Writing a letter of personal representative, also known as a letter of administration or a letter of representation, is a crucial step in managing the estate of a deceased person. This letter is typically written by the executor or personal representative of the estate and is used to notify banks, creditors, and other relevant parties of the representative’s authority to act on behalf of the estate. Here’s a step-by-step guide to help you write a letter of personal representative:
Step 1: Gather Necessary Information
Before you start writing the letter, gather the following information: * The deceased person’s full name and address * Your name and address as the personal representative * The case number or estate number (if applicable) * The name and address of the court where the estate is being probated (if applicable) * A copy of the deceased person’s will (if available) * A copy of the court order appointing you as the personal representative (if applicable)
Step 2: Determine the Recipient
Identify the parties that need to be notified of your appointment as personal representative. This may include: * Banks and financial institutions * Creditors * Insurance companies * Government agencies (e.g., Social Security Administration, Internal Revenue Service) * Other relevant parties (e.g., utility companies, mortgage lenders)
Step 3: Write the Introduction
Begin the letter by introducing yourself as the personal representative of the estate. Include your name, address, and contact information.
Example: “Dear [Recipient’s Name],
Re: Estate of [Deceased Person’s Name]
I am writing to inform you that I, [Your Name], have been appointed as the personal representative of the estate of [Deceased Person’s Name], who passed away on [Date of Death].”
Step 4: Provide Proof of Authority
Include a statement that proves your authority to act as the personal representative. This may be in the form of a court order, a copy of the will, or a letter from the court.
Example: “I have been appointed as the personal representative of the estate by [Court Name] on [Date of Appointment]. A copy of the court order is attached to this letter for your reference.”
Step 5: Specify the Purpose of the Letter
Clearly state the purpose of the letter, which is to notify the recipient of your appointment as personal representative and to request that they update their records accordingly.
Example: “The purpose of this letter is to inform you of my appointment as personal representative and to request that you take the necessary steps to update your records to reflect my authority to act on behalf of the estate.”
Step 6: Request Action
Specify the actions you are requesting the recipient to take, such as: * Updating their records to reflect your authority as personal representative * Providing information about the deceased person’s accounts or assets * Sending statements or invoices to you as the personal representative
Example: “I would appreciate it if you could update your records to reflect my authority as personal representative and send all future communications and statements to me at the address listed above.”
Step 7: Close the Letter
Close the letter by including your contact information and a statement that you are available to answer any questions or provide additional information as needed.
Example: “If you have any questions or concerns, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address]. I am available to provide any additional information or documentation that you may require.
Sincerely,
[Your Name] Personal Representative of the Estate of [Deceased Person’s Name]”
Step 8: Attach Supporting Documents
Attach any supporting documents, such as a copy of the court order or the deceased person’s will, to the letter.
Example of a Complete Letter
Here is an example of a complete letter of personal representative:
“Dear Bank of America,
Re: Estate of John Doe
I am writing to inform you that I, Jane Smith, have been appointed as the personal representative of the estate of John Doe, who passed away on January 1, 2022. I have been appointed as the personal representative of the estate by the Probate Court of [County Name] on January 15, 2022. A copy of the court order is attached to this letter for your reference.
The purpose of this letter is to inform you of my appointment as personal representative and to request that you take the necessary steps to update your records to reflect my authority to act on behalf of the estate.
I would appreciate it if you could update your records to reflect my authority as personal representative and send all future communications and statements to me at the address listed above. Please also provide me with information about the deceased person’s accounts, including the account balances and any outstanding transactions.
If you have any questions or concerns, please do not hesitate to contact me at (555) 555-5555 or jane.smith@email.com. I am available to provide any additional information or documentation that you may require.
Sincerely,
Jane Smith Personal Representative of the Estate of John Doe”
FAQ Section
What is a letter of personal representative?
+A letter of personal representative is a document written by the executor or personal representative of an estate to notify banks, creditors, and other relevant parties of their authority to act on behalf of the estate.
What information do I need to include in the letter?
+You should include your name and address as the personal representative, the deceased person’s name and address, the case number or estate number (if applicable), and a copy of the court order appointing you as personal representative (if applicable).
Who should I send the letter to?
+You should send the letter to banks, creditors, insurance companies, government agencies, and other relevant parties that need to be notified of your appointment as personal representative.
What is the purpose of the letter?
+The purpose of the letter is to notify the recipient of your appointment as personal representative and to request that they update their records accordingly.
Do I need to attach any supporting documents to the letter?
+Yes, you should attach any supporting documents, such as a copy of the court order or the deceased person’s will, to the letter.
