How can I get estate bank statements if the bank can’t find anything under the decedent’s Social Security number? – North Carolina

Short Answer

In North Carolina, a personal representative usually can obtain estate bank statements by proving authority with certified Letters (Testamentary or of Administration) and giving the bank an identifier that matches how the account is titled. If the account was opened after death as an estate account, the bank may not be able to locate it under the decedent’s Social Security number because the bank is tracking it under the estate’s EIN and the specific account number. A written request that lists the estate EIN and account number, plus certified Letters, often solves the problem.

Understanding the Problem

In North Carolina probate, the decision point is whether the requested statements relate to an account that belonged to the decedent during life or an estate account opened after death by the personal representative. If a bank cannot locate an account under the Social Security number shown on a death certificate, the issue often becomes which identifier the bank used when it created or maintained the account record. The personal representative’s task is to provide the bank with proof of appointment and the correct account identifiers so the bank can release statements to the estate.

Apply the Law

North Carolina estate administration typically gives the personal representative the practical authority to gather financial records needed to inventory assets, pay bills, and prepare required estate accountings. Banks commonly require certified Letters (Testamentary or of Administration) before they will release information or statements, and they often work from the account’s title and taxpayer identification number on file. When the personal representative opens an estate checking account after qualification, the account should be tied to the estate’s EIN (not the decedent’s Social Security number), and banks may send statements to the personal representative or the attorney handling the estate administration to support accurate accounting.

Key Requirements

Proof of authority (qualification): A certified copy of Letters Testamentary or Letters of Administration showing the personal representative’s authority.
Correct account identifiers: The estate EIN and/or the specific account number and the name as it appears on the account (for example, “Estate of [Decedent]”).
Clear written request for records: A dated, signed request that identifies what statements are needed (date range and account) and where the bank should send them.

What the Statutes Say

N.C. Gen. Stat. § 8-36 (Authenticated copy of record of administration) – Allows properly certified letters testamentary/administration (and related records) to be used as evidence of a personal representative’s appointment and authority.

Analysis

Apply the Rule to the Facts: Here, the personal representative requested statements for an estate bank account. The bank could not locate the account using the Social Security number listed on the death certificate, which fits a common mismatch when the account was opened after death as an estate account. Because the account was opened under an estate EIN and has an account number, the bank’s agreement to search by EIN and account number is the most direct path to retrieving the statements, especially when paired with certified Letters showing the personal representative’s authority.

Process & Timing

Who files: The personal representative (or the attorney acting for the personal representative with permission). Where: With the bank’s estate/records department (not the Clerk of Superior Court). What: A written records request that includes (a) a certified copy of Letters Testamentary or Letters of Administration, (b) the estate EIN, (c) the bank account number, (d) the exact statement date range requested, and (e) delivery instructions (secure portal, mail, or other method the bank accepts). When: As soon as the need for statements is identified, because the statements are typically needed to complete estate accountings and track receipts/disbursements.
Bank search and verification: The bank verifies the Letters and matches the request to its internal record system using the estate EIN and/or account number and the account title (for example, “Estate of [Decedent]”). If the bank still cannot match the account, the next internal step is often a branch-level search using the opening paperwork or signature card associated with the estate account.
Receipt and review: The personal representative (or attorney) receives the statements and should review them for completeness across the requested months and confirm they match the estate account (not a personal account). The statements then support ongoing administration and required reporting.

Exceptions & Pitfalls

Mixing up “decedent accounts” vs. “estate accounts”: A bank may search a decedent’s consumer profile by Social Security number, but an estate checking account opened after death is often indexed under the estate EIN and may not appear in the decedent’s profile.
Not providing certified Letters: Many banks will not release statements based on a death certificate alone. They typically want certified Letters (and sometimes additional verification) before releasing estate records.
Incomplete identifiers: Requests that omit the exact account number, the estate EIN, or the account title can lead to “no records found,” especially if the bank has multiple systems or if the account was opened at a different branch.
Requesting the wrong date range: If the account was opened after death, statements before the open date will not exist for that estate account. If pre-death statements are needed, the request usually must target the decedent’s pre-death account(s), which may have different numbers and titles.
Delivery method issues: Faxed statements can be incomplete or hard to read. If the bank allows it, a secure portal or mailed certified statements may reduce back-and-forth.

Conclusion

In North Carolina, a personal representative can usually obtain estate bank statements by providing certified Letters showing authority and giving the bank the correct account identifiers. When an account is opened after death, it is often tied to the estate’s EIN (not the decedent’s Social Security number), so a bank search by Social Security number may fail even when the account exists. The practical next step is to send a written request to the bank with the estate EIN and account number and include certified Letters.

Talk to a Probate Attorney

If handling estate administration has turned into a records problem with a bank, our firm has experienced attorneys who can help clarify what to request, what documentation to provide, and how to keep the estate accounting on track. Call us today at (919) 341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.