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transfer stocks owned by the decedentIn many common estates, executors may need to transfer stocks owned by the decedent at some point in their estate administration. To determine the extent of their involvement in the transfer process, the executor must review how the decedent held the stocks during life. For instance:

  • If the decedent held stocks in an account with a Transfer on Death registration, and the account has designated beneficiaries, the beneficiaries handle the transfer process.
  • If the decedent held stocks in a joint account, the surviving account holder owns the stocks. However, the surviving account holder is responsible for the transfer process if the surviving account holder wants to drop the name of the decedent from the account.
  • If the decedent held stocks in an individual account and the stocks were only in the decedent’s name, then the stocks would have to go through probate and the executor transfers the stocks to the estate.
  • If the decedent named a beneficiary in the will to receive the stocks and the stocks weren’t needed to pay the debts and taxes of the estate, then the executor transfers the stocks to the beneficiary at the end of the probate process.

If the executor determines that their involvement in the transfer process is necessary, then the executor should contact the brokerage firm or transfer agent that holds the stock for instructions on how to transfer stocks owned by the decedent.

Transfer Stocks Owned by the Decedent

In the estate I handled, I had to transfer stocks to the estate. After contacting the transfer agent handling the stocks, on instructions from the representative, I downloaded the transfer package that contained all the forms needed to complete the transfer. Also, the transfer package included instructions to complete the entire transfer process. So, by following instructions, these are the steps I completed to transfer stocks owned by the decedent to the estate:

  • Complete the enclosed Transfer Form. On the transfer form you provide information about the existing account, the new account, and the amount of shares to transfer. In the new account section, you will provide the name of the estate and the name of the executor as you must open a new account in the name of the estate. Don’t sign the form yet.
  • Complete the W-9 form for the new estate account. On the W-9 form, use the estate tax id number you received when opening the estate.
  • Complete state tax agency requirements. If the decedent lived in a state that has an inheritance tax, you must obtain an Inheritance Tax Waiver Form from the state tax agency. Conversely, if an Inheritance Tax Waiver Form isn’t required, you must complete the enclosed Affidavit of Residence form attesting to the decedent’s state of residency and have the completed form notarized.
  • Once you complete all the forms, bring them to the bank where you set up the estate bank account to obtain a Medallion Signature Guarantee and to have the completed Affidavit of Residence notarized, if needed. While at the bank, a bank official will look over the forms for accuracy and will have you sign the completed transfer form. Then the bank official will stamp the MSG and sign the form. Most banks will have a notary in the branch and the notary will stamp the affidavit, if needed. As a reminder, bring a copy of the death certificate and your letter of authority. The bank should have the copies from when you opened the estate bank account, but you should always carry a copy of those forms anytime you conduct estate business.
  • About 5 to 10 days after mailing the package back to the transfer agent, you should receive confirmation of the completed transfer to the new estate account. Furthermore, you should receive the access code needed to get into the new estate account. Once you receive the access code to the new estate account you have control of the shares of stock.

Conclusion

The process of transferring stock owned by the decedent is just paperwork. Whether you are an executor of an estate or a beneficiary, the process is similar. The only difference is naming the new account and the tax id number you need to use. And if you need help, representatives from the brokerage firm or the transfer agent holding the stock will provide assistance every step of the way. So, in the end, the task to transfer stocks owned by the decedent is really a straightforward task.  

Recommended Reading

After transferring stocks to the new estate account or individual account, and you eventually sell the stock,   you need to understand the tax implications of the sale. Refer to the article Calculating Capital Gains to understand the treatment of capital gains on inherited stock.

Do you think the transfer process is a straightforward process? Do you have questions regarding the topic of transferring stocks to an estate or individual? Share your comments and questions in the comment box below.