Executor’s Guide to Managing Online Subscriptions and Digital Assets

Quick opening: why digital assets matter

Digital assets—from streaming subscriptions and online photo libraries to cryptocurrency and domain names—are part of a decedent’s estate. They can carry monetary value, sentimental value, or both, and many subscriptions continue to bill after death. Executors who move deliberately can protect estate value, avoid unnecessary charges, and honor the decedent’s wishes.

What steps should an executor take first?

1. Obtain authority documents before touching accounts

• Do not try to log into accounts until you have legal authority. Most providers will require a death certificate plus proof of your appointment (letters testamentary or a court order). Request certified copies of the death certificate from the funeral director or vital records office, and get letters testamentary from the probate court if the will names you executor. (Uniform Law Commission: RUFADAA provides a framework many states use to authorize access.)

1. Build a digital-account inventory

• Search physical files and the decedent’s devices for password lists, password-manager master passwords, sticky notes, and emails with account confirmations or invoices.
• Review bank and credit-card statements for recurring digital subscriptions and online purchases (look for service names such as Netflix, Spotify, Amazon, Google, Apple, Microsoft, PayPal, Coinbase, etc.).
• Ask family members and the decedent’s employer (if applicable) for information on shared services.

1. Prioritize accounts by immediate risk

• Cancel or pause subscriptions that will continue to charge (streaming, cloud storage) to avoid needless charges.
• Secure accounts with financial exposure—online banking, payment processors, and marketplaces—so no unauthorized transfers occur.
• Isolate highly sensitive assets (crypto private keys, domain registrar logins, business accounts) and consult counsel before moving them.

How do laws affect access to digital accounts?

The Revised Uniform Fiduciary Access to Digital Assets Act (RUFADAA) is the model many states follow; it balances a decedent’s privacy preferences with a fiduciary’s access rights. Under RUFADAA, service providers may allow a custodian to release account data to a fiduciary, but platform policies and state variations matter. Always check the law in your state and the provider’s policy.

Authoritative resources:

• Uniform Law Commission (RUFADAA): https://www.uniformlaws.org/
• Consumer Financial Protection Bureau: guidance and consumer resources on digital assets (https://www.consumerfinance.gov/)
• IRS guidance on digital property and estate tax implications (see virtual currency and estate tax pages at irs.gov)

Practical how-to: contacting providers and required documents

Most providers follow one of three paths: (1) provide access to the executor after proof of authority and death, (2) allow memorialization or limited management, or (3) refuse access unless a court order compels them. Prepare these documents before contacting customer service:

• Certified death certificate(s)
• Letters testamentary or letters of administration
• A copy of the will (if applicable)
• Government ID for the executor
• A notarized or court-certified affidavit if required by the provider

Common provider examples:

• Google: Inactive Account Manager and deceased user processes; Google may provide data with legal proof.
• Facebook/Meta: Offers memorialization and removal requests with a death certificate and proof of authority.
• Major exchanges (Coinbase, Kraken, Binance US): often require letters testamentary and may need probate court instructions for transfers of funds; hardware wallets require the private key or seed phrase.

Always use the provider’s official help or legal-requests channel and keep a record of every request and response.

Handling subscriptions: cancel, transfer, or preserve?

• Cancel recurring subscriptions you determine are no longer useful for the estate. Get transaction records showing cancellation to prevent future disputes.
• Transfer ownership where permitted and where a subscription represents value (for example, a seller account with goodwill or an online business). For transfer, update account email, payment method, and credentials following the provider’s rules.
• Preserve accounts of sentimental or evidentiary value (photo libraries, family email) for heirs when requested by the will or beneficiaries. Download or copy data before closing accounts — cloud storage can be large, so plan for time and storage.

Special asset categories and how to handle them

• Cryptocurrency & private keys: Virtual currency is property for U.S. tax purposes (IRS Notice 2014-21) and part of the estate for valuation and possible estate tax reporting. If the decedent used custodial exchanges, you will need legal authority and the exchange’s processes; for self-custodied coins, possession of the seed phrase/private key is the only path to access. Treat private keys like a safety deposit box — do not publish them. Consult an estate attorney experienced in crypto to avoid forfeiting value or triggering tax or compliance issues.

• Domain names and websites: Transfer requires access to the registrar account. Keep evidence of ownership and prepare an authorization letter if the registrar asks. Website content may have intellectual-property value.

• Online businesses, marketplaces, and app stores: These accounts may have contractual terms that affect transferability. Read Terms of Service and get legal advice before transferring ownership or selling.

• Social media and email: Platforms have varying policies; some allow memorialization, others deletion. Download archives (e.g., Google Takeout, Facebook data) if heirs want a copy.

Recordkeeping and accounting (required fiduciary duties)

• Log every action: dates you contacted providers, persons spoken to, documents provided, copies of written communications, and screenshots when appropriate.
• Track refunds, canceled charges, and transfers into the estate accounts. Executors must provide accountings to beneficiaries and the probate court if required.
• Retain records for tax purposes. If digital assets were sold or had value, you may need to report gains/losses and include value on estate tax returns (Form 706 may apply if the estate is large enough). Refer to the IRS estate tax and virtual currency guidance for specifics (irs.gov).

Security and privacy best practices

• Don’t share passwords via unsecured channels like email. Use a password manager or encrypted storage when possible.
• Beware scams: fraudsters may contact executors claiming they are from a provider. Verify URLs and use provider help pages.
• Limit distribution of sensitive data to those with a lawful interest (beneficiaries and authorized advisors).

Sample communications and scripts

• Initial provider contact script (email template):

  To: legal@serviceprovider.example
  Subject: Request for Account Assistance – Deceased User

  Dear [Provider Legal Team],

  I am the appointed executor for the estate of [Decedent Name], who passed on [date]. I attach a certified copy of the death certificate and letters testamentary. Please advise your requirements to access or manage the account for [account email/username] and the next steps.

  Thank you,
  [Executor name, contact info]

Keep copies of sent messages and provider responses.

Common mistakes executors make

• Acting without legal authority and then being blocked or facing legal exposure.
• Deleting accounts or sharing passwords without documenting the decisions.
• Overlooking small recurring charges that drain estate liquidity.
• Assuming all platforms will treat digital assets the same — they won’t.

When to get professional help

• If the estate includes significant crypto holdings, online businesses, domain portfolios, or if providers require court orders, consult an estate attorney experienced in digital assets.
• A tax advisor can help with valuation and reporting requirements for taxable estates and for reporting gains on sold digital property.

Additional resources and internal guides

• For practical checklists on transferring online accounts, see FinHelp’s Digital Account Succession guide: Digital Account Succession: Practical Steps for Executors.
• For planning ahead and securing access for heirs, review our digital estate planning articles: Digital Estate Planning: Managing Online Accounts and Crypto and Digital Password Vaults and Estate Executors: Practical Setup.

Takeaway

Executors who follow a methodical process — obtain authority, inventory accounts, prioritize risk, document everything, and get professional help for complex assets — can reduce costs and deliver assets to heirs efficiently. Laws and provider policies change; when in doubt, stop and get legal advice rather than taking irreversible steps.

Professional disclaimer: This article provides educational information about managing digital assets and is not legal or tax advice. Executors should consult a licensed estate attorney or tax advisor for guidance that considers the estate’s facts, the decedent’s will, and state law.

Authoritative links cited in the guide:

• Consumer Financial Protection Bureau: https://www.consumerfinance.gov/
• Uniform Law Commission (RUFADAA): https://www.uniformlaws.org/
• Internal Revenue Service — virtual currency and estate tax guidance: https://www.irs.gov/