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Posted on October 3, 2025 by jhcadm

Steps to Take When a Loved One Has Passed Away While Out of Town

The loss of a loved one is always heartbreaking—but when it happens away from home, the situation can become even more complicated. Whether your loved one was traveling, staying temporarily in another city, or living in a different state, it’s important to understand the steps you need to take to ensure their return and plan respectful final arrangements.

At James H. Cole, we are here to support families through this emotional and complex time. The following general guide outlines the key steps you should take when a death occurs away from home.

1. Notify Local Authorities

Your first step is to notify the local authorities in the area where the passing occurred. In most cases, this means calling 9-1-1 or informing a local hospital or law enforcement agency. They will ensure the death is properly documented and, when needed, involve the coroner or medical examiner.

2. Contact a Funeral Home

Once local authorities have been notified, your next call should be to a funeral home. Whether you reach out to a funeral provider near the location of the death or one based in your hometown like James H. Cole in Detroit, funeral directors are experienced in managing out-of-town arrangements and can begin coordinating next steps.

We recommend contacting the funeral home you trust most—they can work with professionals at the location of passing to handle transportation and logistics.

3. Arrange Transportation for Your Loved One

Bringing your loved one home after an out-of-town passing is a process known as repatriation. This involves working closely with a funeral home and a transportation provider—such as an airline or specialized mortuary transport service—to ensure safe and respectful return.

Typically, your chosen funeral home will coordinate:

  • The required documentation, such as death certificates and transit permits
  • Transfer of remains from the place of death to the funeral home
  • Communication between sending and receiving funeral homes
  • Arrangements with airlines or ground transport services

Because repatriation often requires specialized logistics, costs can vary based on distance, airline fees, handling requirements, and documentation. These expenses can be unexpected and may place financial strain on families during an already difficult time.

At James H. Cole, we believe that everyone deserves the opportunity to honor their loved one with dignity—regardless of financial situation. That’s why we offer payment plan options through Affirm, giving families the flexibility to:

  • Split costs into monthly payments
  • Choose short- or long-term plans
  • Access quick approval with no hidden fees

You can apply directly through our website or speak with our staff to learn more about payment options for transportation and funeral arrangements.

Whether you’re managing repatriation from across the state or across the country, our team will guide you through each step with transparency, compassion, and support.

4. Gather Necessary Paperwork

Repatriation requires specific legal documentation. Some of the most important items include:

  • Official death certificate (provided by local authorities where the death occurred)
  • Transit permits for the remains
  • Authorization for embalming or cremation, depending on local laws and service choices
  • Additional identification or legal documents, as required by airlines or receiving jurisdictions

Your funeral home can help ensure all paperwork is completed accurately and submitted in a timely manner to prevent delays in transportation.

5. Plan the Funeral or Memorial Service

Once your loved one has returned home, you can begin planning a service that honors their life. This may include a traditional funeral, memorial service, private viewing, or celebration of life. Funeral homes like James H. Cole offer full-service support, including:

If you are planning a religious or cultural service, be sure to communicate any special preferences so the funeral home can make appropriate accommodations.

6. Seek Emotional and Practical Support

 Losing a loved one while away from home can be overwhelming, leaving you feeling isolated and unsure of how to process your grief. James H. Cole offers free grief support sessions, facilitated by Hospice of Michigan, to help you navigate this difficult time.

These sessions include:

  • What is grief? Understanding its emotional impact.
  • Why is grieving so difficult? Managing unexpected challenges.
  • How do I adjust to the change? Practical tips for moving forward.

You’re Not Alone—James H. Cole Is Here to Help

Since 1919, James H. Cole has supported Detroit families with professionalism, compassion, and dignity. If your family is facing the unexpected loss of a loved one out of town, our caring staff can help navigate transportation, documentation, and funeral planning with care.

Our team is here 24/7 to assist you with out-of-town arrangements and guide you every step of the way.

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