University of FloridaSolutions for Your Life

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Publication #FCS 7103

Family Records1

Brenda C. Williams, Brittany Seamon, and Martie Gillen2

This publication should be kept in a safe place known to adult members of your family and/or trusted friend(s). An additional copy should be kept in a safe deposit box. Revise it annually or after any life-changing circumstance to keep vital information current.

Writing down the information on these pages can make looking for vital records much faster and easier. It can also be used as a starting place for estate planning.

The following checklists provide suggestions on where to keep your important papers and what information to keep.

List of Important Papers. 

Date last revised or reviewed:

Keep in a safe deposit box

Keep at home in a waterproof and fireproof locked box

Property

 

Property records (deeds, titles, leases)

 

Rental property records

 

Household inventory

 

Guarantees and warrantees

 

Home improvement records

 

Life insurance policies

 

Automobile title and bill of sale

   
 

Copyrights and patents

   
 

Certificates for stocks, bonds, etc.

   

Financial

 

Contracts (including promissory notes)

 

Loan payment books

 

Important receipts and bills of sale

 

Employee benefits

 

Supporting documentation for large transactions, unusual losses, or deductions

 

Bank account, loan, credit card, investment account numbers

Identification

 

Social Security cards

 

Copy of Social Security cards

 

Citizenship papers

 

Copy of driver’s licenses

 

Passports

 

Copy of citizenship papers

 

Birth certificates

 

Copy of birth certificates

 

Marriage certificates

 

Copy of marriage certificates

 

Death certificates

 

Education records (transcripts)

Other/Health Records

 

Divorce decree

 

Safe deposit keys

 

Adoption/custody papers

 

Inventory of safe deposit box contents

 

Military service records

 

List of emergency contacts

 

Retirement papers

 

Copy of this publication

 

Religious records

 

Copies of immunization records

 

Copy of your and your partner’s wills

 

Copies of prescriptions for medications and eyeglasses

 

Trust agreements

 

Copies of veterinary/vaccination records

 

Power of attorney (granting you power)

 

Copies of health, dental, and prescription insurance cards

 

Healthcare power of attorney

   

Table of Contents. 

Table 1

Persons to be Notified in an Emergency

4

Table 2

Professional Advisors and Contacts

5

Table 3

Account Passwords and PIN Numbers

6

Table 4

Family Members’ Names and Relationship to You

6

Table 5

Important Papers

7

Table 6

Education Records

7

Table 7

Employment Records

8

Table 8

Health Records

8

Table 9

Medical Care and Disability Insurance

8

Table 10

Homeowners’, Auto, Boat Insurance and Special Policies, including Personal Liability

9

Table 11

Life Insurance and Annuities

9

Table 12

Checking Accounts, Savings Accounts, Certificates of Deposit

10

Table 13

Credit and Debit Card Accounts

10

Table 14

Stocks, Bonds, Mutual Funds

11

Table 15

Retirement Accounts

11

Table 16

Trusts

11

Table 17

Real Estate and Business Interests

12

Table 18

Accounts Receivable

12

Table 19

Financial Obligations

12

Table 20

Rental Real Estate (Owned by you and leased to others)

13

Table 21

Service Providers (Utilities, etc.)

13

Table 22

Guarantees and Warranties

13

Table 23

Tax Records

13

Table 24

Household Inventory

14

Tables

Table 1. 

Persons to be Notified in an Emergency

Name

Relationship

Address, phone number, and e-mail

     
     
     
     
     
Table 2. 

Professional Advisors and Contacts

 

Name

Mailing address, e-mail

Phone number

Religious advisor

     

Attorney

     

Financial planner

     

Bank or trust officer (trustee)

     

Personal representative(s)

     

Guardian(s)

     

Power of attorney (Attorney-in-fact)

     

Power of attorney for health care

     

Health care surrogate designation

     

Accountant or tax advisor

     

Stockbroker/investment advisor

     

Current employer or personal manager

     

Business manager or business partner

     

Life insurance agent*

     

Home insurance agent*

     

Auto insurance agent*

     

Primary care doctor

     

Other doctor

     

Other doctor

     

Other doctor

     

Dentist

     

Child/adult care provider

     

Neighbor or close friend(s)

     

Relative(s)

     

Children’s school contacts

     

*See Tables 10 and 11 for company contact and policy numbers.

Table 3. 

Account Passwords and PIN Numbers

Company

Web address

User name

Password/PIN

       
       
       
       
       
       
       
       
       
       

NOTE: Keep this page in a very safe place.

Table 4. 

Family Members’ Names and Relationship to You

Full name

(First, middle initial, last)

Relationship

Date of birth

Address, phone number, and e-mail

Social Security number

         
         
         
         

NOTE: Keep this page in a very safe place.

Table 5. 

Important Papers

Document

Where kept

Where recorded

Date

Birth or adoption certificates

     

Marriage certificate(s)

     

Divorce decree(s)

     

Death certificate(s)

     

Military service record(s)

     

Citizenship papers

     

Passport(s)

Name

Number

Expiration date

Where kept

       
       

Driver’s License(s)

Name

Number/state

Expiration date

Where kept

       
       
Table 6. 

Education Records

Family member

School attended/ contact information

Date attended

Degree, diploma, certificate

       
       
       
       
       
Table 7. 

Employment Records

Family member

Employer/contact information

Dates of employment

Location and other details

       
       
       
       
       

NOTE: Duplicate this page as needed for additional family members

Table 8. 

Health Records

Name

Illness, disease, accident, or immunization

Date

Doctor’s name and address

Other information

         
         
         
         
         
Table 9. 

Medical Care and Disability Insurance

Insured person

Type of insurance

Company and contact information

Policy number

       
       
       
       
       
Table 10. 

Homeowners’, Auto, Boat Insurance and Special Policies, including Personal Liability

Property insured

Company name and agent name

Policy number

Amount of coverage/deductibles

       
       
       
       
       
Table 11. 

Life Insurance and Annuities

Insured person

Type of policy

Company and address

Policy number

Policy owner

Face value

Beneficiary

             
             
             
             
             

NOTE: Additional information would include cash value and any outstanding loan amount, if known.

Table 12. 

Checking Accounts, Savings Accounts, Certificates of Deposit

Account number

Exact names on account

Name and address of financial institution

Location of certificates, checkbooks, savings passbooks

PIN numbers

Checking

       
         
         

Savings

       
         
         

Certificates of deposit

       
         
         

NOTE: Indicate if any are POD (payable on death)

Safe-deposit box information

Bank name

Location

Box number

Key location

       
       
       
Table 13. 

Credit and Debit Card Accounts

Name of card

Exact name on card

Account number

Expiration date

Lost card phone number

Credit limit amount

Regular payment due date

             
             
             
             
             
Table 14. 

Stocks, Bonds, Mutual Funds

Title or name of asset

Exact name of owner and account number

Location of records

Dates:

Purchase (acquired) and maturity

Number of shares

Purchase price

           
           
           
           
           
Table 15. 

Retirement Accounts

(includes 401(k), 403(b), 457, individual retirement accounts (IRA), pensions, etc.)

Type of account and number

Employer or investment company

Contact information/address

Exact name of owner

Beneficiary

How it

will be distributed (annuity, lump sum)

           
           
           
           
           
Table 16. 

Trusts

Name of trust and type

Location

Trustee and contact information

     
     
     
     
     
Table 17. 

Real Estate and Business Interests

Type and address

Date acquired

Purchase price

Location of deeds/

mortgages

Name(s) of owner(s)

Type of ownership*

           
           
           
           
           

*How property is titled; i.e., Joint Tenants with Rights of Survivorship, Tenants in Common, etc.

Table 18. 

Accounts Receivable

(information about money owed to you by others)

Name of person

Contact information

Type of receivable

Amount

Terms

         
         
         
         
         
Table 19. 

Financial Obligations

(First/second mortgages, home equity loans, other real estate loans, rental agreements, auto loans, educational loans, debt consolidation loans, personal property loans, loans from retirement funds or life insurance, child support, alimony, loans from family/friends, other)

Creditor/contact information

Monthly payment/ due date

Anticipated payoff date

Automatic withdrawal?

(√)

Account source (checking/savings, etc.)

         
         
         
         
         
Table 20. 

Rental Real Estate (Owned by you and leased to others)

Property address or location

Renter’s name

Contact information

Duration

(date-date)

Amount owed and due date

         
         
         
         
         
Table 21. 

Service Providers (Utilities, etc.)

Company

Contact information

Service provided

Terms of contract

Deposit amount

         
         
         
         
         
Table 22. 

Guarantees and Warranties

Item

Coverage and expiration date

Location of records

     
     
     
     
     
Table 23. 

Tax Records

Item

Where kept

   
   
   
   
   
Table 24. 

Household Inventory

Household Inventory*

A digital copy, video copy, or photograph is suggested to accompany this written record.

 

Room:

Article

Place and date purchased

Model and serial number

Cost

       
       
       
       
       
       
       
       
       
       
       
       
       
       
       

NOTE: Duplicate this page as necessary to list all household items – including tools and seasonal items.

Footnotes

1.

This document is FCS7103, one of a series of the Department of Family, Youth and Community Sciences, Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida. Original publication date November 1991. Revised April 2013. Visit the EDIS website at http://edis.ifas.ufl.edu.

2.

Brenda C. Williams, Extension agent IV, Alachua County Extension Office; Brittany Seamon, student, Department of Family, Youth and Community Sciences; and Martie Gillen, assistant professor and Family and Consumer Economics for Older Adults specialist, Department of Family, Youth and Community Sciences; Florida Cooperative Extension Service, Institute of Food and Agricultural Sciences, University of Florida, Gainesville, FL 32611.


The Institute of Food and Agricultural Sciences (IFAS) is an Equal Opportunity Institution authorized to provide research, educational information and other services only to individuals and institutions that function with non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, marital status, national origin, political opinions or affiliations. For more information on obtaining other UF/IFAS Extension publications, contact your county's UF/IFAS Extension office.

U.S. Department of Agriculture, UF/IFAS Extension Service, University of Florida, IFAS, Florida A & M University Cooperative Extension Program, and Boards of County Commissioners Cooperating. Nick T. Place, dean for UF/IFAS Extension.