There is a particular kind of difficulty that falls to an executor in the days after a death: not just the weight of loss, but the immediate pressure to locate documents, understand accounts, and make decisions, often without knowing where to begin. The will might be somewhere. The insurance policy might exist. The passwords are probably written down, somewhere.
The single most useful thing a person can do in advance is not dramatic or complicated. It is mostly a matter of gathering what already exists, putting it in one place, and making sure the right person knows where to find it.
This guide covers the documents worth organizing now, what each one does, and how to store them in a way that actually helps the people who will need them.
At a glance
An executor's job begins the moment a death occurs and can take months or years to complete. The documents that make that job manageable fall into a few clear categories: legal documents that establish authority and intent, financial records that account for assets and liabilities, personal identification, medical and care directives, and practical information like account access and final wishes. Most people already have versions of these documents. The work is in organizing them, keeping them current, and communicating where they are.
The legal documents
The will
A will is the foundational document of any estate. It is the most effective way to communicate how property should be distributed after death, and to name an executor who will carry out those wishes. Without one, the law decides who manages and inherits the estate, and the decision will not be the family's to make.
A few important points about wills in Canada:
- In most of Canada, only the physical will is valid. The original printed and signed copy must be locatable. A digital copy alone is not sufficient.
- The original signed will should be stored in a secure but accessible location. A personal safety deposit box is worth avoiding, as it may be sealed upon death and cause delays in accessing the document.
- A will should be reviewed and updated after major life changes: marriage, separation, the birth of a child, a significant change in assets, or the death of a named beneficiary or executor.
The executor named in the will should know the will exists and where the original copy is kept. This conversation does not need to be detailed. It simply needs to happen.
Power of attorney
A power of attorney is a legal document that gives someone the authority to make decisions on behalf of another person. It is important to understand that the authority granted by a power of attorney ends at death. Its purpose is to protect a person during their lifetime, not after.
There are typically two types:
- A financial power of attorney, which authorizes someone to manage money, property, and financial decisions if a person becomes unable to do so.
- A personal care or healthcare power of attorney (called a representation agreement in British Columbia, and a mandate in Quebec), which authorizes someone to make medical and personal care decisions.
Both documents should be prepared while a person has legal capacity to do so. Waiting until a health crisis makes this harder, and in some cases, impossible.
Advance care directive
An advance care directive, sometimes called a living will or personal directive, records a person's wishes for medical treatment in situations where they can no longer communicate. It does not give another person authority to act, but it gives the care team and family a clear record of what was wanted.
This document is particularly important when the person named in the healthcare power of attorney is unavailable, or when there is disagreement among family members about care decisions. Having it in writing removes much of that uncertainty.
Financial documents
This category tends to be where executor work becomes most time-consuming. An organized record of financial accounts, assets, and liabilities can reduce that burden significantly.
A list of accounts and institutions
Rather than a folder full of individual statements, a single summary document is more useful. It should include:
- Bank accounts: institution, account type, approximate balance
- Investment accounts: institution, account type, registered or non-registered
- Pension and retirement accounts, including employer pensions
- Registered accounts such as RRSPs, RRIFs, TFSAs, and RESPs
- Government benefit programs: CPP, OAS, Quebec Pension Plan
For each account, the executor will eventually need the account number and the name of a contact at the institution. A summary document does not need to contain passwords, but it should make clear that these accounts exist and where they are held.
Life insurance policies
Each policy should include the policy number, the name of the insurer, the coverage amount, and the named beneficiary. If a policy is employer-provided, that should be noted separately, as those claims are handled through the employer's group benefits administrator rather than directly through an insurer.
Named beneficiaries on life insurance policies and registered accounts such as TFSAs and RRSPs pass directly to those beneficiaries outside the estate. They do not go through the will and are not subject to probate. Keeping beneficiary designations current is as important as the policy itself.
Property and assets
For any real estate, the executor will need access to the title document or deed, the address, and information about any outstanding mortgage. If property is held jointly, that should be noted clearly.
Other assets worth documenting include:
- Vehicles, including make, model, registration, and insurance information
- Investment or rental properties
- Business interests or shares
- Valuable personal property such as art, jewellery, or collectibles, particularly if these are specifically mentioned in the will
Debts and liabilities
Executors are responsible for settling debts before distributing the estate. A clear record of outstanding liabilities avoids delays and missed obligations. This includes mortgages, lines of credit, credit card balances, personal loans, and any ongoing financial obligations.
Personal identification documents
These are the documents an executor will need to begin the administrative process. Having them in one location saves time during a period when time and energy are limited.
- Birth certificate
- Social Insurance Number card or record
- Passport
- Provincial health card
- Marriage or divorce certificates, if applicable
- Citizenship or immigration documents, if applicable
- Military records, if applicable
The executor does not need these documents to be pre-organized in a binder. They need to know that these documents exist and where to look for them.
Tax records
The executor is responsible for filing the deceased's final tax return, and potentially one or more additional returns depending on the type of income involved. Having recent tax documents on hand eases this process considerably.
Useful records to have organized include the last two to three years of tax returns, the most recent Notice of Assessment from the Canada Revenue Agency, and records of any income sources that would appear on a T4, T5, or equivalent slip.
Funeral and final wishes
Pre-planning a funeral and memorial service is one of the most practical things a person can do in advance. During a difficult time, making these arrangements can be overwhelming for family members who are already processing the situation.
A written record of preferences does not need to be formal or comprehensive. It might include:
- Preference for burial or cremation
- Any religious, cultural, or personal requests for the service
- Preference for the type of gathering, if any
- Whether organ or tissue donation is intended
- Any charitable organization to be recognized in lieu of flowers
If a pre-arranged funeral contract exists through a funeral home, its location should be clearly noted. The executor and at least one other person should know it exists.
A letter of wishes can accompany the will without being part of it. This keeps the will focused on legal and financial matters while allowing personal preferences, sentimental items, and informal instructions to be communicated separately.
Digital accounts and access
This is the category most often overlooked in traditional estate planning, and the one that has grown most complex in recent years.
An executor who cannot access email, online banking, or subscription accounts will face unnecessary obstacles. A practical document in this area might include:
- A list of online accounts: banking portals, investment platforms, government accounts such as My CRA Account and My Service Canada Account
- Email addresses associated with financial or government accounts
- Subscription services that will need to be cancelled
- Social media accounts, with any preference about whether they should be closed or memorialized
Passwords themselves should not be stored in the same location as other estate documents for security reasons. A password manager, a sealed envelope stored separately, or a trusted arrangement with a specific person are all reasonable options. The executor simply needs to know that access is possible and how to obtain it.
Where to store everything
The goal is not a perfect filing system. The goal is that one person, under significant stress, can find what they need without a search.
A few principles that help:
One physical location for originals. A locked filing cabinet, a fireproof box, or a secure drawer that is known to the executor. The original will and original power of attorney documents belong here.
A summary document as a map. A single page or short document that lists what exists, where it is, and any key contacts. This does not need to contain sensitive information itself. It simply needs to point the executor in the right direction.
A digital backup for non-legal documents. Scanned copies of identification, insurance policies, and financial summaries can be stored securely in a password-protected location. Legal documents such as the original will generally require the physical copy.
Tell the executor where things are. Organizing documents is only useful if the person who needs them can find them. A brief conversation with the named executor, covering where the documents are kept and who else knows, is the final and most important step.
A note on keeping documents current
Organizing these documents once is valuable. Keeping them current is what makes them useful when they are needed.
Circumstances change: accounts are opened and closed, beneficiary designations go out of date, properties are bought and sold, relationships change. A brief annual review, or a review following any significant life event, is enough to keep the record accurate.
The will and power of attorney documents should be reviewed with a notary or lawyer whenever there is a material change in the estate or in the relationships involved.
Frequently asked questions
Does the executor need to be involved in organizing these documents now?
Not necessarily, but the executor should know where the documents are and have a general understanding of the estate. The organization itself can be done privately. The communication is what matters.
What if some of these documents do not exist yet?
Start with what is there and note what is missing. A will that does not yet exist is worth prioritizing. A power of attorney for finances and personal care is worth preparing at the same time, ideally through a notary or lawyer.
Is a digital will valid in Canada?
In most of Canada, only the physical will is valid, and the original printed and signed copy is required. Some provinces have introduced limited provisions for electronic wills, but these remain jurisdiction-specific and are not universally recognized. Consulting a notary or lawyer about what is valid in a specific province is the safest approach.
What if there is no one obvious to name as executor?
A trust company or legal professional can be named as executor. This option is worth discussing with a lawyer, particularly when the estate is complex or when family dynamics make a personal appointment difficult.
Sources
This article draws on information published by the Government of Canada, the Canada Revenue Agency, the Autorité des marchés financiers, the Law Society of Ontario, and provincial vital statistics offices. Requirements vary by province and territory. This content is provided for informational purposes only and does not constitute legal or financial advice. Consulting a notary, lawyer, or financial advisor is recommended for guidance specific to a particular situation.
