After a Loss: A Gentle Guide to Navigating the First Steps

A message from our team: Losing someone you love is one of life’s most difficult experiences. While no guide can take away your grief, we hope this resource brings a sense of clarity and calm during this overwhelming time. You are not alone. We are here to support you with compassionate guidance every step of the way. In this guide, we tried covering all stages of someone passing. Bear in mind that some may not apply to you.

The First 24 Hours: Gentle Guidance for Urgent Moments

Legal Pronouncement of Death
Before you can begin handling any arrangements, a licensed physician or coroner must legally pronounce the death. This official step allows you to obtain a death certificate, which will be needed for many other tasks.

• If your loved one passed away in a hospital, hospice, or nursing facility, the staff will typically take care of this for you.
• If the death occurred at home or in a non-medical setting, you’ll need to call 911 or your loved one’s doctor or hospice provider. Emergency responders will guide you through the next steps and ensure the legal pronouncement is made.

We know how difficult this moment can be. Please know that you are not alone, and professionals will help walk you through these early steps
Secure Property, Pets, and Important Documents
It’s okay to take this step slowly but try to secure your loved one’s home and belongings when you can.
This may include:

• Locking up the residence and any vehicles
• Arranging immediate care for any pets
• Gathering important documents such as wills, trusts, financial records, and insurance policies

These documents will be helpful when it’s time to settle the estate and manage financial accounts.
Begin Making Funeral or Memorial Arrangements
If no pre-arrangements were made, contact a local funeral home or cremation service. They can assist with transportation, planning, filing for death certificates, and publishing obituaries.

Whether you’re planning a traditional funeral or a more flexible celebration of life, here are a few steps to consider:

• Choose a funeral home or cremation provider
• Set a date and location for the service
• Draft an obituary or memorial post
• Begin notifying family and friends

When you go to the funeral home, bring:
• Burial or Final Expense insurance policies (to assist with payment)
• A recent photo of your loved one (for obituary or ID)
• Military Discharge Papers (DD-214), if applicable (for military honors)
• Preferred burial attire

Take your time. These arrangements don’t all need to be finalized right away. Choose what feels meaningful and manageable. Allow space for your family to come together when the time is right.

Within the First Few Days

Order Death Certificates
These are needed for life insurance claims, closing accounts, and transferring assets. Order 10–15 certified copies (cost: $10–$25 each). Request through the funeral home, the county’s vital records office, or services like VitalChek. You’ll need valid photo ID and proof of legal authority.
Notify Social Security
If your loved one was still working, you’ll want to contact their employer when you feel ready. A call to the Human Resources department or supervisor is a good first step.

They can help guide you through the next pieces, such as:
• Requesting any final paychecks or unused vacation payouts
• Understanding benefits like group life insurance, retirement plans, or stock options
• Returning any company equipment (laptops, phones, ID badges, etc.)
• Updating internal records and notifying coworkers, if desired

This can be an emotional call, especially if the workplace was meaningful to your loved one. It’s okay to ask a trusted friend or family member to help with this step, or to take your time. Employers are often very understanding and can walk you through the process gently.

Protecting What Matters: Property & Legal Documents
Locate the Will and Begin Reviewing Legal Documents
If a will exists, contact the named executor or an estate attorney. They can help begin the probate process. If there is no will, the estate will be handled according to your state’s laws. Continue organizing important documents and creating a list of known accounts, properties, or outstanding debts.

Financial Accounts & Notifications (Some Can Wait)
Notify Financial Institutions and Service Providers
Start by listing your loved one’s financial relationships—banks, credit cards, mortgage lenders, investment firms, insurance providers, and utilities. When you’re ready, begin contacting them to notify them of the death. You’ll often be asked to provide a certified death certificate and paperwork proving your legal authority (such as executor paperwork). We’re here to help you understand what to expect and assist you with this process.
Cancel or Transfer Utilities and Subscriptions
In the weeks following, begin closing or transferring accounts such as:
• Utilities (gas, electric, water, trash)
• Internet, cable, and phone
• Streaming services or digital subscriptions
• Memberships (clubs, gyms)

Keep a record of all changes. This step doesn’t need to happen right away, so give yourself time.

Within the First Few Weeks

Meet with a Financial Advisor
When you’re ready, schedule a meeting with us. We’ll help you:
• Retitle or transfer financial accounts
• Make beneficiary claims
• Plan for required distributions from retirement accounts
• Understand potential changes to income and taxes

This conversation can be reassuring and help you move forward one step at a time.

What to Expect in the Coming Tax Season

Final Income Tax Return (Form 1040)
A decedent’s final income tax return is filed on the same form that would have been used if the taxpayer were still alive. The filing deadline is April 15 of the year following the taxpayer’s death, the same deadline that applies for individual income tax returns.

The personal representative must file the final individual income tax return of the decedent for the year of death, and any returns not filed for preceding years (if required to be filed). If an individual dies after the close of a tax year but before the return for that year is filed, the return for that year will not be the final return. The return for that year will be a regular return, and the personal representative must file it.
Personal Representative or Executor
When a person dies, a personal representative (an executor or administrator appointed by the court), will typically manage the state and settle the decedent’s final financial affairs. If there is no executor or administrator, another person with possession of the decedent’s
property may act as the personal representative. If a probate court proceeding is necessary, the judge will appoint an executor if one is not named in the decedent’s will. A trustee can also administer the affairs of a deceased individual if the deceased individual had a valid trust at the time of their passing.

The personal representative is also responsible for determining any estate tax liability before the estate's assets are distributed to beneficiaries. The tax liability for an estate attaches to the assets of the estate itself. If the assets are distributed to the beneficiaries
before the taxes are paid, the beneficiaries or the executor may be held liable for the tax debt, up to the value of the assets distributed.

After the taxpayer dies, the following tax returns may need to be filed by the personal representative
• Form 1040: Final income tax return for the decedent (for income received before death).
• Form 1041: U.S. Income Tax Return for Estates and Trusts: Fiduciary income tax returns for the estate for the period of its administration.
• Form 706: United States estate (and Generation-Skipping Transfer) Tax Return: if the gross estate exceeds the applicable threshold this return is used to report tax on the taxable estate (the gross estate minus certain deductions).

The personal representative (including a trustee) or executor must sign each required return. A personal representative should sign the decedents final income tax return as “Personal Representative”.

IRS Form 56, also known as the Notice Concerning Fiduciary Relationship, is an essential form to file to inform the IRS of the creation (or termination) of a fiduciary relationship for another party. An executor should submit the form to establish their authority to act on
behalf of the estate. This form should be filed as soon as the estates EIN is received, as it ensures the executor will receive any important notices from the IRS. If the taxpayer's final income tax return is a joint return, then the surviving spouse would
sign as “surviving spouse” without the need to file form 56 for the final 1040 (joint) return that includes the deceased spouse. The executor or “personal representative” must include fees paid to them from an estate in their gross income. Fees paid to a trustee of a trust that is administering the affairs of a deceased individual will also be gross income to the trustee. If the executor is not “in the business” of being an executor (for instance, the executor is a friend or family member of the deceased), these fees are reported on the executor’s individual form 1040, as “other income” on Schedule 1. This is to give you an idea of what to expect. There may be other requirements for circumstances such as business owners and IRD to name a few. We highly recommend consulting an Enrolled Agent or Certified Public Accountant who is familiar with final tax returns and estate taxes.

Wills, Trusts, Healthcare Directives and POAs

Our clients now have access to a modern, secure, and attorney-designed estate planning experience, integrated directly into your broader financial picture. The offering includes essential estate planning documents such as wills, trusts, powers of attorney, and healthcare directives, all accessible online and built to evolve with your lives.

Learn more

FAQ

Do I need to rush these tasks?

Only a few actions—like funeral arrangements and securing the home—require immediate attention. Most financial and administrative tasks can wait 2–4 weeks, giving you space to grieve and process.

Who can help me?

You don’t have to do this alone. Consider speaking with:

Team Hines Remer for account transitions, insurance, RMDs and to discuss your estate planning documents such as a Will, Trust, Healthcare Directive, Power of Attorney and Guardianship
An estate attorney for legal matters and probate
Social Security and pension offices for benefits
A grief counselor or support group for emotional support

What about digital accounts?

Close or manage digital accounts like email, phone plans, and subscriptions. Legal authority such as a death certificate and executor designation may be required.

Is there anything that needs to be done regarding taxes?

Yes. Please reach out to us to discuss your unique situation.

Emotional & Practical Support

Grief can be overwhelming, and it’s important to care for yourself as you navigate these changes. Consider reaching out to a grief counselor or support group—many communities and online platforms offer free or low-cost services. Don’t hesitate to lean on your trusted circle of family and friends. Most importantly, give yourself permission to slow down. Not everything needs to be done right away, and it’s okay to take things one step at a time.

Our Commitment to You

Team Hines Remer is here for you with guidance, resources, and heartfelt support. Please don’t hesitate to reach out. We are honored to support you during this time of transition.

When A Loved One Passes