Why Your Will Shouldn’t List Your Passwords (And What To Do Instead)

Most people now have more “stuff” online than in their filing cabinet at home—banking apps, email, photos, social media, subscriptions, even cryptocurrency. Yet when it comes to making a will, many clients are surprised to learn that we do not recommend listing passwords or account numbers directly in the will.

This isn’t a mistake. It’s good planning.

In Ontario, a well-drafted will should give your estate trustee (executor) the legal authority to deal with your digital assets, while you keep the practical access details somewhere safer and more flexible.
 

What are “digital assets”?

Digital assets are anything of value that exists primarily in electronic form. Common examples include:

• Online banking and investment accounts
• E-transfer services (e.g., Interac, PayPal, Stripe)
• Email accounts
• Social media (Facebook, Instagram, X, LinkedIn, TikTok)
• Cloud storage and photos (Google Drive, iCloud, Dropbox, OneDrive)
• Online businesses, websites, blogs, and domain names
• Loyalty points and rewards programs
• Streaming and software subscriptions
• Cryptocurrency and digital wallets

Some of these have obvious financial value (banking, investments, crypto). Others are more about sentimental value (photos, messages) or reputation (social media, professional profiles).

Why your will is the wrong place for passwords

There are two main reasons we avoid putting usernames and passwords into your will:

1. Your will can become a public document
   Once your executor applies for probate (called a “Certificate of Appointment of Estate Trustee” in Ontario), the will is usually filed with the court and can be available to those with a legitimate interest. You do not want your logins, PINs, or security answers in a public court file.
2. Your digital information changes constantly
   You change passwords, close accounts, open new ones, and switch providers. If all of this is written into your will, the information becomes out of date quickly. It would mean constantly changing your will just to keep up with your digital life—expensive, inconvenient, and often impractical.

Instead, we separate the legal authority (in your will) from the practical “how-to” information (in a separate document or system you can update at any time).

Your job: Create a digital asset inventory

Think of your digital life as another filing cabinet. Your will gives your executor the legal key. Your job is to make sure the drawers are clearly labelled.

A simple digital asset inventory should include:

• A list of your important online accounts, grouped by category:
  • Banking and investments
  • Bills and utilities
  • Email accounts
  • Social media and messaging apps
  • Cloud storage and photo services
  • Online businesses, websites, domains
  • Loyalty points and rewards
  • Subscriptions (streaming, software, memberships)
  • Crypto exchanges and wallets
• A short description of what each account is used for
• Where the login details can be found (not necessarily the actual password)

You don’t have to give your executor a sheet of passwords today. You just need a system so that, if something happens to you, they can quickly understand what exists and where to look.

How to store passwords and access details safely

Here are some practical ways to organize access to information without putting it in your will:

• Use a password manager
  A reputable password manager (for example, 1Password, LastPass, Bitwarden, Dashlane) can securely store all your logins. You then only need to share or document the “master key” in a secure way so your executor can obtain it if needed.
• Keep a secure written or digital list
  Some people prefer a written list stored in:
  • A home safe
  • A safety deposit box
  • A locked file cabinet with their will and important papers

If you choose this route, label the document clearly (for example, “Digital Assets and Online Accounts – For Executor”) and review it at least once a year.

• Avoid emailing or texting passwords
  These are easy to lose, easy to forward, and hard to control. It is better to use a physical document in a secure place or a dedicated password manager.

Your estate planning lawyer can help you decide which method fits your comfort level and tech skills.

Add a “digital instructions” document

Alongside your will, it is often helpful to prepare a separate “digital instructions” memo. This is not a legal document like a will—it’s more like a letter of wishes.

You can use it to tell your executor what you would like done with your online presence, for example:

• Close or memorialize certain social media accounts
• Download and share important family photos
• Preserve or delete particular files or messages
• Transfer a domain name or online business
• Deal with cryptocurrency in a particular way (for example, move it to an exchange or cash it out for the estate)

Because this memo is separate from your will, you can update it as often as you like without needing to sign a new legal document. Just remember to keep it in the same place as your will or with your digital asset inventory and let your executor know it exists.

What your Ontario will should still do

Even though your will won’t list passwords, it should still deal with your digital assets by:

• Appointing an estate trustee (executor) you trust
• Granting clear authority for your executor to access, manage, and dispose of digital assets, subject to privacy and other applicable laws
• Making sure digital assets are included in the general gifts of your estate, or specifically identified where they are significant (for example, a valuable crypto portfolio or online business)

Every platform (Google, Apple, Facebook, crypto exchanges, etc.) has its own terms of service, and those may affect what your executor can do. Proper wording in your will cannot override those contracts, but it can make your executor’s job easier and show that you intended them to manage your digital life as part of the estate.

Getting started

If you already have a will, you don’t necessarily need to rewrite it from scratch to mention digital assets. Sometimes, we can add appropriate wording when you review or update your estate plan.

Here are three simple steps you can take now:

1. Make or update a list of your key online accounts and where the access information is stored.
2. Choose a secure method for storing your passwords (a password manager or a written list in a safe location).
3. Tell your chosen executor where to find your digital information and any letter of wishes.

If you’re unsure where to begin, or you haven’t yet signed a will, Smartwills can help you put a plan in place that covers both your traditional assets and your digital life, in a way that makes things as simple as possible for the people you leave behind