Resources | Deceased Estates

Deceased Estates Guide

This guide has been created to help simplify the process of settling deceased accounts and services.

Need help completing this form?

Follow the guide below for assistance with the settling of deceased account's. Should you need assistance with any of the steps below, please contact us.

Need help completing this form?

Follow the step-by-step guide below to help complete the CDF Certificate of Identity form.

Step 1: Notifying CDF

Any individual may notify CDF about a deceased estate by submitting a certified copy of the Death Certificate (refer to Step 2 for details about the documents and information required).


Complete the Death Notification form


The easiest way to notify our team is to complete the online Death Notification Form.

This form allows you to notify us, and upload required documents.


Alternatively, you may request a manual Death Notification Form to be posted to you by contacting us.


Acknowledgement of Death Notification Form

Our team will respond to the notifying party within 7 business days of receiving the Death Notification form, to confirm the request has been actioned, or to acquire additional documents if needed.


Privacy and requests for information

CDF is unable to provide any information regarding the Deceased Estate's accounts until the Authorised Representative(s) has been validated and identified. View our Privacy Policy.

Step 2: Providing documents and information to CDF

CDF requires documentation to validate the authority of the authorised estate representative, in order to provide information and act on instruction.


To process this, CDF will require certified copies of the following documents:

  • Death Certificate

    A certified copy of the original death certificate.

  • Grant of Representation

    Also known as a 'Grant of Probate' or 'Letter of Administration', confirming the legal authority to act on behalf of the estate.


    Grant of Probate:

    • Applies when the deceased left a Will and has appointed an executor for the estate
    • Applied through, and granted by, the Supreme Court in the State or Territory in which the deceased passed away
    • The person administering the estate is referred to as the Executor, there may be more than one executor

    Letters of Administration:

    • Applies when the deceased did not leave a Will or if the Will has been invalidated for any reason
    • Applied through, and granted by, the Supreme Court in the State or Territory in which the deceased passed away
    • The person or people administering the estate is referred to as the Administrator, there may be more than one administrator

These documents may not be available at the time you notify CDF, but will be required before accounts can be closed, and funds disbursed.


Please email certified copies of these documents to csg@melbcdf.org.au once received.

Important information

  • You may choose to provide a certified copy of the motion to lodge a Grant of Representation to confirm your status as an authorised representative, however CDF cannot act on instructions until the Grant of Representation is approved by the Supreme Court.
  • CDF will accept only a certified copy of the original Death Certificate.
  • CDF will accept only certified copies of the Grant of Representation; this includes when a Grant of Representation is issued electronically by the Supreme Court.

  • Certified Documentation

    A certified copy means a document that has been certified as a true copy of an original document by one of the following persons:


    • A person who is enrolled on the roll of the Supreme Court of a State or Territory, or the High Court of Australia as a legal practitioner (however described)
    • A Justice of the Peace
    • A notary public (for the purposes of the Statutory Declaration Regulations 1993)
    • A police officer
    • An agent or permanent employee of the Australian Postal Corporation who oversees supplying postal services to the public
    • An Australian consular officer or an Australian diplomatic officer (within the meaning of the Consular Fees Act 1955)
    • An officer with, or authorised representative of, a holder of an Australian financial services licence, having 2 or more continuous years of service with one or more licensees
    • A member of the Institute of Chartered Accountants in Australia, CPA Australia or the Institute of Public Accountants with 2 or more years of continuous membership.
    • A foreign public notary whose appointment is lawful and their status as a notary public can be verified

Step 3: What happens to accounts and services after notification?

Once CDF has received the required documentation, our team will review the accounts and services held by the customer and action as follows:

  • For accounts owned solely by the deceased estate:

    1. A freeze will be placed on all accounts, restricting the withdrawal and credit of all funds
    2. Online access to all accounts and term investments will be removed
    3. The accounts will be updated to reflect the 'Estate of the Late' deceased
    4. The address for all correspondence related to the estate will be updated (if requested by the authorised representative)
    5. CDF will continue to pay interest on funds held in interest bearing accounts or term investments at the current interest rates applicable to the type of account, or as agreed when the term investment was established or last reinvested
    6. Term Investments – the authorised estate representative will need to provide written instructions for each term investment prior to maturity, otherwise the principal and interest will be reinvested for the same term at the published interest rate for that term on the maturity date
    7. Term Investments – should the authorised representative request to redeem the investment after the investment has been automatically reinvested, 31-days written notice will be required - this does not apply to accounts held by Clergy or employees of Catholic Organisations. 
    8. Term Investments – where the deceased has provided instructions to pay interest and/or principal at maturity to a non-CDF account, the investment will be amended, with interest/and or principal compounded at maturity

  • For accounts held in joint names:

    Under the principle of survivorship, accounts and term investments held in joint names will not be stopped or frozen unless CDF is instructed to do so by the surviving account holder. 


    In the event that CDF has been notified of a jointly held deceased account but has received no survivorship instruction, CDF will attempt to contact the surviving account holder and request further instruction.

Requests for transfer of ownership to the surviving party can be lodged as follows:

 

  • Option 1: If the surviving account holder notifies CDF of the death of the deceased, they may also request jointly held accounts to be transferred into their sole ownership when completing the Death Notification form.

 

Important information

  • CDF Online account access for the deceased will be removed; there will be no change to the access of the surviving account holder (unless requested by the surviving party).
  • Authorised representatives are encouraged to contact crediting parties, on behalf of the deceased estate, to pause funds that may be credited into a CDF account.
  • Power of Attorney (POA) and Enduring Power of Attorney (EPOA) ends at the death of the principal (the deceased) and CDF will no longer accept enquiries or instructions from a POA or EPOA.

Step 4: Onboarding authorised representatives

Who can act as an Authorised Representative?


An authorised representative is an individual who is legally entitled to act on behalf of the Deceased’s Estate. Some estates may have more than one authorised representative.

 

Authorised Representatives may include:

  • Next of Kin, such as:
  • Spouse or lawful domestic partner
  • A child over 18 years of age
  • A parent
  • A sibling over 18 years of age
  • Executor (if the deceased left a Will)
  • Administrator (if the deceased did not leave a Will)
  • Public Trustee
  • Solicitor or another legal representative – acting either as the executor or on behalf of an executor

 

Add an Authorised Representative

 

Requests to add an Authorised Representative can be lodged as follows:

 

  • Option 1: If the Authorised Representative notifies CDF of the death of the deceased, they may also request to be added as an Authorised Representative when completing the Death Notification form.

 


Identification of Authorised Representative(s)


All authorised representative(s) are subject to CDFs identification processes; our team will contact each authorised representative and provide instructions for the identification process once we receive the completed Death Notification form and/or an Authorised Representative Authority Form and supporting documentation.

 

Electronic Verification of Identity - Authorised Representative(s)

CDF requires all individuals acting as authorised representatives to be identified before any account and service information can be divulged and any request processed.

 

After CDF receives a request to add an authorised representative, CDF will contact each authorised representative and provide a secure link to complete an Electronic Verification of Identity online.

 

Solicitors & Legal Representatives

For solicitors acting on behalf of an executor or administrator, CDF requires a letter of representation signed by the executor(s) or administrator(s).

 

When acting as an executor or administrator, CDF requires a letter of confirmation from the legal representative and evidence of appointment as executor or administrator.

Step 5: Request for information and providing instructions

Request for information


  • All correspondence relating to a deceased estate is between CDF and the authorised representative(s), or in the case of joint accounts, the surviving account holder.
  • As per the Privacy Policy, CDF is unable to divulge information to third parties who are not authorised to act on behalf of the estate
  • Authorised representatives must submit all requests for information or instructions for amending or managing accounts and services in writing, either by email or post.

 

Statement of Balances and Interest


  • Please advise our team if you require a statement of account and term investment balances, and/or interest paid in the most recent financial year.
  • CDF is not required to report interest paid to the Australian Tax Office (ATO) and does not report this information. It is the responsibility of the account holder to report this information.


Providing instructions


Once grants of representation have been approved and granted, please provide a certified copy (or electronic copy when issued by the Supreme Court) of these documents to CDF.

 

At this time, CDF is able to act on written instructions, such as:

  • Closing accounts owned solely by the deceased
  • Receiving Term Investment maturity instructions

 

Closing Accounts

 


Term Investment Instructions


Prior to the Term Investments maturity date, CDF will post a maturity notification to the correspondence address on record. If instructions are not received, the Term Investment will automatically renew for the same period, at the current interest rate. 

Important information

  • CDF is not responsible for distributing funds to beneficiaries or other parties such as creditors and will not provide distribution of funds directly to beneficiaries or other parties.
  • CDF will release funds to a Solicitors Trust account, or an Estate account held with an Australian Deposit-Taking Institution (ADI) such as a bank or credit union. We require verification of these account details before any transfer of funds and will not distribute funds to accounts held in another party’s name. 
  • When there is more than one authorised representative, all authorised representatives must sign all written instructions and requests associated with the deceased’s estate.
  • When there is a jointly held account, all authorised representatives must sign instructions along with the surviving account holder – instructions will not be accepted when signed only by an authorised representative.
  • For accounts and term investments CDF requires a standard 31-day notice of withdrawal to close or withdraw funds. This does not apply to accounts held by Clergy or employees of Catholic Organisations.

Important information

  • The request must relate to payments for the purpose of paying for funeral, burial or cremation services (referred to as ‘funeral expenses’) through a licensed funeral director/provider and accompanied by a tax invoice from this provider.
  • CDF will make payment directly to the funeral director/provider and to no other party.
  • Invoices for other funeral expenses from other providers will not be accepted.
  • CDF will not reimburse funeral expenses paid by another party.
  • The maximum amount of $15,000 cannot be exceeded – if the total amount of the funeral exceeds this amount, CDF will pay a maximum of $15,000 to the funeral director/provider and it is the responsibility of the estate to pay any outstanding funeral expenses.
  • If the deceased’s available account balances are less than the requested amount CDF will contact the authorised representative(s) to advise them of the maximum amount available. It is the responsibility of the estate to pay any outstanding funeral expenses.
  • CDF reserves the right to request further information and confirmation of funeral expenses.
  • CDF may draw funds from accounts held solely in the name of the deceased.
  • If payment of funeral expenses would result in the remaining balance of a Term Investment being less than $2,000, CDF will contact the authorised representative(s) to arrange to close the Term Investment and place funds in a Mission Saver account.
  • Interest will be adjusted at the time of payment, please refer to the Information Statement relevant to the account(s) being debited.