Step-by-Step Guide to Filing a Mail-In Unclaimed Assets Claim

Unclaimed assets can include forgotten bank accounts, old paychecks, utility refunds, insurance proceeds, and more that were never delivered to the rightful owner. In many states, these funds are turned over to a state unclaimed property office until someone claims them.

This guide explains, in plain English, how a typical mail-in unclaimed assets claim works, what to expect, and how to move forward through official government channels. HowToGetAssistance.org is not a government office, not a claim processor, and not an application portal—we simply explain how the process usually works so you can feel more prepared.

Understanding Mail-In Unclaimed Assets Claims

What are unclaimed assets?

Unclaimed assets (also called unclaimed property) usually include:

• Bank accounts or certificates of deposit
• Uncashed checks (payroll, tax refunds, refunds from businesses)
• Utility deposits or refunds
• Insurance benefits or policy proceeds
• Stocks, dividends, mutual funds
• Safe deposit box contents (sometimes handled separately)

When the holder (like a bank, employer, or insurer) cannot reach you for a certain period, they may transfer those assets to the state unclaimed property program in the state tied to your last known address.

Why mail-in instead of online?

Many states now allow claims to be completed online, especially for smaller amounts. However, a mail-in claim is often required when:

• The claim amount is large
• You are claiming on behalf of someone else (like a deceased relative or a business)
• Your identity or address is difficult to verify online
• Original or certified paper documents are required (such as a death certificate or court order)
• You start online but are instructed to print, sign, and mail a claim form

The exact process depends on your state’s unclaimed property office or equivalent agency.

Step 1: Confirm You Have a Valid Unclaimed Asset

Before you prepare a mail-in claim, you need to verify that:

• The asset is actually listed in your name (or in the name of the person/entity you’re authorized to represent), and
• You are the right person to claim it.

How to search for unclaimed assets

Typically, you would:

1. Go to your state’s official unclaimed property website or your state treasurer’s website.
2. Use the search tool to look up:
   • Your full legal name
   • Any previous names (maiden name, prior married name, etc.)
   • Business names you own or manage
3. Review the search results for:
   • Your current or prior addresses
   • Known employers or companies
   • Approximate amount or property type (if listed)

If you see an entry that looks like it belongs to you, the site usually indicates if:

• You can file online, or
• You must download, print, sign, and mail a claim form.

If you cannot find an official website, you can usually call your state treasurer’s office or state unclaimed property office and ask how to search their records.

Step 2: Identify the Correct Agency and Requirements

Because unclaimed assets are usually handled at the state level, the exact forms and instructions will vary.

How to confirm you have the right official office

You can typically verify an official unclaimed property office by:

• Checking that the site is clearly associated with your state government (for example, it might mention the state treasurer, comptroller, or revenue department).
• Calling a phone number listed as part of a state government directory.
• Asking your state treasurer’s office or consumer protection agency to confirm the correct unclaimed property program.

Avoid sites that:

• Charge fees to “find” basic unclaimed property (the search is usually free through the state).
• Ask for sensitive information (like full Social Security number) before you can even see if there is property in your name.
• Do not clearly state they are part of a state or government office.

Step 3: Download or Request the Mail-In Claim Form

Once you confirm where your unclaimed asset is held, you generally have two options:

1. Download and print the claim form from the official website, or
2. Call or write the unclaimed property office to request that a claim form be mailed to you.

Common types of mail-in claim forms

You may see different forms for:

• Individual owner claims (for property in your own name)
• Heir or estate claims (for deceased relatives)
• Business claims (for corporations, LLCs, partnerships, nonprofits)
• Guardian or trustee claims (for minors or people under guardianship)

Make sure you select the correct form type, or your claim may be delayed or rejected.

Step 4: Gather Required Documents

Most delays and denials happen because supporting documents are incomplete, missing, or unclear. Taking time to gather documents carefully can save weeks or months.

Common documents for personal claims

For a typical individual mail-in unclaimed property claim, you may be asked for:

• Proof of identity (often a copy of one of the following):
  • Driver’s license or state ID
  • Passport
  • Military ID
• Proof of Social Security number, such as:
  • Social Security card (copy, unless they ask for original)
  • Tax form (e.g., W-2 or 1099) that shows your full SSN
• Proof of address, especially if the unclaimed asset is tied to an old address, such as:
  • Utility bill
  • Lease agreement
  • Bank statement
  • Old pay stub with address
• If your name has changed (marriage, divorce, legal name change):
  • Marriage certificate
  • Divorce decree
  • Court order for legal name change

Extra documents for special situations

You may need additional documentation if:

• You are claiming for a deceased person:
  • Certified death certificate
  • Proof you are the executor, administrator, or heir (will, letters testamentary, court order, or state-specific heirship form)
• You are claiming for a business:
  • Business formation documents
  • Proof of your authority to act (such as being an officer or authorized signatory)
• You are acting as a guardian, conservator, or trustee:
  • Court appointment documents
  • Trust agreement (or relevant pages showing your authority)

Check your state’s instructions carefully—some will accept copies, others may require notarized copies or certified documents.

Step 5: Complete the Claim Form Carefully

The claim form is your official request to the state to release the property.

Typical information requested

Most claim forms ask for:

• Full legal name
• Previous names (if any)
• Current mailing address and contact phone/email
• Social Security number or taxpayer ID (to verify identity)
• Details about the property being claimed:
  • Property ID or claim number (from the website search or letter you received)
  • Name of the original holder (bank, employer, company)
  • Amount or property type, if known

Some forms may ask you to:

• Indicate your relationship to the original owner (self, heir, trustee, business representative)
• Provide explanations for discrepancies (different address, name spelling, etc.)

Tips when filling out the form

• Print clearly if writing by hand.
• Use your legal name as it appears on your ID.
• If something does not apply, follow the form’s instructions (for example, write “N/A” where instructed).
• Double-check that all required fields are completed.
• Keep a copy of the filled-out form for your records.

Step 6: Get Signatures, Notarization, or Witnesses (If Required)

Many mail-in unclaimed asset claim forms require:

• Your signature, and
• Sometimes notarization by a notary public.

When notarization is common

Notarization is often required when:

• Claim amounts are larger
• You are an heir or estate representative
• You are claiming on behalf of a business or trust
• The state wants extra verification to prevent fraud

If your form requires notarization:

1. Do not sign the form until you are in front of the notary.
2. Bring a valid ID and any other documents the notary or form instructions require.
3. The notary will:
   • Verify your identity
   • Witness your signature
   • Add their official stamp/seal

You can usually find notary services at:

• Banks or credit unions
• Shipping or office supply stores
• Law offices
• Some local government offices

Fees are often modest, and in some cases, your bank may provide notary services for customers at a reduced cost or no cost.

Step 7: Assemble and Mail Your Claim Packet

After completing the form and gathering all documents:

1. Organize your documents:

   • Claim form (signed and notarized if required)
   • Copies of ID and supporting proof
   • Any required original or certified documents

2. Follow the instructions on:

   • Whether documents must be original, certified, or notarized
   • How many copies to send
   • Whether they want documents stapled, paper-clipped, or loose

3. Mail to the correct address:

   • Use the mailing address listed on the claim form or on the official unclaimed property website.
   • Consider using certified mail or another trackable option if the claim amount is large or if original documents are enclosed.

4. Keep:

   • A copy of everything you mailed
   • Your mailing receipt and tracking number, if applicable

Quick Reference: Typical Mail-In Claim Requirements

Always rely on the latest instructions from your own state’s unclaimed property office, as requirements can change.

Step 8: Track Your Claim and Watch for Follow-Up

Once your claim is mailed, the state typically needs time to:

• Receive and log your claim
• Verify your identity and documentation
• Confirm ownership of the unclaimed asset

How to check on your claim

Common ways to check status include:

• An online claim status tool on your state’s unclaimed property website
• Calling the state unclaimed property office and asking for status
• Emailing the office using a listed official contact

Have the following ready:

• Your claim number or property ID
• Your name and possibly last four digits of your SSN
• The date you mailed your claim

Typical timelines

Processing times vary but may range from:

• A few weeks for simple, well-documented claims
• Several months for complex claims, large amounts, or estate/heir claims

If your claim seems delayed, it is usually acceptable to call and ask if any additional information is needed.

Common Reasons Mail-In Claims Are Delayed or Denied

Understanding common issues can help you avoid setbacks.

Frequent problems

• Missing documents
  • For example, no proof of address for the time period linked to the asset.
• Unclear identity matches
  • Major name differences not explained (e.g., nickname vs. legal name, missing middle name).
• No proof of authority
  • Claimant is not clearly shown to be executor, heir, trustee, or business representative.
• Unsigned or incomplete forms
  • Missing signatures, unchecked boxes, or skipped required fields.
• Notarization errors
  • Form not notarized when required, or notary section incomplete or invalid.

What happens if a claim is denied?

If your claim is denied, many state programs:

• Send a letter or notice explaining why
• Allow you to resubmit with corrected or additional documentation
• May have an appeal or review process

If you disagree with a denial:

1. Carefully review the reasoning in the denial notice.
2. Contact the unclaimed property office to ask:
   • What specific information is missing or insufficient?
   • Whether you can submit additional evidence.
3. Follow any instructions regarding appeals or reconsideration, which might involve:
   • Sending a written explanation
   • Providing further documentation
   • Meeting deadlines for reconsideration

If You Don’t Qualify or Can’t Prove Ownership

Sometimes, you may believe an asset is yours but cannot meet the documentation standards set by the state office.

Possible next steps

• Ask the unclaimed property office:
  • Whether alternative documents are acceptable (for example, affidavits, older statements, or other proof).
  • If there is a formal appeal process.
• Consider speaking with:
  • A legal aid organization
  • A consumer law attorney familiar with property and estates
• If an attorney is not an option, some people turn to:
  • Free legal clinics, bar association referral services, or
  • Local tenant/consumer advocacy organizations, depending on the situation

Note that each state has its own laws defining what proof is sufficient, and the state office has to follow those rules when approving or denying claims.

Protecting Yourself from Unclaimed Asset Scams

Because unclaimed property involves money and personal information, scams are common. Protecting your personal data is essential.

How to spot potential scams

Be cautious if:

• Someone contacts you out of the blue claiming they can get you unclaimed money for a fee.
• You are asked to pay upfront fees or provide credit card or bank information to search.
• The caller or email:
  • Cannot clearly identify a state office
  • Pressures you with “limited time” offers
  • Asks for full SSN or banking details before confirming any property exists

Some legitimate “finder” or “locator” services do exist and may charge a percentage if they help you identify property you would not have otherwise known about. However, you generally do not need to pay anyone to:

• Search state unclaimed property databases
• Request and file your own claims

If you are unsure about a contact:

• Hang up and call the state unclaimed property office using a publicly listed government number.
• Ask if the person or company that contacted you is registered or recognized.
• Do not share your full SSN, banking details, or copies of ID until you are certain you are dealing with an official office.

Quick Checklist: Mail-In Unclaimed Assets Claim

Use this as a simple checklist while you work through the process:

1. Search your state’s official unclaimed property database.
2. Confirm which entries belong to you (or to someone you’re authorized to represent).
3. Identify if the claim must be mail-in or if online is allowed.
4. Download or request the correct claim form (individual, heir, business, etc.).
5. Gather documents:
   • ID and SSN proof
   • Address proof (current and, if needed, past)
   • Estate, business, or guardianship documents, if applicable
6. Complete the form carefully, explaining any name or address differences.
7. Sign and notarize the form, if required.
8. Assemble and mail the claim packet to the official address, keeping copies.
9. Track the claim status through the state’s unclaimed property office.
10. Respond promptly to any requests for additional information or clarification.

Following these steps through your state’s official unclaimed property office can help you navigate a mail-in unclaimed assets claim with fewer surprises and delays.