HOW IT WORKS:
If you need to access your Loved One’s information – go into your Emergency Access Box and click the lock icon next to their name. Confirm that you want to activate Emergency Mode. Once activated, here’s what to expect:
- YOU can click on their name or email to proceed to view their account. You’ll be able to see their Health and Medical Plan Boxes right away. After 24-hours, if they haven’t de-activated emergency mode, then you’ll be able to view their remaining Boxes.
- OTHER KEYHOLDERS, if there are any, will receive an email letting them know that Emergency Mode has been activated. They, like yourself, would be able to log into their account in order to gain access to the affected FamilySafeBox.
- YOUR LOVED ONE will receive an email letting them know that Emergency Mode has been activated for their account. They’ll be prompted to log in if there was a mistake and de-activate it. They can do that any time. As long as it remains active, then you and the other Keyholders will have access.
WHERE TO START:
Scenario 1: Your Loved One is alive and in need of medical attention:
There’s a reason that the Medical Plan and Health Box are immediately available. If your loved one is alive and needs medical attention, you can access Emergency Mode and get to whatever information they’ve listed for you there. This is useful for their health insurance, medical directives, etc.
SPECIAL NOTE – If your loved one is alive and you’re only accessing their FamilySafeBox for medical or health-related reasons, then we recommend that YOU DE-ACTIVATE EMERGENCY MODE after you’ve found what you need.
If you leave it on, then FamilySafeBox will send any Love Notes that your Loved One has authored after a couple weeks. If they’re incapacitated and unable to de-activate Emergency Mode on their account, those will go out and very possibly cause confusion among the recipients.
Scenario 2: Your Loved One has passed away:
If your Loved One has passed away and you are accessing their FamilySafeBox in order to reconcile their affairs, here’s what we suggest:
- Start with the INSTRUCTIONS Box. If your Loved One took the time to prepare detailed instructions for you, that will be the most helpful place to begin.
- Row 1 Boxes are the next place to go. This is where your Loved One will have listed any legal documents like their Will or Estate Plans. You’ll want to proceed according to their legal directions.
- Go Box-by-Box and review the various Items that your Loved One has left for you. There will also be tips inside each Box that will serve as a starting point for your consideration.
- Go through your Budget. If your Loved One created a household budget, that will be worth checking out. It should list any recurring expenses that you’ll want to reconcile as fast as you can. We’ve encouraged them to create that in their Instructions Box.
- Check out their Bank and Credit/Debt Boxes. If there are debt items, you’ll want to start working on those as soon as you can. There are Tips in those boxes that you can check out. Otherwise you’ll want to contact whatever bank or debt institution to receive instructions from them.
- Pay attention to the Info-Cards that may be attached to each Item. If there are subscriptions or Items that include payments, your Loved One may have marked that for you.
- Use the Search function in your Loved One’s FamilySafeBox to look for anything in particular.
- When you’re all done with their FamilySafeBox, then you can de-activate plus mode or close their account. We’ve recommended that they send you offline instructions on how to do that. Otherwise they may have listed it in their Accounts & Passwords Box.
We are sorry for your loss. Please feel free to contact our team with any technical questions. Note that neither these Tips, or the technical advice that our team may provide, are meant to be construed as Legal Advice. Please contact a legal professional or to devise your legal strategies for reconciling your Loved One’s affairs.
RECONCILIATION TIMELINE:
When a loved one passes away, there are many tasks to address, some of which are more time-sensitive than others. Here’s a step-by-step guide, arranged in order of urgency, to help you reconcile their affairs efficiently:
Note that FamilySafeBox is organized in such a way as to aid with this endeavor.
1. Notify Family and Close Friends
- First priority: After your loved one passes away, the immediate step is to notify close family and friends. They can provide emotional support and help with early arrangements.
2. Obtain the Death Certificate
- Time-sensitive: You’ll need the death certificate for almost all legal, financial, and insurance-related matters.
- Who to contact: The funeral home, hospital, or coroner will typically arrange this for you.
- Order multiple copies (at least 5–10), as you will need them for banks, insurance companies, and government agencies.
3. Choose a Funeral Home and Make Arrangements
- Time-sensitive: Contact a funeral home to arrange your loved one’s funeral or memorial service.
- Consider your loved one’s wishes: Check if they had a pre-paid funeral plan or specific instructions (such as a will or living will) regarding their funeral.
- Notify others: Inform extended family and friends about the funeral or memorial details.
4. Notify Your Loved One’s Employer
- Time-sensitive: If your loved one was employed, notify their employer promptly.
- Benefits: The employer will guide you on how to handle any life insurance benefits, pension, or final paychecks.
5. Secure the Home and Property
- Time-sensitive: If your loved one lived alone, make sure to secure their home to prevent theft or damage. This includes locking doors, safeguarding valuables, and handling any pets or perishable items.
- Utilities: You may need to ensure utilities (like electricity and water) are still active if someone will be living in or managing the home.
6. Notify Medical Professionals
- Time-sensitive: Inform your loved one’s doctors and healthcare providers of the passing. If your loved one was receiving ongoing treatment, cancel appointments and prescriptions.
7. Locate Legal Documents
- Urgency: Locate your loved one’s will, living will, or trust documents to determine their final wishes and the executor of the estate.
- Safe deposit boxes or home safes might contain these documents. If you don’t know where the will is, contact their lawyer.
- Contact the executor (if you are not the executor) to begin the process of estate settlement.
8. Arrange for the Care of Dependents or Pets
- Urgency: If your loved one had children, dependents, or pets, make immediate arrangements for their care.
- Legal guardian: If children are involved, check if a legal guardian was named in the will.
9. Contact Insurance Companies
- Urgency: Notify any life insurance companies to begin the claims process. You will need a copy of the death certificate for this.
- Also, contact health, home, and auto insurance providers to update or cancel policies.
10. Notify Financial Institutions
- Urgency: Contact your loved one’s banks, credit card companies, and financial institutions to notify them of the death and freeze accounts if needed.
- Provide a copy of the death certificate and follow up on any joint accounts, loans, or pending payments.
11. Notify Government Agencies
- Social Security Administration (SSA): Notify the SSA to stop benefits and apply for any survivor benefits if eligible. If your loved one was receiving Social Security, this must be done immediately to avoid overpayments.
- Veterans Affairs (VA): If your loved one was a veteran, contact the VA to discuss burial benefits and other possible entitlements.
- Medicare or Medicaid: Inform these agencies to stop services and payments.
12. Cancel or Transfer Utilities and Services
- If the home will remain vacant or if you plan to sell it, contact utility companies to cancel or transfer services(e.g., electricity, water, internet).
- Cancel subscriptions: End subscriptions such as cable, phone plans, or streaming services that are no longer needed.
13. Settle Debts and Notify Creditors
- Work with the executor of the estate to identify and settle debts such as credit cards, loans, or other outstanding payments.
- Notify creditors of your loved one’s passing. Provide the death certificate and work with the estate to settle the debts.
14. Redirect Mail and Notify the Post Office
- Redirect mail: File a change of address with the post office to forward your loved one’s mail to the executor or family member handling the estate. This helps to prevent mail from piling up and ensures that important documents are not missed.
- Keep track of bills and other mail that may need to be addressed.
15. Contact the Probate Court (If Needed)
- If your loved one had a will, it will likely need to be filed with the probate court. Probate is the legal process by which assets are distributed and debts are paid.
- If there is no will, the court will appoint an administrator to settle the estate.
16. Manage Digital Accounts and Social Media
- Urgency: Consider your loved one’s online accounts (social media, email, banking, etc.). Many platforms allow for the account to be memorialized, transferred, or closed. Contact individual companies to request closure or access to these accounts.
17. Deal with Vehicle Registrations and Titles
- If your loved one owned vehicles, you will need to transfer ownership or sell the vehicles. Contact the Department of Motor Vehicles (DMV) to update or transfer vehicle registrations and titles.
18. File Final Taxes
- Work with an accountant or tax advisor to file your loved one’s final income tax return. The executor is responsible for filing any final federal or state tax returns and settling any tax liabilities.
Recap of Key Time-Sensitive Steps:
- Notify family, friends, and your loved one’s employer.
- Obtain multiple copies of the death certificate.
- Arrange the funeral or memorial service.
- Secure the home, property, and dependents.
- Notify insurance companies, financial institutions, and government agencies.
- Locate the will and legal documents to begin the estate settlement process.
By following these steps in order of urgency, you’ll be able to manage your loved one’s affairs in an organized way, ensuring that both legal and financial responsibilities are met while honoring their final wishes.