Administrative formalities after a death: the documents you must not forget

Why good administrative organisation is essential

Faced with the complexity of administrative procedures after death in Switzerland, rigorous organisation is not a luxury, but a necessity. It will enable you to avoid delays that can block certain essential procedures and generate additional complications.

Methodical management of documents will help you to respect the legal deadlines imposed by the Swiss authorities, facilitate the succession process, quickly unlock the insurance benefits to which you are entitled, and avoid potential administrative or tax penalties.

Take the time to do things properly from the start: this will save you from having to go back and will allow you to focus on what matters most, your grief and supporting your loved ones.

Essential civil status documents

Civil status documents form the foundation of all your administrative procedures. Without them, it is impossible to progress with succession procedures, account closures or insurance claims. It is therefore essential to obtain them quickly and in sufficient numbers.

The death certificate: the fundamental document

The death certificate is the most important document for all your procedures. It officially certifies the death and will be required by practically all administrations, banks, insurance companies and organisations that you will need to contact.

In Switzerland, this document is issued by the Civil Registry Office of the place of death within days following the declaration. We strongly recommend that you request between 8 and 10 certified copies from the outset. Even if this represents an initial cost (generally between 15 and 30 CHF per copy depending on the canton), you will thus avoid having to order more later.

The time required to obtain them varies according to canton, but generally takes between 3 and 10 working days. Anticipate this wait in your planning of other procedures.

Family record book and marriage certificate

The family record book and the marriage certificate are essential documents for the surviving spouse. They prove the matrimonial link and are indispensable for asserting your rights in matters of succession and inheritance.

These documents will be required in particular by banks for the release of joint accounts, by pension funds for survivor benefits, and by tax authorities for the succession declaration.

If you cannot find these documents at the home, you can obtain copies from the Civil Registry Office of the place of marriage. Allow a few days and administrative fees.

Identity card and passport of the deceased

The deceased's identity documents (identity card and passport) must be returned to the competent authorities after the death. In Switzerland, this is generally the population service of your commune or canton.

This return must be made within a reasonable time (generally within 14 days following the death). However, keep a photocopy of these documents before returning them, as they may be useful for certain administrative procedures.

The procedure is simple: simply present yourself at the counter with the documents and the death certificate. No fee is generally charged for this procedure.

Financial and banking documents

Managing financial aspects is one of the most complex death formalities. It is crucial to quickly identify all the deceased's accounts and assets to establish a complete inventory of the estate and proceed with succession procedures.

Bank statements and accounts

Start by drawing up a list of all the deceased's bank accounts: current accounts, savings accounts, securities accounts, term deposits. Consult recent bank statements, correspondence from the bank and e-banking access if you have it.

Contact each banking institution to notify them of the death. The banks will proceed with the temporary blocking of accounts until the succession situation is clarified. You will need to provide a certified death certificate and, subsequently, a certificate of inheritance to proceed with the final closure.

Request from each bank a statement of the situation on the day of death. This document will be essential for the succession declaration and succession inventory. Swiss banks are generally very rigorous in these procedures and will require all official documents before any operation.

Insurance contracts

Death insurance often represents a significant part of the estate to be settled. It is essential to identify them quickly and respect the declaration deadlines so as not to lose your rights.

Here are the main types of insurance to contact:

• Life insurance and death insurance: check whether the deceased had taken out life insurance policies. The designated beneficiaries will receive the capital directly, outside the succession.
• Occupational pension (2nd pillar): contact the employer's pension fund to find out about assets and survivor benefits (widow's/widower's pensions, orphan's pensions).
• Individual pension (3rd pillar): identify 3a accounts and 3b policies. The capital will be paid according to the legal order or designated beneficiaries.
• Health insurance (LAMal): report the death to the health insurance fund to stop deductions and obtain a possible refund of premiums.

For each insurance, you will generally need to provide a death certificate, a medical death certificate, and sometimes other documents depending on the contracts. Strictly respect the declaration deadlines, often set at 30 days, otherwise your rights may be compromised.

Tax documents

The deceased's tax documents are indispensable for establishing the succession declaration and closing their tax situation. Gather the last tax returns (federal, cantonal and communal), tax assessments, as well as all documents relating to real estate (tax valuations, rental values).

These documents will enable a precise inventory of the estate to be established and the applicable succession duties to be calculated. In Switzerland, succession taxation varies considerably from one canton to another, hence the importance of complete documentation.

Don't forget that you will also need to make a final tax return for the deceased, covering the period from 1 January until the date of death. Keep all supporting documents for income and deductions for this period.

Documents relating to the estate and succession

Succession is one of the most complex aspects of post-death administrative procedures. It requires gathering complete documentation on the deceased's estate and respecting strict legal procedures in Switzerland.

Will and testamentary dispositions

The search for the will is an absolute priority. This document determines the deceased's wishes regarding the distribution of their property and can modify the legal order of succession within the limits of the reserved portion.

Where to look? The will may be found with a notary, in a bank safe deposit box, at the deceased's home (in a drawer, a personal safe), or may have been deposited with a cantonal authority. In Switzerland, some cantons keep a register of wills.

If you find a will, do not open it if it is sealed. You must hand it over to the competent authority (generally the supervisory authority for debt enforcement and bankruptcy or the justice of the peace, depending on the canton) which will proceed with its official opening in the presence of the heirs.

The will must be holographic (handwritten, dated and signed) or authentic (received by a notary) to be valid in Switzerland. A will that does not comply with legal requirements may be declared null and void.

Certificate of inheritance

The certificate of inheritance is an essential document specific to the Swiss system. It officially certifies your status as heir and your rights in the succession. Without it, you will not be able to access bank accounts, sell real estate or carry out most succession procedures.

This certificate is issued by the competent authority, generally the supervisory authority for Debt Enforcement and Bankruptcy Offices of your canton, sometimes the justice of the peace or another authority depending on the canton.

To obtain it, you will need to provide several documents: the death certificate, the family record book, the birth certificates of the heirs, the will if it exists, and sometimes other supporting documents. The procedure generally takes between 4 and 8 weeks, and the cost varies according to canton (from a few hundred to over a thousand francs depending on the value of the succession).

Request this certificate as soon as possible, as it often constitutes a prerequisite for all other succession and inheritance procedures.

Title deeds and property documents

If the deceased owned real estate, you will need to gather all the title deeds and associated documents. Request recent extracts from the land register for each property, which officially certify ownership and any charges (mortgages, easements).

Also collect the original purchase deeds, current mortgage loan contracts, building insurance policies, rental contracts if the properties are rented, and the latest service charge statements.

These documents are indispensable for the valuation of the succession estate and to determine the net value of the succession. They will also be necessary if you decide to sell the properties or transfer them to the heirs.

Professional and social documents

Procedures with employers, pension funds and social organisations constitute a significant part of death administrative formalities. They may give entitlement to substantial benefits for survivors.

Employment certificate and pension fund

If the deceased was still in professional activity at the time of death, contact their employer quickly. Request the final employment certificate, the statement of final salaries and any compensation (unused holidays, overtime).

The pension fund (2nd pillar) is particularly important. Contact it to find out about accumulated assets and survivor benefits to which you might be entitled. In Switzerland, the surviving spouse and children may benefit from widow's/widower's pensions and orphan's pensions according to the conditions defined by the fund's regulations.

The capital from the 2nd pillar can be paid as a pension or capital according to the provisions of the regulations and the designated beneficiaries. This procedure generally requires the death certificate, the marriage certificate or family record book, and the children's birth certificates.

AVS/AI and family allowances

Declare the death to the AVS compensation fund as soon as possible. This declaration will result in the cessation of the deceased's AVS/AI benefits and the return of the AVS card.

At the same time, enquire about AVS survivor benefits. The surviving spouse may be entitled to a widow's or widower's pension under certain conditions (age, presence of children). The deceased's children may also benefit from orphan's pensions until the age of 18 (or 25 if they are in education).

If the deceased was receiving family allowances, inform the competent family allowance fund. These allowances may be maintained temporarily for dependent children, but they will need to be transferred to the other parent or guardian.

These procedures generally require the death certificate, the family record book, and various supporting documents depending on your personal situation.

Other important administrative documents

Beyond the major categories of documents, many other administrative procedures must be carried out to completely close the deceased's situation. This list of documents to provide after a death will help you not to forget anything.

Subscriptions and current contracts

Establish an exhaustive list of all subscriptions and contracts taken out by the deceased. This includes: mobile and landline telephone, internet and television, electricity and gas, water, transport subscriptions (SBB, public transport), sports clubs, associations, magazines and newspapers, streaming services, etc.

For each contract, contact the supplier to notify them of the death and request cancellation. Most contracts provide for an early termination clause in the event of death, without penalty. You will generally need to provide a copy of the death certificate.

Beware of automatic debits: check the deceased's bank accounts to identify all recurring payments and ensure you stop them to avoid unnecessary charges.

Driving licence and vehicles

The deceased's driving licence must be returned to the cantonal road traffic office. This procedure is generally simple and free.

If the deceased owned one or more vehicles, you have several options: transfer ownership to an heir, sell the vehicle, or scrap it. In all cases, you will need to:

• Inform the cantonal road traffic office of the death
• Cancel the vehicle's third-party liability insurance (compulsory in Switzerland)
• Request deregistration of the vehicle if you are not keeping it
• Return the number plates

For the transfer of ownership, you will need the certificate of inheritance, the vehicle registration document, and the vehicle documents. These procedures must be carried out quickly to avoid paying unnecessary taxes and insurance.

Medical documents

The medical death certificate has normally already been drawn up by the doctor who certified the death. This document is separate from the death certificate and generally remains in the possession of the Civil Registry Office or the funeral directors.

In certain cases, you might need to access the deceased's medical records, particularly if certain insurance companies require additional information on the causes of death. In Switzerland, heirs have limited access to medical records, generally for succession or insurance reasons.

If the deceased was an organ donor and carried a donor card, this was used immediately after death. You can keep it as a memento of this generous act.

Deadlines to respect in Switzerland

Respecting legal deadlines is crucial to avoid administrative complications and potential penalties. Here are the main deadlines to remember in Switzerland:

• Declaration of death: 2 working days after death to the Civil Registry Office
• Succession declaration: variable according to canton, generally between 1 and 3 months after death. Enquire with the cantonal tax authority
• Insurance: according to contracts, generally 30 days to notify the death, but check the specific conditions of each policy
• AVS/AI: as soon as possible, ideally within 2 weeks
• Taxes: the final tax return must be filed according to the normal tax calendar, with mention of the death
• Acceptance or renunciation of succession: 3 months from knowledge of the death (federal deadline)

These deadlines are imperative. A delay in the succession declaration can result in tax increases, and exceeding the deadline for insurance can compromise your rights to benefits. Note these deadlines in a calendar and anticipate the procedures.

Common mistakes to avoid

Even with the best intentions, certain mistakes are common when carrying out administrative procedures after death. Knowing them will enable you to avoid them:

• Not ordering enough copies of the death certificate: this is the most common mistake. Order at least 8-10 certified copies from the start to avoid costly back-and-forth trips.
• Forgetting certain accounts or insurance: carry out an exhaustive search through the deceased's papers, correspondence and emails. Forgotten accounts can complicate the succession.
• Not respecting deadlines: note all important deadlines and anticipate procedures. A delay can have significant financial consequences.
• Proceeding with the division before having the certificate of inheritance: wait until you have all the official documents before distributing the property. A premature division can create conflicts and legal complications.
• Neglecting certain current contracts: subscriptions and automatic debits continue after death. Identify them quickly to avoid unnecessary charges.
• Acting alone in the face of a complex situation: do not hesitate to consult a notary or legal adviser if the succession is complex (significant estate, multiple heirs, property abroad).

A methodical and patient approach will help you avoid these pitfalls and enable you to manage this difficult period serenely.

Practical advice for getting organised

Faced with the multitude of death formalities to complete, good organisation is your best ally. Here are some practical tips to make the task easier:

Create a dedicated folder with clearly identified sections: civil status, banks, insurance, succession, social organisations, various contracts. File all documents as you go and keep copies of everything you send.

Establish a personalised checklist inspired by this guide, adapted to your specific situation. Tick off each completed procedure and note important dates. This visualisation of your progress will reassure you.

Don't remain alone in the face of difficulties. Seek help from a family member, a trusted friend, or a professional (notary, legal adviser) if the situation becomes too complex or emotionally difficult. Sharing this administrative burden can greatly lighten the load.

Take your time despite the urgency. Certainly, there are deadlines to respect, but you are not obliged to do everything in one week. Progress step by step, at your own pace, prioritising the most urgent procedures.

Document everything. Keep a written record of your exchanges with administrations, note the names of your contacts, call dates, and systematically request written confirmations of your procedures.

Finally, don't forget to take care of yourself during this demanding period. Administrative aspects are important, but your wellbeing is equally so.