When someone you love dies, the paperwork can feel like too much. You are grieving, and people keep asking for forms, numbers, and copies. It is okay to go slowly.
This list covers the common tasks in the first few weeks. You do not have to do them all at once, and you do not have to do them alone. Where a task needs a legal or tax answer, we point you to the right kind of professional.
Start with the death certificate
Most offices will ask for a certified copy of the death certificate. In Pennsylvania, the easiest way is to ask the funeral home to order copies for you when the death happens. You can also order later. The state's only approved online vendor is VitalChek, and each certificate costs $20, plus a $10 service fee for online orders. (Pennsylvania Department of Health)
Close family members, the estate's legal representative, and a few others can order a copy. Check the state's list of who can order before you apply.
A simple tip: ask for more copies than you think you need. Banks, insurers, and other offices often want their own.
Social Security and Medicare
Funeral homes usually report the death to Social Security. Give the funeral director the person's Social Security number so they can do it. If no funeral home is involved, call Social Security at 1-800-772-1213 (TTY 1-800-325-0778). They do not take death reports online. (SSA: When someone dies)
Social Security tells Medicare for you. (USA.gov)
If the person got Social Security benefits, the payment for the month of death and any later months must be returned. If it came by direct deposit, ask the bank to send it back. If it came by check, do not cash it. (SSA survivors booklet)
A surviving spouse or child may be able to get a one-time payment of $255. You must apply within 2 years of the death. (SSA: Lump-sum death payment) Family members may also be able to get survivors benefits. Ask Social Security when you call.
Other places to tell
USA.gov lists the main offices to contact. For most of them, you will need the person's Social Security number and a certified death certificate. (USA.gov: Agencies to notify)
- The Department of Veterans Affairs, if the person was a veteran (burial and survivor benefits)
- The Office of Personnel Management, if the person was a federal worker or retiree
- The state office that handles benefits like SNAP or Medicaid, to stop payments
- Banks, credit card companies, and the credit bureaus
- Utilities, memberships, and subscriptions
Keep a simple log as you go. Write the date, who you spoke with, and what they said. It saves a lot of repeat calls.
The will and the estate in Pennsylvania
In Pennsylvania, estates go through the Register of Wills in the county where the person lived. The Register probates wills and appoints someone to handle the estate, with or without a will. In Chester County, the office is at 201 West Market Street, Suite 2200, West Chester. Call 610-344-6335. Estate filings are by appointment only. (Chester County Register of Wills; Probate general information)
This is a good point to talk with an estate attorney. They can tell you what the estate needs and who should sign what.
Pennsylvania inheritance tax
Pennsylvania has an inheritance tax. The rate depends on who receives the property. (PA Department of Revenue)
- 0% to a surviving spouse, or to a parent from a child age 21 or younger
- 4.5% to children, grandchildren, and other direct descendants
- 12% to brothers and sisters
- 15% to other heirs (most charities are exempt)
The tax is due at death and becomes late 9 months after the death. If it is paid within 3 months, there is a 5% discount. (PA Department of Revenue) A tax preparer or estate attorney can tell you what applies to your family.
Taxes and debts
Someone needs to file the person's final federal income tax return. This is usually the surviving spouse or the person named in the will or by a court. The same deadlines apply as for anyone else. The IRS does not need a copy of the death certificate with the return. (IRS)
What about the bills? The FTC says family members usually do not have to pay a relative's debts from their own money. Debts are paid from the estate. There are exceptions, like if you cosigned a loan. (FTC: Debts and deceased relatives) If a debt collector calls, it is fine to ask them to send everything in writing, and to check with the estate attorney before you pay.
Take care of yourself, too
You do not have to finish this list in a week. Many tasks can wait until you have rest and help. Pick one or two things a day.
If the grief feels like too much, you can call or text 988 any time, day or night, to reach the 988 Suicide & Crisis Lifeline. You can also chat at 988lifeline.org. It is free and private.
How Vita Advocate can help
If you would like a calm partner for this part, we can help you sort papers, make a list of calls, and keep track of what is done. Learn about our support after a loss and our help with paperwork and daily tasks. Vita Advocate provides non-clinical support and does not offer medical, legal, or financial advice.
Sources
- Pennsylvania Department of Health - Request a death certificate
- Social Security - When someone dies
- Social Security - What should I do when someone dies?
- Social Security - Lump-sum death payment
- Social Security - Survivors benefits (Publication 05-10008)
- USA.gov - Agencies to notify when someone dies
- Chester County - Register of Wills FAQ
- Chester County - Probates general information
- Pennsylvania Department of Revenue - Inheritance tax
- IRS - Filing a final federal tax return for someone who has died
- FTC - Debts and deceased relatives
- 988 Suicide & Crisis Lifeline
This guide shares general information from the sources above, checked on the date shown. Rules and phone numbers can change, so please confirm with the agency.