The “What If?” Estate Planning Checklist: Essential Documents Your Loved Ones Should Be Able to Find
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No one plans for a medical emergency. No one expects to become suddenly incapacitated. And while none of us like to think about what would happen if we passed away unexpectedly, those moments are exactly when having important information organized matters most.
When an emergency strikes, it’s not the time to start searching for insurance policies, healthcare directives, account information, or important legal documents. Preparing ahead of time can help reduce confusion, ease stress, and give your loved ones one less thing to worry about during an already difficult time.
An estate planning checklist can help with more than preparing a will. It can also help make sure the people you trust can easily find important information if you’re unable to communicate your wishes or manage your affairs.
Even if you never need it during an emergency, keeping these documents organized is simply good recordkeeping. It can make routine updates easier, help you stay on top of beneficiary designations and other important records, and give you peace of mind knowing everything is current and easy to find.
For Civilian Federal Employees and their families, this checklist can help organize essential documents, Federal benefits information, and other records loved ones may need during life’s unexpected moments.
1. Your Personal Information
- Full legal name
- Date of birth
- Social Security card or secure storage location documented
- Driver’s license
- Passport
- Birth certificate (including the location of the original)
- Marriage certificate, divorce decree, or adoption records (if applicable)
2. Emergency Contact Information
- Primary emergency contact
- Secondary emergency contact
- Close family members
- Trusted friend or neighbor
- Attorney (if applicable)
- Financial advisor or accountant (if applicable)
- Employer Human Resources contact
3. Insurance Information
- Life insurance policies
- Health insurance information
- Disability insurance
- Homeowners or renters insurance
- Auto insurance
- Umbrella or other insurance policies (if applicable)
Why it matters: Your loved ones should know what coverage you have, where policy information is stored, and how to begin the claims process if needed.
4. Federal Benefits
- Thrift Savings Plan (TSP) and other retirement account information (such as a 401(k) or IRA)
- Federal retirement information
- FEGLI and/or WAEPA life insurance information (if applicable)
- Beneficiary designations
- Agency benefits contacts
Remember: Beneficiary designations for retirement accounts and life insurance generally take precedence over instructions in a will. Review them regularly to make sure they’re current and reflect your wishes.
5. Financial Accounts and Obligations
- Bank accounts
- Credit cards
- Investment accounts
- Mortgage information
- Vehicle loans
- Other outstanding debts
- Property deeds
- Vehicle titles
- Safe deposit box information and location
- Recurring bills, automatic payments, and subscriptions
6. Estate Planning & Legal Documents
- Last Will and Testament
- Trust documents (if applicable)
- Durable Financial Power of Attorney
- Healthcare Power of Attorney
- Living Will / Advance Healthcare Directive
- Guardianship documents (if applicable)
Why it matters: These documents communicate your wishes and identify who is authorized to make financial or healthcare decisions if you’re unable to do so yourself.
Related Resource: Federal Estate Planning Guide >
7. Medical Information and Preferences
- Primary care physician contact information
- Specialists’ contact information
- Current medications and dosages
- Allergies
- Blood type (if known)
- Health insurance cards
- Family medical history (such as heart disease, stroke, cancer, diabetes, or other hereditary conditions)
- Organ donor status and preference
- Do Not Resuscitate (DNR) order and other advance care directives
Why it matters: If you’re unable to speak for yourself, these documents can help your loved ones advocate for your care according to your wishes.
8. Digital Information
- Password manager information or instructions for accessing it
- Mobile phone passcode recovery instructions
- Email accounts
- Online banking and financial accounts
- Cloud storage
- Social media accounts
- Digital assets (including cryptocurrency, websites, or online businesses)
For your security: Rather than storing passwords in one place, consider using a trusted password manager and documenting how a designated loved one can access it if necessary.
9. Personal and Final Wishes
- Funeral or memorial preferences
- Burial or cremation preferences
- Religious or cultural preferences
- People you would like notified
- Pet care instructions
- Location of any letters or personal instructions for loved ones
Related Resource: End-of-Life Planning: How to Talk with Loved Ones About Final Wishes >
When Should You Review This Checklist?
Major life changes will likely bring changes to your essential information. A good rule of thumb is to review your information whenever you experience a Qualifying Life Event. This includes events like:
- Marriage or divorce
- Birth or adoption of a child
- Death of a spouse or dependent
- Loss or gain of other qualifying health coverage (such as through a spouse or employer)
- Changes in employment or eligibility
For many Federal benefits, changes must be made within 30 to 60 days of a Qualifying Life Event. Using that same opportunity to review the information in this checklist can help ensure your records stay accurate and up to date.
Related Resource: Qualifying Life Event Checklist: A Comprehensive Federal Benefits & Financial Planning Guide After Major Life Changes >
How to Store Important Documents
There isn’t one right way to organize your important documents, especially as more of our lives move online. Some people prefer a physical binder or fire-resistant safe, while others use secure digital storage or a combination of both.
Whatever system you choose, make sure it is:
- Secure and protected from theft, loss, or damage.
- Organized so documents can be located quickly.
- Accessible to at least one trusted loved one if needed.
- Reviewed and updated regularly.
At a minimum, make sure your loved ones know where your important documents are stored, even if the documents themselves are kept securely elsewhere.
For irreplaceable records, such as birth certificates, passports, or original estate planning documents, consider storing them in a fire-resistant safe, safe deposit box, or another secure location.
Final Takeaways
Estate planning isn’t about expecting the worst—it’s about preparing for the unexpected.
Whether you’re temporarily unable to manage your affairs or your loved ones need to carry out your final wishes, having your important documents organized can help reduce uncertainty and stress.
Completing this checklist is a simple way to practice good recordkeeping, keep your information current, and make life a little easier for the people you care about most.
Explore WAEPA’s estate planning resources for more guidance on organizing important information and planning ahead.
