How to Open an Estate Bank Account in Pennsylvania Using an IRS EIN

Detailed Answer

This explains how to open a dedicated estate bank account in Pennsylvania using an estate Employer Identification Number (EIN) issued by the IRS. The process has three main parts: (1) your legal authority to act for the estate, (2) obtaining an estate EIN from the IRS, and (3) opening the bank account and managing it correctly under Pennsylvania law.

1. Confirm your authority to act for the estate

Before a bank will open an estate account, it usually requires proof that you are the estate’s lawful personal representative (sometimes called executor or administrator). In Pennsylvania, appointment and the powers of personal representatives are governed by the Decedents, Estates and Fiduciaries Code (Title 20 of the Pennsylvania Consolidated Statutes). See the statutes for full rules: 20 Pa.C.S. (Title 20).

How to get that authority:

If the decedent left a will: file the will with the Register of Wills in the county where the decedent lived and petition for Letters Testamentary. The court will issue letters if you qualify.
If there is no will: file a petition for appointment as administrator and obtain Letters of Administration from the Orphans’ Court (or Register of Wills where applicable).

Find Pennsylvania courts’ probate/Orphans’ Court information here: PA Courts — Estate and Probate. Many banks will accept the court-issued Letters (or certified copies) as proof of authority.

2. Obtain an EIN for the estate from the IRS

An estate that will have taxable income after the decedent’s death or that needs a separate taxpayer identification generally needs an EIN. The IRS treats an estate as a separate taxpayer for income tax reporting (Form 1041) and for holding assets in a bank account under the estate name. The IRS explains estate and trust EINs and how to apply here: IRS — Estate and Trust EIN. You will use Form SS-4 to apply; more information is at: IRS Form SS-4.

How to apply:

Online (fastest): The IRS provides an online EIN application for responsible parties who can complete the application from inside the U.S. You usually receive the EIN immediately at the end of the online session.
By fax or mail: Complete Form SS-4 and fax or mail it to the IRS. Processing by fax/mail takes longer.

When you apply, provide the estate’s legal name (commonly “Estate of [Decedent’s Full Name]”), the decedent’s Social Security number and date of death, and identify yourself as the estate’s personal representative (include the date you were appointed if you have Letters). After issuance, the IRS will send a confirmation letter (CP 575) that banks accept as proof of the EIN.

3. Open the estate bank account and manage it properly

Most banks require these documents to open an estate account:

Certified copy of Letters Testamentary or Letters of Administration (or similar court documents showing your appointment).
Death certificate (certified copy).
IRS EIN confirmation (CP 575) or the EIN number and SS-4 receipt.
Your government-issued photo ID and, sometimes, a secondary ID.
The bank may ask for a copy of the will and a bank signature card signed by the personal representative(s).

Bank policies vary. Call the bank first and ask exactly which documents and signatures it requires. Some banks will let you convert an existing account into an estate account; others require a new account in the estate’s name.

Key management rules once the account is open:

Keep all estate funds separate from your personal funds. Do not co-mingle assets.
Use the estate account to collect estate income (rent, interest, sale proceeds) and to pay estate expenses, debts, and taxes.
Keep clear, dated records of all deposits, withdrawals, disbursements, and receipts. Good records protect you and make tax filings and final accounting simpler.
File federal fiduciary income tax returns (Form 1041) if the estate produces taxable income. See IRS guidance at IRS — Estate and Trust EIN and Form 1041 instructions.
File Pennsylvania inheritance tax and any state filings required. See the Pennsylvania Department of Revenue’s inheritance tax pages for requirements: PA Department of Revenue — Inheritance Tax. The Orphans’ Court/Register of Wills office will also provide county-specific filing instructions.

When can you close the estate account?

Only after you pay valid debts and taxes and you distribute remaining assets to heirs or devisees according to the will or intestacy rules. The personal representative usually prepares a final accounting for the court or obtains written releases from heirs. Keep the EIN and estate records until all matters (including any potential tax audits) are final. When the estate closes, withdraw remaining funds and distribute them per the estate plan or court order. Then close the bank account.

Practical timeline and tips

Applying online for an EIN: usually immediate. Using paper/fax: several days to weeks.
Getting Letters from the Orphans’ Court: timing depends on county procedures; some informal small estates qualify for simplified procedures.
Opening the bank account: typically immediate once the bank has the required documents.

Statutory references and resources

Pennsylvania Decedents, Estates and Fiduciaries Code (Title 20): https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm?txtType=HTM&ttl=20
Pennsylvania Courts — estate and probate/Orphans’ Court information: https://www.pacourts.us/learn/estate-probate
IRS guidance on EINs for estates and trusts: https://www.irs.gov/businesses/small-businesses-self-employed/estate-trust-ein
IRS Form SS-4 (application for EIN): https://www.irs.gov/forms-pubs/about-form-ss-4
Pennsylvania Department of Revenue — inheritance tax information: https://www.revenue.pa.gov/FormsandPublications/FormsforIndividuals/Pages/Inheritance-Tax.aspx

Helpful Hints

Call the bank first. Ask which documents and forms they require for an estate account; requirements differ by bank and branch.
Gather certified copies of the death certificate — banks often ask for more than one copy.
Keep a dedicated file (digital and paper) for all estate financial documents, receipts, and correspondence.
Open the estate account as soon as you can after appointment. It helps prevent accidental commingling and keeps transactions clear for heirs and tax authorities.
Obtain the EIN before signing checks or depositing some kinds of income if the bank requires it; some banks will accept a pending SS-4 receipt temporarily but prefer the formal EIN letter.
If the estate is small, ask the Register of Wills about simplified procedures for small estates — you may not need a full probate administration.
Consult a Pennsylvania probate attorney if the estate has complex assets, disputes, or significant tax concerns. While this article explains the typical steps, a lawyer or the Register of Wills can give county-specific guidance.

Disclaimer: This content is for general informational purposes only and does not constitute legal advice. I am not a lawyer. Rules vary by county and by bank. For advice about your specific situation, contact a licensed Pennsylvania attorney or the local Register of Wills/Orphans’ Court.

FastCounsel