What’s the best way to identify the correct shareholder account if I have multiple account numbers or the shares were held with a different issuer or transfer agent? – North Carolina

Short Answer

In North Carolina probate, the most reliable way to identify the correct shareholder account is to match the decedent’s name, Social Security number (or last four), address history, and the security details (issuer name and CUSIP/ticker) to the transfer agent’s records, then support the request with certified probate authority documents. When an account was closed before death and another remained open, the request should clearly ask for statements for each account number and for any “prior” or “historical” accounts tied to the same owner and security. If the shares were held through a broker (in “street name”) or moved to a different transfer agent, the fastest path is often to confirm where the shares were held at death and request the broker/agent’s “estate transfer” requirements and historical statement options.

Understanding the Problem

In a North Carolina estate administration, can the personal representative (or the estate’s attorney) identify the correct shareholder account and obtain statements when multiple account numbers exist, one account was closed before death, and the shares may have been handled by a different issuer or transfer agent? The practical decision point is how to confirm which account number(s) and recordkeeper are tied to the decedent’s ownership during the requested date range so the correct statements can be requested and produced.

Apply the Law

North Carolina probate law generally expects the personal representative to gather information needed to identify, collect, and value estate assets. With publicly traded securities, the “right” record source depends on how the shares were held: (1) directly registered with a transfer agent (including dividend reinvestment plan accounts), or (2) held through a brokerage account in “street name.” In practice, transfer agents and brokers typically will not release account-specific details until they receive proof of authority (for example, certified letters testamentary/letters of administration) and proof of death, and they often require additional identity-matching information to locate the correct account.

Key Requirements

Match the owner identity to the recordkeeper’s system: Use the decedent’s full legal name (including prior names), last known mailing address, and Social Security number (or last four, if accepted) to help the transfer agent or broker locate all accounts tied to the same owner.
Identify the security and the “holder type”: Confirm whether the shares were directly registered (transfer agent statements, DRIP statements, certificate records) or held through a brokerage “street name” account (broker statements). The correct statements usually come from the entity that held the shares during the requested period.
Provide probate authority documents in the format required: Most transfer agents and brokers require certified copies of the personal representative’s authority documents and may require that the certification be recent, plus an affidavit of domicile and a signature guarantee for certain transactions.

What the Statutes Say

N.C. Gen. Stat. § 36F-8 (Disclosure of digital assets of deceased user) – Lists a common proof package (written request, death certificate, and certified letters or other court authority) that custodians often require before disclosing account information; while aimed at digital assets, it reflects the documentation approach many institutions follow when verifying authority.

Analysis

Apply the Rule to the Facts: The estate’s request involves more than one shareholder account number, with one account closed before death and another open at death. The identity-matching step matters because the transfer agent is signaling it cannot confirm account-specific details without verification. The most effective approach is to submit a written request that (1) lists every known account number, (2) asks the recordkeeper to search for any other accounts under the same owner/security, and (3) includes the probate authority documents and owner-identifying information needed to link the decedent to both the closed and open accounts.

Process & Timing

Who files: The personal representative (often through counsel). Where: With the issuer’s transfer agent or the brokerage firm that held the shares (not the courthouse). What: A written records request for statements for the specified date range, plus the institution’s estate forms (often an affidavit of domicile and internal “estate processing” forms). When: As soon as the estate has certified letters testamentary/letters of administration; many transfer agents also ask for certified letters dated within the last 60 days.
Confirm the correct record source: If the shares were held in a brokerage “street name” account, request statements from the broker for the period requested and ask what is required to transfer the account into the estate’s name before transactions. If the shares were directly registered, ask the issuer (or its dedicated line) to confirm the current transfer agent and whether the account was a regular registered account, a dividend reinvestment plan account, or both.
Request “historical” and “closed account” statements explicitly: In the same request, ask for (a) statements from the requested start date through the closure date for the closed account, (b) statements for the open account through the date of death (and beyond if needed for administration), and (c) a search for any prior account numbers tied to the same owner/security due to transfer-agent changes, system conversions, or account renumbering.

Exceptions & Pitfalls

“Street name” vs. direct registration confusion: If statements are requested from the transfer agent but the shares were actually held through a broker during the period, the transfer agent may have limited statement history. Confirm where the shares were held during the date range requested.
Account renumbering and transfer-agent changes: A closed account number may not be searchable unless the request asks for “prior/historical accounts” and includes enough identity data (name variations, address history, SSN/last four) to link records across conversions.
Insufficient verification package: A death certificate alone often is not enough. Many institutions require certified letters, and some require an affidavit of domicile and other documents before they will discuss account-specific details or release statements.
Dividend reinvestment plan (DRIP) accounts: DRIP accounts can have separate account numbers and statement formats. If dividends were reinvested, the request should ask whether a DRIP account existed and request those statements too.

Conclusion

The best way to identify the correct shareholder account in a North Carolina probate is to (1) confirm whether the shares were held directly with a transfer agent or through a broker, (2) provide a verification package showing the personal representative’s authority, and (3) ask the recordkeeper to search by owner identity and security details in addition to listing every known account number. A practical next step is to send a written request to the current transfer agent or broker with certified letters and a request for statements from the specified start date through the account closure date (for closed accounts) and through the date of death (for open accounts).

Talk to a Probate Attorney

If a probate file involves stock accounts with multiple account numbers, a closed account, or uncertainty about which transfer agent holds the records, our firm has experienced attorneys who can help clarify the right record source, the verification documents to provide, and the fastest way to request the statements needed for the estate inventory and administration. 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.