A letter of instruction is a practical guide that helps trusted people locate information and understand your preferences. In estate planning, it can explain where important documents are kept, whom to contact and which everyday responsibilities need attention.
Think of it as a map to your arrangements. It should complement your estate documents, not attempt to replace them. A note explaining your wishes does not, by itself, establish that someone has authority to access an account, make medical decisions or distribute property.
This guide focuses on personal estate planning for U.S. readers. It is different from a shipping instruction letter or a bank’s required transaction form. The checklist and sample below are organizational starting points, not legal forms.
What Is a Letter of Instruction for Estate Planning?
It is a written collection of useful information and personal guidance for the people who may help manage your affairs. You can make it readable, specific and easy to update, with a date and clear directions to the underlying records.
For example, the letter might tell a family member where to find your attorney’s contact details, insurance paperwork, household bill list and pet care instructions. It can reduce the time spent searching through drawers or guessing which professional to call.
A useful letter distinguishes facts from preferences. “The original document is stored in this location” is a locator instruction. “I would prefer a small gathering” is a personal wish. Neither should be written as if it overrides a will, an account’s beneficiary designation or another controlling arrangement.
For the broader distinction between a planning note and formal authority, see our guide to durable power of attorney. The right documents and authorized people depend on the situation and applicable requirements.
What the Letter Should and Should Not Do
| Useful purpose | Boundary to remember |
|---|---|
| Identify where documents are kept | It does not replace the original documents |
| List professionals and emergency contacts | Being listed does not automatically grant authority |
| Explain household routines and responsibilities | Institutions may require their own process and paperwork |
| Describe personal preferences | Do not assume preferences change legally controlling arrangements |
| Point to a secure digital access plan | Do not treat possession of a password as permission to use an account |
Keep instructions consistent with your formal plan. If you want to change who inherits property, who can act for you or how a trust operates, raise the change with the appropriate professional. Do not rely on editing this letter to accomplish it.
What to Include: A Practical Checklist
1. The Letter’s Date, Purpose and Contact Person
Start with your name, the date last reviewed and a short explanation of the letter’s purpose. Say who knows where the current version is kept. Identify a contact person for coordination, while making clear that coordination is different from legal authority.
Explain how to recognize the latest version. A dated master copy is easier to manage than several undated printouts. If you maintain attachments, label and date them too.
2. Important Documents and Their Locations
List the locations of your will, trust documents, powers of attorney, advance care documents, identification records and other important papers that apply to you. Include professional contact details so a helper can ask what documentation is needed.
Check accessibility as well as location. “In the safe” is incomplete if nobody authorized knows how to arrange access. Avoid locking the only usable directions inside the same place as everything they describe.
Medical preferences and financial authority involve different planning questions. Our comparison of living wills and advance directives can help you identify documents to discuss with your advisers.
3. Financial Institutions, Insurance and Benefits
Create an inventory of relevant banks, brokerages, retirement plans, insurers, lenders and employer benefit contacts. Identify the type of relationship and where supporting records are kept. Use only the account details necessary for the letter’s intended readers.
Rather than placing full account numbers throughout a widely shared letter, point to a separate secure inventory. Tell your helper to use an institution’s official contact channels and follow its authorization requirements. Avoid instructions to impersonate you or keep using your credentials.
4. Household Bills and Time-Sensitive Responsibilities
List recurring obligations such as housing payments, utilities, insurance, property expenses and essential services. Note whether a payment is automatic and where the payment records can be found. The purpose is to identify responsibilities, not to direct an unauthorized person to move money.
Include responsibilities that do not appear on a bank statement: caring for pets, checking a property, collecting mail or contacting a business partner. Explain which tasks need prompt attention and whom to ask for help.
5. Digital Accounts and a Safe Access Plan
Identify important digital services, devices and records, including accounts that hold financial information, photographs or business materials. Explain where your documented access or legacy plan is stored. Ask providers and your estate planning professional how authorized access should be arranged.
Do not put passwords, recovery codes, private keys or security answers into a letter that may be emailed or copied. A locator note can explain that a secure access plan exists without exposing the secrets themselves. Never assume someone can lawfully access an account simply because they can unlock a device.
For general guidance on protecting online accounts, consult the Federal Trade Commission’s consumer information website. Keep account security planning separate from broad family circulation of the letter.
6. Personal Wishes, Dependents and Meaningful Possessions
You may describe preferences for a gathering, messages to loved ones or the background of meaningful belongings. If an item has a story, record it while you can explain it. Do not use the letter as a substitute for the formal arrangements needed to transfer property.
For children, dependent adults or pets, explain routines and the location of care information. A planning note should not be assumed to appoint a legal guardian or create decision-making authority. Discuss formal arrangements with a qualified professional.
Keep sensitive care details in an appropriately protected attachment if only certain people need them. Share enough information to make the plan useful without distributing every private detail to everyone.
A Simple Letter of Instruction Sample
The following is a fictional organizational example. Replace the bracketed prompts with your own locator information in a secure document. Do not enter private information into a public website or comment section.
Personal Letter of Instruction
Prepared by: [Name]
Last reviewed: [Date]This letter explains where to find information and describes my personal preferences. It is intended to support my formal arrangements. Anyone helping should confirm their authority and follow the requirements of the relevant institution or professional.
First contacts: My estate planning professional is [name and official contact information]. The person who knows where the current document set is kept is [name and contact information].
Important records: My estate and care documents are located at [location]. Directions for authorized access are held separately at [secure location or professional contact].
Financial and household information: A dated inventory of institutions, insurance contacts and recurring bills is kept at [secure location]. Please use official channels to ask about required documents before taking action.
Immediate responsibilities: Please contact [appropriate person] about [pet care, property check or another practical responsibility]. Relevant routine information is in [location].
Personal preferences: I would like my family to know [brief wishes or personal message]. Questions about property distribution or decision-making authority should be checked against my formal documents with the appropriate professional.
Updates: This version replaces my earlier organizational notes. The current master copy is maintained at [location].
Keep the sample manageable. A short letter with accurate directions can be more useful than a long one filled with outdated balances and uncertain instructions. Use separate inventories when details change frequently.
Where to Keep It and Who Should Know
Choose a storage method that balances protection with practical availability. Tell the intended readers how to locate the current copy, and discuss access arrangements while you can answer questions. Do not distribute a sensitive financial inventory more broadly than necessary.
Ask your attorney or another appropriate adviser whether they should retain a copy or a locator note. Check how a trusted person would obtain it in an emergency. A document that exists only on an unknown, inaccessible device may be difficult to use when needed.
Keep the letter separate from passwords and authentication secrets. If you provide copies, maintain a list of recipients so you know whom to notify after an update. Dispose of obsolete sensitive copies securely when appropriate.
When to Review Your Instructions
Set a regular review date and also revisit the letter after a move, marriage, divorce, death, new dependent, change of adviser or significant account change. Review it alongside the rest of your plan so the documents do not point in different directions.
Check names, contact details, document locations and recurring responsibilities. Remove institutions you no longer use. If a trusted person can no longer help, update the practical directions and separately discuss any required formal appointment changes.
Planning responsibilities can differ before and after death. Our explanation of a power of attorney and an executor gives context for discussing roles. Do not tell one person to perform every task without checking the authority required for each.
Common Mistakes to Avoid
Trying to rewrite the estate plan in an informal note. If your wishes have changed, arrange the appropriate formal updates. A contradictory letter can create confusion for the people trying to help.
Listing information without explaining how to find it. “Call my adviser” is less useful than a current name and official contact method. Verify details during each review.
Sharing secrets too widely. Treat the letter as private planning material. Keep sensitive identifiers and access credentials in a separate, suitable arrangement rather than an ordinary email attachment.
Assuming every instruction is immediately actionable. Institutions and professionals may need documents and proof of authority. Phrase practical directions as guidance to locate information and contact the right people.
For general information about consumer financial products and help resources, the Consumer Financial Protection Bureau is another official starting point. For questions about your estate documents and state requirements, seek advice tailored to your circumstances.
Frequently Asked Questions
Is a letter of instruction the same as a will?
No. This kind of letter organizes information and communicates guidance. Do not use it as a substitute for a properly prepared estate plan or assume it changes who inherits property.
Should I put passwords in the letter?
A broadly accessible letter is not an appropriate place for authentication secrets. Point to a secure access plan and arrange authorized access through the relevant providers and professional advice.
How long should the letter be?
There is no single useful length. Aim for enough detail to locate records and identify immediate responsibilities. Separate attachments can keep changing inventories organized without making the main letter difficult to read.
Can I update it myself?
You can maintain your organizational information and personal notes, but do not assume an update changes formal legal arrangements. Discuss changes to authority, beneficiaries or property distribution with the appropriate professional.
This article provides general educational information for U.S. readers. The sample is an organizational aid, not a legal form or a substitute for advice about your estate plan.