Appendix A: Your Adult Life Operating System

This is the most useful document you will ever own.

It is one file, or one notebook, containing your specific information organized by domain. It's what you'd want if your wallet were stolen, if you were hospitalized, if you had to move in a week, or if someone else had to take over your affairs for a month.

Almost nobody has this. It takes a few hours to build and it pays for itself the first time something goes wrong.

Before you start: how to store this safely

This document will contain sensitive information. Read this section before you write anything.

The two-file approach:

File 1 — the reference document. Institution names, account nicknames, last four digits, phone numbers, dates, policy numbers, locations of physical items. This can live in a regular document, synced to the cloud, printed, shared with a spouse.

File 2 — the sensitive supplement. Full account numbers, Social Security numbers, and anything else that would enable someone to impersonate you. This goes in a password manager's secure notes (Bitwarden, 1Password) or on paper in a fireproof safe. Never in email, never in unencrypted cloud storage, never in a plain notes app.

Never in either file: passwords. Those belong in a password manager, and this document should say where the password manager is and who has emergency access, not what's in it.

Set up emergency access. Most password managers let you designate someone who can request access after a waiting period. Configure it (Chapters 30 and 32).

Tell one person this exists and how to reach it. A document nobody can find is a document that doesn't exist.

Review it annually. Put a date on the calendar. Information goes stale fast.

How to use this template

Copy the sections below into a document, a spreadsheet, or a notebook. Fill in what you can now and leave the rest blank — a partial Operating System is enormously more useful than none, and you'll fill gaps as you work through the chapters.

Each section maps to a chapter. If you don't have the information, that chapter tells you how to get it.

THE TEMPLATE

Owner: __ Last updated: _ Next review: _____

Sensitive supplement stored at: __ Emergency access granted to: __

Section 1 — Income and Employment (Ch. 1)

• Employer:
• HR contact (name, email, phone):
• Payroll contact:
• Job title / start date:
• Employment type: ☐ W-2 ☐ 1099 · Exempt ☐ / Non-exempt ☐
• Gross salary or hourly rate:
• Pay frequency:
• Average net pay per period:
• Take-home percentage (net ÷ gross):
• Payroll portal URL:
• Where pay stubs are archived:
• Benefits open enrollment month:
• 401(k): provider / contribution % / match formula / vesting schedule
• HSA or FSA: provider / annual election
• PTO accrual rate / current balance / paid out on departure? (state rule)
• Social Security estimated benefits / date earnings record last verified:

Section 2 — Budget and Cash Flow (Ch. 2)

• Monthly net income (irregular: floor / average / best):
• Fixed obligation rate (fixed costs ÷ net income): ____%
• Fixed expenses list, with due dates and autopay status:
• Average variable spending by category:
• Irregular expense list and monthly contribution: $____
• Emergency fund: target / current / where held
• Account map (bills / spending / savings / irregular)
• Automatic transfer schedule:
• Benefits enrolled in or eligible for:
• Last insurance shop / last subscription audit:
• Quarterly review date:

Section 3 — Banking (Ch. 3)

• Each account: institution / type / last 4 / purpose / login location
• Routing number (for direct deposit setup):
• Current APY on savings / date last checked:
• Overdraft coverage: opted out? ☐
• Alerts configured:
• Beneficiary (POD) named on each account:
• Payment apps in use and linked funding sources:
• Credit union eligibility:
• Fraud numbers (from the back of each card):
• Annual review date:

Section 4 — Credit (Ch. 4)

• Current score / model / bureau / date checked:
• Date of last report pull from each bureau / next scheduled:
• Each credit account: issuer / last 4 / limit / statement closing date / autopay
• Utilization: per card and overall
• Age of oldest account:
• Open disputes: what / filed when / deadline
• Credit freeze status at all three bureaus / where PINs are stored:
• Authorized user arrangements (both directions):
• Negative items and the month they fall off:

Section 5 — Debt (Ch. 5)

• Total debt / total minimums:
• Payoff method and order:
• Projected debt-free date:
• Student loans: servicer / portal / federal or private / plan / PSLF status and last certification
• Collections: original creditor / date of first delinquency / SOL expiry / validation status
• Settlement agreements (keep forever):
• Hardship programs enrolled in and expiration:
• Legal aid contact / NFCC counselor:

Section 6 — Taxes (Ch. 6)

• Filing status / states filed in:
• Last year: AGI / total tax / effective rate / marginal bracket
• Refund or amount owed:
• How you file:
• Where prior returns are stored (keep 7 years):
• IRS online account: ☐ created
• Credits you qualify for:
• If self-employed: business account / quarterly dates / safe harbor amount
• Payment plan: monthly / balance / account number
• Unfiled years and status:
• Preparer: name / PTIN / contact
• January reminder: start the folder, run the withholding estimator

Section 7 — Savings and Investments (Ch. 7)

• Each account: institution / type / approx balance / login location
• Employer match formula / your contribution rate:
• Target asset allocation / funds held / expense ratios:
• Automatic contribution schedule:
• Beneficiaries on every retirement account / date verified:
• Investment policy statement location:
• Old employer accounts and rollover status:
• Advisor: name / firm / fiduciary? (in writing) / fee structure / BrokerCheck date
• Annual review date:

Section 8 — Insurance Inventory (Ch. 8)

For each policy — health, dental/vision, auto, renters/home, life (individual and employer), short- and long-term disability, umbrella, flood, pet:

• Where the home inventory video/photos are stored:
• Date of last rate shop for each:
• State insurance commissioner complaint line:
• Open claims: number / adjuster contact

Section 10 — Housing and Lease (Ch. 9, 10, 14)

• Full address, unit:
• Landlord / management company: name, address, phone, email
• 24-hour maintenance emergency number:
• Lease start / end:
• ★ Renewal notice deadline (calendar this):
• Rent / due date / grace period / late fee / payment method
• Security deposit: amount / date paid / state return deadline
• Utilities: which you pay, account numbers
• Move-in inspection photos and checklist location:
• Tenancy file location:
• Renters insurance policy and claims phone:
• Local legal aid / tenant rights org / code enforcement:
• State rules: deposit deadline, entry notice
• (Moving): notice period, forwarding address provided, keys returned + receipt

Section 11 — Home Setup and Utilities (Ch. 11)

• ★ Photos and locations of: water shutoff, breaker panel (labeled), gas shutoff, water heater, HVAC filter slot, fire extinguisher
• Each utility: company / account # / phone / autopay / average monthly cost
• Internet: provider / speed / cost / promo expiration / own the modem? ☐
• Phone: carrier / plan / cost
• Detector test dates / battery replacement dates:
• HVAC filter size / last replaced:
• Utility deposits paid / date / when to request return:
• Nearest: hardware store, grocery, pharmacy, laundromat, urgent care
• Neighbor contact:

Section 12 — Home Maintenance and Housekeeping (Ch. 12, 13)

• Shutoff locations (photos):
• Breaker panel photo with labels:
• HVAC filter size and replacement log:
• Water heater: age / capacity / last flush / temperature (120°F)
• Appliance models, serials, purchase dates, warranty status:
• Paint colors by room:
• Maintenance calendar (monthly / quarterly / seasonal / annual):
• Repair log: what / when / cost / who
• Trusted contractors: plumber, electrician, HVAC, handyman — name, phone, license #, verified date
• Weekly cleaning day:
• Home built before 1978/1980? Lead/asbestos considerations:

Section 15 — Health Insurance (Ch. 15)

• Insurer / plan name / member ID / group # / effective date
• Photos of both sides of the card:
• Customer service / nurse line / behavioral health phone:
• The six numbers: premium / deductible / copays / coinsurance / OOP max / network type
• Calculated worst case (OOP max + annual premiums): $____
• Plan year dates / open enrollment window:
• Formulary tier for each medication:
• Prior authorizations required:
• HSA/FSA: provider / balance / invested? / annual election
• In-network providers verified, with dates:
• Open appeals: dates, reference numbers
• No Surprises Help Desk: 1-800-985-3059

Section 16 — Healthcare Providers (Ch. 16)

• Primary care: name / practice / address / phone / portal / in-network verified date
• Specialists: name / specialty / phone / what they treat
• Dentist / eye doctor / therapist / psychiatrist:
• Pharmacy: name / address / phone; mail-order details
• Nurse advice line:
• Nearest in-network urgent care (home and work), hours:
• Nearest ER / nearest FQHC or free clinic:
• ★ Complete medication list with doses:
• Allergies:
• Health history summary (one page):
• Immunization record:
• Preventive care schedule: what's due when / last completed
• Healthcare proxy: who / where the document is
• Emergency contacts and who is authorized for medical information:

Section 17 — Medical Bills (Ch. 17)

• Open bills: provider / date of service / billed / EOB amount / what you owe / status
• Financial assistance applications: where / when / outcome
• Settlements (keep forever) with proof of payment:
• Payment plans: provider / monthly / balance / confirmed interest-free? ☐
• Call log: date / time / person / reference # / what was agreed
• Billing file location:

Section 18 — Mental Health (Ch. 18) — keep in password manager

• Crisis numbers: 988 · text 741741 · SAMHSA 1-800-662-4357
• Therapist: name / contact / schedule / cost / insurance / superbills?
• Prescriber: name / contact / next appointment
• Medications, doses, start dates, prescriber:
• EAP: provider / phone / sessions / how to access
• Insurance behavioral health: copay / deductible / out-of-network / prior auth
• Local: community mental health center / FQHC / training clinic / NAMI chapter
• Your bad-day plan: three people, three things that help, crisis numbers
• Support people and what you've asked for:

Section 19 — Career (Ch. 19–23)

• Master résumé location / tailored versions:
• Cover letter template:
• References: names / titles / contacts / permission confirmed / last contacted
• Application tracker location:
• LinkedIn URL / portfolio URL:
• Network list with last-contact dates:
• Professional associations / niche job boards:
• Certifications and expiration dates:
• ★ Accomplishment log location — update monthly, with numbers
• Your eight STAR stories:
• 90-second intro / questions for interviewers:
• Salary research: role / level / market / range / sources / date — update annually
• Negotiation scripts (offer, raise, deflection):
• Red flag list:
• Current employer: manager / HR contact / where offer letter and agreements are stored
• Contract terms: at-will? non-compete scope? IP carve-outs? arbitration? repayment clauses?
• Promotion path: next level / stated criteria / conversation date
• Transitions: vesting dates / bonus payment dates / PTO payout rule / severance policy
• State unemployment filing URL and phone:
• All old 401(k)s: provider / balance / rollover status
• Stock options: strike / quantity / vest dates / exercise deadline after departure
• Health insurance alternatives priced (marketplace / COBRA / spouse's plan):
• Runway: ____ months of core expenses covered

Section 24–25 — Food and Health Habits (Ch. 24, 25)

• Your ten meals:
• Standard grocery list / weekly budget / actual spend:
• Where you shop for what:
• Food allergies and dietary restrictions (everyone in household):
• Equipment you have / still need:
• SNAP/WIC eligibility and status; local food bank; 211
• Current activity baseline / weekly target:
• Your five strength movements + current weights/reps:
• Exercise schedule / target wake time:
• Supplements taken, why, and whether tested for deficiency:
• Recent bloodwork and dates:
• Gym or activity: cost / location / employer reimbursement
• NEDA: 1-800-931-2237

Section 26 — Vehicle (Ch. 26, 27)

• Year / make / model / trim / VIN / color / plate
• Purchase date / price / where the title is
• Lienholder: lender / account # / payoff / payment / payoff date
• Insurance: company / policy # / 24-hr claims / limits / deductibles
• Registration expiration / inspection due:
• Current mileage and date:
• Key numbers: tire size, oil type and capacity, battery group, wiper sizes
• Mechanic: name / shop / phone · Roadside assistance: provider / number
• Where the spare key is:
• Maintenance log: date / mileage / service / cost / shop
• Timing belt or chain? Interference engine? Interval? Last replaced?
• Tires: purchase date / replacement estimate · Battery: install date
• Spare tire: type / location / pressure / jack and wrench location
• Open recalls:
• Accident checklist (the 12 steps):
• Emergency kit contents / last check:
• True annual cost of ownership:

Section 28 — Legal (Ch. 28)

• Legal aid: name / phone / income limits
• State bar referral service:
• Court self-help center:
• Small claims: limit / fee / courthouse / procedure
• Complaint portals: FTC · CFPB · EEOC · OSHA · state AG · state labor dept · insurance commissioner
• Attorneys used: name / firm / practice area / fee arrangement
• Where signed contracts are stored:
• Key terms agreed to: arbitration clauses / auto-renewals / non-competes
• Documentation log location for any ongoing dispute (personal storage, not work):
• Demand letter template:
• The police script, written down:

Section 29 — Civic (Ch. 29)

• Voter registration status / date last verified:
• Registered address / party affiliation:
• Polling place and hours: · Early voting locations and dates:
• Mail ballot: how to request / deadlines / return method
• Voter ID requirement:
• All representatives: federal (2 senators, 1 rep), state, county, city, school board, special districts
• County election office:
• Local meeting schedules:
• 1-866-OUR-VOTE
• State voting leave law:
• Annual re-verification reminder:

Section 30 — Important Documents (Ch. 30)

• Document inventory: each document / have it? / original location / scan location

• Safe location and who knows how to open it:
• Encrypted scan location / off-site copies (who has them):
• Healthcare proxy: who / alternate / document location / who has copies
• Living will: location
• Durable financial POA: who / location
• Will: original location / executor / guardian for children
• ★ Beneficiary designations for every account / date last verified:
• Digital legacy: password manager emergency access / platform legacy contacts
• Account list (names only, no passwords):
• Annual review date:

Section 31 — Emergency Plan (Ch. 31)

• Local hazards / evacuation zone:
• Out-of-area contact: name / phone / relationship
• Meeting places: immediate (outside home) / neighborhood
• Evacuation destination and two routes:
• Who is responsible for whom, and for pets:
• Written contact list — copies in every wallet and go-bag
• Kit contents and location / go-bag locations:
• Shutoff locations with photos:
• Alert systems registered for:
• Utility emergency numbers / non-emergency police:
• Insurance: policies / claim numbers / flood or earthquake coverage?
• Children's school emergency and release policy:
• Medical: conditions, medications, allergies for everyone:
• Twice-yearly review date:

Section 32 — Digital Life (Ch. 32) — keep in password manager

• Password manager: which one / where the master password backup is stored
• Emergency access contact configured: ☐
• Accounts with 2FA / where backup codes are stored:
• Carrier port-out lock: confirmed ☐ date:
• Credit freeze status (3 bureaus) / where PINs are:
• IRS Identity Protection PIN:
• Family safe word: agreed ☐ (don't write it here)
• Subscription inventory: service / cost / renewal date / keep or cancel
• Annual subscription audit date:
• Data broker opt-outs completed / annual repeat:
• Backup setup: what / where / last tested
• Devices owned / encryption status:
• Fraud reporting: reportfraud.ftc.gov · ic3.gov · bank fraud line
• Router admin credentials location / last firmware update:

Section 33 — Pets (Ch. 33)

• Each pet: name / species / breed / sex / DOB or adoption date / markings
• Microchip number and registry / date last verified:
• License number and renewal:
• Regular vet: name / address / phone
• ★ Emergency vet: name / address / phone / hours (also on the fridge)
• Vaccination record and next due:
• Medications / doses / pharmacy:
• Conditions / allergies / food:
• Insurance policy or pet savings balance:
• Backup caretaker: name / phone / has a key? ☐
• Pet trust or will provision:
• Emergency kit for pets:
• Photo of you with the pet (ownership proof):
• Poison control: 1-888-426-4435

Section 34–36 — Communication, Relationships, Life (Ch. 34–36)

• The four-part structure, written out:
• Your no scripts / de-escalation sentence:
• Boundaries set and with whom:
• Standing agreements (roommate agreement, household meetings):
• Partner/spouse: legal name / DOB / marital status and date
• Financial arrangement: model / how joint account is funded / discussion threshold
• Joint accounts / joint debts and co-signed obligations
• Individual accounts each person holds:
• Who owns what (household inventory):
• Lease or mortgage: whose names
• Legal documents in place: healthcare proxy / HIPAA auth / POA / will / cohabitation or prenup — and locations
• Children: legal parentage established / guardianship named
• 1-800-799-7233
• Your three current goals with review dates / implementation intentions
• Habits being built / tracking method:
• Protected time block:
• Your people: close friends / who you'd call at 2 a.m. / last contact
• Recurring commitments that create contact:
• Mentors and sponsors / people you mentor:
• Quarterly review date:

THE ANNUAL REVIEW

Put one date on the calendar every year. Two hours. Go through:

☐ Update every balance and every phone number ☐ Verify beneficiaries on every account (the most commonly wrong item) ☐ Confirm credit freezes are still in place ☐ Pull credit reports and check for errors ☐ Run the IRS withholding estimator ☐ Shop insurance — auto, renters/home, life ☐ Check savings account APY against current rates ☐ Do the subscription audit ☐ Verify voter registration ☐ Check that emergency contacts are still current ☐ Test smoke and CO alarms; replace batteries ☐ Rotate emergency kit supplies and go-bag medications ☐ Check your market salary rate ☐ Update the accomplishment log ☐ Review your three goals — still the right ones? ☐ Confirm the person who needs to find this document still can

THE THIRTY-MINUTE VERSION

If the full template is too much right now, fill in only these. It's the highest-value 5% and it takes half an hour:

1. Emergency contacts — three people, with phone numbers, on paper
2. Complete medication list with doses, and allergies
3. Healthcare proxy — who, and have you told them?
4. Insurance policy numbers and 24-hour claims phone numbers
5. Where your birth certificate, Social Security card, and passport are
6. Every account: institution and last four digits (not full numbers)
7. Beneficiaries on retirement accounts and life insurance — verified
8. Water shutoff, gas shutoff, and breaker panel locations
9. Password manager location and emergency access contact
10. One person who knows this document exists and how to reach it

That's it. Ten items. If a crisis happened tomorrow, those ten would matter more than everything else in this book combined.

Back to: Chapter 37 · Resource Directory · Master Checklist