Overview: Setting up an estate bank account in Washington
This FAQ-style guide explains how to set up an estate bank account for a deceased parent in Washington using an IRS Employer Identification Number (EIN). It walks through when you need an EIN, steps to get one, what Washington courts and banks typically require, and practical tips to keep the estate’s finances organized. This is educational information only and not legal advice.
Detailed answer: Step-by-step process under Washington law
1. Determine whether you need a personal representative and probate
Before opening an estate bank account, you usually need authority from the probate court. If the decedent left a will, the person named as personal representative (executor) should be appointed by the Washington superior court in the county where the decedent lived. If there is no will, the court may appoint an administrator. The court issues official documents (Letters Testamentary or Letters of Administration) that prove your authority to act for the estate. For Washington statutes on probate and personal representatives, see RCW Title 11 (Probate): https://app.leg.wa.gov/rcw/title11/.
2. Identify whether a simplified or small-estate process applies
Washington provides simplified procedures in limited situations (for small estates or when certain conditions are met). If the estate qualifies for a small estate affidavit or summary process, you may be able to collect or control certain assets without formal probate. Check Washington Courts forms and resources or the statutes in Title 11 to see if your situation qualifies: https://www.courts.wa.gov/forms/.
3. Obtain certified copies of the death certificate
Banks will usually ask for one or more certified (raised-seal) death certificates. Order multiple copies from the Washington State Department of Health or the county health department where the death occurred. Having several certified copies simplifies dealing with banks, insurance companies, and government agencies.
4. Get appointed by the court and receive letters of appointment
File a probate petition in the county superior court if formal probate is required. Once the court appoints you, it will issue letters or a certificate of appointment. Most banks require a certified copy of that court-issued document before they will allow you to open an estate account in the estate’s name.
5. Apply for an estate EIN from the IRS
An estate is a separate taxpayer once administration begins. The IRS requires an EIN for the estate’s tax filings (Form 1041, employment taxes if applicable, and for many banks). Apply for an EIN for the decedent’s estate by completing IRS Form SS-4. You can apply online (recommended) or by fax/mail. IRS resources:
- Online EIN application: https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online
- About Form SS-4 and where to send it: https://www.irs.gov/forms-pubs/about-form-ss-4
Keep the EIN confirmation letter (CP 575 or SS-4 acknowledgement) — banks often require it.
6. Contact banks to learn specific requirements
Banks differ in their policies. Before you visit, call the bank(s) you plan to use and ask what they require to open an estate account. Typical requirements include:
- Certified copy of the death certificate
- Certified copy of Letters Testamentary or Letters of Administration (court appointment)
- Estate EIN confirmation from the IRS
- Photo ID for the personal representative
- Copy of the will (if applicable) and possibly a funeral bill or other documentation
7. Open the account and name it correctly
When you open the account, use a clear estate-title format so funds are clearly estate property. Common formats banks accept include:
- “Estate of [Full Name], deceased [date of death], by [Name], Personal Representative”
- “[Full Name], Personal Representative of the Estate of [Full Name],”
Avoid depositing estate funds into your personal account. Keep estate money separate to prevent claims of commingling and to make final accounting easier.
8. Manage the estate account responsibly
Use the estate account only for estate assets and authorized estate expenses (debts, funeral expenses, taxes, court costs, and proper distributions). Keep detailed, dated records and save receipts for every transaction. Reliable recordkeeping helps with court accounting and tax filing.
9. File required tax returns
The estate may have federal filing obligations (Form 1041 for income tax returns of the estate) and Washington state obligations. Washington has an estate tax for larger estates; for details see the Washington Department of Revenue: https://dor.wa.gov/taxes-rates/other-taxes/estate-tax. Check federal IRS guidance and consider a tax professional for estate tax or income tax questions.
10. Close the account after final distribution
After debts, taxes, and expenses are paid, and the probate court approves the final accounting (if required), distribute remaining funds to beneficiaries and close the estate account. The court may require a final accounting or approval before you distribute funds, depending on the probate process used.
Key Washington legal references
- Washington statutes on probate and estates (Title 11, RCW): https://app.leg.wa.gov/rcw/title11/
- Washington Courts — probate and form resources: https://www.courts.wa.gov/forms/
- IRS resources on estate EINs and Form SS-4: https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online and https://www.irs.gov/forms-pubs/about-form-ss-4
- Washington Department of Revenue — estate tax info: https://dor.wa.gov/taxes-rates/other-taxes/estate-tax
Helpful hints
- Call the bank first. Ask for their estate-account checklist so you bring the exact documents they want.
- Order multiple certified death certificates early. Banks, social security, employers, and insurers often require originals.
- Keep estate funds separate and open a dedicated estate account immediately after appointment to avoid commingling.
- Keep a transaction ledger. Record deposits, disbursements, checks, and transfers with dates, amounts, and reasons.
- Retain the EIN confirmation letter. Some banks accept the printed online EIN confirmation; others want the IRS letter.
- If the estate is small, explore Washington’s simplified procedures before filing full probate — this can save time and cost.
- Consider talking to a probate attorney for complex estates, contested wills, substantial debts, or tax issues.
- Understand your fiduciary duties. As personal representative you must act in the best interests of the beneficiaries and follow court rules.
Disclaimer: This article explains common procedures under Washington law and links to statutory and government resources. It is educational only and not legal advice. For specific legal guidance about your situation, consult a licensed attorney in Washington.