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Sample Letter of Instruction, Survivor's Reports, etc.

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Sample Letter of Instruction
(Downloadable Word Document)

Letter of Instruction
Estate Planning Document

Date: _____________

Created by ________________________

This file was prepared for my spouse and our children if either myself and/or (Spouse’s  Name) are incapacitated for any reason. (Spouse’s Name), (Children’s Name) (our son), and/or (Child’s Name) (our daughter) are to be provided this file to manager our estate if we are incapacitated or upon our death.

The “Survivor’s Report” - located in the file titled “Survivor Guide” will provide most of the information you need to manage our assets or distribute them upon our deaths. You will find key contacts, account numbers and company phone numbers, key passwords and general instructions in this file. Use any associated files for additional and more complete information. Files are located in _________________________________________. Read the Survivor’s Report front-to-back and highlight key passwords, information, key and safe locations, safety deposit box information and other data that you find important.

 Copies of our Wills, Trusts and planning documents are located in this file with the original copies located in our safe deposit box # _____, at the ______________________ Bank branch office. The trusts transfer most of the valuable assets that (Spouse’s Name) and I own individually direct to our heirs without going through probate. What this means is that our heirs will be able to receive their assets soon after our deaths and the assets will not have to go through probate. This information was compiled in (list Year compiled) and I will be undated as situations change and at least annually.

Most of this information is stored electronically in (list programs) on my home computer with backup files on CD. The password for the (list program) is (list password). Just click on the program ICON and when the password screen comes up type in (password). All computer and other passwords and user IDs are listed in the safe deposit box file. You will find backup copies of other key data files, (List them here – examples are Savings Bond Wizard data files, Quicken, WillMaker Pro, mydocument files). The general estate planning spreadsheets and letter of instructions list all asset values as of the date of this letter.

Keys for the file cabinet are located in (list location) along with the safe deposit key and other spare keys. The safe is located (list location). The key to our Safety Deposit box has Diebold Inc stamped on it. (Spouse’s Name) can get access to the safe deposit box since it is registered in both our names. However, if both of us are incapacitated (Children’s Names or Executor’s Name) are designated executors in our wills and will have to have either a Power of Attorney if we are incapacitated or provide a death certificate to the bank to get access to our safe deposit box at PNC.

All savings bonds are entered in the “Savings Bond Wizard” program from the Treasury Direct web site. You can download new interest rate tables every several months to track the bond interest paid to date. The file name to load into the program on startup is “INV1”. (Spouse’s Name) can keep the bonds as long as he/she wishes. They will stop earning interest 25 years from the issue date. All (Spouse’s Name) must do to cash them in is to take them to any bank along with a certified death certificate.

If you are reading this because one or both of us are deceased be sure to request a sufficient number of CERTIFIED death certificates from the mortuary. You will need enough to transfer ownership of assets and to report my death to OPM, insurance companies, etc. You will need to send a certified death certificates to each account, to the Office of Personnel Management to report my death, start (Spouse’s Name) survivor’s annuity, to change asset registrations for all other assets that we own, and for insurance payments, etc.

Use the Survivor’s Checklist in this file to help you through the major steps that will need your attention. You should also visit http://federaljobs.net/retire for up-to-date survivor information that you may need. I’m sure I missed things that will need to be taken care of, however, I believe I covered most of the major areas that will need attention to insure (Spouse’s Name) receives (her/his) annuity and that you will be able to change registration and ownership for key assets.

There are two books that will help you through this process, “Plan Your Estate” and “The Executor’s Handbook” (available at http://federaljobs.net/retire/resources.htm) They are located (specify Location if you have them available). They can answer many of your questions. Also, the Wills and Trusts have instructions with them in the back of the documents for executors.

I know this all sounds impersonal and calculated. We must plan to insure that our heirs receive what (Spouse’s Name) and I have worked a lifetime to accumulate. I compiled this information because I wanted to make this trying time easier for the ones I love. This may be a difficult time but life does go on and I wanted to smooth the way even in death. (Spouse’s Name) and I want you to enjoy your lives and our intent was to make life a little less hectic for you and our grandchildren.

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