Closing Accounts & Accessing Funds

Once Sunset discovers the deceased's financial accounts, you'll work through closing those accounts and transferring funds to the estate. This guide answers common questions about the closure process.

Fair warning: this part can be slow. Financial institutions aren't known for making estate settlement easy, and the timelines are often longer than families expect. But you're not doing this alone—Sunset equips you with everything you need to manage this process: prepared documents, pre-filled forms, contact information for the right departments, and tools to send and track everything in one place.

The Closure Decisions page lists all accounts discovered during Sunset's search. It's your central dashboard for tracking which accounts need attention, which are in progress, and which are complete. Each account shows the institution name, account type, and current status.

No. You control which accounts to pursue. Some accounts might not be worth the effort (like a credit card with a $0 balance), and some might have already been handled outside of Sunset. You can skip any account and come back to it later, or mark it as "not a valid account" if it doesn't actually belong to the deceased.

There's no required order. Some people start with the largest accounts, others tackle the easiest ones first. Work through them in whatever order makes sense for your situation and energy level.

Honestly? Longer than it should. Financial institutions are often slow to process estate closures, and there's only so much anyone can do to speed them up.

After you submit all required documentation, institutions can take several weeks to review and approve the transfer. Some move faster, but it's common for the full process to take 4–8 weeks per account—and that's the institution's timeline, not yours.

Typical timelines:

We know the waiting is frustrating. Sunset helps by preparing your documents, pre-filling forms, and providing contact information for the right department at each institution—so you're not starting from scratch every time.

When you select an account, you'll see these choices:

Select "I've already notified them" and Sunset will skip ahead to tracking their response. You can then log what happened and what next steps are needed.

Sometimes our search discovers accounts that are outdated, already closed, or don't actually belong to the deceased (perhaps a family member with a similar name). Selecting this option removes the account from your active closure list.

For each institution, Sunset provides the best available contact information, which may include:

Tell them you're calling to notify them of the death of an account holder. They'll guide the conversation from there. Typically they'll ask for:

You usually won't need to provide documentation on the first call—they'll tell you what to send and where after collecting initial information.

For the initial notification call, you typically just need the deceased's basic information (SSN, date of birth, date of death). Have paper and pen ready to write down reference numbers and next steps. The institution will tell you what documents to submit after the call.

Yes. Choose whichever method you're most comfortable with. Phone is often fastest for getting initial information, but written methods create a paper trail some people prefer.

One-click fax from Sunset: If the institution accepts fax, Sunset makes this simple. Your document packet includes a cover sheet formatted for fax transmission. With a single click in the app, you can send your complete document packet directly to the institution's fax number—no fax machine needed.

Some institutions have a web portal where you can submit death notifications and upload documents directly. When available, Sunset provides a direct link to that form. This can be convenient if you prefer not to call.

Usually yes—institutions typically restrict account activity once they're notified of a death. This prevents unauthorized transactions and protects estate assets. It's a normal part of the process.

Choose the option that best describes the outcome of your contact:

You'll be asked what they need:

Select the appropriate option and Sunset will guide you through that specific requirement.

Select "I haven't heard anything yet" to log that you're waiting. If it's been more than 2 weeks with no response, consider following up by phone using the contact information in your dashboard. You can also select "I need help" and Sunset's support team can provide guidance on next steps.

Sunset can generate a complete closure request packet that includes the documents typically required by financial institutions:

The cover sheet includes instructions for the institution to close the account and mail any checks to Sunset's address. This saves you from figuring out what each institution needs and assembling the paperwork yourself.

Your document packet instructs institutions to mail checks to Sunset's address:

Sunset 310 South Main Street, Suite 1125 Salt Lake City, UT 84101

When checks arrive at Sunset, we deposit them into your estate bank account and notify you.

When an institution sends you a form to complete, Sunset can pre-fill the form using information already in your account. You review, sign if needed, and send it back to the institution using Sunset's tools.

Nothing is sent until you review and approve it.

Note: If the institution sends a form directly to Sunset (instead of to you), we'll scan it, upload it to your dashboard, and notify you by email. We can pre-fill the form, and you review and sign before sending.

A letter of instruction is a common form that financial institutions request. It's a formal document stating what you want done with the account (close it, transfer funds, etc.) and includes information about the deceased, your authority, and where to send the funds.

Like other forms, you can upload it to Sunset and we'll pre-fill it automatically. You review, sign, and send it using Sunset's tools.

You can either take a photo of the form with your phone or scan it. Make sure all pages are included and the text is legible. Upload it through the Sunset app when prompted.

Select "No, I'll do it myself" and you can handle the paperwork independently. Some people prefer to review and complete forms personally, and that's completely fine.

Sunset uses DocuSign for electronic signatures. When a form requires your signature, you'll receive a DocuSign request where you can sign securely from any device. It's legally valid and accepted by financial institutions.

Sunset provides free online notary services, available 24/7. You'll connect with a notary via video call, verify your identity, and complete the notarization electronically. No need to find a local notary or schedule an appointment during business hours.

Yes. Online notarization is legally recognized in most states and accepted by financial institutions nationwide. The notarized document is just as valid as one notarized in person.

Common requests include:

Some accounts require letters testamentary, letters of administration, or other court documents before the institution will release funds. If you haven't completed Sunset's Probate step yet, you may need to do that first. Sunset can generate probate documents for your state—you file them with the court (or work with an attorney). Sunset does not provide legal advice, so consult an attorney if you have questions about what documents you need.

Occasionally, accounts discovered in our search have already been closed, transferred to another institution, or the database information was outdated. This is disappointing but still useful—you know you haven't missed anything. Mark the account as "This isn't a valid account" and move on.

Contact Sunset support at [email protected]. We may be able to find the information in records you've already provided, or help you understand what the institution is asking for and how to obtain it.

This happens more often than it should—different representatives sometimes give different answers, and it's incredibly frustrating. If you're getting conflicting information:

You can also select "I got stuck/need help from Sunset" and our support team can help you understand what's actually needed and suggest next steps.

Some institutions require in-person visits, particularly for safe deposit boxes or certain account types. Bring your ID, a certified copy of the death certificate (not a photocopy or scan), and any authority documents (letters testamentary, etc.). Call ahead to confirm what you need and whether you need an appointment.

Yes—if you're mailing documents to an institution or visiting in person, you must use a certified copy of the death certificate. A scanned copy or photocopy won't be accepted. Certified copies have a raised seal or stamp from the vital records office. You'll likely need multiple certified copies since many institutions require one and may not return it.

On any account page, select "I got stuck/need help from Sunset" and our support team will review your situation. You can also email [email protected] with:

We can help you understand what's needed, prepare documents, and pre-fill forms—so you have everything ready to send.

If the account has a named beneficiary or is designated as payable on death, the funds typically go directly to that person—not through the estate. The financial institution will contact the listed beneficiary and cut a check to them directly. In some cases, the institution requires the beneficiary to contact them first to initiate the process.

Contact the credit card company to report the death. They'll typically freeze the account and send a final statement. Any balance owed becomes a debt of the estate. If the deceased was the only cardholder, the account closes. If there was a joint holder or authorized user, the company will explain their options.

Notify the bank of the death and provide required documentation. Once verified, the bank will close the account and issue a check to the estate or transfer funds to your estate bank account. Joint accounts with survivorship rights may pass directly to the surviving owner without going through the estate.

Retirement accounts often have named beneficiaries, which can simplify the process. The plan administrator will verify the death and beneficiary designations, then distribute funds according to those designations. If there's no beneficiary or the estate is named, funds go through probate.

Rollovers: Retirement accounts may require you to open an account at the institution (such as an inherited IRA) so assets can be rolled over. This is common and allows you, as executor or administrator, to decide when and how to close out investment positions. Our recommendation: complete the rollover, then wire funds to your FDIC-insured estate bank account so all estate money is consolidated in one place.

Tax implications vary—consider consulting a tax professional.

Life insurance claims go to the named beneficiary, not the estate (unless the estate is named as beneficiary). Contact the insurance company to file a claim, provide the death certificate, and complete their claim form. Payouts typically arrive within 30–60 days of submitting complete documentation.

Debts become obligations of the estate, not the heirs personally (with some exceptions like joint debts or co-signed loans). Notify creditors of the death, and debts are paid from estate assets before distribution to heirs. If the estate has insufficient funds, some debts may go unpaid.

Funds transfer to your estate bank account, creating a central location to collect all estate assets, pay expenses (funeral costs, debts, taxes), and eventually distribute to heirs.

Occasionally, an institution will ask for wiring instructions instead of mailing a check. If you upload their form to Sunset, we can pre-fill the wiring instructions automatically. You can also reach out to [email protected] and we'll provide the information you need.

Your document packet instructs all financial institutions to mail checks to Sunset's address:

Sunset 310 South Main Street, Suite 1125 Salt Lake City, UT 84101

When checks arrive at Sunset, we deposit them into your estate bank account and notify you.

If a check is mailed directly to you instead:

You can deposit it using Sunset's mobile deposit feature:

There is no dollar limit on mobile check deposits. All deposits are FDIC insured up to $3 million.

You'll be prompted to complete the Bank Account step in Sunset before funds can transfer. Sunset can generate an Estate EIN through our IRS partnership and help you open an FDIC-insured estate bank account. The account is free to open and maintain.

The transfer itself is relatively quick—typically 10–14 business days once the institution approves it. However, the approval process before that can take several weeks as the institution reviews your documentation, verifies your authority, and processes the closure internally.

Some institutions mail checks instead of transferring electronically, which adds additional time for delivery.

We hear you—it's frustrating. Unfortunately, financial institutions are often the bottleneck in estate settlement. They may have backlogs, require multiple internal approvals, or rely on manual review processes that haven't been updated in decades. Some institutions simply don't prioritize estate closures the way they should.

This isn't something you did wrong. What Sunset can do is make sure you have everything you need from the start: properly prepared documents, correctly filled-out forms, and the right contact information to reach the correct department. Having complete documentation from your first submission can help avoid delays from back-and-forth requests.

If an account has been stuck for more than 6–8 weeks with no movement, consider following up directly with the institution using the contact information in your dashboard. If you're not sure what to do next, reach out to [email protected] and we can help you figure out what's happening and suggest next steps.

Estate settlement is hard, and dealing with financial institutions can make it harder. You shouldn't have to figure this out alone while you're grieving.

If you're stuck, confused, or need guidance on next steps—reach out. We're here to help.

📧 Email: [email protected]

Include the deceased's name, which institution or account you have questions about, and what you need help with. We'll get back to you as quickly as we can.