Account Transfer Template: How to Notify Financial Institutions After a Death

After a loved one passes away, you quickly find out how many accounts they had and how many companies need to be contacted. Banks, investment firms, retirement account providers, credit unions, and others all need formal notice. If you are the executor, trustee, or legal representative, part of your job is making sure those accounts are handled properly.

One of the best tools in your toolkit is a simple, formal letter known as an account transfer notification. It tells the institution that the account holder has died and provides the necessary information to start the transfer or closure process.

This step matters more than most people realize. Without clear instructions, accounts can sit untouched for months. Automatic payments might continue, statements may go to the wrong address, or benefits might be delayed. A well-written letter helps prevent all of that.

What Is an Account Transfer Letter?

An account transfer letter is a formal request you send to a financial institution when you need to transfer or close an account belonging to someone who has died. It includes basic facts, a respectful tone, and clear direction for what should happen next.

You do not need to be a lawyer or write anything complicated. But the letter should be organized, specific, and backed up by documents that confirm your authority to act on behalf of the deceased.

When to Send One

Send this letter when:

• You are the executor or personal representative of the estate

• You are handling trust administration

• A joint account holder has died and you need to update ownership

• You are transferring retirement or investment accounts to beneficiaries

• You need to close a checking, savings, or brokerage account

If you are not sure who has the authority, check the will, trust, or court appointment. Institutions will not act without proof.

What to Include

Make it easy for the company to help you. Include:

• The full name of the deceased

• The account number (or as many identifying details as you have)

• Date of death

• A statement that you are requesting a transfer or closure of the account

• Your full name, contact information, and relationship to the deceased

• A list of enclosed documents (death certificate, letters of administration, trust certificate, etc.)

• Signature and date

You can also include information about where to send any remaining balance or how to contact you with questions.

Helpful Tips

Keep it short, respectful, and clear. There is no need for personal detail. Stick to the facts.

Use certified mail or a method with tracking. That way, you can confirm delivery.

Ask if they have their own forms. Some banks and brokerages require specific paperwork in addition to your letter.

Save a copy of everything you send. This includes the letter, documents, mailing receipt, and any responses you get.

Follow up. Give it a week or two, then check in if you have not heard back.

Why It Helps

Financial institutions deal with this process every day, but it still takes time and care. A clear letter with the right documents saves them time and reduces the number of follow-up requests you receive. It also helps you stay in control of the process during a time when there is already a lot on your plate.

Being thorough now means fewer headaches later. Whether you are transferring funds to an estate account, closing out a credit union membership, or starting the process to distribute investments, this letter sets the tone for how things will move forward.

You are doing important work. It is not glamorous, and most of it happens behind the scenes, but it matters. You are taking care of the details that help honor someone’s life and protect their legacy.