How can I search for accounts that might be held at a different company with a similar name? – North Carolina

Short Answer

In North Carolina, the cleanest way to search for accounts at a financial institution (including affiliates with similar names) is for the estate’s Personal Representative to make written, documented requests using proof of authority (Letters Testamentary or Letters of Administration) and a death certificate. When the institution will not confirm anything without an account number, the next step is usually to broaden the search using the decedent’s records (tax returns, prior statements, checks) and to check North Carolina’s unclaimed property system. If needed, the Clerk of Superior Court can be asked to enter an order that helps obtain information from a custodian when the estate can show the request is reasonably necessary to administer the estate.

Understanding the Problem

In North Carolina probate, a common issue is how a Personal Representative can confirm whether a deceased person had investment or bank accounts when only a “similar company name” is known and no statements or account numbers exist. The decision point is whether the estate has enough proof of authority and identifying information to get a “yes/no” answer from the right entity (including related entities that share branding) without accidentally contacting the wrong company or missing an account held under a slightly different legal name.

Apply the Law

Under North Carolina practice, a Personal Representative generally gathers estate assets by identifying possible institutions and requesting confirmation and date-of-death information using estate authority documents. Many institutions will only release information to the Personal Representative (or to an attorney with written authorization from the Personal Representative). When the search involves online accounts or electronic records, North Carolina law also provides a process for a Personal Representative to request certain digital asset information from a “custodian” with a written request, a death certificate, and certified Letters (or other qualifying probate documentation). Separately, if property has been turned over to the State as unclaimed property, North Carolina’s unclaimed property claim process can be used to recover it for the rightful owner or the estate.

Key Requirements

• Proper authority: The request should come from the qualified Personal Representative (or an attorney acting with the Personal Representative’s written authorization) and include certified Letters and a certified death certificate.
• Enough identifiers to avoid a dead end: Even without an account number, institutions often respond better when the request includes full legal name, prior addresses, date of birth, last four of SSN (if available), and date of death, plus a request that the institution check for “additional accounts” and related products.
• A documented, repeatable search plan: The estate should use a consistent letter/request format and keep a log of who was contacted, what name variations were used, and what the institution said (including any refusal and the reason).

What the Statutes Say

• N.C. Gen. Stat. § 36F-8 (Disclosure of other digital assets of deceased user) – Allows a Personal Representative to request certain digital asset information from a custodian with a written request, certified death certificate, and certified Letters (or other listed probate documentation), and may require evidence linking the account to the decedent.
• N.C. Gen. Stat. § 116B-67 (Claim for property paid or delivered to the Treasurer) – Sets the basic claim process and timelines for recovering unclaimed property held by the State Treasurer.

Analysis

Apply the Rule to the Facts: Here, a surviving relative believes the decedent had investment accounts at a major institution, but there are no statements or account numbers. That typically means the estate should (1) get the Personal Representative formally appointed so the request carries legal authority, (2) send written requests that ask the institution to search its records for any accounts as of the date of death and to check for additional accounts not listed, and (3) widen the net to similarly named affiliates and the State’s unclaimed property system if the institution cannot locate anything under the most obvious name.

Process & Timing

1. Who files: The Personal Representative. Where: With the Clerk of Superior Court (Estates) in the county where the estate is administered. What: Qualify and obtain certified Letters Testamentary or Letters of Administration; obtain certified death certificates. When: As early as possible, because many institutions will not confirm accounts without these documents.
2. Send targeted “search” letters to the institution(s): Use the institution’s estate or decedent-services channel. Ask whether the decedent had any accounts on the date of death and request date-of-death values and supporting documentation. Importantly for “similar name” problems, the request should ask the recipient to check for accounts held with related entities, predecessor names, or affiliated brokerage/bank arms, and to confirm in writing if no accounts are found.
3. Cross-check with records and unclaimed property: Review the decedent’s last several years of income tax returns and any available banking history for clues (interest/dividend reporting, transfers, or recurring deposits). If the institution still cannot confirm an account, search North Carolina unclaimed property and, if a match appears, prepare and submit a claim with the required proof of authority and identity.

Exceptions & Pitfalls

• “We can’t confirm without an account number” responses: Some institutions will not disclose anything unless the request comes from the Personal Representative and includes enough identifiers. A follow-up request that includes certified Letters, a certified death certificate, prior addresses, and name variations often improves results.
• Similar branding, different legal entities: A “major institution” name may refer to separate companies (bank vs. brokerage vs. trust company). A search request should explicitly ask the recipient to route the inquiry to the correct affiliate or confirm which legal entity was searched.
• Accounts that pass outside probate: Some investment accounts transfer by beneficiary designation or joint ownership and may not appear as probate assets, even though they existed. The estate may still need confirmation for inventory, tax, or administration purposes, but the institution may direct the beneficiary (not the estate) to claim the account.
• Digital-only statements and logins: If the only trail is electronic, the estate may need to use the digital asset disclosure process and provide evidence linking the account to the decedent. See the requirements in N.C. Gen. Stat. § 36F-8.

Conclusion

In North Carolina, the practical way to search for accounts held at a different company with a similar name is to have the Personal Representative use certified Letters and a death certificate to make written requests that ask the institution to confirm any accounts as of the date of death and to check for additional accounts and affiliates. If the institution cannot locate anything, the next step is to use records-based clues (like tax returns) and to check North Carolina unclaimed property and file a claim if a match appears under N.C. Gen. Stat. § 116B-67.

Talk to a Probate Attorney

If an estate administration involves missing investment accounts, similarly named financial companies, or institutions that will not confirm whether an account exists, a probate attorney can help set up a documented search plan and make requests in the format institutions typically accept. 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.