The First Call Worksheet for Funeral Homes: What to Capture and Why It Matters

When a death occurs, the clock starts immediately. Within minutes of that first phone call, a funeral director is gathering names, locations, medical details, and family wishes — often while the caller is still processing the shock of the moment. The first call worksheet is the tool that makes this possible.

It’s one of the most important documents in funeral home operations, and yet it’s easy to take for granted. This piece covers what a strong first call worksheet captures, why each section matters, and how funeral homes are modernizing this process without losing the human touch that defines the profession.

What is a First Call Worksheet?

A first call worksheet (sometimes called a first call sheet or first call form) is the intake document a funeral home completes during the initial contact after a death. Its job is to capture everything needed to begin the care process: who died, where they are, who is calling, and what happens next.

The worksheet serves two purposes. First, it protects the family by ensuring their loved one is transferred correctly and respectfully. Second, it protects the funeral home by creating a clear, documented record of who authorized what and when.

In most states, a version of this information is also required before a body can be legally released or transported, making accuracy a compliance issue, not just an operational one.

What a Strong First Call Sheet Captures

While formats vary by funeral home and state, the most comprehensive first call worksheets include the following categories:

Decedent Identification

The bare minimum is full legal name, date of birth, and date of death — but a complete worksheet goes further. This section should include:

• Full legal name (first, middle, last)
• Date and time of death
• Date of birth
• Last known address
• Social Security Number (needed for death certificate filing)
• Place of death (hospital, hospice, residence, nursing facility, etc.)
• Approximate weight and height (relevant for transfer logistics and preparation)

Location and Transfer Information

Before anything else can happen, the body needs to be retrieved. This section documents:

• Current location of the deceased (full address)
• Whether family is present on-site
• Contact person at the location (nurse, administrator, family member)
• Any known communicable diseases or biohazard considerations
• After-hours access instructions, if applicable 

According to the Bureau of Labor Statistics, funeral professionals typically aim to arrange a funeral within 24 to 72 hours of a death – making accurate transfer information a time-sensitive priority from the very first call.

Next of Kin and Caller Information

The first call worksheet must distinguish between two distinct contacts: the caller (the person making the call) and the informant (the person who will provide and confirm the deceased’s vital statistics). These may be the same person, but often they’re not.

This section captures:

• Caller’s name, relationship to deceased, and phone number
• Informant’s name and relationship (if different from caller)
• Next of kin name, relationship, phone, and address
• Authorization: who has legal authority to make decisions?

Capturing this clearly at intake prevents confusion later – especially when multiple family members are involved and communication becomes complicated.

Physician and Medical Information

To file a death certificate, the funeral home needs the certifying physician’s information. This section should document:

• Attending physician or coroner name and contact
• Cause of death (if known at time of call)
• Whether an autopsy has been requested or ordered
• Hospice or care facility involvement

In cases where the death is unexpected or unattended, this section becomes even more critical, as it helps determine next steps with the medical examiner.

Pre-Arrangements and Prior Instructions

Many families have made arrangements in advance. A good first call worksheet checks for this immediately:

• Is there an existing pre-need contract?
• Which funeral home or provider holds it?
• What are the general preferences (burial vs. cremation, service type)?

Flagging this at intake prevents families from having to repeat themselves at the arrangement conference, and it helps the funeral home locate the right paperwork fast.

Preliminary Service Information

Not everything will be decided on the first call, but capturing early preferences helps the arrangement conference go more smoothly:

• General service preference (traditional burial, cremation, graveside, private, etc.)
• Religious or cultural considerations
• Veteran status (relevant for VA benefits and military honors)
• Preferred funeral home location if part of a multi-location firm

Unique Family Questions and Requests

Every family is unique and may have different wishes for honoring their loved one’s life. It is important that your team include a section to note any unique notes or questions a family may have regarding their loved one’s service.

First Call Worksheet Template

There are many first-call worksheet templates available online to use as inspiration. Once you’ve identified what is needed at the state level for your funeral home business (as well as the business-specific questions for your team), you are ready to create your own first-call worksheet template!

How to Automate Your First Call Notes With Gather

The first call worksheet is the foundation of every case, but manually re-typing handwritten intake notes into your case management system takes time and invites errors—especially at 2 a.m.

Gather’s AI Note Scanner eliminates this data entry entirely.

Here’s how it works: after a first call, simply snap a photo of your handwritten worksheet. Gather’s AI reads your notes, extracts the vitals and case details, and automatically creates the pre-populated case in Gather.

There is no need to change your workflow. Whether your team uses standardized forms or custom notepads, the AI Note Scanner accurately interprets their handwriting and maps it to the right digital fields. You keep the paper process your staff prefers, and Gather handles the transcription.

Want to see it in action? Request a free demo of Gather today!