Start with the documents that prove who is who
The first step is simple: make sure the family can prove identity and legal status without a scramble through old file boxes. In South Africa, that means clear copies of identity documents, marriage documents, birth certificates for minor children, and any divorce orders or death certificates that affect who has a claim or a duty.
If there has been a change in surname, a recent marriage, or a customary marriage that was not registered in the usual way, gather whatever formal proof exists. These records matter because they shape who can sign, who can inherit, and who is recognised when banks, trustees or the Master of the High Court ask for verification.
- Identity documents for each adult family member involved
- Marriage certificate, antenuptial contract, or divorce order where relevant
- Birth certificates for children and dependants
- Death certificates for any late spouses, parents, or children linked to the plan
Gather the estate papers that show the current picture
A review works best when the adviser can see the full financial picture, not just the large assets. Bring title deeds if you have them, bond statements, motor vehicle papers, share certificates if any are still issued in paper form, and recent statements for every investment account, retirement policy, and bank account. If the family owns a holiday home in Hermanus, a flat in Durban, or a small commercial building in Johannesburg, include those records too.
Also bring documents for liabilities. A home loan, vehicle finance, business overdraft, tax debt, or suretyship can affect the liquidity position of the estate. Families are often surprised by how one unpaid account can create delay and pressure for the surviving spouse.
- Property deeds, mortgage statements, and municipal account references
- Bank statements for all active accounts
- Investment statements and policy schedules
- Loan agreements, credit agreements, and suretyship documents
- Business account summaries if the client is a shareholder or partner
Do not overlook business records and ownership papers
For entrepreneurs and family business owners, the personal estate and the business often overlap. That is where the trouble starts if the records are not in order. Bring shareholder agreements, partnership agreements, company registers, trust deeds, loan accounts between the business and the individual, and any buy and sell arrangements. If a trust owns shares in the business, include the trust resolution history and the latest trustee details.
It helps to show who actually controls what. A family may think an asset belongs to one person, when in fact it is held in a company or trust. That difference matters for succession, tax planning, and what happens if one of the key people becomes ill or dies. In practice, clean records keep family meetings calm and focused.
- Company registration records and shareholder or member documents
- Trust deed, trustee appointment letters, and beneficiary details
- Partnership agreements and loan account schedules
- Buy and sell agreements or succession clauses
- Management accounts and a list of business assets
Prepare the will file and the support notes around it
A will is only useful if the supporting details are current and easy to confirm. Bring the latest signed will, any codicils, and notes about previous instructions that may no longer apply. If there are minors, dependants with special needs, or family members who live outside South Africa, say so clearly because the practical effects can be very different.
It also helps to note who is nominated as executor, guardian, or trustee, and whether those people still have the capacity and willingness to serve. We often see a will signed many years earlier with no one sure where the original is kept. That can slow everything down at the exact time the family needs clarity.
- Original will and any amendments
- Names and contact details of nominated executors, guardians and trustees
- Letters or notes about special wishes that may affect administration
- Storage details for the original document
Bring the records that affect cash flow after death
Estate planning is not only about who gets what. It is also about whether the family can pay what is due while the estate is being finalised. That is why liquidity analysis matters. Bring life cover schedules, funeral policy details, retirement fund beneficiary nominations, and any annuity or income statements that support the household. If there are school fees, medical aid contributions, or bond payments that will still run for months after a death, list them too.
A practical example: a Stellenbosch family may own a farm house, a small rental unit in Paarl, and a business in the Cape Winelands, but most of the cash is tied up in property and long term investments. Without enough liquid funds, the surviving spouse may have to sell too quickly or borrow at the wrong time. The paper trail helps prevent that.
- Life cover and funeral cover policies
- Retirement fund and annuity records
- Monthly expense list for the household
- Any debts that could become payable immediately
- Details of cash reserves or accessible funds
Set out family context so the plan fits real life
Documents tell the technical story, but family context tells the human one. Bring a simple list of dependants, ongoing support arrangements, family meeting notes, and any past disputes that may affect how the plan should be handled. If there are children from different relationships, aging parents being supported, or siblings who co-own assets, say so early. That is not awkward, it is useful.
For many families in Cape Town, Paarl, Durban or Johannesburg, the hardest part is not the paperwork. It is getting everyone to understand the same plan. A short family meeting before the review can save a lot of back and forth later, especially when roles are not yet settled or one family member lives overseas.
- List of dependants and support obligations
- Notes on family dynamics that may affect decision making
- Records of past family agreements or meetings
- Questions the family wants answered in the review
Use a simple folder system so nothing gets lost again
Once everything is gathered, keep it in one place and update it at least once a year. A physical file at home is still useful, but many families also keep a scanned set in a secure location. Label each section clearly: identity, property, business, investments, debt, and wishes. If documents are spread across a lawyer, a bank, a trustee and a family member, write down where each original is kept.
The goal is not paperwork for its own sake. It is to make sure the next conversation is calm, informed, and practical. When the right records are ready, the review can focus on the real decisions: how to protect the family, how to reduce delay, and how to hand wealth on with purpose, not guesswork.
