How To Claim as an Executor: Estate Documentation Basics

Serving as an executor (sometimes called a “personal representative”) means you’re responsible for managing and settling someone’s estate after they die. That usually includes claiming assets, paying debts, and distributing what’s left to beneficiaries.

This guide from HowToGetAssistance.org explains the documentation basics you’ll usually need to claim as an executor, how to work with official offices and institutions, and how to avoid common delays. It’s for general information only—HowToGetAssistance.org is not a court, law firm, bank, or government agency, and it does not process claims or applications.

Understanding Your Role as Executor

Before you can claim anything, you need to know what authority you actually have.

What an executor typically does

Executors are usually responsible for:

• Locating the will and filing it with the appropriate probate court
• Opening the estate through the court if required
• Identifying assets and debts
• Claiming and securing assets (bank accounts, life insurance, pensions, property, etc.)
• Paying valid debts and taxes from estate funds
• Distributing assets according to the will or state law
• Keeping records and reporting to the court when required

Your power to act often comes from official court documents (like Letters Testamentary or Letters of Administration), not just the will itself.

When probate is (and isn’t) required

Whether you must go through full probate depends on:

• The state or country where the person lived
• The type and value of assets
• Whether assets had beneficiary designations or joint ownership

Some estates can use simplified or “small estate” procedures, which may require less documentation.

To find out what applies in your situation, contact:

• The probate court in the county where the person lived, or
• A local legal aid office or consumer law clinic for basic guidance

Step 1: Confirm You Are the Legal Executor

Before claiming property or benefits, you typically must prove you’re officially authorized.

Key documents that prove your authority

Most institutions want to see one or more of the following before they deal with you:

• Death certificate (certified copy)
• Will naming you as executor (if there is a will)
• Letters Testamentary (for estates with a will, after court appointment)
• Letters of Administration (for estates without a will, or other situations)
• Court order appointing you as personal representative

You can usually obtain these from:

• Death certificates – through the vital records office in the state where the person died or sometimes through the funeral home
• Probate documents – from the probate court clerk after the court formally appoints you

Institutions like banks, insurers, and pension plans often want certified copies (documents with official stamps or seals).

Step 2: Gather Core Estate Documentation

Having organized documents makes claiming assets much smoother. While details vary, here are the typical categories and documents you’ll want to collect.

Identity and authority

• Certified death certificates (often several copies)
• Your ID (driver’s license, passport, or other government-issued ID)
• Will or trust documents
• Letters Testamentary / Letters of Administration
• Any court orders related to the estate

Financial and asset information

• Bank statements and account numbers
• Investment and retirement account statements
• Life insurance policies
• Pension or employer benefit statements
• Property deeds and titles (home, land, vehicles, boats)
• Mortgage, loan, and credit card statements
• Business ownership documents (if applicable)

Personal and family information

• Social Security number or national ID of the deceased (if applicable where you live)
• Marriage certificate (if survivor benefits may apply)
• Birth certificates for dependents or beneficiaries (sometimes needed for claims)
• Contact information for all known beneficiaries and heirs

Organize these into folders (physical or digital) by institution or asset type so you can quickly provide what’s requested when you make each claim.

Step 3: Identify What You Need to Claim as Executor

Not all assets are handled the same way. Some pass directly to beneficiaries, while others pass through the estate you manage as executor.

Common asset categories and how claims usually work

*Exact requirements vary by state and institution. Always verify with the official office, bank, insurer, or plan administrator.

Step 4: Work With the Probate Court (If Required)

In many places, you cannot fully act as executor until the probate court gives official approval.

Typical probate steps

1. File the will (if there is one) with the probate court in the county where the person lived.
2. Submit a petition to be appointed executor or personal representative.
3. Provide required notices (to heirs, creditors, and sometimes the public).
4. Once approved, receive Letters Testamentary or Letters of Administration.
5. Use those documents to open an estate bank account and claim assets into the estate.

The court clerk’s office can usually tell you:

• Which forms you must use
• Basic filing fees
• Whether your state offers simplified or small estate procedures

For legal questions or disputes, contacting a probate attorney or legal aid office is often recommended.

Step 5: Claiming Specific Assets as Executor

Once you have your court appointment documents, you can contact each institution holding assets of the deceased.

How to claim bank and investment accounts

Common steps:

1. Notify the bank or brokerage of the death.
2. Ask for their “deceased account” or estate processing department.
3. Provide required documents, which may include:
   • Certified death certificate
   • Letters Testamentary / Administration
   • Your ID
4. Ask them to:
   • Freeze or mark the account as part of the estate
   • Provide balances and transaction history as of the date of death
   • Give instructions to transfer funds into an estate bank account once set up

Banks usually require an estate account (in the estate’s name) so you’re not mixing estate funds with your own money.

Claiming life insurance as executor

If the estate is the named beneficiary, you’ll often:

1. Contact the insurer’s claims department.
2. Request their death benefit claim forms for an estate claim.
3. Provide:
   • Death certificate
   • Policy number
   • Letters Testamentary / Administration
   • Proof of your identity

If someone else (like a spouse or child) is the named beneficiary, that person—not the executor—usually files the claim directly. However, you may still need to help locate the policy and documents.

Claiming retirement accounts and pensions

Each retirement plan has its own rules. Typically:

• Contact the plan administrator or benefits office.
• Ask about their death benefit or survivor claim process.
• Provide death certificate, beneficiary information, and any probate documents if the estate is the beneficiary.

If no beneficiary is named, the plan may pay benefits to the estate, which you then handle as executor, following the will or state law.

Real estate and vehicles

For real estate, you may need to:

• Confirm how the property was titled (sole owner, joint tenants, etc.).
• If it’s part of the estate, provide death certificate and court documents to the county land records office or recorder’s office when transferring title.

For vehicles, many states allow:

• Title transfer using a death certificate plus probate documents, or
• A small estate affidavit if the estate qualifies under state limits

Check with your state’s department of motor vehicles (DMV) or equivalent office for specific forms and instructions.

Common Documents Executors Are Asked to Provide

Here’s a quick-reference summary of documents you might be asked for when claiming as an executor:

• Certified death certificate (often multiple copies)
• Will (if one exists)
• Letters Testamentary or Letters of Administration
• Your government-issued ID
• Estate Tax ID Number (Employer Identification Number, if required in your country)
• Estate bank account information (once opened)
• Completed claim forms from:
  • Banks and credit unions
  • Investment firms
  • Insurance companies
  • Employers and pension plans
• Supporting documents such as:
  • Marriage certificate (for some survivor benefits)
  • Birth certificates (for minor or dependent beneficiaries)
  • Property deeds, titles, or registration papers

If an institution asks for a document you don’t understand, you can:

• Call their customer service or estate processing department and ask for a plain-language explanation.
• Check with the probate court clerk or a legal aid office in your area.

What Happens After You Submit Claims

Once you submit documents as executor, different organizations will have their own timelines.

Typical next steps

• Verification of documents
  • The institution checks your authority, identities, and completeness.
• Account review
  • They confirm balances, policy details, outstanding loans, and applicable fees.
• Release of funds or assets
  • Funds are usually sent to the estate account or directly to beneficiaries, depending on who is legally entitled.
• Tax reporting
  • Some payouts may generate tax forms sent to the estate or beneficiaries.

You should keep:

• A log of every claim (date, institution, amount, reference or claim number)
• Copies of all forms and correspondence
• Notes from any phone conversations (time, date, name of representative, details)

These records help if questions come up later, including from the probate court or beneficiaries.

Common Reasons Estate Claims Get Delayed or Denied

Understanding common issues can help you avoid them.

Frequent causes of delay

• Missing or uncertified documents (e.g., photocopies of death certificates where certified copies are required)
• No formal court appointment when the institution requires Letters Testamentary/Administration
• Name mismatches (different spellings, nicknames, or name changes)
• Unclear or disputed beneficiaries on insurance or retirement accounts
• Outdated contact information for beneficiaries or heirs
• Incomplete claim forms or unanswered questions

Possible denial reasons

• You aren’t the legal executor or personal representative
• The account or policy has a different named beneficiary
• Assets were held with rights of survivorship, so they pass directly to a joint owner
• The policy lapsed or didn’t meet the insurer’s conditions
• The claim was made outside time limits specified in the policy or by law

If you receive a denial or delay notice, read it carefully and:

• Contact the institution’s claims or legal department to clarify what’s needed.
• If necessary, speak with a probate attorney or legal aid office for help reviewing your options.

Appealing or Resolving Problems With Claims

If you believe a claim was incorrectly denied or mishandled, you usually have options, but the exact process depends on where you live and the type of institution.

Typical appeal or review paths

• Insurance companies
  • Many have a formal appeals process with specific deadlines and forms.
• Pension or retirement plans
  • Often must follow written procedures; you can request a copy of the plan’s claim and appeal rules.
• Banks and investment firms
  • May have internal review processes or require court direction for disputes.

If a dispute involves:

• Multiple heirs or beneficiaries disagreeing, or
• Questions about the will’s validity

…you may need to return to probate court for a judge to decide. Local legal aid organizations or bar association referral services can sometimes help you find legal assistance, including low-cost or sliding-scale options.

If You Are Not the Executor But Need to Make a Claim

Sometimes you’re not the executor but still need to file a claim—for example, as:

• A named beneficiary for life insurance, pension, or retirement accounts
• A surviving joint owner of an account or property
• A spouse or dependent applying for survivor benefits (such as Social Security survivor benefits, where applicable)

In those cases:

• You usually claim directly with the institution or agency (not through the executor).
• You still may need:
  • Death certificate
  • Your ID
  • Account or policy numbers
  • Relationship proof (e.g., marriage or birth certificate)

You may still want to coordinate with the executor, especially if the benefit impacts estate taxes or shared obligations.

How to Verify You’re Using Official Channels (Scam-Avoidance Tips)

Unfortunately, scams sometimes target grieving families and executors. A few ways to stay safe:

• Never send money or pay fees to “unlock” an inheritance or benefit from unknown sources.
• Verify web addresses belong to official agencies or well-known institutions, not look‑alike sites.
• Call the institution using a phone number you look up yourself from a statement, card, or official directory—not a number in an unsolicited email or message.
• Be cautious about sharing Social Security numbers, account numbers, or full birth dates unless you’re sure you’re speaking with an official representative.
• If you’re unsure, you can ask a trusted attorney, financial advisor, or local consumer protection office to help verify.

You can often confirm court-related information directly with the probate court clerk’s office using publicly listed contact details.

Where to Get Official Help and Next Steps

Because estate and probate rules are state- and country-specific, your next steps usually involve contacting official offices where the deceased lived.

Useful starting points:

• County probate court or surrogate’s court
  • To file the will, open the estate, and receive Letters Testamentary/Administration.
• Vital records office
  • To get certified copies of the death certificate.
• State motor vehicle agency (DMV or equivalent)
  • For transferring vehicle titles.
• Banks, insurers, employers, and pension plan administrators
  • For their exact claim forms and documentation requirements.
• Legal aid organizations or bar associations
  • For referrals to probate attorneys or free/low-cost legal help if you qualify.

HowToGetAssistance.org cannot accept claims or act as an executor for you. However, by understanding the estate documentation basics and knowing which official offices to contact, you can be better prepared to claim property and benefits in your role as executor or personal representative.