By Elize Louw – Head of Estate Administration 

Updated 6 May 2026

No one likes thinking about it, but having a Deceased File in place — complete with a thorough deceased file checklist — can make an enormous difference for your loved ones when the time comes.

When someone passes away, the executor of the estate must act quickly and efficiently. However, without the right documents, the estate administration process can become stressful, delayed, and even costly. In addition, important information can easily be overlooked, which may create further complications down the line.

For this reason, a well-prepared file ensures everything is accessible, organised, and clear. Not only does this save time, but it also reduces unnecessary stress during an already emotional period.

Furthermore, having all essential executor documents in one place allows the executor to carry out their duties with confidence and accuracy. As a result, the deceased estate administration process becomes far smoother and more efficient.

Ultimately, think of it as a final act of care — making life easier for the people you leave behind.

Deceased file checklist: what to include

Keep these documents in a safe, clearly labelled place — and let a trusted person know where to find them.

Personal & Legal

• Marriage certificate and antenuptial contract (if applicable)
• Original or copy of your will
• Divorce orders (if applicable)
• Copy of your ID
• Details of where you were born (town and country)

Property & Assets

• Title deeds of properties or bond statements
• Vehicle registration documents
• Lease agreements
• Valuation certificates

Financial Information

• Bank statements
• Credit card statements
• Investment records
• List of pension or annuity funds
• Life insurance policies and beneficiary details
• Endowments
• Trust or business financial statements

Insurance & Liabilities

• Short-term insurance schedule (insured assets)
• List of debts, sureties, and agreements
• Utility bills and other outstanding accounts

Tax & Compliance

• Latest SARS assessment (with tax number visible)
• TV licence
• Firearm/weapon licence (if applicable)

Medical & Personal

• Copy of medical aid card
• Copies of beneficiaries’ ID documents

Access & Contacts

• List of important login details and passwords
• Safety deposit box keys
• Contact details of your attorney and tax consultant

Additional (if applicable)

• Details of a predeceased spouse (including death certificate and liquidation & distribution account)

Post-death documents your executor will need

Once you pass away, the executor will need the following to proceed with estate administration in South Africa:

• 4 × certified copies of the death certificate
• 4 × certified copies of the executor’s ID
• 4 × certified proof of address for the executor (not older than 1 month)
• Executor’s contact details (phone & email)
• Certified copies of the deceased’s ID (cut/stamped by funeral parlour)
• DHA1663 form (issued by the funeral parlour)
• Beneficiaries’ and surviving spouse’s bank statements
• Beneficiaries’ and spouse’s proof of address (not older than 1 month)

Keep your deceased file up to date

Don’t just compile this file — review and update it regularly. Life changes, and your documents should reflect that. Major events like marriage, the birth of a child, or acquiring new assets can all impact what should be included.

Keeping your deceased estate checklist current ensures that everything remains accurate and relevant. Outdated information could cause confusion or delays when it matters most.

A simple folder today can save your family weeks — or even months — of unnecessary stress later.

Frequently asked questions

What is a deceased file? A deceased file is a collection of important personal, legal, and financial documents compiled in advance to assist the executor of your estate after you pass away. It is sometimes referred to as a deceased file checklist or estate planning folder.

What documents does an executor need in South Africa? An executor in South Africa typically requires certified copies of the death certificate, the deceased’s ID, the executor’s own ID and proof of address, a DHA1663 form from the funeral parlour, and financial documents for beneficiaries and the surviving spouse.

How often should I update my deceased file? It is recommended to review and update your deceased file at least once a year, or after any major life event such as marriage, divorce, the birth of a child, or acquiring significant new assets.

Who should know where my deceased file is kept? At minimum, your executor and one other trusted person — such as a spouse or close family member — should know the exact location of your deceased file and how to access it.

Do I need an attorney to prepare a deceased file? You do not need an attorney to compile a deceased file, though it is advisable to work with an estate planning professional to ensure your will and related documents are legally sound. Affluence Capital’s estate administration team can guide you through the process.