Tips on how to handle the practical arrangements.

Here are some tips on how to handle the practical arrangements.

  1. Obtain a notice of death and make copies

A  notice of death  provides personal identification details of the deceased, as well as the cause of death. A notice of death can be issued by a medical practitioner, as well as some traditional leaders and members of the South African Police Service (SAPS). Your funeral director may also be able to assist in obtaining this.

If a person passes away due to natural causes, the notice of death can be issued immediately by the hospital, or by the attending General Practitioner (GP) or emergency medical services if the death occurred at home. However, if there are any ambiguous or suspicious circumstances, the police will need to be notified and the death notice will only be issued by the mortuary after an autopsy has been completed.

If death occurs because of a procedure in hospital or while under anaesthesia, an autopsy is also required. The hospital will inform you once the autopsy has been completed, and the mortuary will issue the notice of death.

A notice of death enables the funeral director to obtain a burial form or cremation order, so the deceased can be buried or cremated. You can also use the notice of death for insurance claims, the closing of accounts etc.

  1. Identification of the body

The identification of the body must be performed by an immediate family member or a close friend. They will need to provide their own Identification Document (ID) or passport, as well as the ID or passport of the deceased.

If the death occurs at home and a medical practitioner is willing to issue a death notice, the identification can take place at home and the doctor will complete the required forms. Otherwise, identification will take place at a mortuary.

In some mortuaries, the body can be identified via pictures on a computer rather than an in-person viewing of the body, which prevents further emotional trauma. It is highly recommended that you bring somebody along with you for emotional support. Once the identification has been made, a body number will be issued. This number needs to be provided to the funeral home, as well as the funeral policy number and its details "“ if one exists.

  1. Find out if the deceased is an organ donor

If you were close to the person who has passed away, they may have told you that they are an organ donor. If not, check for an organ donor card in their purse or wallet, or organ donor stickers on their ID or driver's licence. These are normally sent to donors when they register with the  Organ Donor Foundation. It is essential that organs are removed as soon as possible after brain death has been declared in order to ensure successful transplantation.

  1. Tell family members

Tell the close friends and family of the deceased of their passing. You can find comfort in your family, and you can also decide who will complete what tasks, including sitting with the deceased if required, appointing a funeral director and asking religious leaders for guidance on the burial preparations and service.

  1. Pets

Don't forget about the pets. If there is no spouse or caretaker, arrangements need to be made for the pets.  

  1. Appoint a funeral director

It is recommended that you use a funeral director who is affiliated with a recognised Funeral Association within the  Federation of Funeral Professionals in South Africa. If your loved one held strong religious beliefs, make sure you select a funeral director who is familiar with these beliefs and religion.

Do not worry, your funeral director will assist with most of the details and guide you through the entire process.

  1. Organise the funeral or memorial service

Your religious leader and funeral director will assist and guide you through the process of organising a service for the deceased.

It will now be time to consider a range of questions, such as the following:

  • Will it be a cremation or a burial?
  • Where will the burial or memorial service take place?
  • Who will officiate at the service?
  • What type of coffin is required?
  • Will there be flowers and how will these be obtained and arranged?
  • What type of headstone will be required if there is a burial?
  • Will you require a cremation niche or plaque if there is a cremation?
  • Who will deliver the eulogies?
  • Who will be the pallbearers, if needed?
  • If a viewing is to be held, organise a time and place for this and let family and friends know.
  • Make sure family and friends are invited to the service and organise their transport if needed.
  • Organise the catering for a gathering.
  • If the deceased is to be cremated, keep or scatter the ashes according to their wishes or as agreed on by family members. The remains are usually available two days after cremation.
  1. Obtain a death certificate and make copies

Take the notice of death together with copies of the ID of the deceased and the Death Report to the Department of Home Affairs so they can issue a death certificate if your funeral director does not do this. Death certificates can take a few weeks to be issued, but abridged death certificates can be issued immediately.

  1. Close or transfer accounts

Copies of the death certificate are required for inter alia pension fund claims, medical aid claims and the closing of accounts. Always keep the original death certificate and death notice and only submit certified copies when needed.

Don't forget to also close email and social media accounts.

10.  Arrange for the body to be moved to a funeral home

Your funeral director will assist with this and prepare the body for burial or cremation.

  1.   Contact your funeral policy insurer and UIF

Your insurer will tell you what they need for a claim on a  funeral policy. If your family member contributed to the Unemployment Insurance Fund (UIF), a spouse or minor child may also be entitled to a dependant benefit  for a period of time.

  1.   Select a coffin and clothes for the deceased

Coffins can be very expensive so make sure the coffin you choose is within your budget. Clothes for the deceased may be a shroud or sheet, or a dress or suit. You won't need clothes if the deceased is going to be cremated unless they have made a specific request. Take these clothes to the funeral director or religious leaders who will wash, dress and prepare the body for burial at the funeral director's premises. In some cultures, family members will wash and prepare the deceased's body. If some of the deceased's possessions are to be put in the coffin, include these as well.

  1.   Make sure the deceased's religious beliefs and wishes are followed

Some religions, such as the Muslim and Jewish faiths, require burial as soon as possible after death. In some cultures, burial can take place one or two weeks after death. Religious leaders can guide you on the requirements. Be respectful of the wishes and personal circumstances of the deceased.

  1.   Locate the will and contact the executor

Administrative processes include locating the original last will and testament of the deceased and contacting the nominated executor. A law firm can assist if you need help with the reporting of the estate and its administration. The estate of the deceased has to be reported to the Master of the High Court within 14 days from the date of death.

  1.   Documentation and information required

You should obtain all the applicable documentation, where relevant.

  • Original Last Will and Testament
  • Original Death Certificate and Notification of Death Form.
  • Identity Documents of deceased (and spouse, if applicable).
  • Name, address of employer and salary number of deceased. The employer's HR office can assist with the details.
  • Details of the pension fund.
  • Name, address, and reference number of medical aid society or any other medical insurance the deceased may have had.
  • Income tax details (if registered).
  • Name and contact details of the accountant or personal financial adviser.
  • Name and contract details of deceased's regular doctor (GP).
  • Name, telephone number, and case number from police station should the deceased have died due to unnatural causes (e.g., motor vehicle accident, shooting, suicide etc.).
  • Partnership agreement and name and address of all partners.
  • Particulars of company or close corporation or business, if applicable.
  • Name and contact number of auditor/accounting officer.
  • Details of divorced or predeceased spouse.
  • Antenuptial contracts and/or divorce agreements.
  • Original title deed in respect of each property and/or bank details where a bond is held.
  • Rates and taxes account(s) and/or details of the body corporate or managing agents.
  • Motor vehicle registration certificates / proof of ownership.
  • Firearms "“ Copies of licences to be provided.
  • Certificates/details in respect of timeshare or any similar entities.
  • Original share certificates or electronic share account details.
  • Hire and letting contracts.
  • Cheque books, investment statements, credit cards, ATM cards, drivers' licence.
  • Details of accounts owing by deceased.
  • Copies of identity documents of beneficiaries and marriage details and certificate.
  • Copies of birth certificates of minor beneficiaries.

The passing of a loved one is a daunting experience for everyone. Remember that there are trained professionals who can help you deal with this stressful experience. By carefully taking stock of everything mentioned here and paying particular attention to the list of items above that will be needed for the executor, you can navigate this process. Your attorney is there to help and guide you.