How can I obtain complete transaction records for a deceased person’s bank or investment accounts as executor? – North Carolina

Short Answer

In North Carolina, an executor (personal representative) usually obtains complete bank and brokerage transaction records by sending the institution a written request with a certified copy of the Letters Testamentary (or Letters of Administration) and a certified death certificate, and by asking for a full transaction history (statements and trade/transfer details) for the specific account(s). If the institution will not release older or itemized records voluntarily, the personal representative can ask the Clerk of Superior Court in the estate proceeding to issue an order requiring production of records.

Understanding the Problem

In North Carolina probate, the question is how a personal representative can get complete, “opening through closure” transaction statements and transfer details for a decedent’s financial accounts so the estate can be gathered, traced, and properly accounted for. The actor is the executor or administrator. The action is requesting records from a bank or brokerage, including dates and details for transfers of cash or shares from a decedent’s personal account into an estate account. The timing trigger is usually after qualification, when the personal representative has authority to collect estate property and must later file required inventories and accountings with the Clerk of Superior Court.

Apply the Law

North Carolina law expects a personal representative to collect, safeguard, and account for estate assets. In practice, that means obtaining reliable source documents from banks and brokerages so the personal representative can identify what existed on the date of death, confirm what moved into the estate, and support the estate’s inventory and later accountings filed with the Clerk of Superior Court. If an institution treats the information as “digital assets” or is controlled by an online account system, North Carolina’s digital-assets statute gives a process for a personal representative to request disclosure using certified Letters and a certified death certificate, with additional identifiers or an affidavit if requested by the custodian.

Key Requirements

Proof of authority: The institution typically requires certified Letters Testamentary/Letters of Administration showing the personal representative’s appointment and current authority.
Clear, specific record request: The request should identify each account and specify the exact records needed (e.g., all statements, transaction ledger, deposits/withdrawals, trade confirmations, and transfer/journal history for share movements), including the date range “from opening through closure” or other defined dates.
Supporting documentation and identifiers: Institutions commonly require a certified death certificate and may also request an affidavit of domicile, an estate EIN/W-9 for estate accounts, and account identifiers or proof linking the decedent to the account.

What the Statutes Say

N.C. Gen. Stat. § 36F-8 (Disclosure of other digital assets of deceased user) – Allows a personal representative to request disclosure of certain digital assets and account information from a custodian with a written request plus certified Letters and a certified death certificate, subject to limits and additional information the custodian may request.
N.C. Gen. Stat. § 36F-6 (Procedure for disclosing digital assets) – Explains how a custodian may provide access or copies and notes the custodian may charge a reasonable administrative fee and may resist overly burdensome requests unless a court orders disclosure.
N.C. Gen. Stat. § 36F-15 (Fiduciary duty and authority) – Confirms fiduciary duties apply to digital assets and allows a fiduciary to request account termination, with required documentation such as certified Letters and a certified death certificate.

Analysis

Apply the Rule to the Facts: Because the executor needs complete transaction statements for a decedent’s personal investment account and the estate account, the first step is proof of authority: providing certified Letters and a certified death certificate. Next, the executor’s request must be specific enough to capture both (1) ordinary periodic statements and (2) the itemized “transfer/journal” detail that shows each share transfer from the personal account into the estate account, with dates. Finally, because estate administration requires accurate reporting to the Clerk of Superior Court, the executor should also request supporting documents commonly used to prove ownership and authority for financial accounts (such as account agreements/signature cards and any documents the institution requires to close or retitle accounts).

Process & Timing

Who files: The personal representative (executor/administrator) or the attorney for the estate. Where: Directly with each financial institution (bank, brokerage, or transfer agent). What: A written records request asking for a complete transaction history and statements for each account, along with certified Letters and a certified death certificate; for brokerage “street name” accounts, also include commonly required transfer paperwork such as an affidavit of domicile and any new estate-account application requested by the broker. When: As soon as possible after qualification, because the estate must be documented for required filings with the Clerk of Superior Court.
Follow up and narrow if needed: If the institution says the request is too broad or records are archived, ask what formats are available (full statement set, transaction ledger export, trade confirms, “journals,” deposit/withdrawal detail) and request the most complete set available. If the institution requests additional identifiers (account number, customer number, proof linking the account to the decedent), provide them in writing.
Escalate through the estate proceeding if necessary: If records are refused or incomplete, the personal representative can request help from the Clerk of Superior Court in the pending estate proceeding to obtain an order compelling production of records. The personal representative can then provide that order to the institution.

Exceptions & Pitfalls

“Statements” may not show share transfers: Brokerage statements sometimes summarize activity. The request should also ask for the detailed transfer history (journals), trade confirmations, and any internal transfer records showing the share movement and dates.
Institutions often require “fresh” certified Letters: Brokerages and transfer agents frequently require certified Letters dated within a short window and may require an affidavit of domicile and other items before they will retitle an account into the estate’s name.
Digital-access limits and burdens: If the institution treats online account data as digital assets, it may request additional information or an affidavit stating the disclosure is reasonably necessary for administration. A custodian may also resist a burdensome request unless a court orders a narrower date range or specific subset.
Estate account records are separate: For the estate account, ask the bank for the complete statement set and transaction ledger from the date the estate account opened through the date it closed (if closed), plus copies of cleared items if needed to support the estate accounting.

Conclusion

In North Carolina, a personal representative usually obtains complete transaction records by making a written request to each bank or brokerage with certified Letters and a certified death certificate, and by requesting both statements and itemized transfer details for the full date range needed. If an institution refuses, limits access, or claims the request is too broad, the estate can seek a court order in the estate proceeding to require production. Next step: submit a written request with certified Letters and a certified death certificate to each institution as soon as qualification occurs.

Talk to a Probate Attorney

If an executor is trying to collect a decedent’s bank or investment account history (including transfers into an estate account) and the institution will not provide complete records, a probate attorney can help prepare a targeted request and, when needed, seek an order through the Clerk of Superior Court. 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.