How to Manage the Deceased's Email and Social Accounts
For Canadian executors managing the deceased's digital footprint, the process spans multiple platforms with specific procedures. Most require proof of death and executor authorization. Some accounts can be preserved (memorialized); others closed.
Identifying accounts
Email and inbox search:
- Search deceased's email for 'welcome to', 'account', 'thank you for signing up'
- Reveals many accounts created
- Specific platforms often send notifications
Bank and credit card statements:
- Recurring charges identify subscriptions
- Netflix, Spotify, Apple, Google, Adobe, Microsoft, etc.
Phone (with appropriate authorization):
- Installed apps reveal accounts used
- App login status may reveal active accounts
Browser bookmarks and saved passwords:
- With appropriate authorization
- Login records reveal frequently-used sites
Family knowledge:
- Ask family members what platforms deceased used
- Some accounts may be known
- Old accounts may not be known
Common platforms to check:
Email: Gmail, Outlook/Hotmail, Yahoo, AOL, work email Social: Facebook, Instagram, Twitter/X, LinkedIn, TikTok, Snapchat Cloud storage: Google Drive, iCloud, Dropbox, OneDrive Photo storage: Google Photos, Apple Photos, Flickr Subscriptions: Netflix, Spotify, Disney+, Amazon Prime, Audible Software: Microsoft 365, Adobe Creative Cloud Shopping: Amazon, eBay, Etsy Banking and financial: All separate (don't access; contact institutions) Investment platforms: Wealthsimple, Questrade, etc. (handle as investment firms) Communication: WhatsApp, Telegram, Discord Productivity: Slack, Notion, Trello Health and fitness: Strava, MyFitnessPal, fitness apps Gaming: Steam, PlayStation, Xbox, mobile games News and content: Subscriptions to newspapers, magazines, content sites Loyalty programs: Airline, hotel, retail rewards Government accounts: CRA My Account, Service Canada online, provincial online services
Decision: close, preserve, or transfer
Close:
- Accounts with no value to family
- Subscriptions that should end
- Sensitive accounts (banking, email used for security)
Preserve/memorialize:
- Social media with friends/community
- Photo storage with valuable family photos
- Specific content of family value
Transfer:
- Joint accounts may transfer to surviving member
- Some accounts can be transferred to beneficiary (varies by platform)
Major platforms — specific processes
Google (Gmail, Photos, Drive, YouTube)
Inactive Account Manager (during life):
- Set during life to designate trusted contacts and what happens after specified inactivity period
- Can specify data sharing with specific contacts
- Can specify automatic account deletion after specific period
After-death request (without Inactive Account Manager):
- Submit request to Google for:
- Account closure
- Funds in associated account (Google Pay)
- Limited access to data for immediate family
- Specific form submission
- Documentation required: death certificate, proof of relationship
- Specific Google review (case-by-case basis)
- Access to content not guaranteed
Process:
- Visit Google Help — 'Submit a request regarding a deceased user's account'
- Complete form with specific request
- Submit death certificate and other documentation
- Google review (weeks to months)
- Specific outcome per case
Apple (iCloud, App Store, Apple Music)
Digital Legacy (during life):
- Designate legacy contacts during life
- Legacy contacts can access most account data after death (photos, messages, notes, files in iCloud)
- Cannot access licenced media, in-app purchases, keychain passwords
Without Digital Legacy designation:
- Family access very limited
- Court order may be required for substantial access
- Account closure available with appropriate documentation
Process:
- Legacy contact contacts Apple Support
- Provides Digital Legacy key (received during deceased's lifetime)
- Provides death certificate
- Apple processes access (typically weeks)
Facebook (Meta)
Memorialization:
- Profile preserved with 'Remembering [Name]' designation
- Existing posts and photos preserved
- Friends can post tributes
- Profile doesn't appear in 'People you may know' or birthday reminders
- Memorialized account doesn't change
Process:
- Visit Facebook Help — 'Memorialization Request'
- Provide proof of death (death certificate, obituary, news article)
- Provide proof of relationship/authorization
- Facebook reviews (weeks)
- Memorialization processed
Account deletion:
- Alternative to memorialization
- Profile and content removed
- Similar process
Legacy contact (during life):
- Designate during life
- Legacy contact has limited control of memorialized profile
- Can pin posts, respond to friend requests, update profile picture
Memorialization: Similar to Facebook (both owned by Meta).
Process: Through Facebook Help system; specify Instagram memorialization.
Memorialization or deletion:
- Account preserved with memorial designation, or
- Account closed
Process:
- Visit LinkedIn Help — 'Deceased member request'
- Provide proof of death
- Specify memorialization or deletion
- LinkedIn processes (weeks)
Twitter/X
Account deactivation:
- Family requests deactivation
- No memorialization option
- Account preserved for 30 days (allowing recovery), then deleted
Process:
- Visit Twitter Help — 'How to contact about deceased user'
- Provide death certificate and authorization
- Twitter reviews
Microsoft (Outlook, OneDrive, Xbox)
Specific process:
- Death certificate and authorization required
- Microsoft customer service handles
- Specific Outlook, OneDrive, Xbox procedures
Subscription cancellations:
- Microsoft 365, Xbox Live, etc. — specific cancellation
TikTok, Snapchat, Discord, other platforms
Each has specific processes:
- Generally — submit death certificate and authorization
- Memorialization where available
- Account deletion as alternative
- Specific to each platform
Subscription cancellations
Streaming:
- Netflix, Spotify, Disney+, Apple TV+, Amazon Prime Video, Crave
- Each requires separate cancellation
- Many will cancel on customer service request
- Some require death certificate
Software:
- Adobe Creative Cloud, Microsoft 365, AutoCAD, etc.
- Specific cancellation per provider
- Some allow account transfer (varies)
Cloud storage:
- iCloud+, Google One, Dropbox Plus, OneDrive
- Specific cancellation
- Data download before cancellation if needed
Other subscriptions:
- Newspaper subscriptions (Toronto Star, Globe and Mail, etc.)
- Magazine subscriptions
- Newsletter subscriptions
- Membership subscriptions (gym, club, professional)
- Loyalty program cancellations
Process for most:
- Contact provider
- Request cancellation
- Provide proof of death if required
- Confirm cancellation in writing
Preserving important data
Before closing accounts, preserve:
Email:
- Personal correspondence of family value
- Important records (medical, legal, financial)
- Export from Gmail/Outlook (use 'Download Data' features)
Photos:
- Download all photos before closing photo storage accounts
- Google Photos, iCloud Photos, Flickr have download options
- Often substantial — plan for storage
Documents:
- Important documents in cloud storage
- Personal writing
- Records
Specific:
- Family videos
- Personal projects
- Genealogical research
- Specific items of value
Security considerations
Don't try to access using deceased's credentials:
- Legally questionable (unauthorized use of a computer — Criminal Code s. 342.1)
- Privacy violations
- May invalidate insurance claims
Use proper authorization:
- Executor authority is the basis
- Death certificate documentation
- Specific platform procedures
Watch for fraud:
- Identity theft of deceased is common
- Monitor for unauthorized account activity
- Specifically credit cards, banking
- Report suspected fraud immediately
Specific to government accounts
CRA My Account:
- Notify CRA of death; access may be restricted
- Executor access through specific authorization
Service Canada:
- Notify of death; benefits cease
Provincial online services:
- Specific provincial process
Health card and similar:
- Notify relevant ministry; return cards
Timing
Immediate (first 30 days):
- Notify primary email providers
- Cancel subscriptions to prevent ongoing charges
- Notify Apple, Google for major accounts
- Begin Facebook memorialization
Medium-term (1-3 months):
- Complete platform-by-platform notifications
- Cancel remaining subscriptions
- Preserve important data
- Address less-known accounts
Long-term:
- Older or forgotten accounts may emerge
- Continue to address as discovered
- May continue for months or years
What we focus on at It's Simple Will
The Life Discovery Kit (post-payment) captures the deceased's digital footprint — accounts to know about, login locations, what to do with each. This drastically reduces the executor's burden in identifying and managing accounts.
Related guides
Citations & sources
- [1]Google — Submit a Request Regarding a Deceased User's Account — Google Support
- [2]Facebook — Memorialization Request — Facebook Help
- [3]Apple — Digital Legacy — Apple Support
Frequently asked questions
How do I identify all the deceased's online accounts?
Multiple approaches — check email for account confirmation emails ('Welcome to X'); check bank statements for subscription payments; check phone for installed apps; check browser bookmarks and saved passwords (with appropriate authorization); check known major platforms (Google, Facebook, Apple, Microsoft); ask family members what they know.
What's the process for Facebook?
Two options — memorialization (account preserved with 'Remembering' designation, existing friends can post tributes) or removal. Memorialization: family member submits request with proof of death; takes weeks. Deletion: similar process. Legacy contact (if designated in life) makes either easier.
What about Google/Gmail accounts?
Multiple options — Inactive Account Manager (designed for advance planning during life; designates trusted contacts and what happens after specified inactivity period); Family request for access (limited; specific process; not guaranteed access to content); Account closure (specific process for deceased user accounts).
What about Apple accounts?
Apple has Digital Legacy program (added 2021) — allows designation of legacy contacts during life. After death, legacy contacts can access photos, messages, notes (not bank passwords or specific keychains). Without Digital Legacy designation, family access is very limited.
How do I cancel subscriptions?
Each subscription separately. Major streaming (Netflix, Spotify, Disney+) — login or contact customer service. Software subscriptions (Adobe, Microsoft 365) — specific cancellation. Cloud storage — specific platform. Newspapers and magazines — direct contact. Some require death certificate; many will cancel on request.
What about online banking and financial?
Don't try to access using deceased's credentials (legally questionable). Contact each financial institution directly with death certificate and probate. Online access typically frozen by institution upon notification. Estate banking is separate matter.