When our phone rings at 3 AM, we know a family’s world has just changed forever.
After serving Florida families for over four decades—continuing a tradition my grandfather Thomas Baldwin started in Miami back in 1932—I still feel the weight of those calls. The voice on the other end is often trembling, sometimes barely audible. They don’t know what to do. They’re scared of making a mistake. They feel completely alone in the worst moment of their lives.
If you’re reading this because you’ve just lost someone, I want you to know something important: you don’t have to figure this out alone. And there’s no wrong way to feel right now. Take a breath. This guide will walk you through exactly what needs to happen, step by step.
What You’ll Learn in This Guide
- The exact steps to take in the first 24 hours after a death
- Who to call and in what order (it’s simpler than you think)
- Florida-specific requirements and timelines
- What documents you’ll need to gather
- Common mistakes to avoid during this difficult time
Step 1: Take a Moment to Breathe
I know this sounds strange in a guide about what to do, but the first thing I tell every family is this: there is no emergency. The urgency you feel is real, but it’s emotional, not practical. Your loved one is at peace, and nothing needs to happen in the next five minutes.
If others are present, gather together. If you’re alone, call someone who can be with you—a family member, a friend, a neighbor. You shouldn’t have to navigate this moment in isolation.
Step 2: Determine If Medical Personnel Are Needed
Where the death occurred determines your next call:
If the death occurred at home:
- Expected death (hospice care, terminal illness): Call the hospice nurse or the deceased’s physician. They will come to the home, verify the death, and can pronounce the person deceased. No need to call 911.
- Unexpected death: Call 911. Paramedics will respond to verify the death. In some cases, the Medical Examiner may need to be involved.
If the death occurred at a hospital or care facility:
The staff will handle the immediate medical procedures. They will ask you which funeral home you’d like them to contact. If you don’t have one selected, that’s okay—you can tell them you need a few minutes to decide, or you can call Baldwin Brothers directly at (877) 410-2424 and we’ll coordinate with the facility.
Step 3: Contact a Funeral Home
Here’s something that surprises many families: the funeral home is your single point of contact for almost everything. When you call us, we take over the logistics. We coordinate with hospitals, hospice, the Medical Examiner’s office, and transport your loved one into our care.
You don’t need to have all the answers when you call. You don’t need to know what kind of service you want or have paperwork ready. We guide you through every step.
What to expect when you call Baldwin Brothers:
- A real person answers—24 hours a day, 7 days a week. Never a recording.
- We’ll ask for basic information: your loved one’s name, location, and your relationship.
- We’ll explain the immediate next steps and answer any questions.
- We’ll arrange transportation (usually within 1-3 hours).
- We’ll schedule a time to meet with you to discuss arrangements—this can be the next day or whenever you’re ready.
Step 4: Gather Important Documents
You don’t need everything right away, but having these documents will make the arrangement process smoother:
| Document | Why It’s Needed |
| Photo ID of the deceased | To verify identity for death certificate |
| Social Security card/number | Required for death certificate and benefits |
| Birth certificate | Verifies place of birth for death certificate |
| Marriage certificate (if applicable) | For spousal benefits and legal matters |
| DD-214 (for veterans) | To access veteran burial benefits and honors |
| Pre-planning documents | If arrangements were made in advance |
| Life insurance policies | May have assignment provisions for funeral costs |
Don’t worry if you can’t find everything. We can help you obtain copies of most documents.
Florida-Specific Requirements You Should Know
Florida has some specific regulations that may affect your timeline:
The 24-Hour Waiting Period
Florida law requires a 24-hour waiting period before cremation can occur. This begins after all required authorizations are signed and the Medical Examiner (if involved) releases the body. This waiting period exists to ensure all legal requirements are met and to allow time for any last-minute concerns to be addressed.
Medical Examiner Involvement
The Medical Examiner’s office may need to be involved in cases of unexpected death, accidents, or when the deceased hadn’t seen a physician recently. This is standard procedure and doesn’t mean anything is wrong—it’s simply Florida law ensuring proper documentation.
Authorization Hierarchy
Florida law specifies who has the legal authority to make funeral arrangements. Generally, this follows this order: spouse, adult children (majority agreement), parents, siblings, then other next of kin. If there are disputes, we can help navigate these sensitive situations.
Typical Timeline: What Happens When
| Timeframe | What Happens |
| First 1-3 hours | Death pronounced, funeral home contacted, transportation arranged |
| Within 24-48 hours | Meet with funeral director, make arrangement decisions, sign authorizations |
| Days 2-5 | Services held (if planned), cremation completed, death certificates ordered |
| 1-2 weeks | Death certificates received, ashes returned (if cremation), begin notifying agencies |
Common Mistakes to Avoid
In my years of serving families, I’ve seen well-meaning people make these avoidable mistakes:
Rushing decisions: You don’t have to decide everything immediately. Take time to think about what your loved one would have wanted.
Not ordering enough death certificates: You’ll need more than you think. Banks, insurance companies, the DMV, investment accounts—each wants an original certified copy. I typically recommend at least 10-15 copies.
Paying out of pocket before checking insurance: Many life insurance policies have assignment provisions that allow the funeral home to be paid directly. Don’t deplete savings before checking this option.
Not asking questions: There’s no such thing as a stupid question when you’re grieving. If you don’t understand something, ask us to explain it differently.
Trying to do everything alone: Accept help from family and friends. Delegate tasks like notifying people, bringing food, or handling household responsibilities.
Frequently Asked Questions
Do I have to call the police when someone dies at home?
Not always. If the death was expected (such as with hospice care or a known terminal illness), you typically call the hospice nurse or physician, not the police. However, if the death was unexpected or the circumstances are unclear, calling 911 is appropriate. The dispatcher will guide you on what to do next.
How long can you wait to call a funeral home?
There’s no strict legal deadline, but we recommend calling within a few hours. In Florida’s warm climate, transportation to a funeral home’s care should happen reasonably promptly. That said, if you need time to gather family members or make a decision, that’s completely understandable.
Can a funeral home pick up the body at any time?
Yes. At Baldwin Brothers, we’re available 24 hours a day, 7 days a week, including holidays. When you call us, we’ll arrange transportation regardless of the time of day or night.
What if my loved one died while traveling in Florida?
We handle these situations regularly, especially given Florida’s large population of seasonal residents and visitors. We can coordinate with out-of-state funeral homes to transfer your loved one back home, or we can handle all services here in Florida—whatever the family prefers.
What if we can’t afford funeral services?
We believe every family deserves dignified options regardless of budget. Our direct cremation services start at $1,095, one of the most affordable options in Florida. We also offer payment plans and can help you explore options like veteran benefits or insurance assignments. No family should feel they can’t give their loved one a proper farewell.
How Baldwin Brothers Can Help
When my grandfather Thomas Baldwin started serving families in Miami in 1932, he believed that funeral care should be about one thing: helping families. Not selling packages. Not upselling services. Just being there when people need you most.
That philosophy has guided our family for three generations, and it’s why I founded Baldwin Brothers Cremation Society in 2008. We now have 18+ locations across Florida, but we’ve never lost sight of what matters: treating every family like our own.
What makes us different:
- We own our own crematories — one of few funeral homes in Florida that can say this. Your loved one never leaves our care, and our Security Trust System® ensures absolute accuracy.
- Real people answer our phones, 24/7 — no recordings, no automated menus. When you call (877) 410-2424, a compassionate team member is there to help.
- Transparent, upfront pricing — we believe you deserve to know costs before making decisions. No hidden fees, no surprises.
- The Baldwin Promise — if you’re not completely satisfied with any portion of our service, we’ll refund that portion. Period.
Final Thoughts
If you’re reading this in the immediate aftermath of losing someone, I’m truly sorry for your loss. The days ahead will be difficult, but they’ll also be filled with moments of unexpected grace—stories shared, memories honored, and the knowledge that you’re not alone.
You don’t have to have all the answers right now. You don’t have to be strong every moment. What you have to do is take the next small step, and then the next one after that.
And remember: we’re here whenever you need us. Day or night. Call us at (877) 410-2424, and let us help carry this burden with you. That’s what we’re here for. That’s what my family has been doing for over 90 years.
Because at Baldwin Brothers, we believe funeral planning should be Simple & Easy®—so you can focus on what really matters: honoring the person you love.