What Is a Personal Record Book?

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A Personal Record Book is an organised index of the important information your family may need.

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It does not replace original documents, legal records or a secure password manager. Instead, it helps authorised family members understand:

• Which financial accounts and policies exist

• Where important documents are stored

• Who the relevant advisers and service providers are

• Which family member or nominee is connected to each record

• What actions may be required during an emergency

• Where to find additional instructions

 

Keeping this information organized can reduce confusion and delay when family members need it most.

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What Does the Personal Record Book Help You Organize?

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Family and Identity Information

Record essential information about family members and note where identity, nomination and legal documents are stored.

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Examples include:

• Family-member details

• PAN and identity-document location

• Passport details

• Nominee information

• Important family contacts

• Location of wills and estate-planning documents

 

Sensitive identification numbers should be masked wherever possible.

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Bank Accounts and Deposits

Create an inventory of the banking relationships your family maintains.

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Examples include:

• Bank and branch name

• Type of account

• Masked account number

• Nominee

• Registered mobile number or email

• Fixed deposits

• Locker details

• Relationship-manager contact

• Location of supporting records

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Investments and Retirement Assets

Record the investments and retirement accounts that family members may need to locate.

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Examples include:

• Mutual-fund folios

• Demat and brokerage accounts

• Direct equity investments

• Bonds and deposits

• Public Provident Fund

• Employees’ Provident Fund

• National Pension System

• PMS or AIF investments

• Adviser or distributor contact details

• Location of statements and nomination records

 

The workbook is an information index, not a substitute for current account statements.

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Insurance Policies

Maintain an organized list of the insurance policies covering family members and assets.

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Examples include:

• Life insurance

• Health insurance

• Personal accident cover

• Home insurance

• Motor insurance

• Policy number

• Insurer and intermediary

• Nominee

• Renewal date

• Claims-contact details

• Location of policy documents

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Loans and Financial Obligations

Help family members understand which liabilities exist and where repayment information can be found.

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Examples include:

• Home loans

• Vehicle loans

• Personal loans

• Education loans

• Business borrowings

• Credit-card issuers

• Lender contact information

• Loan-document location

• Insurance linked to the loan

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Medical and Emergency Information

Record practical information that may be useful during a family emergency.

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Examples include:

• Doctors and hospitals

• Medical-insurance contact details

• Important medical conditions

• Allergies

• Emergency contacts

• Blood group

• Location of medical reports

• Preferred hospital or treating physician

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Do not treat the workbook as a replacement for professional medical records.

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Property, Legal and Tax Records

Record where important property, legal and tax documents are maintained.

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Examples include:

• Property ownership documents

• Agreements and registrations

• Will and succession documents

• Chartered accountant contact

• Lawyer contact

• Tax-return location

• Partnership or company documents

• Location of original certificates

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Household and Service-Provider Information

Include practical contacts that family members may need to manage the household.

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Examples include:

• Chartered accountant

• Lawyer

• Financial professional

• Insurance adviser

• Doctor

• Property manager

• Utility providers

• Domestic staff contacts

• Building or society contact

• Other important service providers

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Why Every Family Should Maintain a Financial Record Book

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Financial information is often spread across emails, mobile apps, physical files, advisers and individual family members.

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This creates several risks:

• One person may hold most of the family’s financial knowledge

• Nominees may not know that an account or policy exists

• Insurance claims may be delayed

• Investments may remain unclaimed

• Important renewal or repayment dates may be missed

• Family members may struggle to locate legal or medical documents

• Dependants may not know whom to contact

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A well-maintained record book provides a starting point. It allows the family to identify records, locate the originals and contact the appropriate institution or professional.

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How to Use the Personal Record Book Safely

The workbook should act as a map to your information—not as a repository for every confidential credential.

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Record

• Institution names

• Account or policy type

• Masked reference numbers

• Nominee information

• Registered contact details

• Document locations

• Adviser and service-provider contacts

• Renewal and review dates

• Password-manager or recovery instructions

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Do Not Record

• Complete passwords

• UPI or ATM PINs

• Credit-card CVVs

• OTPs

• Security-question answers

• Unencrypted private keys

• Unnecessary copies of identity documents

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Store the completed workbook securely. Limit access to authorized family members and maintain a protected backup.

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How to Set Up Your Family Record Book

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Step 1: Download the Workbook

Enter your email address and we will send you the free Personal Record Book.

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Step 2: Complete One Section at a Time

Start with the information that is easiest to collect, such as bank accounts, insurance policies and key family contacts.

Do not postpone the entire exercise because a few details are unavailable.

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Step 3: Locate the Original Documents

Use the workbook to record where originals or current statements can be found.

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Examples include:

• Home safe

• Bank locker

• Secure digital vault

• Chartered accountant

• Lawyer

• Password manager

• Specific physical file

• Secure cloud folder

 

Step 4: Review Nominees and Contacts

Confirm that nominee information and professional contact details remain current.

Recording outdated information can create false confidence.

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Step 5: Tell Trusted Family Members

At least one trusted adult family member should know:

• That the Personal Record Book exists

• Where it is stored

• How it can be accessed when necessary

• Where original records are maintained

• Who should be contacted in an emergency

 

Step 6: Update It Regularly

Review the workbook at least once a year and after major events such as:

• Opening or closing an account

• Buying or selling property

• Taking or repaying a loan

• Purchasing or changing insurance

• Changing a nominee

• Starting or closing a business

• Marriage, birth, death or separation

• Changing advisers or service providers

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A Family Record Book Is Not a Financial Plan

The Personal Record Book helps organize information. It does not determine whether your finances are healthy or whether your investments, protection and goals are adequately planned.

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After organizing your records, consider reviewing:

• Net worth

• Monthly income and expenses

• Emergency reserves

• Insurance protection

• Goal funding

• Retirement readiness

• Investment diversification

• Nomination and succession arrangements

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Frequently Asked Questions

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What is a Personal Record Book?

A Personal Record Book is an organized index of important family, financial, insurance, medical and document information. It helps authorized family members know what exists and where supporting records can be found.

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Should I store passwords in the workbook?

No. Do not store complete passwords, PINs, CVVs, OTPs or security answers in an ordinary spreadsheet. Record the name of the password manager or the secure recovery process instead.

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Should I include complete bank-account numbers?

Use masked account numbers wherever possible. The purpose is to help family members identify the relationship and locate the official records—not to reproduce every confidential detail.

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Who should have access to the workbook?

Access should be limited to trusted and authorized family members. Consider who may need the information during an emergency and store the workbook accordingly.

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How often should the Personal Record Book be updated?

Review it at least annually and whenever an important account, policy, loan, property, nominee or professional contact changes.

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Does the workbook replace a will?

No. It is an organizational tool and does not replace a legally valid will, nomination, trust, succession plan or professional legal advice.

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Is the Personal Record Book free?

Yes. My Wealth Guide provides the downloadable workbook free for personal and family use.

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Want help making sure your family's full financial picture — not just the records — is in order?​​​​​​​