When a loved one passes away, we are often thrown into an overwhelming blur of grief, decisions, and responsibilities. While we deal with the emotional weight of loss, there are many practical and legal matters that cannot wait, and for those left behind, this can feel especially daunting, particularly when there is little prior experience or guidance.
In this article, we offer a gentle but practical guide to the administrative steps that follow after someone passes away, especially for those encountering the process for the first time. While some of these responsibilities may eventually fall to an executor or legal professional, it’s important to understand what needs to happen and when.
The Funeral and the Estate
Two things usually require immediate attention: making funeral arrangements and initiating the administration of the deceased’s estate.
If the person had funeral cover, this can help ease the financial pressure during the first few days, as these funds are typically made available before the estate is formally wound up. Without such a policy, the family is often left to cover funeral costs personally, which can add strain during an already difficult time.
At the same time, a deceased estate comes into legal existence from the moment the loved one passes away. An executor must be appointed to manage the estate, and even if one is named in the Will, the appointment only becomes official once confirmed by the Master of the High Court. While a private individual may be appointed by the Master to act in this role, it is often recommended to nominate or involve someone with legal expertise, such as an attorney, auditor, or trust company, given the regulatory nature of the task.
The Administrative To-Do List
Even when the executor manages the estate’s formal responsibilities, the family may still need to assist or stay informed. These are key areas that typically require attention soon after a death:
1. Financial Accounts and Subscriptions
It is important for the executor to identify and freeze your loved one’s bank and money market accounts to prevent any unauthorised access. At the same time, debit orders, credit cards, subscriptions, and other automatic payments should be cancelled to avoid unnecessary charges against the estate. Taking these steps early helps protect the estate’s finances and supports smoother administration.
2. Utilities and Property
Services such as electricity, water, internet, telephone, and satellite TV should be transferred or cancelled by the executor as needed. It is also important to notify insurers covering the home, vehicle, or personal possessions to ensure appropriate adjustments. If any property is unoccupied, it should be secured to prevent loss or damage. If your loved one had any pets, then arrangements for their care should be made as well.
3. Notifications to Institutions
A number of organisations should be informed by the executor as soon as possible, including the loved one’s employer, the South African Revenue Service (SARS), banks, pension providers, and any medical aid or life insurers. If applicable, a surviving spouse or child may be able to claim from the Unemployment Insurance Fund (UIF), provided it is done within the allowed timeframe.
Other notifications may include professional associations or clubs the loved one belonged to, cell phone and internet providers, and the local licensing department to cancel a driver’s license. It’s also useful to inform their GP or healthcare providers, both to cancel upcoming appointments and return any equipment that may have been on loan.
4. Educational and Community Contacts
If the loved one was a parent, sibling, or caregiver, the child’s school or teacher should be informed. Community organisations or places of worship should also be notified, especially if the person was an active member.
When Documentation Matters Most
If your loved one left behind a well-organised life file, this can be a valuable resource. A life file typically contains important documents such as ID copies, the Will, insurance policies, medical aid details, property deeds, banking information, and more—all in one place. Having access to this information can spare the family weeks of uncertainty.
Another free and helpful tool is a funeral wishes list. While some individuals include their final wishes in their Will, this document is often only read after the funeral. A separate wishes list allows for clear, upfront guidance on personal matters such as preferences for burial or cremation, organ donation, or other specific arrangements.
Tragically, when these wishes aren’t known in time, misunderstandings can happen. In her interview with Jacaranda FM, Sonja shares a heartbreaking example of families who chose cremation, only to learn later, after reading the Will, that their loved one had wished to be buried. These moments of regret can be avoided with the right documents in place and the family knowing where to find them.
Don’t Forget the Online Life
It’s easy to overlook a person’s digital footprint, but managing a loved one’s online presence has become an important part of the administrative process. This may include closing or memorialising social media accounts, cancelling email addresses, streaming services and online subscriptions, and notifying digital service providers where necessary. Some individuals now leave behind a digital legacy document, a secure list of accounts, passwords and instructions, to assist loved ones in managing this part of their affairs more easily.
Looking After Those Left Behind
It’s not just about the person who has passed, but also about those who remain. A change in household income may mean that a surviving spouse or dependents qualify for additional financial support, such as a widow’s pension or social grants. It is worth exploring what options are available.
At the same time, grief can be a long and complex process. Don’t hesitate to seek out bereavement support; while grief is deeply personal, it does not have to be faced alone.
A Final Word
The administrative side of loss can feel overwhelming, but you don’t have to manage it all on your own. While a legal professional or executor may handle much of the estate’s administration, being informed allows you to support the process and ensure that nothing is overlooked and that your loved one’s legacy is honoured with care.
For those planning ahead, consider compiling a life file and downloading our free wishes list, and let your family know if you have funeral cover. These simple acts of preparation can ease the burden on those you leave behind and help them focus on remembrance, not uncertainty.
If you need professional and compassionate guidance with funeral arrangements or related matters, contact Sonja Smith Elite Funeral Group. We are here to support you with care and dignity.
If you found this article insightful, you might also find value in reading What to Do When a Loved One Passes On and Sorting Through the Life Of A Loved One.
