What documents should an older adult have organized for their family?

The National Institute on Aging's Getting Your Affairs in Order checklist covers personal records, financial records, legal documents, and medical information. Key items include advance directives and healthcare power of attorney, a current will, insurance policies (health, home, auto, life), bank and investment account information, Social Security and Medicare or Medicaid cards, a current medication list, doctor contacts, utility account information, recurring bill details, vehicle information, and digital account access. The goal is that a family member stepping in during an emergency can find and understand everything they need without asking you.

Where should important documents be kept?

Originals of legal documents like wills, powers of attorney, and property deeds should be in a fireproof and waterproof safe or a bank safe deposit box. Copies should be in a household binder at home and with the person named in your power of attorney. Medical information, insurance cards, and emergency contacts should be in the binder and also on a wallet card you carry. The NIA recommends giving your caregiver or healthcare proxy permission to talk with your doctors, lawyer, and insurance provider.

Household Records Your Family Needs

The principle

Your household lives in your head.

You know where the water shutoff is. You know the name of your insurance agent. You know that the furnace filter gets changed every three months and that the property tax is due in June and December. You know the password to the utility account and the name of the pharmacy that has your records.

None of that information transfers automatically when you are in the hospital, recovering from surgery, or no longer able to manage things yourself. A family member stepping in during an emergency should not have to search through drawers, guess at passwords, or make a dozen phone calls to figure out how your household works.

The NIA's "Getting Your Affairs in Order" checklist, available at nia.nih.gov, covers personal, financial, legal, and medical records. This guide organizes that same territory in a practical format: what to document, where to keep it, and who should have access.

Medical records

The section that matters most urgently.

What to document

Complete medication list with doses, times, prescribing doctors, and pharmacy
All doctors and specialists with phone numbers
Allergies and drug interactions
Insurance: Medicare number, supplemental/Medigap policy, prescription drug plan (Part D), and any Medicaid information
Medical equipment suppliers and account numbers
Vaccination records (COVID, flu, pneumonia, shingles)

Legal medical documents

Advance directive / living will: Your wishes for medical treatment if you cannot speak for yourself. The NIA recommends discussing these with your doctor and family
Healthcare power of attorney: Names the person who makes medical decisions on your behalf. Give this person a copy and permission to talk with your doctors
POLST/MOLST form: If you have one, it should be posted visibly (EMS is trained to look for it). These are state-specific forms, usually on bright-colored paper
HIPAA authorization: Gives named family members permission to access your medical records

Financial and legal

Bills do not stop because you are in the hospital.

Financial accounts

Bank accounts: name, branch, account number, and the phone number for the bank
Social Security information and monthly payment amount
Pension or retirement account contacts
Recurring bills: what they are, amounts, due dates, and how they are paid (auto-pay, check, online)
Life insurance: company, policy number, agent name, and beneficiary

Legal documents

Will: Where the original is kept and who the executor is
Financial power of attorney: Names the person who manages finances if you cannot. Separate from the healthcare POA
Property deed: Location of the original
Vehicle title and registration
Attorney name and phone number (if you have one)

If you do not have a will, advance directive, or power of attorney, your state's Area Agency on Aging (eldercare.acl.gov, 1-800-677-1116) can help connect you with legal aid resources.

Home operations

The things only you know about this house.

A family member arriving to take care of your home while you are away needs to know practical things that are not in any legal document. Where to find the water shutoff. Which circuit breaker controls the kitchen. What day the trash goes out. Whether the front door lock sticks.

Utilities and systems

Electric, gas, water, sewer, internet, phone: account numbers and customer service numbers
Location of the main water shutoff, circuit breaker panel, and gas shutoff
HVAC filter size and replacement schedule
Septic or sewer: service company and last service date
Trash and recycling: pickup days and any special procedures

Access and contacts

Spare key location or lockbox code
Alarm system code and company phone number
Neighbor who watches the house (name, phone, relationship)
Trusted repair contacts: plumber, electrician, HVAC
Homeowner's or renter's insurance: company, policy number, agent
Mail: any mail forwarding, PO box, or packages expected

Digital access

Passwords are the modern locked drawer.

If your family needs to pay a bill online, access your email, or check your bank account, they need your login credentials. This is the section most people resist documenting and the one that causes the most frustration when it is missing.

You have options for how to handle this. None require giving someone your passwords today. The goal is that they can be found when needed.

Three approaches

1
A written list in a sealed envelope. Write your critical account logins on paper, seal it in an envelope marked "Account Access," and store it in your fireproof safe or with a trusted family member. Update it whenever a password changes. Low-tech, reliable, and requires no software.
2
A password manager with emergency access. Several password managers allow you to designate a trusted contact who can request access after a waiting period. This is the most secure option but requires you to use the password manager consistently.
3
A notebook kept in a specific location. Some people maintain a physical notebook with account information. If you use this method, store it in a place your family member knows about but that is not in plain sight. Mention its location in your household binder.

At minimum, document access to: email, bank or credit union online portal, Social Security online account, Medicare account, utility accounts, and your phone (passcode or biometric). A family member who cannot access any of these during a crisis will spend days on hold with customer service.

The household binder

One binder. One known location.

Everything documented in this guide goes into one physical binder. Not scattered across drawers, not in a folder on a computer, not "I'll get to it." One binder, in a place your family knows about, updated once or twice a year.

Tab 1: Medical

Medication list, doctors, insurance cards (copies), allergies, vaccination records, medical equipment info

Tab 2: Legal

Advance directive, healthcare POA, financial POA, will location, POLST (copy), attorney contact

Tab 3: Financial

Bank accounts, Social Security, pension, recurring bills, insurance policies, auto/home/life

Tab 4: Home

Utilities, shutoff locations, repair contacts, alarm code, spare key, trash schedule, vehicle info

Tab 5: Contacts

Emergency contacts, check-in contacts, neighbors, caregiver, clergy, friends who should be notified

Tab 6: Digital

Note on where account access information is kept (sealed envelope location, password manager details)

Tab 7: Pets

Vet info, feeding schedule, medications, behavioral notes, who takes them if you cannot

Tab 8: Emergency plan

Check-in contacts, leave-early triggers, go-bag location, caregiver document, wallet card copy

Tell at least two family members where the binder is. Give a copy of the medical and emergency tabs to your healthcare proxy and your caregiver. Update it when medications change, when a bill goes on auto-pay, or when you change doctors. Twice a year, sit down and verify that everything is current.

Free printables for Tab 8

Print, laminate, and keep both of these in the binder's emergency tab.

Emergency Contact Card

Wallet-size. Print, laminate, fold.

First Responder Note

Half-sheet. Post on fridge or in go-bag.

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