A Guide for Survivors

INDEX

Page

Foreword . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Immediate Decisions and Arrangements Connected with Death . . . . . . . . . . 4

Funeral Related Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6

Legal and Financial Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Notifying PERS, Social Security and VA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Useful Phone Numbers and Web Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

General Checklist of Things to do at Time of Death . . . . . . . . . . . . . . . . . . . . 10

Whom to Notify (Form A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-12

Burial or Cremation (Form B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Obituary (Form C) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-16

Certificate of Death Information (Form D) . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Copies of Death Certificates Needed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Funeral/Memorial Service (Form E) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Records Inventory (Form F) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Sample Letter to Survivor (Letter A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Sample Letter to PERS (Letter B) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Sample Letter to Life Insurance Company (Letter C) . . . . . . . . . . . . . . . . . . . 23

Sample Letter to Federal Retirement Programs (Letter D) . . . . . . . . . . . . . . . 24

Additional Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

FOREWORD

This guide was compiled with two purposes in mind:

To help you organize information so your survivors can better carry out your wishes with complete and accurate information.

To assist your family members or other survivors in arranging for your burial or cremation and handling the legal and financial matters connected with death.

At the time of death, survivors often experience great emotional stress which is heightened by the need to find information and make decisions. This guide provides a place to record your personal information, what action you would like taken, and where you keep important papers that are needed at time of death.

Although death is never easy to discuss, completing this guide may make it easier to discuss with the family member or members most likely to make arrangements following your death. This will also provide them an opportunity to ask questions.

You are welcome to make copies of this guide for other family members or friends to assist them in making their own plans.

Completing this guide in pencil will make it easy to record changes as they occur.

INTRODUCTION

This guide has been divided into three parts:

A discussion/explanation of some tasks surrounding death of a loved one (pages 4-10)

Forms that can be completed to aid the survivor in completing these tasks (pages 11-20)

Sample letters which may be copied (pages 21-24)

In this guide it is not possible to cover all decisions which must be made, particularly those concerning the funeral or memorial service. Since some of these decisions are influenced by religious affiliation, it may be beneficial to contact the church beforehand to learn of any information available to assist in planning. In addition, most funeral homes have some written information that may be helpful.

Although some death-related costs are discussed in this manual, it is impossible to make an accurate estimate of the expenses. Some prices are mentioned in the section “Funeral Related Expenses.” However, they should not be considered reliable for planning as there are too many variables and changes in prices. These prices are included to lessen the shock some persons experience if they have not had previous experience in making funeral arrangements.

It is important that one or more persons close to you know that you have completed this guide. You may want to discuss it with them to insure their understanding of your wishes. Also tell them where this guide is kept so it will be available when needed. A letter has been provided (Sample Letter to Survivor-Letter A) for you to complete and give to them. Providing the location in writing is preferable to oral directions.

Immediate Decisions and

Arrangements Connected with Death

Immediately following death (usually within 48 hours) many decisions need to be made. Some of these decisions and arrangements can be made in advance, easing the burden and stress for survivors as well as assuring that the wishes of the deceased are honored.

It is very important not only to the deceased, but also to close relatives and friends that they are notified personally about a death. Having a list of names and phone numbers of who should be notified is very helpful to the survivors who are making arrangements. Addresses may also be very useful as out-of-town friends and relatives who may not see an obituary should not be overlooked. Groups, organizations and work places where you have been active should be included. These often provide a means of notifying many people. A place to list persons and groups to notify is provided in Form A.

Among the arrangements and decisions which need to be made are:

Select funeral home
Decide on burial or cremation
Select casket, vault or urn for cremation
Decide on type and place of services or memorial as well as planning service
Select clergy, musicians, music, scripture and readers, and information for eulogy
Select and order flowers
Provide obituary for newspaper(s)
Provide information for death certificates
Arrange for reading of the will/trust
Arrange house security during service

Many decisions and arrangements which must be made immediately are detailed under “Funeral Related Expenses” (page 6). An obituary or death notice includes information about one's life and family. Newspapers vary in how much can be included in the article and whether a newspaper staff member writes the article from provided information or if survivors furnish the written article. Some newspapers charge for obituaries.

FUNERAL RELATED EXPENSES

There are many expenses connected with death in addition to the medical concerns. The greatest of these are the services of the funeral home, the casket and vault, and the place of burial.

There is a great variance in how much the services of a funeral home will cost, but even the most economical can be a financial burden, especially when no provision has been made. Payment for most of these services is usually expected prior to actually providing the service. Although most expenses can be paid through the estate, those funds often can not be accessed quickly enough to make payment at time of arrangements unless there is a joint financial account with a survivor. Therefore, a survivor may need to pay for the services and be reimbursed.

The expenses include but are not necessarily limited to:

Funeral home including funeral service
Casket, vault or urn
Cemetery plot, mausoleum
Opening and closing of burial plot
Memorial marker
Clergy
Musicians
Transportation
Motorcycle escort for funeral procession
Flowers
Death certificates
Place of funeral or memorial service (church, temple, funeral home)
Newspaper obituary
Acknowledgment cards and postage

The majority of people in the United States use the services of a funeral home. The cost will vary considerably depending upon the type of services you request from the funeral home. Although specific limited services may be requested, most common is to purchase a packaged service program.

This may include such items as:

Services of funeral director and professional staff to coordinate and direct the service
Transportation of deceased from place of death to funeral home and preparation of body
Use of funeral home facilities for visitation and for services or set-up at a church
Cemetery committal or cremation process
Obtaining and filing legal documents and processing necessary paperwork such as ordering death certificates, notifying the Social Security Administration, processing application to the Veteran's Administration if applicable
Fax obituary to newspaper(s)

Cost of these services, depending on service selected, vary a great deal. Minimum expense, based on 2004 prices, will probably be at least $1,000 with “typical” or “average” services costing $4,000 or more.

Another major expense is the cost of casket and the grave liner or burial vault. Prices vary considerably. Funeral homes will show you caskets and prices to help you with your planning. Expect to pay $2,000 to $4,000 (2004 prices) for a casket although you may be able to purchase one for less. The outer burial container (grave liner or burial vault) can range from $500 to $2,600 or more (2004 prices). Cremation is less expensive and price varies by funeral home.

Grave markers often are purchased later if there isn't an existing one on the grave site.

With many types of services and choices to be made, the cost of a funeral and burial vary considerably. Funeral homes are willing to explain costs and options to help you plan.

According to a 2001 survey of 497 members of the National Funeral Directors Association, the average price of a funeral was $6,130. This did not include cemetery charges such as the plot, opening-closing grave, monument or marker.

LEGAL and FINANCIAL PLANS

People have many choices for outlining financial decisions and health-care choices. They can be put in place long before needed.

The two most popular mechanisms for care during a person's lifetime are a Power of Attorney and an Advance Directive. People usually want a power of attorney that covers bank transactions and selling or buying property. Occasionally a person will divide the duties of a power of attorney among family members.

People often make a will to go along with these, ensuring their wishes are implemented. Since a will goes through probate, it will take a minimum of six months to be executed. The attorney's fees are based in part on the size of the estate, taking a percentage of the estate.

Moving your property into a living trust is a financial alternative to a will. You can appoint yourself the trustee, enabling you to retain control of the property. It can save the cost and time delays involved in probate. An alternate person is named to manage the trust if you are incapacitated.

When someone becomes incapacitated without legal plans, family members have options, but they are more difficult and costly. They can file papers with the circuit court seeking to have someone appointed conservator, whom the court then supervises. The courts also can appoint someone as guardian for the ill person.

At the time of death, the funeral home personnel will have you assist them in completing the information required for completing the death certificate (Form D). They will also guide and help you with the needed information and procedure for dealing with Social Security and the Veterans Administration.

If you have a safe deposit box, it is important for a survivor to know where it is located and where the key is kept.

It is recommended that a listing of your life insurance and investment policies names and numbers be in the safe deposit box, but the policies be kept in some other location.

A suggested Records Inventory is included in this guide as Form F. Complete it in pencil and use it as a work sheet. Store the copies in your emergency evacuation box, safe deposit box and at another location away from your home. Update the list once a year.

There is a more extensive guide available from Oregon State University Extension Service titled “Where Are Your Valuable Papers?”

NOTIFYING PERS, SOCIAL SECURITY and VA

Public Employees Retirement System (PERS)

After the death of any person receiving PERS benefits, the PERS office should be notified by phone. The call should be followed by a letter and photocopy of the Death Certificate (Letter B). PERS will then determine any death benefits due the survivor.

Social Security

The funeral home will notify the Social Security Administration office of the death. The survivor should call the Social Security office for an appointment. The local office prefers to meet personally with the survivor. Prior to the appointment, the survivor should ask what documents are needed such as divorce papers, birth certificate, etc.

Veterans Administration

The funeral home will notify the Veterans Administration of the death of a known veteran. Therefore, when meeting with the funeral director, the survivor should have the veteran's discharge papers.

The Veterans Administration should be contacted by phone for further information concerning benefits.

Useful Phone Numbers and Web Sites

Oregon State University Extension Service

“Where Are Your Valuable Papers?”

Publication EC 1234

Reprinted November 1999

http://eesc.orst.edu/agcomwebfile/edmat/html/EC/EC1234.html

GENERAL CHECKLIST of THINGS TO DO at TIME of DEATH

Contact funeral director
Notify:

Relatives and friends.
Organizations. .
Employer/former employer

Locate and refer to will/trust for any special instructions
Meet with funeral director:

Obtain /order copies of Certified Death Certificate from director
Arrange service including type and location
Select casket/vault/urn
Select clergy to officiate at service
Select music and musicians
Provide written obituary or information for obituary
Arrange contact with cemetery/crematory
Arrange visitation time

Purchase burial property if not done prior to death
Select/purchase flowers
Arrange for someone to stay in home during funeral to avoid break-in
Locate important papers (see Form F)
Contact local life insurance agent or home office of insurance company
Obtain legal advice from an attorney
Contact the nearest Veterans Administration office or write to regional office if decedent is a veteran
Notify the Office of Personnel Management if decedent was a U.S. government employee
Notify Public Employees Retirement System if decedent was receiving PERS benefits
Contact the nearest Social Security office if decedent was receiving Social Security payments
Make photocopies of all forms, documents or letters sent out (in case of loss or delay)
Send all correspondence by “Certified Mail-Return Receipt Requested”
Select and purchase grave marker
Send acknowledgement notes for flowers, memorial gifts, and other gifts or services
Gather and pay all current bills

Whom to Notify

Form A

Page 1 of 2

Immediately following death there are individuals as well as organizations and businesses to notify. The information below will help survivors make the appropriate contacts.

Doctor _______________________________________________ Phone _______________________

Address __________________________________________________________________________

Doctor _______________________________________________ Phone _______________________

Address __________________________________________________________________________

Dentist _______________________________________________ Phone _______________________

Address __________________________________________________________________________

Funeral home _________________________________________ Phone _______________________

Address __________________________________________________________________________

Relatives

Name Phone Relationship

Friends

Name Phone Relationship

Form A

Page 2 of 2

Employer/former employer(s)

Name _____________________________________________________ Phone___________________

Address _________________________________________________________________________

Name _____________________________________________________ Phone___________________

Address _________________________________________________________________________

Organizations (religious, civic, etc.)

Church _____________________________________________________ Phone _________________

Name of Pastor ___________________________________________________________________

Address _________________________________________________________________________

Veterans Administration _______________________________________ Phone _________________

Name of organization _________________________________________ Phone _________________

Address _________________________________________________________________________

Name of organization _________________________________________ Phone__________________

Address _________________________________________________________________________

Name of organization _________________________________________ Phone _________________

Address _________________________________________________________________________

Burial or Cremation

Form B

Burial

Name of cemetery ___________________________________________________________________

Location of cemetery _________________________________________________________________

Location of lot or crypt if already purchased ______________________________________________

Location where deed to lot is kept _______________________________________________________

Cremation

I would like the following disposition of my remains: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Name of cemetery for burial or placement in a mausoleum

____________________________________________________________________________________________________________________________________________________________________

Funeral Arrangements

___ I have made advance funeral arrangements with ________________________________________ funeral home.

___ I have not made advance funeral arrangements.

Obituary

Form C

Page 1 of 3

The following will be helpful in writing the obituary:

Full name __________________________________________________________________________

Name before marriage ________________________________________________________________

Date and place of birth _______________________________________________________________

Father's name _______________________________________________________________________

Mother’s name ______________________________________________________________________

Previous residences:

(City/state and dates) ____________________________________________________________________________________________________________________________________________________________________

Married to _________________________________________________________________________

Date and location of marriage __________________________________________________________________________________Previous marriage(s) and year of divorce/death ____________________________________________

Military service:

(branch of service, dates of service, rank, where stationed, achievements)

Education:

High school ___________________________________________________Graduated ___Yes ___No

College(s) ___________________________________________________ Degree(s) ______________

____________________________________________________________________________________________________________________________________________

Form C

Page 2 of 3

Employment history:

__________________________________________________________________________________

Children:

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Spouse ________________________________________ Children ____________________________

__________________________________________________________________________________

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Spouse ________________________________________ Children ____________________________

__________________________________________________________________________________

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Spouse ________________________________________ Children ____________________________

__________________________________________________________________________________

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Spouse ________________________________________ Children ____________________________

__________________________________________________________________________________

Number of grandchildren ___________ Number of great-grandchildren __________

Brothers and sisters:

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Form C

Page 3 of 3

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Name Relationship

__________________________________________________________________________________

Address ___________________________________________________________________________

Memberships in organizations ____________________________________________________________________________________________________________________________________________________________________

Special achievements or honors ____________________________________________________________________________________________________________________________________________________________________

Church ____________________________________________________________________________

Time and place of funeral/memorial service _______________________________________________

Time and place of viewing ____________________________________________________________

Hobbies:

Memorial contributions may be made to:

Certificate of Death Information

Form D

(This is information you will need to provide the funeral home.

The funeral home will complete the Certificate of Death.)

Name______________________________________________________________________________

(First) (Middle) (Last)

Social Security number ____________________________________ Sex ______ Male _____ Female

Birthplace _________________________________________________________________________

(City and State of Foreign Country)

Date of birth______________________________ Date of death ______________________________

Served in U.S. Armed Forces: ______Yes _____ No Branch of service _______________________

Usual occupation ____________________________________________________________________

(Give kind of work done during most of working life. Do not use retired.)

Kind of Business/ industry ____________________________________________________________

Marital status ________________________________ Spouse ____________________________

(Married, Never Married, Widowed, Divorced. Specify)

Residence __________________________________________________________________________

(Street and Number)

__________________________________________________________________________________

(City, Town or Location) (State) (Zip) (County)

Inside city limits _____ Yes ______ No

Was decedent of Hispanic origin? __No ___Yes ___________________________________________

(If yes, specify Cuban, Mexican, Puerto Rican, etc.)

Race ______________________________________________________________________________

(Specify American Indian, Black, White, etc.)

Education __________________________________________________________________________

(Elementary/Secondary (K-12)

Education __________________________________________________________________________

(College (1-4 or 5+)

Father's name _______________________________________________________________________

(First) (Middle) (Last)

Mother's name ______________________________________________________________________

(First) (Middle) (Maiden)

Informant's name and relationship to deceased ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

COPIES of DEATH CERTIFICATES

Certificates of death are needed for many legal and business concerns. In some situations a photocopy or fax of the certificate may be satisfactory. In other cases an original certificate is required. Whether a certified copy or a photocopy is required may depend upon several variables. In some situations an original may be required if the certificate is mailed, but if it is hand delivered the person accepting the certificate may make a copy and return the original.

Due to personal preferences, it is difficult to make a list of which situations require a certified copy and when a copy is acceptable. Therefore, the list below should be considered only a guide. There may be situations when a “copy” will be acceptable or when “original” is indicated on a document. It is recommended that the funeral director be consulted as he/she may know what the current practice is for a particular locale.

Agency/business requiring Certificate Certified Copy Photocopy

Social Security (sent by funeral home)
PERS (Public Employees Retirement System) X
Veterans Administration (sent by funeral home)
U.S. Office of Personnel Management X
Life insurance (varies with companies) X X
Other insurances X X
Motor vehicle title
Banks and financial institutions X
Stocks/Bonds X
Title and deeds to property (Office may make X

copy and return original to you)

Home mortgages X
IRA (Individual Retirement Account) X
Pensions X
Attorney X
CPA (certified public accountant) X

NOTE: There are a variety of financial holdings. Each of these may require an original death certificate. However, most stock and bond brokers or other financial institutions will require only one original death certificate regardless of the number of different stocks, bonds, or other investments held through their business institution.

Funeral/Memorial Service

Form E

Location ___________________________________________________________________________

Person officiating ____________________________________________________________________

Organist ___________________________________________________________________________

Vocalist(s) _________________________________________________________________________

Vocal selections _____________________________________________________________________

__________________________________________________________________________________

Scripture readings____________________________________________________________________

Other wishes/instructions (including choices of readers, casket bearers, etc.)

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Records Inventory

Form F

Please list where each of the following are located:

Record Location __________________________________________________

Birth certificate __________________________________________________

Marriage certificate __________________________________________________

Adoption papers __________________________________________________

Divorce papers __________________________________________________

Citizenship papers __________________________________________________

Passport __________________________________________________

Will __________________________________________________

Power of Attorney __________________________________________________

Health care advance directive __________________________________________________

Trust documents __________________________________________________

Social Security records __________________________________________________

Military and veterans records __________________________________________________

Insurance policies __________________________________________________

Bank books and statements __________________________________________________

Retirement account statements __________________________________________________

Investment records __________________________________________________

Employee benefit information __________________________________________________

Tax returns __________________________________________________

Home improvement records __________________________________________________

Car titles, registrations __________________________________________________

Property deeds __________________________________________________

Other important papers __________________________________________________

__________________________________________________

Sample Letter to Survivor

Sample Letter A

Date

Dear (person letter is to be addressed):

As a follow up to our recent discussion concerning arrangements following my death, I want you to know that “A Guide for Survivors” is located ___________________________________________. It provides information needed to file legal documents at the time of my death as well as the location of important records.

Thank you for agreeing to assume this responsibility.

Sincerely yours,

___________________________________

(Signature)

Sample Letter to PERS

Sample Letter B

Date

PERS

PO Box 23700

Tigard, OR 97281-3700

Attention: Death Benefits

The enclosed copy of a death certificate is for, ________________________________, Social Security

Name of deceased

number _______________________, who died ___________________________________________.

Date of death

Since he (she) has had his (her) checks direct deposited to ___________________________________

Bank/Financial Institution

in __________________________________________, I have asked the bank to return any future City, State Zip

checks which it receives. I have notified your office by phone of this death.

Sincerely,

________________________________________________

Signature

________________________________________________

Type or Print Name

________________________________________________

Type or Print Address

Sample Letter to Life Insurance Company

Sample Letter C

Date

Name of Insurance Company

Name of Agent if available

Address

Re: Death of Policy Holder

This is to advise of the death of the policy holder listed below. Please forward to the beneficiary listed below the necessary instructions required to submit a claim for proceeds of this policy and the options of settlement. Also, it would be appreciated if you would check your files for any other coverage the decedent had with your company.

Name of deceased ___________________________________________________________________

Residence at time of death _____________________________________________________________

Date of death __________________________ Date of birth _________________________________

Social Security number _______________________

Insurance policy number(s) ____________________________________________________________

Beneficiary(s)_______________________________________________________________________

Residence of beneficiary(s) ____________________________________________________________

__________________________________________________________________________________

Sincerely,

______________________________________________

(Signature)

______________________________________________

(Relationship to Deceased)

______________________________________________

(Print Name)

______________________________________________

(Print Address)

(Send this letter “Certified Mail - Return Receipt Requested”)

Sample Letter to FEDERAL RETIREMENT PROGRAMS

Sample Letter D

Date

US Office of Personnel Management

Employee Service and Records Center

Boyers, PA 76017

Re: Death of Annuitant

This is to advise of the death of the following annuitant:

Name of deceased ___________________________________________________________________

Residence at time of death _____________________________________________________________

Date of death __________________________ Date of birth __________________________________

Social Security number ____________________________ CSA number _______________________

Eligible survivor ____________________________________________________________________

Address of survivor __________________________________________________________________

__________________________________________________________________________________

Please forward to above-named eligible survivor applications for survivor benefits, including benefits under the Federal Employees Group Life Insurance program (if decedent was covered under this program).

A certified copy of the Certificate of Death will be forwarded with each application for survivor benefits.

Sincerely,

______________________________________________

(Signature)

______________________________________________

(Relationship to Deceased)

______________________________________________

(Print Name)

______________________________________________

(Print Address)

Additional Notes