How can I obtain shareholder account statements for a deceased person’s estate if the transfer agent won’t discuss specifics without verification? – North Carolina

Short Answer

In North Carolina, a transfer agent will usually release a deceased shareholder’s account statements only after receiving proof that a legally authorized person is requesting them. The most common way to verify authority is to provide certified Letters Testamentary or Letters of Administration (often recently dated), along with a certified death certificate and any account identifiers the transfer agent requests. If the estate is being handled through a small estate affidavit or summary administration, the transfer agent may accept certified copies of those filings instead.

Understanding the Problem

Under North Carolina probate practice, when a personal representative needs shareholder account statements from a transfer agent, the key issue is: what proof of authority must be shown before the transfer agent can discuss account-specific details or release statements. The decision point is whether the request comes from a duly appointed personal representative (or another court-recognized estate procedure) and whether the request includes the verification documents the transfer agent requires. Timing matters because statements are often needed to complete estate administration tasks like identifying assets and documenting activity through the date an account closed.

Apply the Law

In North Carolina, the person with legal authority to act for a deceased person’s probate estate is typically the court-appointed personal representative (executor or administrator). Transfer agents and similar custodians commonly require formal proof of that authority before releasing account-specific information, both for privacy reasons and to avoid transferring or disclosing information to the wrong person. In practice, that proof is usually a certified copy of Letters Testamentary or Letters of Administration issued by the Clerk of Superior Court (Estate Division) in the county where the estate is opened, plus supporting identity and account information.

Key Requirements

Verified authority to act for the estate: Proof that the requester is the personal representative (or is using another recognized estate procedure) and is entitled to receive the statements.
Enough information to identify the account: Account number, registration name, last known address, and the issuer/plan name so the transfer agent can locate the correct shareholder record (including closed accounts).
A clear, written scope of request: A dated written request that specifies the statement date range (for example, from a stated month/year through the account closure date) and where the statements should be sent.

What the Statutes Say

N.C. Gen. Stat. § 36F-8 (Disclosure of other digital assets of deceased user) – Allows a personal representative to obtain certain non-content account information from a custodian after providing a written request, certified death certificate, and certified Letters (or other qualifying estate documentation), and it permits the custodian to request account identifiers and an affidavit of necessity.

Analysis

Apply the Rule to the Facts: The probate file needs shareholder account statements for two situations: one account that closed before death and a separate account that remained open at death. Because the transfer agent will not discuss specifics without verification, the practical next step is to submit a written request backed by certified estate authority documents (typically Letters) and a certified death certificate, plus the account identifiers needed to locate both the closed account history and the open account statements. If the transfer agent routes requests to a dedicated issuer line, the same verification package should be sent through that channel with a clear date range request.

Process & Timing

Who files: The personal representative (or counsel acting for the personal representative). Where: With the transfer agent’s estate/decedent processing unit or the issuer’s dedicated transfer agent line. What: A written statement request letter plus supporting documents (commonly certified Letters and a certified death certificate; many transfer agents also request an affidavit of domicile and a medallion signature guarantee only for transfers, not for statements). When: As soon as the estate is opened and Letters are issued; many transfer agents prefer certified Letters dated within the last 60 days.
Follow-up and verification: If the transfer agent still cannot locate the account (especially a closed account), provide additional identifiers such as prior addresses, prior registration name formats, and any plan enrollment details. If the transfer agent requests an affidavit that the statements are reasonably necessary for administration, provide it to reduce delays.
Receipt and use of statements: Once verification is accepted, the transfer agent typically releases statements (or a transaction history) for the requested period. Those records can then be used to document holdings, dividends, reinvestments, and the date and manner of account closure for estate administration purposes.

Exceptions & Pitfalls

Closed account records may be archived: A transfer agent may need extra time or extra identifiers to retrieve statements for an account that closed before death, even if the decedent owned shares at some point.
“General information only” is common without Letters: Many transfer agents will not confirm balances, transactions, or even account existence until they receive certified authority documents, even from a law firm assistant.
Document freshness and certification issues: Some transfer agents reject photocopies or older-certified Letters. Ordering newly certified Letters from the Clerk of Superior Court can prevent a reset of the request.
Street-name vs. transfer-agent records: If the shares were held through a brokerage in “street name,” the transfer agent may not have full statement history; the broker’s estate department may be the correct source for statements.

Conclusion

In North Carolina, the usual way to obtain shareholder account statements from a transfer agent is to submit a written request backed by verified estate authority—most often certified Letters Testamentary or Letters of Administration—plus a certified death certificate and enough account identifiers to locate both open and closed accounts. If the transfer agent requests additional verification (such as an affidavit that the records are needed for estate administration), providing it can speed up release. Next step: send a written request with certified Letters and the death certificate to the transfer agent’s estate processing channel.

Talk to a Probate Attorney

If a transfer agent is refusing to discuss account-specific details for a deceased shareholder until verification is provided, our firm has experienced attorneys who can help identify the right probate authority documents, prepare a compliant request package, and keep the estate administration 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.