Important Documents to Organise for an Older Parent

When a parent is suddenly admitted to hospital, families lose hours searching for an insurance card, a list of medicines or the name of the solicitor who drew up the will. Worse, some important documents turn out never to have been made. Going through the papers together while things are calm is one of the kindest and most practical things a family can do.

This guide is general information, not legal advice. Which documents exist, what they are called and how they are set up differs between countries, and sometimes between states or regions.

Start with a conversation

Explain why you are asking: not to take control, but so that the family can follow your parent's wishes if they ever cannot speak for themselves. Many older people are relieved to talk about it. Go at their pace and agree who else in the family should know where things are.

The documents that matter most

Our free important documents checklist lists twenty-five items in five groups. The ones families need most often are:

• Identity: passport or ID card, birth and marriage certificates.
• Health: insurance details, a current list of medicines and allergies, diagnoses and the names of doctors and specialists.
• Decisions: a power of attorney for money and property, a power of attorney or proxy for health decisions, and any advance directive recording wishes about treatment.
• Money and property: bank and savings accounts, pensions, insurance policies, property papers and a list of regular bills.
• Wishes: the will, the executor's name, and any funeral plan or wishes.

For each one, record whether it has been found, where it is kept and who holds a copy.

UK specifics

In England and Wales, a lasting power of attorney (LPA) comes in two types, property and financial affairs, and health and welfare, and must be registered with the Office of the Public Guardian before it can be used. An advance decision to refuse treatment records specific treatments someone does not want. Also note the NHS number, GP practice and any Attendance Allowance or pension award letters. Scotland and Northern Ireland have their own systems.

Keep it safe and findable

Keep originals together in one place, such as a labelled folder or a fireproof box, and tell at least two trusted people where it is. Keep the most urgent papers for hospitals, the medicine list, insurance details and any advance directive, in an emergency folder near the door, with a copy of the emergency information sheet.

Never write passwords, PINs or full account numbers on a checklist. Note where the information is and who can access it instead.

Fill the gaps

Anything marked "missing" becomes a short to-do list. Some items take an afternoon; others, like a power of attorney or a will, need forms, witnesses or a professional. Do not wait for a crisis: most of these documents can only be made while the person still has the capacity to decide.

Review once a year

Look at the checklist every year and after big changes such as a move, a new diagnosis, a new insurer or a death in the family. A family care meeting notes sheet is a good place to record what was updated and who did it.