Template: Formal Bank Request for Deceased Account Information

Requesting a deceased client's account information is one of the first moves in nearly every estate administration, and banks rarely release it without a formal written request that establishes the fiduciary's authority and specifies exactly what the estate needs. For trusts and estates attorneys, a standardized letter turns a routine but error-prone task into a few minutes of fill-in-the-blank work for you or your paralegal, and it sets a professional tone with the institution from the first contact.

The template below is written from the fiduciary's perspective so your client can sign it, or you can adapt it to firm letterhead and send it as counsel for the estate. Below, you'll find guidance on when to use the letter, what to have on file first, and how to tailor it for each matter.

When to Use This Letter

Send this letter once your client has been appointed by the court and the supporting documentation is in hand. It works for banks, credit unions, and most other depository institutions, and it is especially valuable early in a matter when the estate's full account picture is still unclear. A well-drafted request lets you:

• Confirm every account, loan, and safe deposit box tied to the decedent's name or Social Security number.
• Establish the date-of-death balances you need for the inventory, the accounting, and any Form 706 or state estate tax filing.
• Identify joint owners and payable-on-death (POD) or transfer-on-death (TOD) beneficiaries that pass outside the probate estate.
• Place an administrative hold on solely owned accounts to protect estate assets and limit fiduciary exposure.

What to Have on File Before Sending

Institutions will not release account information without proof of death and proof of the fiduciary's authority to act. Before the letter goes out, confirm the matter file contains:

• A certified copy of the death certificate. Order several; nearly every institution requires its own.
• Certified Letters Testamentary or Letters of Administration. These court-issued documents establish your client's authority to act for the estate.
• The fiduciary's government-issued photo ID. Some institutions request a copy.
• Any known account numbers. Helpful but not required; the decedent's Social Security number is enough for the bank to search its records.

How to Use the Template

1. Replace every bracketed field (for example, [Bank Name] and [Date of Death]) with the matter-specific details.
2. Confirm the capacity line matches your client's appointment, and decide whether the fiduciary signs or you send it as counsel on firm letterhead.
3. Enclose certified copies, never originals, of the supporting documents.
4. Send by a trackable method such as certified mail, and calendar a follow-up date so the request does not stall the administration.

[Your Full Name]
[Your Mailing Address]
[City, State ZIP Code]
[Email Address]
[Phone Number]

[Date]

[Bank Name]
Estate / Deceased Account Services Department
[Bank Mailing Address]
[City, State ZIP Code]

Re: Request for Account Information
Estate of [Decedent's Full Legal Name]
Account Number(s): [Account Number(s), if known]
Social Security Number: [Decedent's SSN]
Date of Death: [Date of Death]

To Whom It May Concern:

I am writing in my capacity as the [Executor / Administrator / Personal Representative / Attorney for the Estate] of the Estate of [Decedent's Full Legal Name], who passed away on [Date of Death]. The fiduciary has been duly appointed by the [County] [Probate / Surrogate's] Court in [State], and copies of the supporting documentation are enclosed with this letter.

In order to administer the estate and prepare the required inventory and accounting, I respectfully request the following information for any and all accounts, safe deposit boxes, loans, and other financial products held by the decedent, whether individually, jointly, or in trust:

1. A complete list of all open and closed accounts held in the decedent's name or bearing the decedent's Social Security number.
2. The type, title, and account number of each account.
3. The balance of each account as of the date of death ([Date of Death]).
4. Copies of account statements for the twelve (12) months preceding the date of death.
5. The names of any joint owners and any payable-on-death (POD) or transfer-on-death (TOD) beneficiaries associated with each account.
6. Details of any outstanding loans, lines of credit, credit cards, or safe deposit boxes.

Please also place an administrative hold on any solely owned accounts to prevent unauthorized activity, and advise me of the steps required to retitle these accounts to the estate.

Enclosed please find the following documents in support of this request:

- Certified copy of the death certificate
- Certified copy of the Letters Testamentary / Letters of Administration
- Copy of my government-issued photo identification
- [Any additional documents required by your institution]

Please direct all correspondence regarding this matter to me at the address and telephone number listed above. If you require any additional information or documentation to process this request, kindly contact me at your earliest convenience.

Thank you for your prompt attention to this matter. I look forward to your response within [number] business days.

Sincerely,


_______________________________
[Your Full Name]
[Executor / Administrator / Personal Representative / Attorney for the Estate]
Estate of [Decedent's Full Legal Name]
[Law Firm Name, if applicable]

Enclosures

Simplify Estate Discovery for Your Firm

Sending letters one institution at a time works only when you already know where the decedent banked, and clients rarely hand you a complete picture. Heirloom searches more than 120 billion public and private records across 6,000+ databases to surface the accounts, policies, and other assets a decedent held, so your firm can direct requests to the right institutions, protect against missed assets, and close matters faster. Schedule a demo to see how it fits into your estate administration workflow.

Heirloom is not a law firm and cannot provide legal advice. This content is for informational purposes only. Heirloom can only provide self-help services at users' specific direction. Requirements vary by institution and state; confirm each bank's specific process before sending.