Free templates
Death notification templates: the words for every call and letter
Telling people that someone has died is painful, and it has to be done many times over. These copy-ready scripts and letters make each one a little easier.
Reviewed by the Linkora editorial teamUpdated October 202614 cited sources10 min read
- Templates
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- Templates
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- Tracker PDF
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- Tracker PDF
Before you begin
Before you notify anyone: gather these
Certified death certificates
Ask each institution whether it needs a certified copy, accepts a photocopy, or will return the original.
Name, SSN, date of birth, date of death
Social Security, the credit bureaus and most institutions ask for these first.
Account, policy and card numbers
Recent statements and the mail are the best places to look.
Proof of your authority
Letters testamentary or letters of administration, if you're the executor or administrator.
Your own photo ID
Needed for in-person visits, such as forwarding mail at a Post Office.
A notification log
Copies of every letter, plus the name and reference number from every call.
Free printable PDF
Get the Death Notification Templates
A 14-page fillable PDF: a people list, phone tree, caller script, message templates, letters for Social Security, a credit bureau, the passport office, banks and debt collectors, plus a notification tracker and death certificate log.
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Order of notification
Who to tell, in what order
Hours 0 to 24
Immediate family, close friends, clergy, the funeral home
In person or by phone.Days 1 to 3
Extended family, employers, a wider announcement
A group text, an email, or a social media post with service details.Weeks 1 to 2
Social Security, insurers, banks, one credit bureau
Weeks 2 to 4
Cards, utilities, mail, DMV, passport, voter registration
| Who | Best way to tell them |
|---|---|
| Immediate family | In person or by phone |
| Close friends | A phone call, or a text asking them to call you |
| Extended family | A call from a relative, or a group text |
| Colleagues and your employer | A phone call or email to your manager or HR |
| Wider community | An email, a social media post or a memorial page link |
| Banks, agencies and companies | Phone first, then a letter with documents |
Personal notifications
Sharing the news with family and friends
Keep personal messages short. Say that the person died, when, and when you'll share service details. People don't expect polished words; they expect to hear it from you or someone close.
Copy and adapt
The templates
Choose a category, copy a template and fill in the bracketed parts. Keep a copy of every letter you send.
Select a Category
Scripts and templates for informing family, friends, and your broader community.
Phone Call to Close Family / Friends
Attach: No documents needed. Have funeral details ready if available.
I'm calling with some very difficult news. [Name] passed away [this morning / last night / on Date]. [He/She/They] passed [peacefully / surrounded by family / brief detail if appropriate]. I wanted you to hear from me personally. The funeral arrangements are [still being made / scheduled for Date at Location]. I'll share more details as soon as I have them. [If they ask how you're doing]: I'm taking it one day at a time. Thank you for asking. [If they offer help]: Thank you -- I may take you up on that. Right now the most helpful thing is [specific request, or "just knowing you're thinking of us"].
Text / Message to Extended Network
Attach: Consider including a link to the obituary or memorial page if available.
I'm reaching out to let you know that [Name] passed away on [Date]. [He/She/They] was [age]. Services will be held [on Date at Location / details to follow]. Please keep our family in your thoughts. [If you'd like to share a memory or leave a tribute, you can do so at: Link]
Social Media Announcement
Attach: Attach a photo of the deceased if the family approves. Include a link to the obituary or memorial page.
It is with heavy hearts that we share the passing of [Full Name], who left us on [Date] at the age of [age]. [One or two sentences about their life -- e.g., "[Name] was a devoted [parent/spouse/friend], a passionate [hobby or profession], and someone who made everyone around [him/her/them] feel seen and loved."] Services will be held on [Date] at [Location]. [Visitation/Viewing will be on Date at Location.] In lieu of flowers, the family requests [donations be made to Organization / memories be shared at Link / your presence and prayers]. We appreciate your love and support during this incredibly difficult time.
A few things to remember
- Always keep copies of every letter you send and every response you receive.
- Send important notifications by certified mail with return receipt requested so you have proof of delivery.
- When calling, write down the date, time, representative's name, and reference number for every call.
- You don't have to do this all at once. Prioritize Social Security, the employer, and the bank first. The rest can wait.
- Ask a trusted friend or family member to help. Delegating even a few of these tasks can lighten the burden significantly.
Official notifications
What each organization will ask for
| Organization | Have ready | Good to know |
|---|---|---|
| Social Security [1] | Name, SSN, date of birth, date of death | Funeral homes usually report. Payments for the month of death must be returned [3] |
| Credit bureau [6] | Death certificate copy, legal name, SSN, date of birth, date of death | Notifies the other two. TransUnion marks its file within 5 business days |
| USPS forwarding [7] | Proof you're the executor or administrator | Must be done in person at a Post Office |
| Passport [5] | The passport, a certified death certificate and a letter | They return the cancelled passport if you ask |
| Google [11] | A request through its deceased-user form | Google can't provide passwords |
| Banks, insurers, employers | Ask each one | Requirements vary. Note what they ask for |
There's no separate letter to the IRS. The final income tax return, reporting income up to the date of death, tells the IRS [9]. Social Security notifies Medicare [4].
Money and identity
Social Security, credit and identity theft
$255
one-time payment to an eligible spouse or child, claimed within 2 years [2]
1 bureau
is all you need to contact: it notifies the other two [6]
3 months
for advertising mail to drop after a Deceased Do Not Contact listing [7]
Fraudsters sometimes use a deceased person's details to open credit or file false tax returns [6]. Sending the death certificate to the credit bureaus helps prevent this [12]. If you see new accounts or activity, report it at IdentityTheft.gov.
Your rights
If a debt collector calls
Debts are paid from the estate. Family members usually don't have to pay them with their own money [8].
- Collectors may discuss the debt only with certain people, such as a spouse or the executor or personal representative [8].
- They can't contact you before 8 a.m. or after 9 p.m. unless you agree [8].
- To stop contact, send a letter or email. A phone call isn't enough [8].
These calls are draining. Spread them over several days and let others help. If you're in crisis, call or text 988 to reach the 988 Suicide & Crisis Lifeline [14]. For the bigger picture, see our what to do when someone dies checklist.
FAQ
Questions about notifying people
Can’t find what you’re looking for? Read all FAQs or ask us directly.
Important Disclaimer
This content is for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction. Consult a qualified attorney for advice specific to your situation.
This content is for informational purposes only and does not constitute financial advice. Consult a licensed financial advisor or accountant for advice specific to your circumstances.
Last reviewed: October 7, 2026
Sources
Where these facts come from
- [1]What to do when someone dies · Social Security Administration
- [2]Lump-sum death payment · Social Security Administration
- [3]Survivors Benefits (Publication EN-05-10008) · Social Security Administration
- [4]How to report a death · USAGov
- [5]Report your passport lost or stolen, or a deceased relative's passport · U.S. Department of State
- [6]Reporting a death to TransUnion · TransUnion
- [7]Mail for the deceased · United States Postal Service
- [8]Debts and Deceased Relatives · Federal Trade Commission
- [9]File the final income tax returns of a deceased person · Internal Revenue Service
- [10]How Children Understand Death & What You Should Say · American Academy of Pediatrics (HealthyChildren.org)
- [11]Submit a request regarding a deceased user's account · Google Account Help
- [12]What To Do After Someone Dies · National Institute on Aging (NIH)
- [13]Veterans burial allowance and transportation benefits · U.S. Department of Veterans Affairs
- [14]988 Suicide & Crisis Lifeline · 988 Lifeline
Reviewed by the Linkora editorial team against the sources above. Last reviewed October 2026. Spotted something out of date? Tell us.
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