, writing the name of each organisation that applies; cross out any type that does not, and add rows for anything else you find in post, statements or bank records.
3. Each time you make contact, note the date, the method and any reference or case number you were given.
4. Record what documents each one asked for and the date a reply came back.
5. Mark each line closed, transferred or ongoing, and keep the tracker with the other estate papers; the online version saves in your own browser.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do I find out which organisations to tell?

Go through recent bank statements, direct debits, post and email, and any papers or lists the person kept. Payments in and out usually point to employers, pension payers, insurers, utilities and memberships that would otherwise be missed.

Is there an official list I must follow?

Not on this sheet. Some countries have a service that passes the news to several government departments at once, and what each organisation needs varies. Check the rules and services where you are, and ask each organisation what it requires.

What documents are usually asked for?

That depends on the organisation, so the sheet has a column for whatever each one asks for. Writing it down as you go saves repeating the same call, and shows which copies you need to order or send.

Can two or more people share this?

Yes. Split the rows between you and add initials in the notes column. The printed copy can be passed between you; the online version stays in one browser, so agree who keeps the main copy.