What your clients shoud include in their ‘When I’m Gone File’

Few people enjoy thinking about the practical consequences of their own death. Yet taking the time to organise essential information can spare family members considerable stress and uncertainty during an already difficult period.

While most people understand the importance of having a Will, far fewer appreciate the value of maintaining a comprehensive ‘When I’m Gone File’. In practice, it can be just as important as the

Will itself in helping loved ones work through the administrative demands that follow a death.

A ‘When I’m Gone File’ is a central, organised collection of important information about assets, liabilities and personal wishes. Whether maintained electronically or in hard copy and reviewed periodically, it provides a clear starting point for those tasked with winding up your affairs.

Importantly, this document is not only for individuals with substantial wealth. Even modest estates require administration, and the value of clear, accessible information cannot be overstated.

Creating a ‘When I’m Gone File’ is an essential part of responsible estate planning, giving loved ones clarity when they need it most.

For security reasons, it is advisable not to include passwords or highly sensitive personal information. An appointed executor will be able to liaise with relevant institutions to obtain access where necessary. Instead, focus on documenting what exists, where it can be found and who should be contacted.

Below are some of the key items that should form part of a ‘When I’m Gone File’:

1. Location of your original Will

Your original Will, together with any codicils, should be stored safely and its location clearly recorded. This is the primary document required when reporting your estate to the Master of the High Court.

2. Personal legal documents

Keep original copies of important documents such as your marriage certificate, antenuptial contract (if applicable) and birth certificates. These are often required for FICA compliance and estate administration.

3. Executor contact details

Record the name and contact information of your appointed executor. Prompt communication with this individual helps initiate the estate administration process efficiently.

4. Summary of financial affairs

Prepare a summary of your assets and liabilities, including bank accounts, pension funds, credit cards, home loans, vehicle finance and other investments. This will assist your executor in compiling the estate inventory and identifying relevant institutions.

5. Income tax information

Include your tax reference number and details of your tax practitioner, if applicable. The South African Revenue Service (SARS) must be notified of your death, and outstanding tax matters must be finalised.

6. Title deeds for immovable property

If you own property, ensure that original title deeds are safely stored and accessible. Replacing lost deeds through the Deeds Office can be both costly and time-consuming.

7. Vehicle registration documents

Keep all vehicle-related documentation together. This simplifies licence renewals and the eventual transfer or sale of vehicles during estate administration.

8. Share certificates

If you hold shares in certificated form, record their location. This facilitates the transfer or liquidation of these assets.

9. Pet care instructions

If you have pets, include details regarding their care, as well as the contact information of a trusted person willing to assume responsibility for them.

10. Cryptocurrency holdings

Document any cryptocurrency investments and the platforms on which they are held. Given the decentralised nature of these assets, without a record of their existence, they can easily be overlooked during the administration process.

11. Domestic worker information

If you employ a domestic worker, include their employment contract, UIF details and contact information. Your executor will need this information to fulfil your legal obligations as an employer.

12. Children’s documentation

For minor children, keep records such as birth certificates, medical history, immunisation records and school reports. These can be invaluable in ensuring continuity of care and schooling.

13. Firearm documentation

If you own licensed firearms, include all relevant licences and supporting documentation. Strict legal processes govern the transfer or disposal of firearms after death.

14. Digital and social media accounts

Record any instructions relating to digital presence, including social media accounts, blogs or websites. Providing guidance in this regard can help loved ones manage your digital legacy appropriately.

A ‘When I’m Gone File’ should not be viewed as an optional administrative exercise. It is a practical and necessary component of responsible estate planning. While a Will determines how your estate should be distributed, a ‘When I’m Gone File’ helps ensure that those responsible for carrying out your wishes have the information they need to do so efficiently and with as little uncertainty as possible.

A Will tells people what should happen. A ‘When I’m Gone File’ helps them understand how to make it happen.

By keeping vital information organised, accessible and up to date, you can help reduce delays, avoid unnecessary complications and ease the administrative burden placed on loved ones during an already challenging time. Regardless of the size of your estate, maintaining a comprehensive ‘When I’m Gone File’ is one of the most practical steps you can take to ensure your affairs can be managed smoothly when the time comes.