Emergency Binder: What to Put in Your Just in Case Binder

The short answer

An emergency binder, sometimes called a “just in case” binder, is one place that holds the information your family would need if you were ill, injured or died. It lists key contacts, medical details, where your documents are kept, your accounts and bills, and your wishes. Do not write passwords or full account numbers in it. Write where to find them instead.

A note before you start

This guide is general information about organising your records. It is not legal advice. A binder does not replace a will, a power of attorney or other legal documents, and the rules about those differ from place to place. Speak to a qualified professional where you live, such as a solicitor or lawyer, about the legal side.

Why make one

When something goes wrong, the people around you are often asked to make decisions and find information quickly, while they are stressed or grieving. They may not know who your doctor is, which bank you use, where the insurance papers are, or whether the cat has a medication.

A binder does not solve every problem, but it answers a lot of practical questions in one calm place. It also makes you do something useful in the process: you find out what you actually have, and what is missing.

It works for more than death. The same binder helps a partner or relative cope if you are in hospital, away or unable to communicate.

The golden rule: no passwords

Do not write down passwords, PINs, security codes, full card numbers or full bank account numbers in your binder. Binders get lost, left on a shelf, photographed or seen by a visitor. If one of those details is in it, the binder becomes a security risk.

Instead, write down:

• Which bank or account exists (the name and the type)
• The last four digits at most, if you want to help identify it
• Where the credentials can be found, for example “in my password manager” or “ask my solicitor”
• Who has access to that place

If you use a password manager, many of them offer an emergency access feature that lets a trusted person request access. Check what your provider offers and set it up in advance. Your binder can then simply say that you use a password manager and who the emergency contact is.

What to put in it, section by section

1. Personal details

• Full legal name, date of birth and address
• Where your birth certificate, passport and citizenship documents are kept (not copies, unless you store them securely)
• Government identifiers: write where the documents are, not the numbers themselves

2. Emergency contacts

• Two or three people who should be called first, with phone numbers and their relationship to you
• Neighbours, friends or relatives who have a spare key
• Your employer or manager, and a workplace contact
• A person who can look after your children or pets in an emergency

3. Medical information

• Your doctor, dentist and any specialists, with phone numbers
• Allergies, medical conditions and current medications
• Blood type, if known
• Health insurance details and where the card is kept
• Your wishes about care, if you have recorded them formally (and where that paperwork is)

4. Insurance

• Each policy: provider, type (life, health, home, contents, car, income protection), policy number or reference if you are comfortable with it, and the contact number for claims
• Where the policy documents are kept

5. Money and accounts

• Banks and building societies or credit unions: name, type of account and branch
• Superannuation, pension or retirement accounts: provider and where the statements are
• Investments and share holdings
• Loans, mortgages and credit cards: lender and approximate balance
• Regular bills and direct debits, plus subscriptions that should be cancelled or kept

A net worth summary is a helpful addition. It shows your executor or family what you own and owe in one view. The Net Worth Tracker spreadsheet lets you list up to 15 assets and 15 debts, and you can reference it from the binder.

6. Home and utilities

• Whether you own or rent, and where the deed or lease is kept
• Utility providers and account holders
• Where the main water, gas and electricity shut-offs are
• Alarm company and any codes: say who knows the code, but do not write it
• Maintenance contacts, such as a plumber or electrician you trust

7. Vehicles and valuables

• Cars, bikes or boats: registration details and where the papers are kept
• Jewellery, collectibles or other valuables, and where they are stored
• Storage units, safe deposit boxes and where the keys are

8. Digital life

• Email accounts, cloud storage, social media and anything that holds photos or documents
• The name of the service, not the login
• Whether you use a password manager or a legacy contact feature, and who is named
• Your wishes for social media accounts, if you have any

9. Pets and dependants

• Names, vet details, medication and feeding routines for pets
• Who has agreed to care for them
• For children or other dependants: schools, activities, health needs and the people who have agreed to help

10. Where important documents are kept

• Will and any power of attorney, with the name of the solicitor or lawyer who holds them, if applicable
• Marriage or divorce papers
• Property documents
• Tax records
• Warranties and manuals, if you like

11. Professional contacts

• Solicitor or lawyer, accountant, financial adviser, insurance broker, and anyone else who knows your affairs

12. Work and business

• Employer contacts and any benefits or entitlements
• If you run a business: key clients, suppliers, where the business records are held and who could step in
• Any licences or registrations that need to be maintained

13. Funeral and end-of-life wishes

• Burial or cremation preferences, a service, music or readings
• Whether you have a prepaid plan or a funeral insurance policy and where the paperwork is
• People to notify, and a note for anyone you would like to hear from the family personally

These are not easy sections to complete, but they are among the most useful to the people left behind. Your wishes here are not legally binding in the way a will can be, so talk to a professional about how to record them formally.

14. Letters and messages

• Optional letters to loved ones
• Notes about keepsakes or sentimental items

What to leave out

• Passwords, PINs, security answers and recovery codes
• Full credit card or bank account numbers
• Copies of your passport, licence or other identity documents, unless the binder is stored securely, such as in a fireproof safe
• Anything you would not want a visitor, tradesperson or thief to read

How to keep it safe and findable

A binder is only useful if the right person can find it, and only safe if the wrong person cannot.

• Pick a known place. A bottom desk drawer, a filing cabinet or a fireproof box. Tell your executor or closest contacts where it is.
• Consider a lockable option. A small fireproof, lockable box is a sensible home for it, with the key location known to your chosen person.
• Give a spare copy of part of it. You might give your executor a copy of the contacts and document list.
• Do not leave it on display. The cover should not announce what is inside.

Keeping it current

A binder with old information can mislead. Set a recurring reminder to review it once a year, such as on your birthday or at the start of the year. At each review:

• Check phone numbers and addresses
• Update insurance, accounts and providers
• Add anything new, such as a new job, a new pet or a house move
• Remove things you no longer have
• Note the date of the review

You should also update it after a major life event: marriage, separation, a new child, a death in the family, a house sale or retirement.

Paper, digital or both?

A paper binder is simple and does not need a device or a password to open. A fillable PDF is easier to edit and update, and you can print it when it is complete. Many people fill in a PDF, print it, and keep the file in a secure place as well. If you keep a digital copy, protect it with a strong password or encryption, and tell your chosen person how to access it without writing the password in the binder.

Using a ready-made binder

You can build all of this with a ring binder and some dividers. If you would rather have the sections laid out for you, the Just in Case Life Admin Binder is a 36-page fillable and printable PDF that covers everything above, in A4 and US Letter. It is designed so that it never asks for passwords or full account numbers. It asks where to find them instead. It is an organiser, not legal advice.

Frequently asked questions

What is an emergency binder?

It is a single collection of the information your family or executor would need if you were unwell, away or had died: contacts, medical details, insurance, accounts, documents and your wishes. It is usually a paper binder or a printed and filled PDF.

Should I write my passwords in an emergency binder?

No. Passwords and PINs should not be written in a binder. Record which services you use and where the access details can be found, such as in a password manager with an emergency access option, and who is trusted to use it.

Is an emergency binder a legal document?

No. It is an organiser. It does not replace a will, a power of attorney or other legal documents, and your wishes in it may not be binding. A solicitor or lawyer can advise you on the legal documents you need where you live.

How often should I update my binder?

At least once a year, and after any major life change. A short yearly review, with the date noted, keeps it accurate.

If you want the sections ready to fill in, take a look at the Just in Case Life Admin Binder.