Short Answer

In North Carolina, an estate’s administrator generally submits: (1) proof of authority (certified Letters of Administration or Letters Testamentary), (2) a certified death certificate, (3) a completed and notarized estate claim form, (4) the administrator’s government-issued ID and contact info, (5) the estate’s taxpayer ID (EIN) and a completed IRS Form W‑9 for the estate, and (6) documents connecting the decedent to the reported property (e.g., old statements or address proof). If an attorney files, a signed authorization is required.

Understanding the Problem

You’re asking what an administrator in North Carolina needs to submit to recover unclaimed property for a decedent’s estate from the Department of State Treasurer’s Unclaimed Property Division. You already have court appointment as administrator and are working with counsel, but you haven’t received the emailed authorization form due to phone/SIM and email access issues.

Apply the Law

Under North Carolina law, a duly appointed personal representative (executor or administrator) has authority to collect the decedent’s assets, including unclaimed funds held by the State Treasurer. The Unclaimed Property Division requires proof that you are the proper claimant for the estate, proof of death, identification, and documents linking the decedent to the reported property. If an attorney files the claim, the Division requires a signed authorization or similar representation form. If no personal representative is appointed and the estate qualifies for small-estate procedures, a collector-by-affidavit may be able to claim certain property, but the State may still require additional proof or formal letters depending on the claim.

Key Requirements

• Proof of authority: Certified Letters Testamentary or Letters of Administration showing you are the current personal representative.
• Proof of death: Certified death certificate for the decedent.
• Completed claim form: Unclaimed Property estate claim form, signed and often notarized, with current mailing address and contact info.
• Identification and address: Government-issued photo ID for the personal representative; proof of address if requested.
• Estate tax identity: Estate EIN and a completed IRS Form W-9 for the “Estate of [Decedent]” so payment is reported correctly.
• Property link documents: Evidence connecting the decedent to the property (e.g., old bank statements, policy numbers, or address history matching the Treasurer’s report).
• Attorney/agent authorization: If your attorney submits the claim, a signed authorization or representation form allowing the attorney to act for the estate.

What the Statutes Say

• North Carolina Gen. Stat. § 28A-6-1 (Application for letters) – establishes how a personal representative is appointed to obtain authority over estate assets.
• North Carolina Gen. Stat. § 28A-13-3 (Powers and duties of personal representative) – confirms the representative’s authority to take possession of and collect the decedent’s personal property.
• North Carolina Gen. Stat. § 28A-25-1 (Collection by affidavit—intestate) – allows small estates without a formal representative to collect certain personal property by affidavit.
• North Carolina Gen. Stat. § 28A-25-1.1 (Collection by affidavit—testate) – similar process when there is a will.

Analysis

Apply the Rule to the Facts: Because you are the appointed administrator, your certified Letters of Administration satisfy the proof-of-authority requirement. You will also need a certified death certificate, a completed and notarized estate claim form, your photo ID, the estate EIN with a W‑9 in the estate’s name, and documents tying the decedent to the property. Since you did not receive the emailed authorization, ask the Unclaimed Property Division (or your attorney) to resend it to an accessible address or provide a paper form for wet-ink signature.

Process & Timing

1. Who files: The administrator (or the attorney as your authorized agent). Where: North Carolina Department of State Treasurer, Unclaimed Property Division (online portal or by mail). What: Estate claim form, certified Letters, certified death certificate, administrator ID, estate EIN and W‑9, and supporting ownership documents. When: File as soon as Letters issue and you have the required documents; review times vary and can take several weeks.
2. The Treasurer’s office reviews the submission and may request additional proof (e.g., address history, account statements, or updated certified Letters). Respond promptly to avoid delays.
3. Once approved, the Treasurer typically issues payment payable to “Estate of [Decedent].” Deposit the funds into the estate checking account and report the receipt in the estate accountings.

Exceptions & Pitfalls

• If multiple co-personal representatives were appointed, the Division may require all to sign the claim or the authorization.
• Some agencies require recently certified Letters; obtain fresh certified copies if your prior certification is older.
• Name or address mismatches are common; gather documents that connect the decedent’s name variations and prior addresses to the reported holder.
• If no personal representative is appointed and the estate is small, a collector-by-affidavit may claim certain property; however, the Division can still require formal Letters depending on the claim.
• Checks should be payable to the “Estate of [Decedent]” and deposited to an estate account with an estate EIN—never to an individual’s account.
• When an attorney files, a signed authorization or representation form is required; if email is unreliable, request a paper form for wet signature or use an alternate secure delivery method.

Talk to a Probate Attorney

If you’re handling an estate and need to recover unclaimed funds from the State Treasurer, our firm can help you assemble the right documents, submit the claim, and keep your administration on track. Contact us today to discuss your options and timelines.

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.