What To Do When a Loved One Passes Away Out of State: A Step-by-Step Guide

The loss of a loved one is always a staggering experience. Yet, when that loss happens far from home, it becomes decisively more complex, with logistical considerations laid on top of a profoundly difficult time. Our experience is that most people are ill-prepared when a loved one passes away on a trip or vacation. However, the destruction resulting from the violent storms in the southern United States and the associated deaths of the hundreds who perished have grabbed our attention, highlighting the need to know what to do and what steps to take under those horrendous circumstances. With this blog, we hope to provide some clarity with this step-by-step guide to help navigate this process.

Step-by-Step Guide

1. Contact Local Authorities—This may sound absurdly elementary, but shocking news can be paralyzing. So, the first step is to contact local authorities where the loved one passed away. Start by calling the local police department or hospital where the death was confirmed. They will guide you through the initial steps, such as transporting the deceased to a local mortuary and advising you on any documentation you may need to provide.

2. Choose and Contact a Funeral Home

We suggest that you call a local funeral home of your choice:

• Working with a trusted funeral home to handle transportation arrangements is essential. Here at Arlington, we will manage and execute the entire process, including working with a provider out of state to ensure a smooth transfer.
• We partner with Inman Shipping Worldwide to transfer loved ones out of state into our care. You can find out more about Inman Shipping Worldwide by clicking here: https://shipinman.com/

3. Obtaining Required Documentation

In cases where the loved one will be transported across state or even international lines, several documents will likely be necessary:

• Death Certificate: This is required for legal purposes and can be obtained through the county or state health department where the death occurred. You will likely need multiple copies.
• Transit Permit: In most cases, a transit permit is required for moving remains across state or international borders. The funeral home can usually obtain it on your behalf.
• Authorization for Cremation or Burial: If the body will be cremated or buried in a different state, further permissions may be needed, depending on the laws in the destination state.

4. Transportation Options

Typically the two main transportation options are air transport or ground transport:

• Air Transport: This is the most common method and generally the fastest. Most airlines have specific procedures in place for transporting deceased individuals, and funeral homes are familiar with these requirements.
• Ground Transport: Depending on the distance, some families may prefer ground transport which is more affordable but is typically used for shorter distances.

5. Clarity of the Costs

Transporting a loved one from out of state incurs additional charges. Your funeral home must provide a clear estimate. Costs may vary depending on distance, mode of transport, and specific requirements.

6. Arrange a Funeral or Memorial Service

Once your loved one’s transfer is complete, your funeral home can assist in helping you plan a memorial service or funeral according to your family’s wishes and budget to honor their memory. Work with your funeral home to coordinate these services according to your family’s wishes and budget.

7. Don’t Forget Emotional Support

Coping with the logistics of a loved one’s passing while far from home can be overwhelming. Don’t hesitate to seek support from family, friends, and grief counselors, who can guide during this difficult time.

8. Consider Pre-Planning for Future Peace of Mind

To mitigate the complications discussed above, many families consider pre-planning funeral arrangements, especially if they or their loved ones frequently travel. The Arlington Funeral Home offers convenient pre-planning services that cover everything from transportation to memorial service arrangements. If you have questions about our pre-planning services, please contact us for more information by calling (513) 521-7003, Ext. 2.