When someone dies, the paperwork feels relentless. Here is the exact order in which to notify authorities, banks, and service providers — and how to do it without losing your mind.

The Phone Calls Nobody Wants to Make

The moment someone dies, a clock starts ticking. Grief is already overwhelming. And then the paperwork begins.

Banks. Government agencies. Pension offices. Landlords. Insurance companies. Subscription services. Each one needs to be told. Each one has a different process. Each one will ask for documents you may not know how to get.

Most families navigate this alone, making it up as they go. This guide exists so you don't have to.

First 24–48 Hours: Immediate Steps

Get the Official Death Certificate

Before you can notify anyone, you need proof of death. In most European countries, this involves a doctor or hospital issuing a medical certificate of death, which is then taken to the relevant civil registration authority.

What happens in practice:

If the death occurred in a hospital, the hospital handles the medical certificate. Ask them explicitly what their process is.
If the death was at home, a GP or out-of-hours doctor must attend and issue the certificate.
If the death was unexpected or unattended, police must be informed before the body can be moved.

Keep at least 10 certified copies of the death certificate. You will need them for almost every notification, and many institutions will not accept photocopies.

Week One: Notify the Authorities

Civil Registration

Every country in Europe requires a death to be officially registered with the civil authorities — this is separate from the medical certificate.

UK: Register with the local register office within 5 days.
Netherlands: Report to the gemeente (municipality) where the death occurred within 24 hours. You'll receive the overlijdensakte (death deed).
Germany: Report to the Standesamt (civil registry office) within 3 working days.
France: Declare the death at the mairie (town hall) of the place of death, usually within 24 hours.
Italy: Notify the Comune (municipality) within 24 hours.
Spain: File the declaración de defunción at the Registro Civil within 24 hours.

This registration produces the official death certificate used by all other institutions.

National Insurance / Tax Authorities

Notify the tax authority early. Outstanding tax obligations don't disappear at death — they become the estate's problem. In most countries, the tax office will also freeze certain accounts or benefits once notified.

UK: HMRC
Netherlands: Belastingdienst
Germany: Finanzamt
France: Direction Générale des Finances Publiques (DGFiP)
Italy: Agenzia delle Entrate
Spain: Agencia Tributaria

Week Two: Banks and Financial Institutions

Once you have certified death certificates and the civil registration document, approach the banks.

What you need to bring:

Certified copy of the death certificate
Your own ID
Proof of your relationship to the deceased (will, or documents showing you are next of kin)
Depending on the country, a certificate of inheritance may be required before any assets can be released

Each bank will freeze the deceased's individual accounts upon notification. Joint accounts are usually more straightforward, but rules vary by country and by bank.

Important: Do not delay bank notification. Standing orders and direct debits continue to run until the bank is informed, depleting estate funds.

Pensions and Benefits

State pension: notify the national pensions authority
Occupational pension: notify the employer's pension scheme
Any benefit payments (disability, unemployment, housing benefit) must also be stopped — overpayments will be reclaimed from the estate

Week Three and Beyond: The Long Tail

This is the part most guides skip. Here is where families get caught months later when a bill arrives in a dead person's name, or a subscription silently renews.

Insurances

Life insurance: notify the insurer with a certified death certificate and claim form
Health insurance: cancel the policy, claim any outstanding reimbursements
Home and car insurance: update or transfer policies if the estate is being managed

Utilities and Services

Contact each provider with proof of death. Most will:

Transfer the account to another family member or the estate
Close it and issue a final bill

Keep a list. The average person in Europe has 8–12 recurring service contracts. Even a gym membership or a magazine subscription becomes a nuisance if not cancelled.

Digital Accounts

This is where things get difficult. Most platforms — email providers, streaming services, social media — were never designed for death. Many require specific processes:

Google: Submit an account closure request with proof of death
Apple: Requires a court order in many countries to access a locked device
Facebook/Meta: Can be memorialized or deleted with proper documentation
Banking apps: Access dies with the account holder; notify banks separately

The Thing Nobody Tells You

Administrative grief is real. The average estate in Europe takes 6 to 18 months to fully settle, not weeks. Families describe the paperwork as a second bereavement — just when they thought they could start recovering, another letter arrives.

The families who cope best are the ones whose loved one left organised information behind: a list of accounts, a copy of the will, access credentials, insurance policy numbers, and a note explaining where to find everything.

That is not morbid. That is a profound act of love.

Make It Easy for the People You Love

LegacyShield is a secure, encrypted digital vault designed for exactly this situation. You store everything in one place — documents, account details, final wishes — and grant trusted access to family members, so when the time comes, they are not starting from scratch.

You don't need to prepare for death to use LegacyShield. You just need to care about the people who will survive you.

Start for free today →

Who to Notify When Someone Dies in Europe: A Step-by-Step Guide