Free Letter Of Instruction Form in PDF

Instructions on Writing Letter Of Instruction

Filling out a Letter of Instruction form might initially seem daunting, but it's a straightforward process once you break it down step by step. This form is essential for directing actions regarding your account with Shareowner Services, such as updating personal information or making specific requests regarding your stocks. By following these steps carefully, you ensure that your instructions are executed exactly as you intend. Remember to review the requirement for additional documents if you're signing on behalf of someone else, as these are crucial for your request to be processed.

1. Start by entering your Account number or Social Security/Tax ID number at the top of the form.
2. Write the Company name/issue of stock you're inquiring about.
3. Provide the Name(s) and address as registered on the account.
4. If you wish for the response or any documents to be mailed to a different address than the one registered, fill in the Alternate address section.
5. In the specified section, write in your request clearly and concisely. This ensures that your instructions are understood and followed accurately.
6. Under the request, the Signature of a registered owner is required. Make sure the signature matches the name on the account to avoid any issues.
7. If you are signing on behalf of a registered owner due to reasons such as power of attorney, executorship, or any other legal standing, include your title after your name. For instance, "John Smith, Executor" or "Jane Doe, Power of Attorney."
8. Review the instructions on the next page for required documents to accompany your letter if you're signing in a representative capacity. These documents vary depending on your authority or relationship to the account holder and are essential for validating your request.
9. Finally, mail your completed Letter of Instruction to the address listed for Shareowner Services. If you prefer using a courier, a different address is provided for that purpose.

After your Letter of Instruction is received, the Shareowner Services team will process your request based on the instructions and documents provided. If you've requested changes to the account or other actions that require further steps, like changing the names due to marriage or transferring ownership, make sure to download and complete any additional forms as instructed on the website. Proper completion and submission of the required documentation will ensure a smooth and efficient handling of your requests.

What is a Letter of Instruction, and when is it necessary to use one?

A Letter of Instruction is a document that provides specific directives or requests related to a shareowner's account. It becomes necessary when a shareowner wants to communicate various instructions to Shareowner Services, such as changing an address, informing about a name change, or providing instructions on behalf of the registered owner under certain circumstances. It acts as a formal request that complements official documents needed for account alterations or transaction requests.

How should the Letter of Instruction be completed?

To correctly complete a Letter of Instruction, the shareowner or authorized individual must include the account number or Social Security/Tax ID number, company name/issue of stock, registered name(s) and address, and if applicable, an alternate address. Writing the request clearly is essential, and the signature of a registered owner or the authorized individual (stating their title) is mandatory. When signing on behalf of a registered owner, specific documentation outlined in the Letter of Instruction form should accompany the letter to validate the authority of the person making the request.

What documents are required when signing on behalf of a registered owner?

Depending on the capacity in which one is acting (e.g., Executor, Power of Attorney, Guardian), various documents are needed. These may include court certified documents, small estate affidavits, death certificates, photocopies of identification for age verification, POA documents affirming the attorney's authority on share transactions, and for corporate or institutional signatories, relevant resolutions or governing documents. The specifics of these requirements aim to ensure the individual has the legal right to act on behalf of the share owner.

Where should the completed Letter of Instruction be sent?

Once filled, the Letter of Instruction should be mailed to Shareowner Services at PO Box 64874, Saint Paul MN 55164-0874. If a courier service is preferred, the letter can be sent to Shareowner Services, ATTN: Imaging Services, 1110 Centre Pointe Curve Suite 101, Mendota Heights MN 55120. This ensures the letter reaches the correct department for processing.

What should I do if the names on the account need to be changed?

If there’s a need to change the names on the account, simply drafting a Letter of Instruction is not sufficient. A transfer must be initiated, for which instructions and necessary forms are available for download at shareowneronline.com. Under the 'Download Forms' section, selecting “Stock Power and Transfer Instructions” will provide all the necessary steps and documentation to effectuate a name change on the account.

If I am acting with Power of Attorney (POA), how do I ensure my Letter of Instruction is accepted?

For those acting under a Power of Attorney, it's crucial to include a copy of the POA document itself along with a statement asserting the document is still in full force, is accurate, and that the principal is still living. The document must explicitly state that the attorney-in-fact has the authority to deal in share or security transactions. Including these will verify your standing as an authorized individual to request changes or make decisions about the shareowner's account in question.

Filling out a Letter of Instruction form can sometimes be complex, leading to common errors that could delay processing. One of the first mistakes made is not providing the correct account number or Social Security/Tax ID number. This foundational information is crucial for identifying the account in question, and any discrepancy can cause significant delays.

Another common mistake involves not specifying the company name/issue of stock accurately. Given the variety of securities that can be managed through such forms, clarity in this section ensures that the instructions are applied to the correct assets.

Often, individuals fail to list the name(s) and address as registered on the account correctly. It's imperative that the information provided matches exactly what is on record to avoid any confusion or misidentification of the account holder(s).

Many overlook the option to provide an alternate address. This section is particularly important if the requested documents or correspondences need to be sent to a different location than the one listed on the account, ensuring that sensitive information is received securely.

The requirement for signature of a registered owner can sometimes be misunderstood. A common oversight is not signing the letter as the account is registered, especially when acting on behalf of the registered owner. This omission can complicate the legitimacy and execution of the request.

Documentation is often mishandled, especially when the form is signed by someone signing on behalf of a registered owner. Failure to include the necessary documents, such as court-certified documents or a power of attorney, can halt the entire process.

Instructions for individuals whose name has changed are frequently overlooked. These individuals must sign the letter as their name is currently listed on the account and then again using their new name, a detail that is often missed, leading to processing delays.

Another mistake lies in incomplete submissions by minors now over the age of majority or by individuals acting in a legal or custodial capacity without attaching the required identification or legal documents that substantiate their current status or authority.

Last but not least, when changing the account registration due to altered names on the account, individuals often forget that a separate transfer process is required. This involves downloading additional forms, a step that is sometimes overlooked in the process of submitting a Letter of Instruction.

When handling financial matters, particularly related to share ownership or asset transfer, a Letter of Instruction serves as an important communication tool between a shareowner and a financial institution. However, in many cases, this form does not suffice on its own. To ensure smooth transactions and compliance with legal requirements, several other forms and documents are often used in conjunction. These forms help in providing a clearer picture and fulfill legal prerequisites that the Letter of Instruction alone may not cover.

• Stock Power and Transfer Instructions: This document is essential when the ownership of stocks needs to be transferred. It outlines the detailed process and requirements for transferring stock ownership from one party to another. This could include the need for signatures, the specification of new owners, and potentially the valuation of the stock at the time of transfer.
• Certificate of Fiduciary Authority: When actions are undertaken by an individual on behalf of another, particularly in a trustee or executor capacity, this certificate provides the legal basis for such actions. It assures the institution that the person acting has the legal right and authority to manage the assets in question, according to the terms of a will or trust.
• Court certified Letters of Guardianship/Conservatorship: These are required when a guardian or conservator acts on behalf of someone else, specifically an individual who is incapable of handling their affairs. The letters provide proof of the guardian or conservator’s authority to make decisions on behalf of the individual, including but not limited to financial transactions.
• Corporate Resolution or Governing Document: For transactions involving a corporation, investment club, school, government agency, religious organization, or nonprofit, this document clarifies who within the organization has the authority to act, for instance, to sell or transfer assets. It ensures that the individual signing the Letter of Instruction has been duly authorized to do so by the organization.

Each of these documents plays a crucial role alongside the Letter of Instruction, ensuring that transactions are legally valid and accurately reflect the intentions of all parties involved. Whether it's transferring stock ownership, acting on behalf of another, or conducting transactions for an entity, these forms collectively ensure that the process is conducted smoothly and within legal bounds.

A Letter of Instruction and a Will share several similarities, primarily in their roles in guiding after-death arrangements. A Will, a more formal and legally binding document, outlines how a person's assets should be distributed among heirs and possibly instructions for guardianship of minors. In contrast, a Letter of Instruction provides practical information and wishes not legally covered in a Will, such as funeral arrangements or personal messages to loved ones. Both serve as crucial guides for families during a difficult time, ensuring a person's final wishes are known and considered.

Similar to a Letter of Instruction, a Power of Attorney (POA) document authorizes someone to act on another's behalf but focuses on legal and financial decisions during the individual's lifetime. The POA becomes active when a person cannot manage their affairs due to illness or incapacity. It includes detailed instructions and powers granted to the agent, mirroring how a Letter of Instruction specifies wishes and instructions for handling personal matters posthumously or in situations where direct communication is not possible.

A Trust document, like a Letter of Instruction, is aimed at managing the distribution of assets, but with a formal legal structure that allows for control over assets during the grantor's lifetime and after death. Trusts can specify conditions under which assets are distributed to beneficiaries, offering a level of detail and legal authority not found in a Letter of Instruction. Yet, both serve to clarify the owner's intentions and ensure that personal and financial matters are handled according to their wishes.

The Healthcare Directive, or Living Will, is akin to a Letter of Instruction but focuses exclusively on medical treatments and end-of-life care preferences should the individual become incapacitated and unable to communicate their wishes. This document guides family members and healthcare providers in making decisions aligned with the individual’s desires, similar to how a Letter of Instruction guides executors and loved ones in personal and financial matters after death.

Estate Letters or Letters Testamentary are issued by a probate court, giving the executor the authority to act in accordance with the decedent's will, including accessing bank accounts, transferring assets, and paying debts. While estate letters have a legal backing similar to a Letter of Instruction, the latter provides more personal, non-legal guidance that complements the formal directions and authority granted by the court.

A Financial Plan, while not a single document, encompasses an individual's financial goals, asset allocations, and plans for wealth distribution—similar in purpose to a Letter of Instruction that may contain specific instructions for managing or distributing personal assets. Both tools help organize financial affairs, but a Letter of Instruction often provides more personalized guidance and is specifically intended for use by beneficiaries and executors.

Lastly, Beneficiary Designations, found in retirement accounts, insurance policies, and other financial products, direct the specific distribution of these assets upon the owner's death. These designations are similar to a Letter of Instruction as they guide the transfer of assets to chosen individuals or entities. However, beneficiary designations are legally binding and supersede instructions in Wills or Letters of Instruction for the designated accounts or policies.

When filling out the Letter of Instruction form, specifically geared toward Shareowner Services, attention to detail is crucial for a smooth processing experience. Below are key dos and don'ts that individuals should consider:

• Ensure all personal information is accurate. Double-check your account number or Social Security/Tax ID number, the company name/issue of stock, and ensure that name(s) and address as registered on the account are current and correct.
• Sign as per the current registration. If you are signing on behalf of the registered owner, do so as instructed, including your title (e.g., Executor, Power of Attorney) after your name.
• Include all necessary documents. Follow the specific instructions on required documents if you are signing in a representative capacity, like an executor or guardian.
• Use the correct address for mailing. Verify whether you are using standard or courier services and use the appropriate address provided for Shareowner Services.
• Review all instructions. Especially if changing the account registration, ensure you understand the procedure and have accessed the necessary forms online.

• Leave sections incomplete. Do not skip any required fields that apply to your situation, such as the alternate address section if you wish to have the request mailed to a different location.
• Sign with outdated information. If your name has changed, sign once as it appears on the account and again using your new name, following the provided example.
• Forget ancillary documents. If acting under special circumstances (e.g., as a custodian or under a power of attorney), failing to attach the necessary validating documents can delay processing.
• Ignore specific requirements for your role. Each role (e.g., executor, conservator, trustee) has specified documentation requirements such as court orders or certified documents—overlooking these details can result in a rejected submission.
• Disregard the instructions for changing account registration. If names on the account need updating, understand that a separate transfer process is necessary and consult the indicated section for guidance.

Adhering to these guidelines not only ensures that the Letter of Instruction form is completed accurately but also helps in avoiding common pitfalls that can lead to processing delays or additional correspondence with Shareowner Services. Always review the completed form for accuracy and completeness before mailing.

There are several misconceptions about the Letter of Instruction form that need clarification. Understanding the purpose and proper use of this document is essential for anyone dealing with shareowner services or related financial transactions. Let’s dispel some of the common myths:

• It serves as a legal will: Incorrect. The Letter of Instruction provides guidance and clarifies the wishes of the shareowner for managing specific assets or shares, but it does not replace a legal will. It’s an informal document and does not have the legal standing of a will.
• Only for the deceased estates: While it's often used in the context of estate planning, this form is also relevant for living individuals aiming to make certain transactions or changes to their share ownership. It’s not exclusively for executions after death.
• Signature verification isn’t necessary: A registered owner's signature is essential, and if you are signing on behalf of the owner, you must include your title and follow up with the required documents. This ensures the authenticity and proper execution of the request.
• Any document can be mailed as proof: The form specifies which documents are needed for different situations, such as a court-certified document for executors or a photocopy of a birth certificate for minors. Not any document will suffice; it must meet the criteria outlined.
• No need for specific titles for signatories: If you are signing on behalf of a registered owner, it is crucial to include your precise title after your name (e.g., Executor, Power of Attorney) to validate your authority to make the request.
• Power of Attorney (POA) doesn’t need a declaration: The POA document must include a statement affirming it is in full force, accurately reflects the original, and the principal is alive. This declaration ensures the POA meets the requirements for handling share or security transactions.
• Changes in account names don't require a transfer: If there’s a need to change the names on the account, a transfer process is required. This is a necessary step to officially update the ownership records and cannot be bypassed with a simple instruction letter.
• One form fits all situations: Depending on your role (executor, minor, guardian, etc.) or the entity (partnership, corporation, school), different pieces of information and documentation are required. The letter must be tailored to fit the specific scenario and meet the outlined requirements.

By understanding these misconceptions, individuals and legal representatives can better navigate the complexities of managing shareowner services and ensure their transactions are processed smoothly and correctly.

When dealing with the complexities of share ownership and stock transfers, the Letter of Instruction form plays a crucial role in facilitating these processes. Here are four key takeaways for effectively filling out and utilizing this form:

• Ensure Accuracy of Basic Information: It's essential to include your account number or Social Security/Tax ID number, the name of the company or issue of stock, and the name(s) and address as registered on the account. If you wish for the documents to be mailed to an alternate address, that must be clearly indicated.
• Signing on Behalf of a Registered Owner: If you're signing the Letter of Instruction on behalf of the registered owner due to their inability to do so, you must include your title (e.g., Executor, Power of Attorney) after your name. Additionally, it's required to attach the necessary documents supporting your authority to act on behalf of the shareowner. These may include court certified documents, letters of guardianship, or a power of attorney statement.
• Document Submission for Special Circumstances: Special instructions are outlined for situations such as a name change, acting on behalf of a minor who has reached the age of majority, and for representatives of entities like partnerships, corporations, and other organizations. Depending on the circumstance, additional documentation like birth certificates, corporate resolutions, or proof of fiduciary authority may be required.
• Procedure for Changing Account Registration: If there's a need to change the name or names on the account, this cannot be accomplished merely through a Letter of Instruction. A transfer process is necessary, for which instructions and forms are available online. This process is essential to ensure the correct ownership and smooth handling of the stock or security in question.

By following these guidelines and ensuring all necessary information and documentation are correctly provided, shareowners can effectively communicate their instructions and requests to Shareowner Services, thereby minimizing delays and complications.