Blank Letter Of Instruction PDF Template

1. What is a Letter of Instruction, and when do I need to use it?

A Letter of Instruction is a document that facilitates specific requests or instructions to Shareowner Services. It is used when an individual needs to convey their wishes regarding their account or stock holdings, such as changing an address, transferring shares, or updating account information. This form must be accompanied by a signature from the registered owner or an authorized signatory with appropriate documentation, if acting on behalf of the owner. Instances requiring a Letter of Instruction include but are not limited to, reporting a name change, requesting documents be sent to an alternate address, or executing stock-related transactions under the direction of a legally authorized individual.

2. Who can sign the Letter of Instruction?

The registered owner of the account or stock must sign the Letter of Instruction. If someone other than the registered owner is signing, they must indicate their title or relationship to the owner (e.g., Executor, Power of Attorney) directly after their name and include the necessary legal documents as evidence of their authority to act on the owner’s behalf. These documents may include court-certified documents, powers of attorney, and other verification forms as detailed in the instructions.

3. What supporting documents might I need to include with the Letter of Instruction?

Depending on your specific situation, various supporting documents could be required:

• Executors or administrators might need to include court-certified documents or small estate affidavits and death certificates.
• Those with changed names should provide a signature under both the old and new names.
• Individuals who have reached the age of majority, guardians, conservators, successor trustees, and those acting under a Power of Attorney may need to include specific legal and identity-confirming documentation to prove their eligibility and authority.
• Entities such as corporations, partnerships, investment clubs, schools, government agencies, religious organizations, and non-profits should provide resolutions or governing documents clarifying the individuals authorized to act on their behalf.

Each situation might require a unique set of documents, so it's important to review the instructions thoroughly.

4. How do I change the names on the account or update my account information?

To change the names on an account or make updates to account information, a transfer must be completed with a different form. You can find the “Stock Power and Transfer Instructions” form and other relevant documentation for account changes at shareowneronline.com under the Download Forms section. This is essential for ensuring that the account reflects the current and accurate information for its owner or owners.

5. Where do I send my completed Letter of Instruction and accompanying documents?

Your completed Letter of Instruction, along with any required supporting documents, should be mailed to Shareowner Services at the addressed listed on the form, depending on whether you are using standard postal service or a courier. The addresses are:

• For standard mail: PO Box 64874, Saint Paul MN 55164-0874
• For courier services: 1110 Centre Pointe Curve Suite 101, Mendota Heights MN 55120
Make sure to review your letter and accompanying documents for accuracy before mailing to ensure your instructions are processed without delay.

Filling out a Letter of Instruction form may seem straightforward, but common errors can lead to delays or incorrect processing. Here are nine mistakes to avoid:

1. Not including the account number or Social Security/Tax ID number. This is crucial for identifying your account.
2. Omitting the company name or issue of stock. This information is necessary to accurately process your request.
3. Incorrectly listing the names and address as registered on the account. Double-check to ensure this matches your account records to avoid any confusion.
4. Skipping the alternate address section, if applicable. If you want correspondence sent elsewhere, be sure to fill this out.
5. Forgetting to sign the form. A signature from the registered owner is mandatory for the form to be processed.
6. Not specifying the title when signing on behalf of a registered owner. If you're an executor or have Power of Attorney, you must indicate your title next to your signature.
7. Failing to include required documents. Depending on your role (executor, guardian, etc.), specific documents need to accompany your form.
8. Signing in a new name without correctly indicating a name change. If your name has changed, sign both in the name registered on the account and your new name.
9. Overlooking the instructions for changing the account registration. If you need to update the names on the account, follow the specific instructions provided, including completing additional forms.

Avoiding these mistakes will help ensure that your Letter of Instruction is processed smoothly and efficiently.

When dealing with the management or transfer of assets, particularly in relation to shareowner services, the Letter of Instruction plays a crucial role. However, to ensure thorough and effective handling of such matters, additional forms and documents are often utilized in conjunction. This helps in clarifying the intent of the shareowner or their legal representative and provides legal and procedural support to the actions initiated by the Letter of Instruction. Below is a list of some of these essential documents, each serving its unique purpose in the broader context of asset management and transfer.

1. Will: Outlines how a person wants their assets distributed after their death. It can provide clarity and direction for the execution of the Letter of Instruction.
2. Trust Documents: Establish the terms under which assets are held and managed by a trustee for the benefit of another party. Trust documents can specify details that might not be covered in a Letter of Instruction.
3. Power of Attorney (POA): Authorizes someone else to act on behalf of the person in financial or health matters. The POA is crucial if the Letter of Instruction is executed by someone under a POA.
4. Death Certificate: Required to prove the death of an account holder or asset owner. It is often necessary when the Letter of Instruction pertains to the assets of a deceased individual.
5. Small Estate Affidavit: Used when the total value of the deceased's estate does not surpass a certain amount, allowing for a simpler transfer process of assets.
6. Birth Certificate/Proof of Age: Needed to establish the age of majority for individuals claiming ownership or control over assets previously under guardianship or custodial care.
7. Certificate of Fiduciary Authority: Verifies that an individual has the legal right to act on behalf of another person or estate in financial matters.
8. Corporate Resolution: A formal declaration by the board of directors of a corporation, authorizing specific actions or decisions. Necessary when a corporation is involved in the transaction or action initiated by the Letter of Instruction.
9. Stock Power and Transfer Instructions: A document that facilitates the actual transfer of stock ownership. Often required alongside the Letter of Instruction when changing the names on the account or transferring stock.

While the Letter of Instruction initiates the process, these accompanying documents ensure the legal and logistical requirements are met for the seamless execution of asset transfers or management. Each document plays an integral role in reinforcing the instructions, addressing regulatory compliance, and safeguarding the interests of all parties involved.

• Will: Like a Letter of Instruction, a Will is crucial for outlining your wishes concerning the distribution of your assets after your death. However, while a Will goes through probate and becomes a public document, a Letter of Instruction remains private and can provide more informal guidance alongside the formal directives of a Will.

• Power of Attorney (POA): This document authorizes someone to act on your behalf in legal or financial matters, similar to specific aspects of the Letter of Instruction. The POA can give broad or limited powers, much like how a Letter of Instruction may detail various levels of instructions for handling financial transactions or account changes.

• Advance Healthcare Directive: Often known as a living will, this document specifies your wishes regarding medical treatment if you become unable to communicate them yourself. It parallels the Letter of Instruction's role in communicating wishes not necessarily related to asset distribution but rather to personal preferences and instructions.

• Trust Document: Trusts are established to manage assets on behalf of beneficiaries, a purpose similar to what a Letter of Instruction might serve in guiding the trustees on the specifics not covered by the trust agreement. Both can outline detailed wishes for asset distribution and management.

• Beneficiary Designations: Forms that specify who will receive assets from retirement accounts, life insurance policies, and other accounts upon death. While these designations are legally binding, a Letter of Instruction can supplement these forms with additional details or explanations about the choices made.

• Bank Safe Deposit Box Inventory: An inventory list for a safe deposit box can act similarly to a Letter of Instruction by detailing the contents and their intended disposition. Both provide a roadmap for handling specific assets.

• Corporate Resolution: Used in business settings, a corporate resolution documents the decisions made by the board of directors or shareholders. Like a Letter of Instruction, which may outline how to manage shares or business-related decisions after one's death, a corporate resolution provides documented guidance for business operations.

When dealing with a Letter of Instruction form, particularly for Shareowner Services, it's essential to handle the process correctly to ensure your requests are processed efficiently and without delay. Here are some dos and don'ts to guide you through this procedure:

Things You Should Do

1. Review all instructions carefully: Before filling out the form, make sure to read through all the provided instructions to understand the documentation and information required.
2. Gather necessary documents: Depending on your status (executor, guardian, power of attorney, etc.), ensure you have all the correct documents on hand, such as court-certified documents, photocopies of identification, or specific resolutions.
3. Provide accurate information: Confirm that all information, including account numbers, social security/tax ID numbers, and registered names and addresses, is current and correct.
4. Sign as registered or authorized: If you're signing on behalf of a registered owner, make sure to include your title after your name as indicated on the form and ensure all signatures are present and match the ones on record.
5. Verify mailing details: Double-check the address where you'll be sending the completed form, especially if opting to use a courier service, to ensure it reaches the correct destination without issues.

Things You Shouldn't Do

1. Leave sections blank: Neglecting to fill in necessary parts of the form can lead to processing delays. If a section does not apply, consider noting it as 'N/A' (not applicable) rather than leaving it empty.
2. Use outdated information: Submitting the form with old or incorrect information can lead to confusion and potential errors in processing your request. This is particularly critical with names and addresses.
3. Forget to sign: Failing to provide the necessary signature(s) can invalidate your entire request. Pay close attention to the form's signature requirements.
4. Overlook document requirements: Each status, be it executor, guardian, or possessing a power of attorney, has specific document requirements. Ignoring these can lead to your application being denied or delayed.
5. Send to the wrong address: Using an incorrect mailing address can significantly delay the processing of your request. Ensure you're sending it to the appropriate address for your method (standard mail vs. courier).

Following these guidelines will help streamline the process, ensuring that your Letter of Instruction is processed efficiently and accurately by Shareowner Services.

There are several misconceptions about the Letter of Instruction form that can cause confusion or errors if not understood properly. Here we're going to dispel some of the common myths:

• It’s a Legal Document: Many people mistakenly believe a Letter of Instruction is a legally binding document. While critical for providing guidance and instructions, it doesn’t hold legal weight like a will and cannot override the terms stated in one.

• Only for the Wealthy: There’s a misconception that Letters of Instruction are only necessary for those with substantial assets. In reality, anyone can benefit from preparing one, as it helps articulate wishes that aren’t suited for the formal structure of a will.

• It Can Replace a Will: Some individuals think that a Letter of Instruction can serve as a substitute for a will. This is not the case. While it complements a will by providing additional details, it cannot distribute assets upon death.

• Complicated to Create: Another misunderstanding is the belief that crafting a Letter of Instruction is a complex process requiring legal expertise. Contrary to this, it can be quite simple and written personally, outlining clear instructions and information.

• It’s Only About Financial Information: While financial details are significant, a Letter of Instruction should also encompass personal sentiments, funeral arrangements, and even online account information, making it a more comprehensive document than many realize.

• Needs to Be Notarized: Unlike other formal documents, a Letter of Instruction does not need to be notarized. Its purpose is to serve as a guide and as such, formal validation through notarization isn't required.

• Only Addresses Asset Distribution: There’s a narrow view that it should only cover the distribution of assets. However, it’s also an excellent place to include your final wishes, care instructions for pets, or personal messages to loved ones.

• No Need to Update: Some may think once written, there’s no need for updates. However, life changes such as births, deaths, marriage, or divorce necessitate updates to ensure the Letter of Instruction remains relevant and reflective of current wishes.

Understanding these misconceptions is crucial to properly utilizing a Letter of Instruction and ensuring your wishes are known and considered in addition to the legal estate planning documents you have in place.

Filling out and using the Letter of Instruction form requires attention to detail and adherence to specific guidelines to ensure the effective management of shareowner services. Here are key takeaways to guide you through the process:

• Accuracy is crucial: Make sure that the account number or Social Security/Tax ID number, company name/issue of stock, and the name(s) and addresses as registered are accurately provided. This ensures that your request is associated with the correct account, preventing delays or errors in processing.
• Understanding the role of alternate addresses: The form allows for an alternate address to be specified for mailing purposes, different from the registered address on the account. This option can be particularly helpful if you need documents sent to an address that is more convenient for you.
• Signatory details matter: If you are signing the Letter of Instruction on behalf of a registered owner, it is essential to include your title after your name (e.g., Executor, Power of Attorney). This clarifies your authority to act on behalf of the shareholder, ensuring the legitimacy of your request.
• Required documents for representatives: Depending on your role (e.g., Executor, Power of Attorney, Guardian), additional documentation may be necessary to accompany your Letter of Instruction. These documents could include court-certified documents proving your appointment and authority or other specific documents like a small estate affidavit or a birth certificate, depending on the context.
• Addressing changes in account registration: If the names on the account need to be updated due to reasons such as marriage, divorce, or legal name changes, a separate transfer process is required. The instructions and necessary forms for this process are available for download at shareowneronline.com, helping you make the required updates efficiently.

By keeping these key points in mind and following the specified guidelines, you can navigate the Letter of Instruction form with confidence. Whether you're managing your own shareowner services or acting on behalf of someone else, the process can be completed smoothly with proper preparation and attention to detail.