Start with the response someone may need to make
Instead of beginning with a list of people, begin with a practical question: who would notice a missed payment, find an original, call a provider, or understand a written instruction?
The answer may be different for each record. That is normal. The purpose is clarity, not a single universal role.
Write role by role
Use simple language to distinguish the person who should know a record exists, the person who can explain it, and the person who may need to take the next step.
The person who needs a signal
They may only need to know that a record exists and where a question should go next.
The person with context
They can explain the history, original location, or practical reason the record matters.
The person or institution to contact
They are the next source of information when a household needs an authoritative answer.
Leave a next contact, not an assumption
A note such as “ask my sister” is a useful start, but it is stronger when it explains what she knows and what question to ask. The same applies to an adviser, a provider, or a colleague.
Writing the context now can prevent a difficult moment from turning into a sequence of guesses about who is responsible for what.