Checklist When an Australian Dies Overseas

The First 72 Hours Determine Everything

When you receive the call that a family member has died overseas, your instinct is to book a flight. Before you do that, there is a sequence of notifications and decisions that must happen in a specific order — and getting the order wrong creates delays that cascade through the next three months of estate settlement, repatriation logistics, and government notifications.

This checklist covers the critical first-72-hour window and the subsequent administrative tasks for an Australian family dealing with a death in the United States. Many of these steps apply to deaths in other countries, but the specific institutions and timelines are US-Australia corridor specific.

Immediate Actions (First 24 Hours)

Call the Consular Emergency Centre. DFAT's 24-hour line is +61 2 6261 3305 (from overseas) or 1300 555 135 (from within Australia). They verify the death with local authorities, coordinate notification through Australian police to prevent other family members from finding out through informal channels, and provide vetted referral lists for funeral directors and lawyers.

Call the travel insurer. If the deceased held travel insurance, notify the emergency assistance hotline on the policy document. Many policies require notification within 24 to 48 hours. The insurer assigns a case manager who can coordinate logistics and authorise funding.

Secure the deceased's passport and personal effects. The Australian passport is needed for biosecurity clearance if the body is repatriated, and for Australian government notifications. Personal effects should be inventoried and secured — the consulate can help but will not ship belongings.

Identify the Medical Examiner or Coroner. If the death was unattended, accidental, or occurred outside a hospital, the county Medical Examiner assumes custody of the body. Ask the local police or hospital which ME office is involved and get a direct contact number.

First Week Decisions

Appoint a US funeral director. American law requires a licensed funeral director to manage body custody, death registration, and certified death certificate orders. Get referrals from DFAT or the insurer. Request an itemised General Price List before agreeing to services.

Choose a disposition path. Three options: full-body repatriation to Australia (USD 14,000 to USD 22,000, 10 to 21 days), cremation in the US and carry ashes home (USD 1,500 to USD 3,500, 3 to 7 days), or local burial in the US. This decision drives every subsequent step.

If repatriating the body: Appoint an Australian receiving funeral director. The US director handles export; the Australian director handles biosecurity clearance and airport collection.

If cremating in the US: Ensure the funeral director uses a scannable urn material (wood, plastic, cardboard) for the flight home. Metal urns will be rejected at TSA screening.

Document Procurement (First Two Weeks)

Order certified death certificates. Request at least ten long-form copies from the county or state vital records office. Long-form means the version that includes the cause of death — short-form abstracts will be rejected by Australian courts and banks.

Begin the apostille process. The death certificate must be apostilled by the Secretary of State in the US state where the death was registered. Processing times range from same-day walk-in to 25 to 35 business days by mail, depending on the state.

Australian Notifications (Within 28 Days)

Notify Services Australia. Report the death to Centrelink, Medicare, and Child Support within 28 days. This stops ongoing benefit payments, initiates bereavement payment assessments, and triggers pension reviews.

Cancel the Australian passport. Present it at an Australia Post outlet for cancellation, or contact DFAT if the passport is overseas.

Notify each bank holding the deceased's accounts. Australian banks freeze solely-held accounts upon notification. Joint accounts remain accessible to the surviving holder. Each bank has a probate exemption threshold — balances below that threshold can sometimes be released without a full Grant of Probate.

Contact each superannuation fund. Super death benefits are not distributed through the will — they are paid according to the fund's rules and any binding death benefit nomination. The claim requires the apostilled US death certificate, proof of relationship, and completed claim forms.

Estate Settlement (First Three Months)

Determine US estate tax obligations. If the deceased held US-situated assets exceeding USD 60,000, the executor must file IRS Form 706-NA. The US-Australia Estate Tax Treaty may reduce the liability to zero through prorated exemption relief, but only if the correct forms are filed.

Apply for a Grant of Probate. Lodge with the Supreme Court of the Australian state where the deceased was resident. The apostilled US death certificate is a required supporting document.

Lodge the final tax return. Notify the ATO and lodge the deceased's final Australian tax return covering the period from 1 July to the date of death.

The Australian Dies in the US — Family Emergency Guide includes a printable version of this checklist with space for dates, contact names, and reference numbers, plus detailed step-by-step instructions for each task.